Roles
President | Chair | Club Captain (Seniors)
Treasurer | Secretary |
Coach | Coaching Co-Ordinator | Team Managers (Juniors)
Youth Rugby Development Officer | Child Welfare Officer
Match Support (Seniors) | Catering Co-Ordinator | Merchandiser
Tour Organiser
PRESIDENT
Purpose: to ‘preside’ over the Rugby Club as a whole, acting as an ambassador externally and internally providing leadership and guidance as required. The role is non-executive.
Responsibilities:
To ensure the mission, vision and values of the club are clearly understood and acted out at all levels and remain consistent with the overall purpose and objects declared by the RFU
To represent the Club at external meetings (or to arrange for an alternate, e.g. the Chairperson or Secretary, to attend instead)
To help establish and/or maintain strategic alliances and to engage in relevant networking
To act as host to committee members of visiting clubs, and to attend functions organised to encourage sponsorship of the Club’s sporting activities
To undertake interviews with representatives of the press or media, if required
To countersign applications for International Tickets and ensure proper procedure in their allocation and distribution
To provide an informed and impartial presence at both Senior and Youth Rugby committee meetings and, if required, to act as neutral arbiter on contentious issues
To ensure that non-playing disciplinary matters are dealt with in a fair and proper manner, and to chair any meetings arranged to provide for appeals.
To chair any general meetings of the Club, especially the Annual General Meeting
CHAIR
Purpose: to co-ordinate the activities of Senior Rugby committee members and volunteers (Senior); to co-ordinate the activities of Youth Rugby committee members and volunteers (Youth Rugby)
Responsibilities:
To keep abreast of developments in the general arena of sport development and in the particular context of the strategy, policies and expectations of the RFU, the Constituent Body (The Yorkshire RFU) and the local authority
To represent the Rugby Club at meetings of The Roundhegians Sports Association Management Committee (Senior Chair as of right, Youth Chair as co-opted member)
To represent the Rugby Club at external meetings such as Central District Committees (Senior and Youth respectively), Central District ‘cluster’ meetings (Senior and Youth jointly), Yorkshire RFU Council (Senior)
To ensure all activities of Senior Rugby and Youth Rugby committee members and volunteers are consistent with the stated purpose, objects and other stipulations of the Rugby Club Constitution
To promote the philosophy and practice of continuous improvement
To ensure that a comprehensive Risk Assessment (premises, facilities, equipment and processes) is carried out at least twice yearly, that findings are recorded and that any necessary countermeasures are implemented (Senior); to ensure that selective risk assessments are carried out for the various activities and events organised by Youth Rugby, and that all volunteers are safety-conscious) (Youth)
To produce (in consultation with members of the relevant Committees) an action plan for the year, including development priorities
To produce (in consultation with the relevant Treasurer and other members of The Joint Committee) a budget for the year
To collate orders for items of equipment, kit etc, checking they are in line with budget cost-heads, and to ensure that stock checks are carried out regularly
To plan for succession, and subsequently negotiate roles and task allocation with committee members, within the frameworks provided
To manage the appointment and performance of casual employees (catering, physiotherapy, first aid, coaches) (Senior)
To produce a training and development plan based on the identified needs of committee members, coaches, team managers and other volunteers
To monitor the decision-making, planning and implementation of task groups, evaluate outcomes and offer constructive feedback
To call meetings of The Joint Committee as required and to set the agenda for those (Senior)
To set the agenda for monthly Committee meetings (Senior and Youth respectively) and to manage the process of the meetings in a purposeful and democratic manner
To produce an annual report on the activities and achievements of the Rugby Club to the Youth Rugby AGM (Youth), to the Rugby Club AGM (Senior incorporating Youth, or presented separately as preferred), and to the AGM of The Roundhegians Club (Senior incorporating Youth)
To identify and develop relationships to commitment with potential Sponsors; also to oversee the activities of other committee members involved in negotiations with potential Sponsors, in particular checking all proposals with contractual implications (Senior).
