Introduction

After discussions to establish the clubs current situation, the committee of Banff Rugby Club feels that it is an appropriate time to address the future of the club. The purpose of this development plan is to provide a foundation on which develop the club so that the present membership can hand on something to be enjoyed and further developed by future generations.

A five year development plan must be put in place so that;

  • We can identify and prioritise aims and objectives for the future;
  • We can identify where the club is going;
  • We can use club resources more efficiently and effectively;
  • We provide continuity for current and future committee’s;
  • We can provide a documented means for securing further funding;
  • We can show supporting institutions that the club has a coherent policy.

A number of our objectives will be readily achievable, while others will be more involved. We must understand also that parts of the plan are dependent on capital, generated through fundraising by our Finance and Funding sub committee.

It is imperative that for this five year plan there is no complacency and it must reflect what the club will do. It is vital that the action plan has willing volunteers in place to drive the club forward and that we commit to implementing changes within the specified time frame.

This plan will at first outline briefly what we will aim to change before providing a detailed breakdown at the end of the document.

Development Summary

Banff Rugby Football Club was formed in 1978 and is an amateur community sports group based in Banff, Aberdeenshire. The club provides sports, social activities and facilities to the community within Banffshire and the surrounding areas.

The club is affiliated with the Scottish Rugby Union and has a proud tradition as a friendly club welcoming players from all age groups

In recent years the decline in adult participation within the sport of rugby union combined with the financial climate has meant that the fortunes of the club have deteriorated significantly. The clubs focus has been very much on survival rather than developing the club into an asset for its members and the local community.

To change the club we will focus on development within four key areas;

  • Governance and Administration
  • Player Development
  • Funding and Finance
  • Facilities and equipment

Governance and Administration

Committee

Banff Rugby Club recognises that the driving force behind a development plan of this scale must be the committee. We currently rely on a few personnel to run the club and should these personnel leave we have no succession plan in place. Also with only one or two personnel conducting the business of the club means they are put under too much pressure.

The Banff Rugby Club committee is currently made up of the following positions;

  • President
  • Vice President
  • Hon. Secretary
  • Treasurer
  • Captain
  • Vice Captain
  • Fixtures Secretary
  • Membership Secretary
  • Coach
  • Junior Convenor
  • Child Protection Officer
  • 4 x ordinary members

In order to rekindle the interest within the committee this development plan suggests the club;

  • Restructures the committee adding a number of positions
  • Updates the constitution to reflect the changes
  • Develops job descriptions for all committee posigtions
  • Ensure the changes are ratified by the AGM

The restructured general committee would appear as below

  • President
  • Vice President
  • Hon. Secretary
  • Hon. Treasurer
  • Club Development Officer
  • Captain
  • Vice Captain
  • Assistant Secretary
  • Fixtures Secretary
  • Coaches ( Head Coach and Assistants)
  • Junior Convenor
  • Child Protection Officer
  • A minimum of two ordinary members

We will look to utilise the experience of the current committee and club members for the new roles and also look to recruit new volunteers before the AGM to bring new outlooks into the committee.

Volunteers

Banff Rugby Club recognises how important the work of volunteers is. They are perhaps the unsung heroes in Scottish Rugby and are vital to the game at all levels. Consequently, we will to develop a plan that will attract new volunteers to the club. These volunteers should be made welcome into the club and could fulfill any role i.e. assisting with catering on match days.

Playing and Player Development

Playing Squad

In recent years Banff RFC has seen a significant drop in registered players. The club has a squad of some 42 players of varying age and experience. On paper this squad appears healthy however throughout the season there have been a number of apparent issues;

  • Work commitments and distance to travel prevent some players from training and/or playing;
  • Childcare responsibilities occasionally prevent some players from training and /or playing;
  • Injuries to players have identified a lack of depth in a number of positions;
  • Other sporting interests have depleted the squad at the beginning of the season;
  • The young age of the squad has meant that a number of players have left to go to University.

Overall, the club lacks depth within the senior squad and this has been shown through poor results.

If we are to progress through the SRU League structure we must build on this squad and recruit more players. We will construct a player recruitment plan to engage more players from the community regardless of age group. It is important that we develop the ties already built by the Club Development Officer with local schools. This will allow us to, in time, to build a youth section, to allow us to feed players through the age grades and into senior rugby.

