Redcliffe Junior Rugby Union Club - Committee positions and descriptions.
To ensure the efficient running of all operations of the club.
1. To be well informed of all club activities.
2. To plan for the future of the club by developing the business activities of the club.
3. To have a good working knowledge of the club constitution, club rules, insurance cover and duties of all office holders.
4. To be the club representative at local, regional and state levels (ultimate responsibility lies with the President).
5. To be the primary contact for QRU and associated clubs.
6. To attend, manage and chair the clubs general, disciplinary hearings, executive and annual general meetings.
7. To provide leadership and direction to fellow club committee and club members.
8. To attend club registration days.
2. VICE PRESIDENT: X 2
Saturday Vice president –Fundraising Sub-committee
Sunday Vice president -Management Sub-committee
To establish links and liaise with sponsors and government bodies on behalf of the club.
1. To establish and maintain personal rapport with all sponsor and government contacts.
2. To maintain a database of all sponsor names and contact details.
3. To coordinate service of sponsor with relevant club official (eg. Fundraising coordinator).
4. To continually update sponsors on the club calendar and promotion of sponsors.
5. To continually update executive and club members on sponsorship programs.
6. To attend the clubs general, executive, disciplinary hearings and annual general meetings.
7. To attend and preside over club general, executive, disciplinary hearings and annual general meetings in the absence of the president.
8. To attend and be the clubs representative at local, regional and state levels in the absence of the president.
9. To assist the president and other elected committee to plan for the future of the club by developing the business activities of the club.
10. To attend club registration days.
Chief administrator of the club providing coordination links between members, club executive and outside agencies (eg. QRU, QJRU).
1. To update executive and sub committee names, addresses, etc as required.
2. To maintain a database of current and past club members, how many members, contact details, membership fees paid/not paid.
3. To maintain a file of all relevant contact details (eg. Insurance, QRU, QJRU, ARU).
4. To update a log of insurance claims and injuries.
5. To handle and maintain a file of all inward and outward correspondence.
6. To regularly clear mail box.
7. To record inward mail and to whom it is distributed.
8. To ensure all replies to correspondence are prompt.
9. To attend & keep books for recording minutes of the clubs general, executive, disciplinary hearings & annual general meetings. To be able to produce minutes as
10. To delegate a recorder if unavailable for meeting.
11. To ensure all information is communicated to team managers (or managers coordinator) and coaching (or coaching coordinator) staff.
12. To attend club registration days.
To ensure the club fulfils its obligations regarding player registrations.
1. To ensure the complete and accurate maintenance of club membership for the season.
2. To witness the completion of all player registrations.
3. To ensure all registrations are with the appropriate bodies by the due date (ie. ARU, RugbyNet).
4. To advise the Treasurer of members with outstanding club fees.
5. To supply coaching staff with periodic reports on player registrations.
6. To ensure that team sheets are filled in correctly and passed on to the appropriate bodies.
7. To promulgate draws to members.
8. To produce team lists contact details for the secretary to publish
9. To attend competition registrar meetings.
10. To attend the clubs general, executive and annual general meetings.
11. To access emails for competition updates, draw information and forward to coaches and managers and relevant parties within the club.
12. To be the club contact for cancellation or to cancel playing events
13. To attend club registration days.
Responsible for the financial management of the club.
1. To maintain accurate records of current income and expenditure.
2. To ensure monies received are banked correctly.
3. To make all payments and keeping records of all payments.
4. To be the signatory on club cheques (with at least one other person).
5. To prepare regular bank account reconciliations and present at club general and annual general meetings.
6. To prepare budgets for forthcoming year describing potential sources of income and expenditure. As well as oversee the preparation of, applications for grants and
financial assistance; provide progress and reconciliation reports as required.
7. To make assessments and recommendations to the committee on variations and proposals for income and expenditure; monitor the efficacy of fund raising activities
undertaken within the club
8. To prepare annual financial accounts for auditing.
9. To attend the clubs general, executive and annual general meetings
10. To pursue outstanding member’s fees.
11. To attend club registration days.
GENERAL COMMITTEE OFFICE BEARERS
1. COACHES' COORDINATOR:
Coaching & Culture Sub-committee
To ensure coaches are adequately trained and organised for the season.