To approve or where required help formulate (or formulate) applications for grant aid from external sources (Senior)
To ensure the timely circulation of details concerning International tickets, the fair allocation of tickets to members, and the legitimate sale of tickets to licensed operators or sponsors in the event the Club has a surplus (Senior)
To act as the nominated agent for The RFU Grand Draw, and subsequently to organise the internal promotion of ticket sales, to collect monies and submit returns by the due date (Senior); to coordinate ticket sales within Youth Rugby (Youth Rugby)
To collate content for the Handbook, and organise its design, production and distribution (Senior)
To agree (in conjunction with members of The Joint Committee) the nature, content and design of any further marketing materials and to organise their production and distribution (Senior)
To ensure there are volunteers to complete routine match-day tasks
To oversee the project management of special events e.g. tournaments or festivals
CLUB CAPTAIN (SENIOR RUGBY)
Purpose: to ensure that the Rugby Club provides playing, coaching and social activities of a consistently high quality that offer scope for the personal development and wider participation of all members, and where applicable their partners, families and friends
Responsibilities:
To represent the needs and expectations of different sets of players to the management team, advising on appropriate responses and/or policy decisions; to ensure effective communication by encouraging captains and players to discuss issues and concerns in periodic players’ meetings
To ensure team captains carry out or effectively delegate match-day administration
To check – with team captains - on the welfare and rehabilitation of players who sustain major injuries, and to represent cases for support through the Benevolent Fund as appropriate
To initiate recruitment drives, in particular using contacts at the Universities
To act as first point of contact for new members and assist team captains with the induction process
To generate periodic email or website bulletins to keep members abreast of developments
To decide a “social calendar” combining formal events and more impromptu activities, and to advertise this internally; also to include in the arrangements some activities that will involve players’ partners, children, other relatives and friends
To act as co-ordinator/project manager for the annual Rugby Club Dinner
To oversee the planning of the Tour by a task group, and in particular to be responsible for the financial and contractual aspects of that event
To help facilitate the recruitment, retention, recognition and reward of Club volunteers
To help organise working parties for groundworks or the annual cleaning and refurbishing programme
To monitor the organisation of coaching
To help facilitate the transition of Youth players to Senior Rugby
To make arrangements for any formal hearings of grievance or disciplinary cases and to ensure fair process
SENIOR RUGBY TREASURER (FINANCE MANAGER)
Purpose: to assure the financial stability of the Rugby Club in general and Senior Rugby in particular
Responsibilities:
To approve all signatories to accounts held either by Senior Rugby or Youth Rugby, and proposed changes or additions to the various accounts held by the Rugby Club
To advise on legal constraints and ‘best practice’ in financial management, to recommend policies on all financial matters to members of The Joint Committee and to members of the extended Senior and Youth Rugby Committees, and to ensure that all committee members and volunteers comply with ‘best practice’ in handling money
To produce an annual budget for the Senior Rugby business plan (in conjunction with the Chair of Senior Rugby and any committee members involved in income-generation or expenditure) and to finalise this with the Senior Rugby and Joint Committees at the start of the year
To ensure that Senior Rugby revenue from all sources is collected and banked within seven days, and to co-ordinate and monitor the related activities of Senior members
To monitor income and expenditure against budget cost-heads so as to ensure there is always positive cashflow
To monitor the expenditure of monies in all restricted funds (in conjunction with the Youth Development Officer, the Scheme Organiser or other person with named responsibility) to ensure compliance with the terms and conditions stipulated by the awarding body, organisation or sponsor
To report monthly to the Senior Rugby Committee on the financial position of Senior Rugby
To prepare and present accounts for quarterly and end-of-year financial reports, incorporating information from Youth Rugby, and to submit these promptly to the Main Management Committee, to the members at the AGM, to the auditors, and to the Constituent Body at the appropriate times
