Dear Member,
Ellon Rugby Committee Structure – Season 2015/16 and beyond.
Office bearers require to be nominated by you, the Members, to ensure impartiality and to guarantee that anyone who wishes to stand for a post within the club is afforded this opportunity. The committee positions, with a brief outline of their respective roles and responsibilities can be found on the proceeding pages along with a nomination slip. Any person whom you may feel is a candidate for any of these position/s, must firstly be contacted by yourself and their permission for you to propose them must be obtained prior to any nomination.
There are also auxiliary roles, which shall require volunteers to assist the committee with the day to day running of the Section: For example - Transport Co-coordinator, Kit Co-coordinator (Laundry), Press Liaison, Meadows Liaison and Web Site Co-coordinator etc.
The above auxiliary roles are not to be nominated. However in the event that you, or someone you know would be willing to take on any of these positions, please do not hesitate to contact me and I will ensure that all names are forwarded to the existing Committee for their consideration or decision at AGM.
Please forward all nominations directly to me at the email address below by 4pm 4th May 2015 on receipt of all nominations, a brief meeting will be held between the existing office bearers with a view to seconding all nominees. I would also request your attendance at the Meadows Clubhouse on Tuesday 12th May at 7.00pm for the AGM.
Yours faithfully for Ellon Rugby.
Elaine Milligan
Secretary
Tel – 01358 788128
President – Committee position
1. To lead the executive committee and conduct any club meetings. He must ensure that meetings are organised and conducted in a proper manner
2. To encourage and maintain harmony within the committee and the club as a whole
3. Have a casting vote at any General Meeting, Committee Meeting or other duly authorised meeting of the Club;
4. To determine the agenda with the secretary for each meeting
5. Prepare and deliver to the Annual General Meeting a report of the Club’s activities in the past year;
6. Supervise, manage and support the Officers of the Club to facilitate the smooth running of the business of the Club;
7. Attend functions on behalf of the Club where required.
8. Represent the Club at any meetings of the SRU and serve on behalf of the Club.
9. To liaise with the SRU and act as the principal spokesperson for the Club
10. To make major policy decision about the club
11. To assist in the raising of funds for the Club.
Vice President- Committee position
1. Assist President in daily running of overall club business and deputise for President where necessary.
2. Managing Development Officer.
3. Actively explore opportunities to build a strong community links and engage with others to promote the Ellon Rugby brand.
4. Actively engage with Junior Section to ensure a one club approach is consistent across the board.
5. With assistance from Team and Club captains ensure player personnel sponsors are given adequate exposure for their support.
6. Assist and support where appropriate any person, organization, agency, business, School or other such body in fostering good relationships within the Ellon area.
Secretary – Committee Position
1. To liaise and communicate with all internal and external agencies.
2. Communicate and act on areas of cross pollination between the Junior Section and the Senior Committee.
3. Attend monthly Executive Meetings.
4. Minute monthly meeting.
5. Liaise with Local DO’s (Development Officer )
6. Management and distribution of correspondence to the Club.
7. Appoint designee to administer to SRU Player Registration Database in conjunction with junior section rep so that player registration is accurate and up to date at all times.
Treasurer – Committee position
1. To manage the Clubs financial affairs, including but not limited to; organizing financial set up and payment of Development Officer, handling and banking of all incoming revenue from: sponsors, fund raising activities, travel revenue etc. Payment of all scheduled accounts, such as bus bills, laundry, Meadow’s pitch/training rental costs etc.
2. Work with junior representative to ensure Lets sheets for Meadows pitch bookings are accurate, planned, budgeted and also throughout season monitor to find savings and avoid unplanned expenses.
3. Dealing with all online banking or paperwork to ensure that sufficient funds are in place, prior to any cash commitment by the Section.
4. Compile monthly running statement of the account to the Club Executive Treasurer to be incorporated within the monthly Management Meeting MoM’s.
5. Liaise with Fund Raising Co-coordinator.
Youth Convenor-Committee position
1. Co-ordinate activities of Youth section.
2. Act as link between the Club Executive and Age Grade section.
3. Attend meetings on behalf of the Club Age Grade Rugby.
4. Ensure all information relevant to all age grade rugby is circulated to coaches, volunteers etc.
5. Ensure all information circulated is correct and reaches the relevant people.
6. Ensure awareness of all Union, Branch and Club policies and that policies are adhered to.
7. Ensure all volunteers and players (age grade) are aware procedures and adhered to.
8. Cannot make decisions without consultation with Executive Committee.
Business Development/Funding Co-ordinator
1. To continue to secure sponsorship for the Club through local business, internal or external fundraising, SRU benefits or grants, local authorities, grant funding etc.
2. Compile database of sponsor details (amount, what they are sponsoring, full contact details etc).
3. Liaise with Treasurer.
4. Compile monthly running statement of income/sponsorship/fundraising status to the committee.
5. Ensure 1st team manager is kept informed of opportunities for kit sponsorship and assist where required with design and order.
