Plays an executive role as the principal officer throughout the year for the full Rugby Section being available to receive representations from any Member or Associate Member of the Section.

Responsible for developing, in conjunction with other members as appropriate, a forward plan for the Rugby Section

Responsible for establishing any sub committees required to allow the smooth running of the Section with the agreement of the Executive Committee.

Responsible for identifying any new posts required within the Rugby Section, defining the terms of reference and seconding members into such a post with the agreement of the Executive or Senior Rugby Committee.

Represent the Rugby Section on the Club General Committee

To act as point of reference for external agencies in conjunction with the Secretary

To Sit as Chairman, or delegate the role according to the Disciplinary Policy, of Disciplinary Hearings following consultation with the Secretary.

Ensures all Club Committees and Sub Committees meet regularly

Attends HRFU and RFU meetings as the representative of the Rugby Club in conjunction with the Secretary.

Ex-officio member of all Committees and Sub-committees

1.2 Secretary

Principal administration officer of the Section and the main link between section members the executive committee and outside agencies.

Acts as the first point of contact for all outside Bodies.

Writes agendas and keeps formal notes of club meetings.

Deals with correspondence addressed to the Club and raises relevant matters at the Executive or Senior Rugby committee meetings

Co-ordinates (and can sit as Chairman of Disciplinary hearings) the disciplinary procedures.

Responds to requests for information from RFU and HRFU

Is the RFU Nominated Person within the Trojans Rugby Club to respond to any Vote requested by the RFU on any issue on behalf of the Club.

Attends HRFU and RFU meetings as the representative of the Rugby Club in conjunction with the Chairman.

Attends Executive and Rugby Committee meetings

Co-ordinates injury reporting to the RFU

1.3 Treasurer

Administers Rugby Section accounts, banking monies collected and paying bills received

Monitors activities of other members organising specific events ensuring all monies are collected and bills paid, for example –

Social events

Fixture card

Advertising boards

RFU Raffle

International tickets

Co-ordinates the collection of match fees by team captains

Prepare and set budgets and control costs for the Senior Section and Colts

Prepares income and expenditure accounts for Executive Committee

Produces provisional accounts for the Rugby Section AGM.

Monitors the Youth Rugby accounts

Deals with the financial side of the 50 CLUB, reconciling standing orders and sending winner’s cheques

Deals with the financial side of the SAVINGS CLUB

Prepares final integrated accounts for the whole Rugby Section and passes to Trojans Club Treasurer for audit

Attends Executive, Rugby and Youth Committee meetings

Liaises with membership Secretary and Club on payment of membership fee subsidies

Liaises with RFU and ensures adequate Insurance Cover is maintained for all playing sides within the Section.

Liaises with HRFU to ensure all fees and levees agreed by HRFU and accepted by the Rugby Executive Committee are paid by the due time.

Liaises with the Hampshire Referees Society and the Match Secretary to ensure all appropriate fees are paid to the Society in good time.

To oversee all financial commitments made on behalf of the club by all Members and to ensure there is a Section Procedure in place to ensure all commitments over £50 are authorised by either the Treasurer or the Chairman in writing (email or paper is acceptable) before the financial commitment is agreed. This procedure will include, but not be restricted to, the following:-

Purchase of Training Equipment

Purchase of Match Shirts and other Clothing

Coach Hire / Travel tickets or overnight Accommodation

Rugby Tour Package Trips including agreement of the recovery mechanism for any Security Deposits agreed by the Main Committee.

Training Courses and Seminars agreed by the Senior Coach

Hire of Pitches or any other Training Facilities

Any other Expenditure

Liaise with the Team Managers/Coaches at the commencement of the season to agree a written Budget for all the playing expenses for the scheduled matches in the fixture list. These expenses could include Water; First Aid Kit Replenishment; Match Food and Transport. The Team Managers will then have authority to purchase such items within that agreed budget. The Budget will be regularly reviewed by the Treasurer and the Team Managers and amended where necessary.

1.4 Chairman of Youth Committee

Responsible for all elements of the Youth Section and co-ordinates the roles of the Junior and Mini Playing Committees

Chairs regular Youth Section committee meetings and circulates notes of these meetings to other executive committee members.