To help prepare and submit any statutory documents that are required (e.g. VAT returns, PAYE and NI returns, tax returns, grant aid reports)
To renew the mandatory RFU insurance when due and to ensure that any extensions of cover for activities falling outside the period or provisions of the standard insurance are applied for in good time
To ensure the Rugby Club has paid the RFU and Constituent Body affiliation fees, and that the contributions for Referees’ Society and the Fixtures Exchange are also kept up to date
To receive membership subscriptions and process them appropriately
To pay bills promptly so as to maintain good relations with suppliers
To ensure that inventory records of goods held for sale are maintained and made available for inspection when required, and that stock checks are carried out periodically
Collections/Revenue Sources include:
The RFU Conditional Funding
Knock Out Competition Prize Money
The weekly raffle
Donations towards raffle prizes
The sale of cold sandwiches at the bar
The sale of hot sandwiches after matches
Match fees from team captains
Fines imposed by team captains for infringements of the players’ code
Gate or programme money, or touchline collections
The sale of branded merchandise
The sale of kit
Programme-advertising (Tens Tournament)
Sponsorship
Patronage
Hoardings
The RFU Grand Draw
Sale of Cashback tickets
Sale of International Tickets
Tour Payments
Dinner Ticket payments
Grant monies (usually to restricted funds)
Payments/Expenditure Sources include:
The RFU Mandatory Insurance
Groceries for sandwiches/meals
Catering Staff wages
Referees’ Expenses
Man of the Match awards
Team Night Out subsidy (x 4)
First Aid/Physiotherapy materials
Physiotherapist Fees
Laundry invoices
Travel expenses
Committee expenses
Print and design costs (marketing materials)
Hospitality or other recognition for Sponsors
First-team kit
Training equipment
Support to Youth Rugby
Donations (charity)
YOUTH RUGBY TREASURER (FINANCE MANAGER)
Purpose: to assure the financial stability of Youth Rugby
Responsibilities:
To disseminate information about legal constraints and obligations in respect of financial management, and to ensure that all committee members and volunteers handling money comply with ‘best practice’ and stated policies
To produce an annual budget for the Youth Rugby business plan (in conjunction with the Chair of Youth Rugby and any committee members involved in income-generation or expenditure) and to agree this with The Youth Rugby and Joint Committees at the start of the year
To agree with the Assistant Treasurer Youth Rugby the most practicable way of sharing responsibilities and workload, and to offer such support as may be required to ensure satisfactory completion of the tasks allocated
To ensure that Youth Rugby revenue from all sources is collected and banked within seven days, and to co-ordinate and monitor related activities of Youth Rugby members
To monitor income and expenditure against budget cost-heads so as to ensure there is always positive cashflow
To report monthly to the Youth Rugby Committee on the financial position of Youth Rugby
To prepare and present accounts for quarterly and end-of-year financial reports, and to submit the latter to the members at the Youth Rugby AGM and to the Senior Rugby Treasurer for incorporation in the full Rugby Club accounts and for external audit
To check with the Senior Rugby Treasurer that the mandatory RFU insurance has been paid at the start of the season, also subsequently to ensure that any extensions of cover for activities falling outside the period or provisions of the standard insurance are applied for in good time
To receive membership subscriptions and process them appropriately
To pay bills promptly so as to maintain good relations with suppliers
To ensure that inventory records of goods held for sale are maintained and made available for inspection when required and that stock checks are carried out periodically
Collections/Revenue Sources include:
Weekly and other raffles
Donations towards raffle prizes
The sale of hot foods
The sale of sweets
The sale of kit
Tour payments
Sponsorship
Payments/Expenditure Sources include:
Groceries for hot foods
Sweets for resale
First Aid materials
Training and coaching aids
Coaching course fees
Laundry invoices
Travel expenses
Committee expenses
Print and design costs (marketing materials)
Donations (charity)
HONORARY SECRETARY (SENIOR RUGBY) and SECRETARY (YOUTH RUGBY) (Information Managers)
Purpose: to ensure effective communication both externally and internally, acting as first point of contact for external organisations and disseminating information and dealing with correspondence as required.