Membership coordinator
1. Ensure new season membership forms are mailed out to all existing members.
2. Consult with treasurer and Club Committee to set membership fee for current season.
3. Ensure all monies are passed to treasurer for banking.
4. Ensure paid up members database is complete and updated monthly for accuracy.
Ticket Coordinator
1. Ensure forms are distributed to all members and interested parties in good time.
2. Ensure fair and even allocation of tickets.
3. Liaise with relevant union with regard to allocations, additional tickets and general ticket queries.
4. With assistance from Club Treasurer keep accurate and auditable records of transactions.
Team Captain
1. Upon appointment by 1st team coach lead by example on and off the field.
2. Ensure in public, the club is not brought into disrepute.
3. Make yourself known and open to approach by Junior Section.
4. Actively promote and encourage players to attract a personal sponsor.
5. Assist Vice President in ensuring Player personal sponsors get adequate exposure for the contribution they make.
6. Ensure match fees are collected and passed to treasurer or designee.
Club Captain
1. Assist Team Captain where appropriate.
2. Assist 1st, 2nd or U18 team managers where appropriate.
3. Represent playing members at Committee meetings.
4. Make yourself known and open to approach by Junior Section.
5. Assist Team Captain to actively promote and encourage players to attract a personal sponsor.
6. Organise at least one event in season which includes participation by U15, U16’s and U18’s.
7. Assist Vice President in ensuring Player personnel sponsors get adequate exposure for the contribution they make.
1st Team Coach
1. Responsibility for coaching and training 1st XV including but not limited too –
· Attain highest level of coaching qualification necessary.
· Ensure 1st XV have sufficient strength and depth to compete at desired level.
· Creating and maintaining a Team ethos and players adhere to Code of Conduct and deal appropriately non compliance.
· Through constant communication ensure 2nd XV and U18’s have clear path and opportunity to graduate into 1st team.
· Ensure attendance at training sessions including structured preseason programme.
· Research, find and use any fair means possible to source players capable of the required standard.
U18 Coach / Manager
1. To oversee coaching and management of the U18 Squad and with assistance ensure all aspects are accounted for i.e. teamwear, hydration, touch judge for games etc.
2. Liaise with 1st Team coach and or 2nd team Manager with regard to integration of U18 players into 2nd or 1st squads for training and development or playing competitive games where candidate satisfies the SRU policy for U18’s playing in adult rugby.
Players Forum
1. A body of 3 or 5 players who meet at regular interval or an ongoing basis to discuss and highlight issues they feel need attention or ideas and suggestions they wish to bring to the table via a nominated representative from amongst themselves.
2. Ensure any feedback is communicated clearly and directly back to the playing squads.
3. Liaise with Junior section Committee representative with regard to attendance of players at Junior Club events when available or required.
Transport Co-Coordinator
1. Ensure suitable buses are booked in good time and booking details are communicated to team managers or designee.
2. Liaise with treasurer to ensure sufficient budgeting and costs are allocated prior to any commitment.
1st Team Manager
1. Organise and ensure teamwear is washed and ready for upcoming fixture.
2. Ensure sufficient teamwear exists to cover team’s needs for the current season.
3. Ensure match day arrangements are in place or with assistance i.e. Post protectors in place, rope barrier erected for home matches, flags put out, sufficient hydration is in place, team sheets filled in and handed to referee.
4. Assist 1st team coach in matters of player recruitment.
5. Assist 1st team coach where necessary.
6. Ensure adequate Physio and 1st Aid cover on game days.
7. Ensure availability of Match balls.
8. Ensure food for both teams is ordered for home match days.
2nd Team Coach / Manager
1. Organise and ensure teamwear is washed and ready for upcoming fixture.
2. Ensure sufficient teamwear exists to cover team’s needs for the current season.
3. Ensure match day arrangements are in place or with assistance i.e. Post protectors in place, rope barrier erected for home matches, flags put out, sufficient hydration is in place, team sheets filled in and handed to referee.
4. Assist 1st team manager where necessary.
5. Ensure adequate Physio and 1st Aid cover on game days.
6. Ensure availability of Match balls.
7. Ensure food for both teams is ordered for home match days.
Meadows Liaison
1. To liaise with Meadows management to ensure bookings for pitches are controlled and efficiently tracked to minimize cost outlay.
2. At beginning of season work with Junior Section to ascertain what pitch requirements are and therefore budget that would be required for the current season.
3. Represent the club at monthly Meadows trust meetings.
Social Committee
1. Body of volunteers tasked with planning, booking and running of club wide social events for financial benefit of the club.
Press Liaison
1. To be responsible for all external communications to outside organisations for e.g. – reporters, photographers, newspapers, radio contacts.
2. With assistance produce programme for home fixtures or events as advised by the Committee including sponsorship commitments and team lists.
3. Ensure volunteer is tasked with selling programmes at home fixtures.
Development Officer
1. In conjunction with the club and Scottish Rugby Union provide rugby skills and life coaching in the region.
2. Mentor Modern apprentice.
3. Work with club coaches to ensure delivery of applicable key national themes and consistent high quality coaching methodology.
Modern Apprentice Trainee
1. Under general guidance of YDO, assist with and or provide rugby training to feeder primary and secondary schools.
2. Attend Murrayfield as agreed as part of the MA scheme.
Fixtures Secretary
1. To liaise with opponent’s representative and keep 1st, 2nd and U18 team Managers/Coaches appraised.
2. Liaise with other Sections within the Club to alleviate any training/match day clashes are averted.
3. Attend Junior Section Committee meetings bi – monthly.
Committee Position/s:Name:
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Nominee’s Name:
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