Ensures the Youth section is run in a financially sound manner and all surpluses are used to develop the young players or the club.

Encourages and supports coaches to develop youth players link between parents and club

Encourages and supports Youth Coaches to develop their skill levels throughout Mini and Junior ruby by arranging attendance on suitable Coaching courses.

Develops and Manages the Succession Plan for Coaches, in conjunction with the Club Coaching Co-ordinator, and Managers as they progress through Mini and Junior Rugby.

Responsible for managing the interface between Youth Rugby and Trojans Club this will include the following:-

Coordination of fixtures to ensure there are no clashes of Pitch or Changing Room use.

Coordination of Youth training to ensure the aims of the grass management policy (see separate document) is achieved.

Ensuring there is adequate Car Parking management, Notification to Banister Bowl and the club, when triangular mini fixtures or other large attendance events are arranged.

Ensuring all necessary Catering is requested within adequate notice at the club.

Ensuring the behaviour of all young players is supervised by a responsible parent or other adult when they are in or around the clubhouse.

Ensuring that the policies of the Rugby Section and the Club are known to as many young players and their parents or supervising adults in the Youth section as possible.

To positively encourage the Playing, Coaching and Social Interaction of the Youth Section with the Senior Club.

1.5 Nominated members

On behalf of all members, give general advice to the Executive Committee on any rugby matters

2.0 RUGBY COMMITTEE

2.1 Captain of Rugby

Undertakes the Role of First XV Team Captain whenever selected for the First XV Team where he will undertake the responsibilities of a Team Captain (see below).

Acts as a mentor to all players, advising and encouraging them in the development of their game.

Undertakes the role of the principal representative of the Playing Members of the Senior Men’s Teams and is responsible for putting forward their views and concerns at the Rugby Committee.

Ensures all new players to the club are made as welcome as possible and introduces them to existing players with similar interests with the aim of them quickly becoming established within the social structure of the club.

Maintains contact with all injured players and keeps the Head Coach appraised of their progress towards full fitness. Whilst in contact with injured players the club Captain encourages them to retain their social interaction with the club and to attend matches as a spectator wherever possible.

Assists in team selection for all senior men’s teams

2.2 Fixture Secretary

Coordinates the league fixtures of the Senior Men’s teams and seeks to arrange friendly fixtures for the remaining Weekends which are without league or Cup games.

Receives requests for attendance at any 7 a side, 10 a side or other ad-hoc Tournaments held at the beginning or end of season and will bring them to the attention of the Rugby Committee with a recommendation. The Rugby Committee must agree to attend any such event prior to confirmation being sent.

2.3 Match Secretary

Confirms fixtures and match arrangements with opposition clubs for all men’s fixtures

Confirms referees for all senior men’s fixtures

Confirms food requirements for all senior men’s. 40 meals for first team fixtures, 35 meals for 2^nd and 3^rd fixtures

For Home matches cancelled, inform opposition as soon as possible, cancel all referees and meals and advise Club/Bar Manager as soon as possible.

Seek replacement fixtures for cancelled men’s matches through Hampshire fixture pool and other County’s pools. Liaise with appropriate team captain.

Arrange referee for re-arranged matches.

Confirm cancellation of any Hampshire cup matches to the Hampshire Rugby Union.

Make decision on pitch availability in adverse weather conditions. (General principle is that if Saturday matches are cancelled Sunday matches/training would also be cancelled).

2.4 Team Secretary

Keeps a list of all players, their positions, availability and contact details

Writes up team sheets for the Club notice boards

Co-ordinates late changes to teams

Monitors injury lists and ensures managers complete RFU injury report forms and pass to Section Secretary

2.5 Membership Secretary

Liaises with Trojans Club Secretary to ascertain the current subscription rates and pass this information on to relevant persons (Captains/Coaches/Youth Chairman)

Holds, and continually updates, data and details of all paid up Rugby members (senior men, ladies and colts players as well as non-playing members). This must include who has paid how much and when to ensure the correct subsidy is paid.

Issue regular, up-to-date lists of those players who have paid their membership to Captains/Coaches of each team and encourage them to chase membership fees in their team.

Personally encourage members to pay their membership fees.