Note 1: in an unincorporated organisation, the Honorary Secretary is legally the “embodiment” of the Club. Technically, therefore, the Club’s membership of the Constituent Body (i.e. the Yorkshire RFU) is held through the Honorary Secretary. It follows from this that the Honorary Secretary is usually the Club’s primary administrator. However, the position of Secretary, Youth Rugby, is of almost equal importance to the smooth running of operations. In many respects the roles mirror each other.
Note 2: the range of administrative tasks (and the skills and knowledge required to carry them out) is now so wide that the overall “secretarial” or information-management function has to be achieved through teamworking. The key team roles are substantially the same in both Senior and Youth Rugby: Information Manager; Information Support; Membership and Subscription Secretary; Registrar; Fixture Secretary; Website manager; Reporter and Public Relations manager. Senior Rugby also requires a Match Secretary, a role that is currently packaged within the 1st and 2nd team captain/team manager roles..
Responsibilities:
To coordinate the activities of volunteers with key information-management roles and to agree a selection of the following duties to be undertaken by the Information Support team-member.
To ensure relevant individuals/groups receive communications, forms and publications from the RFU, the Constituent Body, RDO’s and any statutory bodies whose requirements need to be satisfied, and to respond to such communications as required
To ensure effective information-flows between the different committees, subcommittees and task-groups within the Rugby Club
To record business conducted at committee and general meetings and make the minutes of meetings available in the manner agreed
To prepare papers for distribution before general meetings and to organise the annual general meeting
To design documentation to support the Quality Management System
To store records of Risk Assessments and prompt their updating
To maintain records of statistics e.g. match results, appearances, scorers, match fees, awards (Senior Rugby, Hon Sec)
To check the Treasurer makes the mandatory RFU insurance return, and to arrange any other necessary insurance e.g. tour insurance, insurance for out-of-season activities or events, liability/professional indemnity (Hon Sec)
To ensure that players are aware of the level of cover provided by the RFU mandatory insurance, and that they have information about additional protection e.g. against injury/loss of earnings (Hon Sec)
To notify serious injuries to the relevant bodies and to keep appropriate records
To ensure all club records are kept securely and can be accessed when required by members with the proper authority
To ensure that application details for International Tickets are publicised internally, and to keep a record of allocation by ticket number against the name of each member supplied (Hon Sec)
To complete the RFU Questionnaire, updating entries as required using information provided by the Subscriptions Secretaries, the YDO and the Chairs of Senior and Youth Rugby; also to collect evidence as required for other audits e.g. by the YRFU
To prepare the evidence portfolio required for the Seal of Approval and other quality standards (Hon Sec and Youth Sec in conjunction with YDO and Senior and Youth Chairs)
To provide information required by the Chair, Treasurer and Youth Development Officer to support applications for grants
To maintain contact details of suppliers and potential suppliers
To organise coach transport when required for distant away games or special nights out (Senior, Hon Sec)
To liaise with Education Leeds re the booking and use of school pitches and facilities (Youth Rugby)
MEMBERSHIP AND SUBSCRIPTION SECRETARY
Purpose: to maintain a database of playing and non-playing members
Responsibilities:
To record contact details for all playing and non-playing members, together with details of their joining date and subscription payments
To organise renewal notices of subscriptions and the collection of monies
With consent, also to record: medical history as relevant to health and safety during play; First Aid qualifications; Coaching qualifications; CRB checks; details of skills, knowledge, experience, qualifications relevant to voluntary work that might help in the maintenance and development of the Club; potentially useful contacts (e.g. for sponsorship)
REGISTRAR
To maintain the list of players with “effective registration” for the purposes of League and Cup, Shield, Vase, Trophy competitions. In time this is likely to involve ensuring players have photo ID cards and managing registration (and de-registration) on-line
MATCH SECRETARY
To confirm the weekly fixture arrangements with clubs and referees according to the appointments list (or with own referees for lower games)