1. To ensure all teams have coaches
2. To ensure that coaches update their qualifications through the relevant QRU Accreditation and Development Manager.
3. To ensure safe and correct coaching techniques are practised.
4. To roster training programs / courses for coaches and arrange appropriate training venues, days and times.
5. To set realistic goals for the coaches to work from.
6. To assist team coaches during training sessions
7. To attend club general and management meetings
8. To report damaged, broken or lost equipment to the facilities coordinator.
9. To attend the clubs general and annual general meetings.
2. FACILITY COORDINATOR:
Oversee, and assist, with the maintaining of all clubhouse facilities. Responsible for any work or volunteers allocated to tasks associated with the maintenance of the
1. Project management, supervising and coordinating work of contractors to the club facility and ground as required..
2. To investigate availability and suitability of options for new purchases in the facility. Authorization required by the executive committee.
3. To perform general maintenance and upkeep of the clubhouse and facilities.
4. To calculate and comparing costs for required goods or services to achieve maximum value for money.
5. To plan for future development in line with strategic business objectives.
6. To manage and leading change to ensure minimum disruption to core activities.
7. To plan best allocation and utilization of space and resources in the clubhouse.
8. To check that agreed work by club members or contractors has been completed satisfactorily and following up on any deficiencies;
9. To respond appropriately to emergencies or urgent issues as they arise.
10. To keep an inventory of club equipment.
11. To ensure all relevant equipment is available and set up at all games/practice sessions.
12. To attend the clubs general, executive and annual general meetings.
3. REFEREE COORDINATOR:
Coaching & Culture Sub-committee
To ensure referees are adequately trained and organised for the season.
1. To roster referee’s on Saturday home games.
2. To encourage training and qualification of referee’s.
3. To foster the development of the sport.
4. To organize QRU and QJRU coordinator delegates (Walla, Mini, Midi, Senior)
5. To attend the clubs general, disciplinary hearings or meetings and annual general meetings.
4. SPONSORSHIP COORDINATOR:
Assume responsibility for ensuring all sponsors and potential sponsors are approached and serviced for the entirety of their sponsorship contract.
1. To prepare annual sponsorship packages that provide for all levels of support. This will include the review of previous year’s arrangements.
2. To make recommendations to the Committee about the target levels for sponsorship each year.
3. To oversee the negotiation of new and existing sponsorship each year. Manage approaches to individual sponsors – ensure any conflicts of sponsorship within the
club or with the Union are avoided or resolved.
4. To ensure all sponsorship arrangements are formally recorded, filed and signed off.
5. To plan and schedule a calendar of sponsor functions for the year; ensure the activities are conducted.
6. To prepare regular status reports to the Committee.
7. To attend the clubs general and annual general meetings.
5. WEB MASTER
To ensure that the club’s web site is fully operational and kept up to date with any union rules and game information.
Special note: No information is to be made available onto the RJRUC web site without authorization by the club president or appointed person by the president.
1. To update to the web site as soon as possible any yearly game schedule (locations and dates) as supplied by the Union.
2. To monitor and update (as required) on a weekly basis any changes made by the Union to game locations and dates.
3. To maintain the calendar of events as listed on the club web site.
4. To suggest to the executive committee and changes to the club website.
5. To update any social club information as supplied by the Social Club Coordinator.
6. To maintain and control all information and make sure is kept in a true and accurate format at all times.
7. To attend some clubs general meetings and the clubs annual general meetings.
CLUB OFFICE BEARERS
1. AGE GROUP COORDINATORS
Coaching & Culture Sub-committee
To learn and understand rules relating to each rugby age group/division.
1. To relay the relevant age group rules to players and/or members as required.
2. To answer any questions regarding that Age Group, as well as handle complaints regarding other clubs, referees, coaches, playing styles, parents etc, 3. Any team
complaints should be directed to the relevant Age Group Coordinator, who will follow the complaints process described in the club handbook to resolve the issue.
4. To keep the club committee informed of any dispute or issue either ongoing or not resolved.
5. To act as mentor for any predecessor.
6. To attend some clubs general meetings and the clubs annual general meetings.
Walla age group coordinator. Under 6 – Under 8
Mini age group coordinator. Under 9 – Under 10
Midi age group coordinator. Under 11 – Under 12
Pathway age group coordinator. Under 13 – Under 17
2. CANTEEN COORDNIATOR:
To ensure that the club’s canteen is fully operational at club training night and each home game. He/she will also be the principal coordinator for any catering
concession awarded to the club.