To ensure that Club membership forms are fully completed

To pass to the Rugby Treasurer membership fee cheques made out to the Rugby Section with instructions on onward payment to Club with membership forms

Liaise with the Club Membership Officer

To ascertain who has paid their membership direct to the Club, how much and when

To monitor age/student categories recorded in the Club system to ensure the correct fee is paid

To remove from the Club lists anyone no longer a member

To monitor/update member’s details – addresses, phone numbers etc.

To agree special membership rates in exceptional circumstances

Liaise with Rugby Treasurer on payment of membership fee subsidies

Attend Rugby Committee meetings and report on membership issues

2.6 Club Coaching Co-ordinator

In an effort to provide a better service to clubs the RFU Coaching Department encourages all clubs to appoint or identify someone in their club to act as a Club Coaching Co-ordinator.

The RFU provides training opportunities for Club Coaching Co-ordinators.

Main purpose of role is to be directly responsible for all coaching matters within the Club, including the Youth Section and Mini Section.

Responsible for developing a Club coaching strategy and Ethos throughout all parts of the Rugby Section

Responsible for identifying and disseminating all forms of good coaching practice. This may be achieved through regular “Coach the “Coaches” sessions held within the Club

Acting as the direct point of contact to the RFU Coaching Department and CB Coaching Committee.

Strongly encouraging all coaches within the club to become qualified and let them know what is available.

Advising on and promoting personal development and qualification opportunities among all the club coaches.

Promoting the Trojans Rugby Code of Conduct.

Lead in the identification of potential coaches to fill coaching posts in the club.

Maintaining a list of all coaches and their qualifications.

Advise the Executive, Rugby and Youth Committees on Coaching matters.

2.7 Head Coach

In liaison with the Club Coaching Co-ordinator, is responsible for developing a forward looking coaching development plan for the Colts and the Senior Men’s Section

Leads the group of senior coaches training the senior men’s teams.

Promoting the Trojans Rugby Code of Conduct in all aspects but with particular regard to the coaching section.

In liaison with the first team captain and other coaches, selects the first XV each week.

2.8 Team Captains

Captains the appropriate team

Assists in team selection for all senior men’s teams

Takes responsibility for the collection of match fees and passing them to the treasurer

Notes the availability of players for forthcoming matches

Provides regular reports of matches for the web site in conjunction with the Team Manager.

Encourages players to take part in social activities, fund raising etc.

2.9 Team Managers

Confirms the availability of players

Provides the official written team list to the referee prior to the game (1^st team league matches).

At Home games receives the official Match Card from the referee after the game and is responsible for both phoning in the result and posting the official card to the league secretary. game (1^st team league matches).

Provides regular reports of matches for the website in conjunction with the Team Captain.

Is Responsible for the maintenance and safe keeping of all the Teams Playing equipment i.e.

Match Shirts

Balls and Pump

First Aid Equipment

Water Bottles (if appropriate)

Body Warmers and other Club Clothing

Taking and collecting Match Shirts etc to/from launderette before and after each game.

Maintains an inventory of all the Playing equipment held and reports the reason for any losses and damage to the Rugby committee prior to any request for replacement equipment.

Makes requests supported by the Main Coach for any additional / replacement Playing equipment to the Rugby Committee.

Ensures the Playing kit is available for each Home and Away game. This will include:-

Clean Match Shirts

Match Ball and Training Balls

First Aid Equipment

Water for the side of the Pitch

Adequate warm and waterproof clothing available for Substitutes.

Completes RFU Injury report forms and passes to Section Secretary.

2.10 Press/Publicity Officer

To ensure that the Club has support from the local community and that news of matches and results is published frequently in the local press.

To ensure the results and a short verbal match report is given to the Southampton Echo Rugby Correspondent each Saturday Evening immediately after the game.

2.11 Social Secretary

Organises all senior club social events

Prepares a social calendar and promotes events throughout the club.

Liaises with other Trojans Club Sections on joint events

Liaises with Youth Section to avoid clashes and to encourage Associate Membership attendance at Club events

Responsible for agreeing a Social Fundraising Budget with the Chairman and Treasurer at the beginning of the season.

Responsible for achieving the agreed Budget and collecting all the money on behalf of the Treasurer.