Playing Standards

When we have generated more depth within our squad we will look to improve our playing standards. We will recruit more and better informed coaches and ensure that we continue the great work our current coaches have done by making sure our training and fitness sessions are well structured and focused.

Funding and Finance

It is imperative that the club increases its annual revenue. This would come from, membership, sponsorship and social Events. Membership fees are an important method of collecting revenue and the club will look to review when and how we collect membership to ensure all club members are fully paid. A structured sponsorship plan is something which is essential for the club to increase revenue. The club will aim to have one primary club sponsor and a number of secondary sponsors. We will also look to utilise other methods of sponsorship such as the website and ground space.

Further monies will be generated by social events. A regular social calendar will be drawn up to a) assist in creating more revenue and b) generate a better social atmosphere within the club.

Facilities and Equipment

Facilities

The club is a principal stakeholder in Duff House Sports Club which allows us the use of a purpose built club house with changing and social facilities. To facilitate matches we have two full size grass rugby pitches (owned and maintained by Aberdeenshire Council) one of which is flood lit for evening training.

To improve on these facilities we will conduct an audit of our existing facilities and establish where the deficiencies lie. We will then draft plans to fix those problems. These are likely to be longer term solutions needing dedicated committee resource and possible professional help from non committee members.

Equipment

The club will look to invest in new equipment to aid in the development of playing standards. This is a long term plan which is dependent on a factors such as storage.

Conclusion

While the contents of this development plan may seem ambitious they are very much achievable. For this plan to be put into action it will first need to be ratified at the Annual General Meeting and then we need to put the following structure into place;

  • The General Committee elected by the club membership
  • Sub Committeesreporting to the General Committee to focus on areas of;
  • Finance and Funding (Events, Sponsorship and Marketing)
  • Player Recruitment and Development
  • Facilities Management

These committees will work to ensure that our club is viewed positively in the community and that we demonstrate that we offer the game of rugby to all ages in a well managed and controlled way through good management and qualified coaches. We want to be known as a club that promotes good sportsmanship and fair play, both on and off the field.

To make this happen we will aim;

  • To develop club constitution and policies
  • To recruit new volunteers, players, coaches and referees to ensure that opportunities within the sport are open to all
  • To recognise that rugby union can be played and enjoyed at many different levels of skills
  • To provide qualified coaching instruction and competitive opportunities for all playing members
  • To ensure that club is a safe environment to be in by ensuring adequate health & safety processes are in place.

Banff Rugby Club can have a major role to play within the local community and by fulfilling this development plan we can fulfil this role and become one of the leading rugby clubs in the North of Scotland.

Proposed Committee Structure

Governance and Administration

Banff Rugby Club recognises that the driving force behind this development plan of this scale must be the committee. If this development plan is to succeed we will need to build on the work carried out by the Club Development Officer within the local colleges and schools as well as improving the clubs standing within the local community. To maintain any age programmes higher levels of income need to be generated by the club. Grants may be accessible through various national and local organisations but facility development, enhanced usage and sponsorship is the most likely source of higher income.

We will;

  • Analyse and reform the structure of the general committee
  • Develop brief (four pages or less) job descriptions (will help for most jobs)
  • Update constitution to reflect any new structure
  • Draft this development plan
  • Get the above changes ratified at the AGM
  • Ensure committee meets regularly throughout the year
  • Meetings being called where necessary by sub committees reporting back to the committee meeting