1. To estimate food and beverage supplies required for each home game canteen and negotiate provision with suppliers. Organize a roster of volunteers to pick up
provisions and man the canteen.
2. Wherever necessary and/or directed by the club committee obtain the necessary licenses for canteens and maintain accurate records.
3. To ensure a cash float is available and at the end of the day an accurate cash reconciliation is to be undertaken. The cash is to be handed to the Club Treasurer (or
his/her delegate) at the end of each day.
4. To undertake stock takes of supplies and adjust orders as necessary so that excess stock is not retained.
5. Where the club is awarded catering rights at other than home games prepare a logistical plan that embraces:
- Food & beverages supplies and suppliers.
- Cool room hire/ice.
- Provision of equipment.
- Facilities available on site + any additional requirements.
- Transport of equipment & availability.
- Return of any excess supplies.
- Roster of volunteers.
- Cash float & subsequent reconciliation.
6. To evaluate canteen operations and facilities and make recommendations to the Executive on improvements.
7. To create and maintain a volunteers roster to help with club catering and canteen activities
8. To follow at all times the laws and requirements of the clubs alcohol license and enforce any laws and rules associated with the alcohol license to members and
patrons of RJRUC. (View the section titled alcohol in the RJRUC handbook.)
3. CLUB CAPTAIN
Coaching & Culture Sub-committee
To facilitate effective representation on the Senior Executive Committee for the junior playing body
To take responsibility for leading, directing, communicating, addressing and actioning player needs.
To be the contact point for junior players.
To act as a facilitator for player club/group activities.
To be the player representative at committee meetings.
To be the club/player spokesperson at social and match occasions.
To act as a Co-ordinator between rugby playing members and social members
To attend tribunal hearing with club member/s if required.
To assist preparation of pre season matches/trials.
To enforce club code of conduct/dress code with player group.
To ensure club morale and spirit is maintained amongst the playing members.
To encourage others to become more involved in the running of the Club.
To commit the time to be present at other teams training and to encourage other junior players to assist younger players at training when required.
To act as mentor for any predecessor
4. DEVELOPMENT OFFICER:
To undertake school and junior player recruitment and development activities.
1. To prepare an annual program of visits to, and activities for, local clubs and schools that will attract and retain junior players of all ages.
2. To organize and arrange for each school/junior club a variety of contact and communication methods to enhance each recruitment activity including:
- Recruitment newsletters.
- Walla rugby training days and competitions.
- Senior player visits.
- Visiting coaches.
- Skill sessions.
3. To prepare monthly reports for the Committee on recruitment and development activities and progress. Make recommendations to the senior club on fostering
talented players coming through the system.
4. To liaise regularly with Union Development Officers to keep current with ARU and Union initiatives in junior development. Assist where requested
5. To prepare and/or review annually a club junior development plan
6. To attend the clubs general and annual general meetings.
5. FIRST AID COORDINATOR:
To maintain and control stock/equipment used for first aid.
1. To ensure all teams have qualified first aid officers.
2. To ensure that first aid officers update their qualifications through the relevant Accreditation systems.
3. To train club first aid officers on the club first aid policies and procedures as required.
3. To ensure safe and correct first aid practices are carried out.
4. To assist team first aid officers in their duties as requested.
5. To attend some clubs general meetings and the clubs annual general meetings.
6. To take stock control, monitor, order and distribute all first aid equipment as required.
6. GROUND COORDINATOR
To oversee and assist, with the setting up of the playing fields and their subsequent restoration and marking as required.
1. Prior to each home match check that each ground needed for the weekend is marked according to Union competition guidelines. Where problems arise liaise directly
with the relevant contractor to resolve the matter.
2. Before any match is commenced each ground must be set up with all the safety equipment specified, including:
- Goal post pads.
- Corner posts.
- 22m, half way and dead ball markers.
- Cones as required.
- Sponsorship signage.
- Spectator control measures
- Adequate refuse/garbage collection facilities
3. Supervise and assist with the dismantling and storage of all equipment
4. Organize a roster of helpers for each match day; liaise with the Volunteer Co-ordinator when additional assistance is needed.