2.12 Equipment Officer

Maintains a record of all Club equipment, its whereabouts and status

Recommends to relevant committee replacement or renewal

3 OTHER SENIOR POSITIONS

3.1 Safeguarding Officer

To act as a point of contact in all issues relating to the welfare of young people and to ensure all appropriate documentation and forms are completed in accordance with the RFU/RFUW policy and procedures for the welfare of young people in rugby union.

Liaise with the appointed Assistant Welfare Officer

Ensure the club has a child protection policy and implementation plan

Ensure codes of conduct are well publicised and adhered to

In consultation with the county welfare officer ensure all reported incidents are managed at the appropriate level in line with RFU procedures

Maintain records of CRB checks and ensure that all adults who have regular contact with young people undertake CRB disclosure.

Ensure all relevant club members are aware of training opportunities

Ensure all parents are aware of the club policy on child protection and the correct protocols for voicing concerns

Be aware of local social services and area child protection committee contacts

Sit on, or report to, relevant committees

3.2 Marketing Manager

To be directly responsible for sponsorship and fund raising opportunities for the club, its activities and events

To develop and deliver a club marketing strategy in line with the club’s development plan.

To develop links with key stakeholders within the community.

To investigate sponsorship opportunities from the commercial business sector

To investigate methods of accessing funding through partner agencies e.g. Sport England, Lottery Sports Funds, Local Authorities and Local Voluntary Organisations (local Sports Advisory Councils)

To liaise with the treasurer on financial planning for the club to ensure adequate funds are generated

Formulate sponsorship proposals and ensure sponsorship requirements are met.

To be responsible for entertaining sponsors and dignitaries at club tournaments and events

To produce follow up literature to sponsors in the form of thank you letters, press coverage in order to encourage on going relationships

Where necessary co-ordinate sub-committee, and volunteers to help seek sponsorship through personal contact

The Marketing Manager is directly responsible for –

Co-ordinating the Sponsorship and Advertising opportunities throughout all sub sections of the Rugby Section.

Ensuring “packages of sponsorship” to avoid any specific company being asked for something more than once in a season (eg pitch boards and fixture card ad)

Seeking and organising the specific sponsorship for the Senior Section to include –

Main Sponsor

Pitch Advertising boards

Fixture Card

Playing Kit Advertising

Organising the printing of the fixture card

Organising the pitch advertising boards

Any other advertising sponsorship opportunities

Produce follow up literature to sponsors in the form of thank you letters, press coverage in order to encourage on going relationships

Develop and maintain lists of potential sponsors

Maintaining and updating sponsorship leaflet

Main Sponsor

A person or Company interested in becoming the main sponsor is likely to be introduced to the Marketing Manager by another member.

The Marketing Manager’s role is to come to an agreement with the sponsor as to what they will get out of the sponsorship and what Trojans will get out of the sponsorship. See appendix A for a model “Memorandum of Understanding”

The Marketing Manager is then responsible for –

Arranging production printing of agreed items (shirt names, advertising boards etc)

Arranging suitable publicity

Advising Section Treasurer on details of invoice to be sent

Pitch Advertising Boards

Seek and liaise with businesses willing to advertise around the pitch

Liaise with board manufacturer on costs and agree with Section Treasurer

Seek logos and designs from businesses

Arrange production and erection of boards

Provide Section Treasurer with all contact names and addresses of advertisers to which invoices should be sent

Maintain record of boards, date erected and number of years paid for and follow up renewal.

Fixture Card

Liaise with card producer (Pat Rogers, Elmsleigh Business Services 023 8055 7252) on timetable for publication on 1^st September. Agree costs and print run after confirming requirements with all sections

Inform all appropriate persons of the timetable and the date by when they should provide information

Collate fixtures from –

Senior fixtures secretary

Colts Manager

Ladies’ Manager

Junior Fixture Secretary

Mini Fixture Secretary

Confirm names and contact numbers for all officers, managers, coaches and captains that will be required for card

Confirm names of Club President, Past Presidents and Vice-Presidents from Trojans Club Secretary

Obtain dates for International fixtures, Men and Ladies

Obtain dates of any social events known

Review all text in current card for accuracy

Confirm cost of advertising

Contact all current advertisers, in good time, to seek continuation of advert and confirm if any changes are required

Seek new advertisers and obtain details and logos etc.