For second team games, to confirm if the fixture is to be counted for Merit Table purposes
To ensure there is a touch judge for home games, and also that there is qualified first aid presence
To provide directions both to our own and to visiting sides if the venues are unfamiliar
To provide details of team selection on request to any opposition clubs who produce match programmes
To rearrange fixtures through the exchange “pool” where the opposition have cancelled
*To ensure that official cards are completed accurately with team details, presented to the referee for checking and signature, and signed/counter-signed by match officials from both clubs; also to ensure the cards are posted promptly to the League secretary or to the Merit Table co-ordinator as appropriate
*To ensure that the results of the match are phoned in to the Snowdon and Gosnay agencies, and to the relevant League administrator
(*Usually now undertaken by first and second team captains)
FIXTURE SECRETARY
Purpose: to ensure there are regular suitable fixtures for available players
Responsibilities:
To produce a structured fixture list at the start of the close season, based on the formal League framework and through agreements with other CB Fixture Secretaries
To ensure entry into National Knockout competitions and County competitions, and to confirm arrangements for relevant games both with opposition clubs and the Referees’ Society
To notify the final fixture list to the person producing the Club Handbook, to the Secretary of the Yorkshire RFU for inclusion in the official Yorkshire Clubs Handbook and also to the appointments secretary of the Central District Referees’ Society
To make arrangements for the hosting of touring teams, if the opportunity presents itself or can be created
To arrange “curtain-raisers” for selected Senior home games
WEBSITE MANAGER
Purpose: to ensure the Website is a dynamic medium for internal communications and for the purposes of external marketing and public relations
Responsibilities:
To maintain registration of the domain
To encourage the use of the website by the other sections of The Roundhegians Club
To determine the overall structure and development of the site, including suitable provision for the Youth Rugby microsite
To design web pages and produce or display appropriate content
To facilitate the use of the website for internal communications
To ensure that articles, language and photographs reflect a fair and positive representation of all club members and the community
To ensure that potentially sensitive information is screened out
To explore ways of exploiting the commercial potential of the website
REPORTER AND PUBLIC RELATIONS
Purpose: to report on matches and matters of likely sport-related interest, using the club website and local/national press when possible
Responsibilities:
To build a list of media contacts
To take or obtain action photographs from home games and the higher-profile matches through the season
To write or obtain and subsequently distribute press releases of any club events, tournaments and activities; also to maintain a “cuttings file” of coverage gained
To adapt press releases for publication on the website or microsite as appropriate
To send results and newsworthy items to the RFU Regional Press Officer and local press contacts
To produce a periodic club newsletter and/or ezine
To arrange the design, production and distribution of advertisements, posters and other promotional materials (as initiated and agreed by The Joint Committee)
To ensure articles, language and photographs reflect a fair and positive representation of all club members and the community
COACH
Purpose: to enable players to develop individual, unit and team skills and to enjoy their experience of participating in a team sport
Responsibilities:
To assess the performance of players in match situations and diagnose areas where skills may be improved
To design, deliver and evaluate structured training sessions for players of different abilities
To plan for variety so that players remain interested
To ensure that necessary equipment is readily available at the start of sessions and that it is properly stored after use
To be constantly vigilant to ensure safe practice
To observe the coaching code of conduct, as approved by the RFU
To obtain appropriate qualifications, including in First Aid, and to keep informed of new techniques
To work collaboratively with other coaches
COACHING CO-ORDINATOR
Purpose: to ensure that regular, structured and differentiated coaching sessions are provided for players of all abilities and led by appropriately-qualified coaches
Responsibilities:
To act either as the direct point of contact for the YRFU RDO (Senior Rugby), or as the internal agent for the RRFC YDO on coaching-related matters (Youth Rugby)
To disseminate details of coaching clinics and other routes to formal qualifications for coaches, and to organise booking of places, payment and reimbursement as appropriate