5. To attend the clubs general, executive and annual general meetings.
7. MARKETING COORDINATOR
1. To produce a weekly newsletter for distribution to club members.
2. To publish the up-to-date draw listing games and location of games as supplied from the union.
3. To publish results as supplied from the union.
3. To organize the printing, producing and supply of marketing material to assist the club in marketing for memberships or events as authorized by the executive
4. To attend some clubs general meetings and the clubs annual general meetings.
8. MANAGERS COORDINATOR:
To be responsible for the recruiting and training of team managers.
1. To ensure all teams have managers.
2. To organize training for managers at the start of each season (and as required during the year) on duties and task required by team managers.
3. To inform team managers at the start of the year and during the year as required on RJRU and BJRU committee rulings that may affect teams.
4. To organize and allocate the team sheets to all managers.
5. To allocate team jerseys to the team managers keeping complete records of amounts, numbers and sizes supplied as well as allocating team vest for trainers, team
official and assistant referees.
6. To allocate team training aids such as marking cones and footballs.
7. On a weekly basis check game starting times and inform team managers of any variations to competition match times or venues accordingly.
8. To advise team managers of club training schedules for all teams and the suggested ground training allocation for teams.
9. To follow up that managers have completed and submitted team sheets by the time required.
10. To make available and organize the clubs insurance forms where necessary and explain procedure with the team managers.
11. To brief managers about the Code of Conduct and the Union’s/ Club’s expectations both on and off the field.
12. To assist any team manager on manager duties until team manager is proficient in carrying out team manager duties.
13. To be thoroughly familiar with the Union’s Rules of Competition.
14. To attend the clubs general and annual general meetings.
9. SOCIAL CLUB and FUNRAISING COORDINATOR:
To organize and coordinate club functions and fundraising activities
1. To manage and organize club fund raising and raffles.
2. To prepare a calendar of club functions for the year (sign on, BBQ's, fundraising evenings, etc.).
3. To arrange all details of functions and volunteers.
4. To establish a social club (membership requirements, entitlements, etc.).
5. To liaise with fundraising coordinator on joint projects.
6. To attend general meetings and annual general meetings and present update on activities to the management committee meetings. Ensure each function/activity
presents a final reconciliation of income and expenditure. Present regular reports to the Executive Committee on the success and cost: benefit of each activity
7. To report to the Secretary for events and raffles.
8. To present an end of year report on activities conducted is submitted to the Executive committee.
TEAM ASSISTANT REFEREE
To act as the side line referee (Assistant referee)
To assist the match referee by providing assistance to the referee in the performance of any of the referee’s duties.
To be responsible for signaling, touch, touch in-goal, the success or otherwise of kicks at goal and indicating foul play.
Special note: Coaches are not to act as Assistant Referees or trainers for their team. Managers are not to act as an Assistant Referee or trainer for their own team,
except in exceptional circumstances where no other person is available to perform this task and before being an Assistant Referee ask the opposition if they can appoint
Coaching & Culture Sub-committee
To prepare a team for competition in accordance with the club’s agreed technical direction
1. To plan and present weekly coaching sessions to the appointed grade team
2. On match days prepare the team for competition and manage instructions and feedback to the team and players. Prepare and arrange the appropriate pre- and post
3. To give the team and individual players feedback on performance and determine appropriate remedial activities.
4. To participate in all selection meetings and apply the club’s selection policy.
5. At each training session and competition match discuss with support staff any areas of concern particularly aspects relating to player welfare and injury.
6. To participate in all meetings that contribute to, and assesses, the club’s playing operations.
7. To undertake each year some form of professional development to keep abreast of trends and issues in sport generally and rugby specifically.
8. To attend some clubs general meetings, any disciplinary hearings or meetings involving a team member they are coaching and the clubs annual general meetings.
Special note. The RJRUC committee request at least one team members to attend all general meetings.
TEAM FIELD MARSHAL:
To ensure field is properly dressed Introduce himself or herself to the referee prior to the game.
To patrol the ground during home games.
To prevent the illegal entry of any person onto the playing area.
To assist the officials (Managers, Touch Judges and Referee) perform their respective duties.
To have available all necessary keys and passes to ensure emergency access can be obtained to any section of the Ground.
The field marshal role should not be confrontational; it should always be advisory and polite to patrons.
TEAM FIRST AID OFFICIAL:
To act as first aid for the team at all home games.