Pass all information to the card producer as per the agreed timetable

Proof read the final draft of the card

Collect/receive finished cards

Provide Section Treasurer with all contact names and addresses of advertisers to which invoices should be sent

3.3 Club Referee Co-ordinator

Main purpose of the role is to be directly responsible for the recruitment and development of referees within the Club.

Lead in the identification of potential referees.

Disseminating information on referees courses and coordinating attendance on those courses

Maintaining a list of all referees and their qualifications.

Ensuring that all referees and their qualifications are correctly included on RugbyFirst

Promoting the Trojans Rugby Code of Conduct.

Advise the Executive, Rugby and Youth Committees on referees’ matters.

3.4 Pathfinder

Pathfinders are responsible for handing over a player as they move through the rugby journey.

Manage the handover of players leaving the club (permanent or temporary) to another Pathfinder or club

Receive new players to the club through another Pathfinder

Follow up contacts from players

Keep records of players’ rugby journeys

3.5 Web Master

Responsible for maintaining and developing the Rugby Section’s Web Site to ensure it is current at all times.

Ensures that the website promotes and advertises events and matches in the Club.

Respond to any e-mails coming from club web site, either directly or buy passing on to appropriate person.

Responsible for maintaining the Club pages on the RFU Web Site to ensure it is current at all times

3.6 Senior Coaches

As part of the senior coaching team, coaches senior players according to the Club coaching strategy and Ethos.

Promotes the Trojans Rugby Code of Conduct in all aspects but with particular regard to the coaching section.

In liaison with the captains and other coaches, takes part in the selection of the senior men’s teams.

Assists with coaching the Colts or other Junior teams as requested.

3.7 RFU Registration Officer

Ensures all new members who are prospective 1^st team players are RFU registered to play for Trojans as soon as possible after they arrive at the club

Advise the Team Secretary or 1^st XV Head Coach of all Players that are Registered for Trojans and any that remain Registered for another club.

Holds and updates RFU Registration details

3.8 Chairman of Selectors

Undertakes the role as an independent arbitrator at the weekly selection meetings for the senior men’s sides and is responsible for the adoption and maintenance of the clubs stated selection policy (see separate doc) and player development policy.

Working closely with the Head Coach and the Senior Coaches and Captains of the Senior Men’s sides develops and agrees player development strategies for individual players within the club. (???)

Attends executive meetings as the representative of the Players and Coaching staff within the club.

3.9 Colts Manager

Confirms fixtures

Arranges/rearranges fixtures after the fixture list is published

Confirms the availability of players

Ensures kit (balls, shirts, first aid etc) is available

Takes and collects kit to/from launderette

Collects match fees and passes to Section Treasurer

Passes results and scorers to Webmaster

Collects Club subscriptions and membership forms and pass to Youth Treasurer

Completes injury report forms and passes to Section Secretary

3.10 Ladies’ Fixtures Secretary

Arranges fixtures for the Ladies’ team

Confirms fixtures and match arrangements with opposition clubs

Confirms referees and match arrangements

Seeks replacement fixtures for cancelled matches

3.11 Ladies’ Membership Secretary

Holds and continually updates data and details of all members

Holds and updates WRFU Registration details

Assists with recruitment and publicity

Ensures membership fees are collected and passed to the Membership Secretary

Liaises with Treasurer on payment of membership fee subsidies

3.12 Rugby Statistician

Maintains a record of matches played i.e. date, opposition and venue, by all Senior teams including the Ladies and the Academy.

Maintains a record of the result and scorers in each game.

Maintains a record of player appearances for each team.

Maintains a record of total appearances of each player for the 1^st XV or Ladies’ XV

Maintains a record of scorers and their totals for the season

Produce final playing results for each team to show both overall results, to include friendlies, and league results.

Produce an “end of season” league table of top scorers throughout all the teams

Supply all figures to the web-master for publication on the Web-site

Advise committee of any player reaching 100 appearances for the 1^st XV or Ladies’ XV

3.13 Kit Sales Organiser

Organise the purchase and sale of a variety of rugby clothing designed to promote the Club

Carries out annual stock take

Reports to Youth or Senior Treasurer, as agreed, from time to time.