To promote the RFU Code of Conduct for coaches
To recruit potential coaches and arrange support for them during their induction period
To identify external sources of coaching delivery and guidance, make sure contact details are held by the Hon Sec (Senior Rugby) or Secretary (Youth Rugby), and organise the periodic attendance of guest coaches
To ensure the Secretary has an accurate record of coaches, their levels of RFU qualification and of further qualifications e.g. in First Aid, or teaching certificate or diploma
To identify and make readily available sources of information on coaching matters, including a resource bank of standard session plans and pointers to internet support
To organise a rota for coaching delivery, following a pattern of designated lead coach and helpers for sessions (Senior Rugby)
To encourage and facilitate the delivery of some sessions in common to Senior and older Youth players, and to encourage exchange-coaching where practicable and appropriate
To provide guidance on session design, and to encourage and when possible facilitate the evaluation of sessions, as part of the coach development process
To maintain an inventory of coaching equipment and accessories, and submit budget proposals for periodic requisition
To arrange for the periodic servicing of the scrummage machine and any other items of equipment requiring regular maintenance (Senior Rugby)
TEAM MANAGERS (YOUTH RUGBY)
Purpose: to carry out the routine organisational and administrative tasks necessary to support the activities of a squad of players for a given year-group, so enabling their coaches to concentrate on the organisation, design and delivery of coaching sessions
Responsibilities:
To act as the focal point for communication between parents, coaches and committee members
To maintain group email details
To relay the decision following pitch-inspection in bad weather, and otherwise to circulate notice of any changes to routine arrangements
To obtain and update contact details for all squad members, ensuring this information is passed to the Secretary, Youth Rugby
To help with the collection of membership subscriptions, especially when new members join during the course of the year
To ensure that the First Aid bag is available for all sessions, and that contents are replenished regularly; also to ensure a mobile phone is readily available on all occasions
To provide first aid when required
To ensure that injury/accident reports are passed to the Secretary, Youth Rugby
To ensure there are sufficient cars/drivers to transport the squad to away games
To ensure catering support from parents on rota days and to check any monies from sales are remitted to the Treasurer
To check availability for matches
To record match statistics where relevant, and pass results, reports and news items to the Web-microsite manager for posting and for other possible publicity use
To ensure that squad members leave changing rooms clean and tidy after use
To co-ordinate arrangements for the annual Tour, ensuring that costings are realistic, and paying all monies in to the Treasurer within seven days of receipt
YOUTH RUGBY DEVELOPMENT OFFICER
Purpose: to promote Rugby as an enjoyable sport for young people in the local community, and to encourage them and their parents and carers to become actively involved long-term members of the Rugby Club
Responsibilities:
To promote the mission, vision and values of the Rugby Club and the general observance of defined Codes of Conduct
To guide and assist the Child Welfare and Coaching co-ordinators in their roles
To create and develop mutually-beneficial working relationships with sports co-ordinators and other stakeholders in a range of local Primary and Secondary Schools
To work with the RDO and the Community Sports Officer on collaborative projects, including the negotiation of and application for grant funding
To structure and resource programmes of in-school and after-school coaching in Rugby, including related festivals and tournaments
To monitor the delivery of schools-related programmes, and provide administrative and mentoring support to Club members and others involved in the programmes
To decide funding priorities for schools-related programmes and agree with the Chair and Treasurer of Senior Rugby - also involving the Sponsorship Co-ordinators – a marketing strategy to generate the required income
To ensure that grant and sponsorship monies are paid into the relevant restricted funds, and in conjunction with the Senior Treasurer to ensure that expenditure is within budget and consistent with any terms and conditions of award
To encourage parents/carers to undertake volunteer support roles, arranging for the level of informal support and/or formal training needed to ensure competence