Status/Evaluation
To be completed / In progress / Completed
Governance
Objective / Actions / Responsibility / Target / Cost / Timescale / Status/Evaluation
Analyse the structure of the committee and look to restructure (more committee, less to do) / Develop the new General Committee Governance Structure / General Committee / Structure to be accepted and implemented by AGM / By new season
Improve committee succession, whereby vacating members spend time training those taking over their position / Incumbent committee member / Successful handover of duties
Set up sub committees;
Player Development;
Finance and Funding;
Facilities and Maintenance. / General Committee / Sub-committees will carry out actions and feedback to main committee. To meet as and when required
Administration
Objective / Actions / Responsibility / Target / Timescale / Cost / Status/Evaluation
Draft a club development plan and get it endorsed at AGM / Draft development plan / President
Secretary
Treasurer
Team Manager
Facilities Manager
Head Coach / Development Plan in place
Develop brief, four page or less, Job Descriptions (will help for most jobs keeping the scope of each modest) / General Committee / Jobs descriptions in place / By August 2014
Update constitution to reflect this new structure and get it endorsed at AGM/EGM / General Committee
Secretary / Updated constitution in place
Identify issues affecting the effective running of the club and draft policies to address these issues / General Committee
Secretary / Club policy manual available to all members / prospective members / June
Identify and provide specific training for individual officials / committee / volunteers / General Committee
Secretary / 6 individuals having received training for their roles / Ongoing
Regular meetings to discuss club business / Set up bi-monthly General Committee meetings / Secretary
Assistant Secretary / Regular well attended meetings
Issue clubs audited accounts at AGM / Treasurer
Secretary / Audited accounts accepted by AGM
To advertise posts and committee structure at least 1 month prior to AGM / Secretary
Assistant Secretary / Membership aware of proposed changes prior to AGM
Funding Applications
Objective / Actions / Responsibility / Target / Cost / Timescale / Status/Evaluation
To produce funding applications / Create a timeline for funding requirements and applying for grants / Finance and Funding Committee / Each July
Marketing
Objective / Actions / Responsibility / Target / Cost / Timescale / Status/Evaluation
Define clubs marketing strategy / Define key target areas for new players / General Committee
Prioritise our contact strategy
Define communication methods
Clarify purpose of communication
Ensure messages are consistent within club material and are relevant to specific target markets
Direct Marketing / Circulate flyers/posters
Negotiating for media adverts
Events Management / Maintain calendar of events
Appoint Social Secretary
Liaise with marketing & literature team to obtain targeted marketing material
Liaise with finance to arrange collection of donations/applications at event
Promote event to selected market
Run event
Feedback to General Committee
Ensure club presence at all major regional events (if applicable)
Maximise sponsorship of events from companies/people
Maximise relationships with those companies attending events with an aim to utilise their resources if appropriate
Promotion
Objective / Actions / Responsibility / Target / Cost / Timescale / Evaluation
To raise the profile of the club within the local community and seek opportunities to make club facilities open to local community groups / Appoint web coordinator / Secretary/Fixtures Secretary
Create club website
Maintain web site
Send press releases to local paper detailing match results / Ongoing
Publish match report on website / Ongoing
Public Relations
Objective / Actions / Responsibility / Target / Cost / Timescale / Evaluation
To produce a friendly atmosphere in which people can not only play rugby, but also watch the game / Develop links with other local sports clubs / General Committee
Develop on field spectator facilities / Ongoing
Invite schools and colleges to pre season games
Volunteer Recruitment
Objective / Actions / Responsibility / Target / Cost / Timescale / Evaluation
Increase volunteer recruitment / To annually recruit and retain at least 16 members to look after the administration and wellbeing of the club / General Committee / 16+ volunteers recruited / Ongoing
Encourage individuals to participate by delegating tasks and roles on a minor to major basis and encourage members of the club to participate in organisation roles / General Committee / More experience in different roles / Ongoing
Create a plan for Volunteer recruitment and management / General Commitee / 5% net increase in club volunteers each year until 2020

Player Development

Banff RFC understands the need to recruit and retain the players required to ensure the club is able to play to the highest possible level within the Scottish Rugby Union league structure. The club believes the best way to attract these players is to develop a club with outstanding facilities, an excellent coaching structure and an enjoyable social programme for players and their families. We must promote the fact that the club exists to serve players and former players, families’, friends and spectators.

Rugby Union is an inclusive sport but not all individuals wish to play therefore it is imperative that the club offers opportunities to those individuals who wish to pursue other avenues within the sport i.e. coaching or officiating.