Produces an annual trading summary in liaison with Treasurer

4 YOUTH COMMITTEE

4.1 Youth Secretary

Deals with any correspondence relevant to the Youth Section

Maintains contact numbers of Committee members, coaches and managers

Arranges meetings of the Youth Committee

Takes minutes of Youth Committee and distributes them to the members of the Youth Committee and the Section Chairman.

Collects, collates and passes on to HRFU all registration forms

4.2 Youth Treasurer

Administers Youth Section accounts, banking monies collected and paying bills received

Prepare and set budgets and control costs for the Youth Section

Prepares income and expenditure accounts for the Youth Committee

Co-ordinates the collection of Club subscriptions through the team managers and passes subscriptions due to the Club

Co-ordinates Wavell Wakefield Youth Trust claims

Prepares final accounts to pass to Rugby Section Treasurer for incorporation in the Trojan Club accounts

Attends Youth Committee meetings

Monitors the operation of the “Kit Shop”

Monitors the operation of the “Mini Bar”

4.3 Match Secretary

Confirms fixtures and match arrangements with opposition clubs for all youth fixtures

Confirms referees and match arrangements for all youth fixtures

Liaises with Club Secretary on pitch conditions

Liaises with Club on catering requirements

Seeks replacement fixtures for cancelled matches

Attends Youth Committee meetings

4.4 Junior Playing Committee Chairman

Co-ordinates the organisation of the playing of Junior rugby at the Club

Ensures that all teams have suitably qualified coaches and managers

Attends Youth Committee meetings

4.5 Mini Playing Committee Chairman

Co-ordinates the organisation of the playing of Mini rugby at the Club

Ensures that all teams have suitably qualified coaches and managers

Attends Youth Committee meetings

4.6 Social Secretary

Co-ordinates social activity within the Youth section

4.7 Publicity & Recruitment Officer

Ensure that the Club has support from the local community and that news of matches and results is published frequently.

Liaises with local schools

Provides relevant information for the Club web-site

5 JUNIOR PLAYING COMMITTEE

5.1 Fixture Secretary

Arranges fixtures for the Junior sides in liaison with team coaches and managers

Liaises with the Mini fixtures secretary to avoid clash of dates

5.2 Junior Managers

Collects Club subscriptions and membership forms and pass to Youth Treasurer

Ensures all players complete HRFU registration forms and passes to Youth secretary

Maintains names, addresses and contact numbers for parents

Maintains medical records for players

Ensures arrangements are in place for matches and informs players

Completes injury report forms and passes to Section (not Youth) Secretary

5.3 Junior Coaches

Ensure that youth rugby sessions are appropriate to the age of the players involved

Coach the skills of playing rugby

Coach the correct attitude to the game (see code of conduct)

Consider the safety of all players at all times

Liaise with manager on all team matters

6 MINI PLAYING COMMITTEE

6.1 Fixture Secretary

Arranges fixtures for the Junior sides in liaison with team coaches and managers

Liaises with the Mini fixtures secretary to avoid clash of dates

6.2 Mini Managers

Collects Club subscriptions and membership forms and pass to Youth Treasurer

Ensures all players complete HRFU registration forms and passes to Youth secretary

Maintains names, addresses and contact numbers for parents

Maintains medical records for players

Ensures arrangements are in place for matches and informs players

Completes injury report forms and passes to Section (not Youth) Secretary

6.3 Mini Coaches

Ensure that youth rugby sessions are appropriate to the age of the players involved

Coach the skills of playing rugby

Coach the correct attitude to the game (see code of conduct)

Consider the safety of all players at all times

Liaise with manager on all team matters

6.4 Youth Mini Bar Organiser

Organise the purchase and sale of a variety of sweets and cakes on a Sunday morning

Carries out annual stock take

Reports to Youth or Senior Treasurer, as agreed, from time to time.

Produces an annual trading summary in liaison with Treasurer

E-Mail web@trojansrugby.co.uk or phone the Club on 023 8061 2400 (Bar) 023 8061 3068 (Admin)

This page last updated: 13 August, 2010