To make recommendations to the Joint Committee on awards or other forms of recognition for volunteer contributions
To assist with the promotion and organisation of occasional social events
To advise on the suitability of proposed arrangements for Tours and to offer guidance on the general management of young players during such events
CHILD WELFARE OFFICER (YOUTH RUGBY)
Purpose: to ensure that all young players can enjoy the benefits of physical activity and team sport in an environment that is safe, secure and free from threat or intimidation
Responsibilities:
To maintain vigilance over premises and activities and report any physical risks or hazards to the Chair of Youth Rugby in the first instance
To ensure the Club has a Child Protection Policy and an implementation plan
To ensure that Codes of Conduct for coaches, parents and spectators are well publicised and adhered to
To ensure that all parents are aware of the Club policy on Child Protection and the correct protocols for voicing concerns
To ensure that all coaches, team managers and other volunteers involved in the supervision of young players are fully aware of child protection issues and policies
To ensure that all relevant Club members are aware of training opportunities
To organise the screening of coaches, team managers and other volunteers via the Criminal Records Bureau
To ensure that all appropriate documentation and forms are completed in accordance with RFU policy
To inform the Secretary of contacts for local Social Services, Area Child Protection Committees, and of the RFU advisory staff on Child Welfare matters
To ensure that any reported incidents are managed at the appropriate level inline with RFU procedures
MATCH SUPPORT (Senior Rugby)
Purpose: to organise pitch preparation, kit and matchday catering
Responsibilities:
To organise the safe-keeping, laundry and repair of shirts
To ensure that lines are marked and that post protectors and flags are in place for the start of the game(s)
To organise matchday catering
To supervise parking and keep emergency access clear
Task schedule:
Friday
1 Purchase bread cakes and sandwich fillers; make and wrap sandwiches
2 Purchase bread cakes, loaves and milk for visiting team teas
3 Purchase oranges, 4 per game
4 Fill large bath with cold water to 6” depth
5 Check shirts are back from laundry; check for rips and repair as required
6 Fill tea urn with cold water
7 Check assistant has bought sausages, chips and beans for meals
8 Check lines have been marked (Wilf)
Saturday (pre-match)
1 Set out post protectors and flagposts
2 Give sandwiches to Shirley or bar staff
3 Leave food for team teas in the kitchen
4 Fill water buckets and carry out to pitches
5 Slice oranges, plate up and carry out to pitches
6 Set up teapots, with tea, sugar, milk and beakers
7 Get out kitbags, first aid bags and water bottles for each team
8 Get out match and practice balls for each team; inflate as necessary
9 Welcome referees
10 Check boiler and switch on
11 Check kitchen helper has arrived, oven lights etc
Saturday (post-match)
1 Start hot water running into large bath 5 minutes before final whistle
2 Take teapots to changing rooms and teacup to referees’ room, 5 minutes before final whistle
3 Clear away and lock up pads and posts
4 Empty and lock up buckets and bottles
5 Return plates to kitchen
6 Count shirts into kit bags and place in referees’ room for laundry collection
7 Lock away balls (wash if muddy)
8 Check players on jobs rota go for spare sausage sandwiches; collect money and reckon up
9 Check kitchen has been tidied and pay kitchen helper
CATERING CO-ORDINATOR
Purpose: to ensure that suitable refreshments are provided for players after matches and for member-guests at social functions; also to arrange the weekly sale of sweets and drinks to youth players
Responsibilities:
To check that volunteers are available to help with catering duties according to the published rota and to arrange substitutes if not
To brief helpers (or draw their attention to the relevant notices) about hygienic practices in food-handling and about the safety aspects of working in a catering environment
To ensure that suitable utensils and items of equipment are available for use, and to report any need for replacement or addition to the Chair of The Roundhegians Club; likewise to draw attention to any faults in any appliance
To purchase any groceries, ingredients or accessories needed, and to store such items appropriately and as far as possible securely
To decide a pricing structure for the various items offered for sale (and to monitor portion control), so as to generate income to support the activities of the Club
To arrange the collection of monies from sales and ensure payment to the relevant Treasure or into an appropriate account within seven days
To ensure that helpers tidy and clean the kitchen and any utensils or appliances after use, and store surplus goods securely and hygienically.