Banff RFC’s primary objectives are;

  • To provide high quality facilities
  • To recruit players, coaches and referees to ensure that opportunities within the sport are open to all
  • To provide qualified coaching instruction and competitive opportunities for all playing members
  • To recognise that rugby union can be played and enjoyed at many different levels of skills
  • To provide all our services in a way that is fair to everyone;

In order to ensure success we will look at four key areas;

  • Player Recruitment
  • Player Retention
  • Coaching
  • Referees

Player Recruitment
Objective / Actions / Responsibility / Target / Cost / Timescale / Evaluation
Recruit a bigger player base / Poster campaign at local colleges and schools / Sec/CDO
(All members)
Poster campaign in local community, industry and fitness centres / Sec/CDO
(All members)
Empower current members to recruit new members to the club / Sec/CDO
(All members)
Recruitment Management / Contact and register new players ASAP / Vice Captain
Capture pre season attendee details / Vice Captain
Organise pre season training and player programmes / Head Coach
Club Captain
Organise well structured preseason schedule / Club Captain
Head Coach
Forwards Coach
Backs Coach
Advertise pre season dates in local newspapers and social networking / Publicity Officer
Take an interest in all players, especially new players to the club during pre season and ensure they meet with coaches and captain ASAP / Everyone
Organise pre season social functions. Link in with pre season games / Finance and Funding Committee
Player Retention
Objective / Actions / Responsibility / Target / Timescale / Cost / Evaluation
Retention of sufficient players to ensure effective club operations until 2019 / Identify which players will be returning for the next season / Head Coach
Forwards Coach
Backs Coach
Captain (s) / Players intentions for coming season are clearly understood / End of each season
Perform end of season review with all players and coaches / Head Coach
Captain (s) / Identify team needs for coming season i.e. coaching, resources. Look to identify strengths and weaknesses / End of each season
Inform prospective players at end of season for next seasons team / Head Coach
Secretary / Informed and motivated player pool / End of each season
Coaches to contact players post and pre season / Head Coach
Forwards Coach
Backs Coach / Each May
Each July / Text/Phonecall
Capture contact details for communication purposes, particularly important for players returning to University etc / Secretary
Website Manager / Ongoing
Provide post/pre season training programmes including list of pre season games. / Head Coach
Fixtures Secretary
Secretary
Host Pre-season social for players and their families / Funding and Finance Committee
Club Captain / Each July
Hold player forums throughout the season / Head Coach
Club Captain
Have a player delegate on general committee / Club Captain
Ordinary
Inform players of the clubs end of season function and generate wider support / Social Committee
Club Captain
Develop player skills / Recruit Head Coach / General Committee / Coach in place / Ongoing
Recruit Forwards Coach / General Committee / Coach in place / Ongoing
Recruit Backs Coach / General Committee / Coach in place / Ongoing
Coaching
Objective / Actions / Responsibility / Target / Cost / Timescale / Evaluation
Develop and manage an ongoing programme to attract more coaches into the club and then take those coaches through the SRU / Encourage all new and current members to complete IRB RugbyReady and ScrumReady courses / Head Coach
CDO
Secretary / To ensure all members have completed the course
Annually identify 1 person willing to be a Level 1 qualified SRU coach and provide support to them in achieving these qualifications. / Head Coach
CDO
Secretary / Increase number of qualified coaches by 2 per year (1 Level 1 and 1 Level 2)
Annually identify 1 person willing to be a Level 2 qualified SRU coach and provide support to them in achieving these qualifications. / Head Coach
CDO
Secretary / Increase number of qualified coaches by 2 per year (1 Level 1 and 1 Level 2)
Arrange attendance at external coaching clinics and workshops for coaches / Head Coach
CDO
Secretary / To ensure quality coaching with most up to date ideas
Develop a coaching committee to address a club wide approach to coaching where the approach and playing style is defined and then implemented across all teams. / Head Coach
CDO
Secretary / To be successful and competitive throughout all teams whilst playing attractive rugby
Encourage a positive view of the club by improving discipline / Head Coach
Captain
Referees
Referees are a vital part of rugby union and having qualified officials affiliated to the club with aid the development of players at all levels. Also it will ensure the safety of players and that we are informed of the latest law updates.
Objective / Actions / Responsibility / Target / Cost / Timescale / Evaluation
Develop a referee recruitment plan / Annually identify one person willing to be trained as a referee / Secretary/Fixtures Secretary / SRU Level 1 or 2 qualified referee available at each age group.

Funding and Finance