A portfolio on the club constitution of Old Hararians Rugby Club
❖ Acknowledgement
My utmost gratitude and thanks go to:
- My supervisor Mr SK Washaya for the assistance and support throughout this
project.
- The Lower Gwelo Adventist network department for granting me access to the
internet.
- My classmates ,Family and Friends who gave their support and encouragement.
I am thankful for the resources and intel that made this project a success
❖ Introduction
This project is based on investigating the roles of a well – structured constitution in
governing sports clubs, with a focus on the Old Hararians Rugby Club. In examining
the club’s governance ,rules and regulations and structure ,this research aims to
enlighten the importance of constitutions in promoting effective leadership , decision -
making as well as the member engagement with the club
❖ Methodology
This project will be conducted with a mixed-methods approach, combining both
qualitative and quantitative approaches. Information will be collected trough in-
depth interviews with club members , officials and coaches .
QUESTION 1
I. Hints when forming a club
1) Define the purpose.
2) Identify Target members.
3) Develop a constitution.
4) Secure funding.
5) Selecting a leadership structure.
6) Planning activities.
7) Promoting the club.
8) Establishment of communication channels.
9) Open social media platforms for the club.
10) Find interested people who want to join the club.
II. Eligible members who can join the club
1. Range of ages ( 16-25).
2.skills of members (beginners to experts).
3. A common shared interest among club members.
4. People from the same geographical location .
5.Students or graduated of a particular educational institution.
6.Proffessions of the people .
7. Willing people .
III. Considerations on the club constitution.
1. Purpose and objectives
2. Membership criteria
3. Financial management
4. Rules and Regulations
QUESTION 2
IV. Club constitution
The Club Constitution must establish the principles on which the club is to operate .It defines
the primary objectives of a club and describes how the club will function . The constitution of
a club shall be shared with campus departments and students when requested. The
constitution includes the following:
Article 1- old Hararians rugby club
Section1: the old Hararians are a non-profiting club disposing of all the means to reach its
objectives
The headquarters of the club is in Harare ,Zimbabwe .
Article 2 -Purpose of the club
This section can be as detailed as you would prefer it .It should include a general outline of
what your club would like to accomplish .
Article 3 -Officers of the club
Decide what officers your club will have, how and when they will be elected , the term of
office each will hold and how vacancies will be filled .
Section1: Elected officers of this club shall be :[ a list of all officers in order of rank normally
the president, vice president , secretary , treasurer a d clubs and events Board
representatives]
Section 2 :Duties of each officer
Section 3 :Term of office
Section 4 : Nominations and Elections filing
Article 4 – Qualifications for membership
List the reequipments and qualifications necessary to become a member without regard to
ethnicity , race, colour , marital status , religion ,sex, age , handicap , veteran status , or
sexual orientation .
Section 1 : General Statement of eligibility for Membership
Section 2: How to become a member
Section 3 : How to remain in good standing
Article 5 – Meetings
Determine the frequency of general meetings and establish procedures ,Special meetings may
need to be addressed as well.
Section 1: Frequency of Meetings
Section 2: Procedure for calling Special Meetings
Section 3 : Quorums
Article 6 – Parliamentary Authority
Section 1 : The rules contained in the current edition of Roberts Rules of Order , Newly
Revised , shall govern the club’s name in all cases to which they are applicable and in which
they are not inconsistent with the bylaws of the club’s name .
Article 7 : Amendments
State how and when the constitution can be amended
Section 1 : Following the approval of the amendment by the officers of the constitution may
be amended by a vote of membership at that meeting of the club at which a quorum is
present.
Article 8 : Enacting Clause
This condition shall become effective upon arrival of the Club president , club Faculty
Advisor or Faculty Coordinator of campus life . [NOTE : All constitutions must have the
signature of the president and advisor as follows : “I have read , understand and agree to the
contents of this document ,”must printed above the signature]
“ I have read , understood and agreed to the contents of this document”.
___ ______________________________________________
Date approved club president
_____________ _____________________________________
Date approved faculty Advisor
____________ _____________________________________
Date Approved Faculty Coordinates , Student life and Leadership Centre
END OF CONSTITUTION
Typical club officers’ duties
( duties for officers in the student senate and clubs & events Board are detailed in
separate documentations)
PRESIDENT
1. Hold Executive Committee meetings
2. Prepare an agenda for each meeting
3. Keep the advisor informed of all club meetings and activities . ( CRC requires the advisor
to attend all club meetings and activities )
4. May appoint a representative to the clubs and events board
5. Preside over the club and club meetings
6. Serve as the official spokesperson for the club
7.Appoint committees and delegate the work among all club members
NOTE: The president has no vote except to break ties or to vote ballot
Vice president
1. Attend all executive committee meetings and meetings of the organization
2. Assist the President
3. Assume the president’s responsibilities when she/he is absent.
Treasurer
1. Responsible for all funds in the clubs account at the Business Services Offices ( No off-
campus)
2. Sign all fund requisitions along with the advisor for the withdrawal of funds from the
club’s banks
3. Be prepared to give a report at each business meeting of the organization listing revenue,
expenditures and balances on hand
4. Have records available for examination at anytime
5. If the clubs account balance is needed, a request is submitted to the student personal
assistance in SLLC five days before the information is to be presented
Secretary
1. Record what was done at club meetings and keep accurate permanent minutes
2. Keep an accurate up - to – date list of members
3. Keep a copy of the constitutions and / or bylaws
4. Write motions down accurately and be prepared to read them
QUESTION 3
❖ How board members are elected
QUESTION 4
❖ How members can join the club
1; People may join through subscription .
The role of the club and its purpose
2;The clubs name is Old Hararians Rugby Club and its roles are to lead , develop and
promote rugby games both indoor and outdoor affiliate to support and maintain the laws of
the rugby federation and Zimbabwe Rugby Federation
How members are dismissed from the club
3. Members can be dismissed from a club for various reasons
A . Memberships fees
B . Sponsorships
C . Grants
D . Donations
E . Fundraising events
F . Corporate partnerships
Activities done by the club
Questions 5
1. Back Account
Agri Bank : 01544478540912
Stanbic Bank : 04564332761120
2. The signatories are
The Chairman
Public officers
Treasurer
Women in sports representative
1 committee member
QUESTION 6
The AGM meeting is held every year on the eleventh of October