MERCHANDISER
Purpose: to provide the facility for players to buy basic items of sports kit at favourable prices and to promote the sale of branded merchandise to enable members to project the corporate image of the Club (at present, Senior Rugby and Youth Rugby respectively)
Responsibilities:
To identify a list of basic items of sports kit to be held in stock; to purchase these on competitive terms, offer them for sale and keep records of transactions and of any stock held
To carry out simple market testing to establish demand for items of branded clothing and accessories; subsequently to identify suppliers and manage the orders process, complete transactions and maintain sales records
To agree pricing structures with the Chair and Treasurer, and ensure all monies are paid into the appropriate account within seven days of receipt
To process orders on behalf of organisers of Tours or events where special items of clothing or accessories are to be supplied; also if required, to process orders on behalf of Sponsorship Coordinators when arrangements with sponsors include the supply of items bearing the Club and sponsor’s logos
TICKET PROMOTER
Purpose: to generate income for the Rugby Club through the sale of tickets (Senior Rugby and Youth Rugby respectively)
Responsibilities:
To elicit donations from members and visitors for the weekly clubhouse raffle
To ensure a suitable raffle prize is available each week, that there are sufficient tickets for sale, and that players sell tickets and collect monies as per the players’ jobs rota
To advertise Leeds Tykes Cashback games and organise the sale of qualifying tickets; also to ensure monies and unsold tickets are returned to the Cashback co-ordinator within three days of the game
To organise the distribution of tickets and the collection of monies/stubs/unsold tickets fro the RFU Grand Draw (Senior Rugby and Youth Rugby separately administered but all returns processed by Senior Chair)
To help with the sale of tickets and collection of monies for the Rugby Club Annual Dinner
TOUR ORGANISER(S)
Purpose: to organise the complete “touring experience” for a party of players and non-playing members of the Rugby Club
Responsibilities:
To enlist a group of volunteers to help with the planning and organisation of the tour, to agree a distribution of tasks and to monitor progress with activities
To ensure there is due consultation with potential members of the touring party
To identify and agree a shortlist of possible venues and inclusive entertainments and/or attractions, and to test preferences and acceptability
To contact clubs near the venue and check they are prepared to offer suitable fixtures; subsequently to confirm arrangements when the venue is decided
To obtain comparative quotations for the cost of travel, accommodation and any inclusive elements
To check the position with insurance (with the Hon Sec or Sec) as appropriate and to ensure any necessary supplementary arrangements are made in good time
To ensure Joint Committee approval for any proposals to arrange related fund-raising activities or to seek sponsorship for the tour (which may more appropriately be arranged through the Sponsorship Co-ordinator); also to ensure approval for any proposed use of branded items of kit or accessories
To arrange for the requisition of branded items of kit or accessories through the Chair (of Senior Rugby or Youth Rugby respectively)
To submit full details of proposed income and expenditure to the Treasurer and to the Committee (of Senior or Youth Rugby as relevant), together with any terms and conditions issued by any parties to the arrangements, for approval before bookings are made
To publicise the tour internally and to register names of members intending to participate
To collect deposits and subsequent payments by instalment or in full and to pass these to the Treasurer within seven days of receipt
To ensure details of the final itinerary, together with clearly stated conditions or rules governing the conduct of party-members, are issued at least seven days before the departure date
To ensure that a full risk assessment is made and that there is adequate supervision of any under-age members of the party (Youth Rugby) at all reasonable times