By Law:
Membership Termination Processes
Last reviewed: 31 October 2025
Enacted: November 2024 · In effect from: 1 December 2024
1. Purpose
The purpose of the Membership Termination Process by-law is to ensure that all members of the Robina Raptors Junior Rugby League Club understand the set processes that occur should a person’s membership be terminated during the season.
This by-law should be read in conjunction with the Disciplinary Subcommittee by-laws and serves to enhance the Disciplinary Subcommittee by-laws.
2. Grounds for Termination
Membership in the association may be terminated under the following circumstances:
- Voluntary resignation by the member.
- Non-compliance with the association’s rules, policies, or code of conduct.
- Conduct deemed detrimental to the interests or reputation of the association, as determined by the Management Committee and/or the Disciplinary Subcommittee.
3. Notice of Termination and Completion of Appeals Processes
- A member whose membership is subject to termination shall be given written notice, including the reason(s) for termination as provided for in the Disciplinary Subcommittee by-law.
- All appeals processes, as outlined by Disciplinary Subcommittee by-laws, must have been completed.
4. Return of Club Property
- Upon termination of membership, the member must return all club property, including but not limited to uniforms, equipment, and documentation, within 14 days of receiving notice of termination. Club property should be returned whilst any appeals process is still underway.
- Failure to return club property may result in additional action by the association, including legal proceedings if necessary.
5. Refund of Membership Fees
Membership fees may be refunded on a pro-rata basis, depending on the duration of membership and the reason for termination, as outlined in the following schedule:
| Membership Duration | Refund Percentage | Conditions |
|---|---|---|
| Up to 1 month | 75% | Refund if termination is voluntary or mutual. |
| 1–3 months | 50% | Refund if termination is voluntary or mutual. |
| 3–6 months and prior to GCRL census date | 25% | Refund if termination is voluntary or mutual. |
| Over 6 months / after GCRL census date | 0% | No refund provided. |
- No refund will be issued if membership is terminated due to conduct breaches or non-compliance with association rules.
- Any fees received via a Government grant / voucher (e.g. Fair Play Voucher) will be excluded from the refund calculation.
- Any uniforms / kit that has been used by a member cannot be returned, and the cost of which will be excluded from the refund calculation.
- Refunds will not include refunding any payment processing fees incurred by the member when making their initial payment.
- Any refund owed will be processed within 30 days of membership termination.
6. Reporting
Any execution of this termination process shall be documented, and kept in a digital format in a secure location for future reference by the Management Committee.
7. Review of By-Law
This by-law shall be reviewed annually by the Executive Committee to ensure its continued effectiveness and relevance. Amendments to this by-law may be proposed by the Disciplinary Subcommittee or any member of the Management Committee and must be approved by a majority vote of the Management Committee.