To make sure they hold as a minimum a current senior first aid certificate or its equivalent before they can perform first aid on any RJRUC member.
To be available as per the BJRU competition rules for each home club game.
To be stationed near the side line and towards the middle.
To be wearing the correct vest identified as first aid officer.
To make ready before any game commences all relevant first aid equipment as required.
Special note: Sports trainers appointed by teams who hold as a minimum a current senior first aid certificate or its equivalent can run as medical for their teams.
Administration of team procedures and home games.
1. To liaise with the local Junior Rugby Union either directly or via the club registrar (eg. Team sheets).
2. To ensure the team is equipped with training aids and organise team equipment (jerseys, water bottles etc.) for games.
3. To prepare a washing roster for jerseys.
4. To notify players/coach of alterations/details of games.
5. To regularly communicate with the club registrar regarding player registrations.
6. To act as conduit between the club executive and the team.
7. To attend some clubs general meetings, any disciplinary hearings or meetings involving a team member they are manager and the clubs annual general meetings.
Special note. The RJRUC committee request at least one team members to attend all general meetings.
Act as the on field assistant for players and to relay instructions from the coaching staff.
To relay instructions to the on field players.
To be responsible for immediately attending to a player who may appear to be injured.
To provide water to the players as required.
To call on the Qualified Medical Person for an injured player if required.
Where the trainer has a medical qualification; this is to be recorded on the team list form.
For a single match, the Trainer and Qualified Medical Person may be the same person.
To wear an authorized vest or shirt with TRAINER in Royal Blue/Black on the back.
Game day set up PROCEDURES
Saturday and Sunday games (if at home) normally start at 8.30am so set up to commence at 7.45am. (Check game draw for games allocated)
Clean up team
1. Open canteen and club storage area.
2. Put out cones to barrier off the ambulance gate entry to playing field.
3. Pick up any rubbish from inside and around canteen area.
4. Put bins out and make sure council bins are adequate
5. Sweep undercover area
6. Put out BBQ, any tables and chairs in the undercover area for team BBQ. (If required)
7. Check toilets are generally clean and stocked.
8. Walk the playing fields and remove any foreign object and generally pick-up any ground rubbish.
9. Place sponsors signs around the canteen / clubhouse area.
Set up team
10. Set-up fields with (two colour) markers or corner post in accordance with field marking sheets located on the Club handbook.
11. If required put portable tent up between fields for shade.
12. Put chairs (must be a minimum 5 meters from the playing surface) for first-aid officers (2 chairs minimum) and player seating between fields or on side line of playing
12. Put out ropes and pickets (ropes and pickets must be a minimum 5 meters from the playing surface) at the end of each field and between each modified field.
13. Put goal post pads up on playing fields
14. Place sponsors signs around playing area and around canteen area as required. (Signs must be a minimum of 5 meters from the playing area)
The last home team or designated team on Saturday and/or Sunday will assist with field dismantle of all playing field material including sponsors signage and field
1. Fill up and turn on hot water urn (if utilized). Assemble any coffee / tea items ready for serving.
2. Fridges should already be stocked from the previous day but check and restock fridges. Also stock and display all snack foods
3. Wipe and generally clean all benches and serving area.
4. Prepare any food and place either on display or in warmers as required. Sausage rolls, pies etc. (Use any stock in fridge first)
Microwave first then place in pie warmers -Instructions
- Pies fresh 1 minute per pie
- Pies frozen 2 minutes per pie
- Sausage rolls fresh 40 seconds per roll
- Sausage rolls frozen 1½ minutes per roll
5. Check and refill sauce bottles.
6. Serve customers.
7. Maintain a clean working environment.
8. Restock fridge and warmer as required during the day.
9. Enter correct amounts for sales and place any money into the cash register as you receive.
10. After last match turn off all cooking equipment including hot water urn, pie warmer, wash dishes, sweep and mop floors as required, empty canteen rubbish bins.
11. Any uncooked meat (steak and sausages from the BBQ) to be sealed and stored in freezer.
12. Bread and bread rolls to be sealed and stored in freezer.
13. Fully restock fridge ready for next canteen day.
14. Remove any unsold snack food items and place into sealable containers and place out the back room.
15. Count cash and give to nominated committee member.
16. Lock canteen.