Grove RFC Ltd

The Annual General Meeting will be held on Wednesday 16th May 2012 - 7.30pm for 8.00pm start.
Nomination Forms and Role Descriptions of Board positions will be in the clubhouse from the beginning of April.
All nominees, proposers and seconders must be club members.
Last year's Minutes and 2011/12 accounts will be available from 7.30pm.
All positions - apart from Chairman whose term of office ends in 2013 - are subject to election.

ROLE DESCRIPTIONS - March 2011

Role Description - Bar Manager

The Bar Manager shall:-
(1) Have responsibility for the overall supervision of the running of the bar;
(2) Have absolute discretion for the ordering of the bar provisions.
(3) Keep appropriate records of all of the bar transactions. These records should be available to the Club Board, which should receive a monthly statement of the affairs of the bar.
(5) Keep all records on the club computer with paper copies provided for the Treasurer at intervals determined by him
(6) Pass all monies, other than a necessary working float, to the Grove R.F.C. Ltd main account weekly
(7) With the Clubhouse Manager be responsible for the staffing of the bar;
(8) Ensure that a clear record of all stock is kept and a regular stock take made to ensure an accurate report for the main Club Board
(9) When representing the Club to do so in a proper manner at all times.

Role Description - Chairman
(1) To chair Board Meetings of Grove RFC Ltd in accordance with the Club’s Rules and the Memorandum & Articles.
(2) To chair the Annual General Meeting of Grove RFC Ltd and any Extraordinary General Meetings.
(3) To ensure that the various sub-committees Selection, Discipline, Bar and Management are managed in a fit and proper manner.
(4) To oversee the development and implementation of the Club’s strategy.
(5) To arbitrate in the case of internal disputes within the Club.
(6) To facilitate communications with members of the club by way of newsletters, correspondence and other forms of media.
(7) To ensure that all Board members, team captains and managers of the Club carry out their duties correctly and properly.
(8) To represent the Club in a proper manner at all times.

Role Description - Club Captain
The main responsibilities of the Club Captain are aimed at ensuring that the playing side of the Club runs very smoothly.
The duties are the following:-
(1) Pre-season preparation of the pitches and posts (repairs, painting etc.), with the latter being erected in good time for the start of the season.
(2) Organisation of pitch-marking.
(3) Checking each week that the balls are in good condition for the forthcoming matches.
(4) Inspection of pitch surfaces in good time for cancelling games if necessary. Advise
team captains which pitches to use (and advise Grove Parish Council of the usage)
(5) Ensure that the team captains are aware of their match-day responsibilities (e.g. returning balls, flags and post protectors to the pavilion; providing oranges for home matches; being there to welcome the visiting team and referee; remembering to bring the shirts, and collecting and counting them after the game; kitchen duties; cleaning out the changing rooms.) Many of these jobs need to be delegated before kick-off; none of them are very onerous, but they have to be done.
(6) Chairing the selection committee meeting and ensuring that all players are members of the Club by liaising with the Membership Secretary and others on the Board.
(7) Ordering of all kit and equipment from suppliers and keeping the Board informed of progress. Liaising with Treasurer to ensure that sufficient funds are available.
(8) Ensure that any monies collected from players are recorded correctly and put through the club till.
(9) The Club Captain should be the person the players and team captains liaise with if there are any problems arising in the Club. These can then be reported back to the Committee as necessary.
(10) To sit on the Disciplinary Sub-committee to represent the player’s side of the case.
(11) The Club Captain will hold players’ meetings as necessary. At the end of each season call a players’ meeting before the Annual General Meeting to elect the Team Captains for the following season.
(12) To be responsible with the1st XV Manager for the players’ league registration.
(13) To monitor the training pitch use.
(14) Ensure match cards are filled in and posted in good time.
(15) Retrieve/order trophies for the end of season dinner dance.
(16) Management of the pitches / training pitch; liaising with juniors.
(17) Delivery and collection of the senior team playing shirts to and from the cleaners.
(18) When representing the Club to do so in a proper manner at all times.

Role Description – Club Coach
Responsible for:-
(1) Running the coaching sessions on Tuesday and Thursday
(2) Preparing the first team squad for games and attending fixtures
(3) Selecting first team
(4) Overall supervision of selection of other teams to maintain selection policy throughout the Club
(5) Liaising with first team manager, team captains and Club captain on club structure, selection and selection policy.
(6) Player development.
(7) When representing the Club to do so in a proper manner at all times.

Role Description – Clubhouse Liaison Officer

(1) To represent the Rugby Club on the Recreation Ground Users’ Group and then report back to the Rugby Club Board.
(2) When representing the Club to do so in a proper manner at all times.

Role Description - Clubhouse Manager

The Clubhouse Manager is required to be responsible for the general running of the Clubhouse, other than the bar and bar store. The role nevertheless involves close co-operation with the Bar Manager. He/She will report directly to the Grove R.F.C. Ltd Board at the monthly meetings.
The responsibilities will include:-
(1) Ensuring that the Club is cleaned, and that the appropriate cleaners are employed to do the work.
(2) General maintenance – externally and internally, including furnishings, patio, garden and decorating on a periodic basis.
(3) General security; the keeping of the Club’s Key Holder Register and knowledge of the alarm systems for the Clubhouse.
(4) Organising and booking of facilities within the Clubhouse, including changing rooms, kitchen, Committee room and social area.
(5) General upkeep of kitchen and the facilities within it and the monitoring of purchases of provisions for the kitchen.
(6) Ensuring that the kitchen money float is maintained.
(7) In conjunction with the Club Treasurer ensure that the Club’s running costs are kept within the annual budget.
(8) Ensure that all financial matters are recorded efficiently and any monies passed to the Club Treasurer.
(9) Liaising with the Bar Manager well in advance of any event to ensure adequate staffing and provisions;
(10) Liaise with the Health & Safety representative
(12) When representing the Club to do so in a proper manner




Role Description - County Representative
This officer’s responsibilities are:-
(1) To represent the Club at Senior and Junior level on the Oxfordshire RFU Committee.
(2) To voice opinions on matters raised on behalf of the Club.
(3) To speak on behalf of the Club when asked to do so by Oxfordshire RFUC.
(4) When representing the Club to do so in a proper manner at all times.

Role Description - Elected Director

This member is on the Board as an impartial member and helps out on matters that arise which are outside the job descriptions of the rest of the Board.
Formal responsibilities are:-
(1) To call and chair disciplinary meetings in cases of sending-off from the field of play. This person can invite whoever is felt to be appropriate to the incident (the player himself, the team captain, the Club Captain, other players as witnesses, a qualified referee etc.) and in the light of the evidence propose a suitable course of action (suspension, banning etc.). This should then be notified in writing to the Oxon County Disciplinary Committee. At the very least it shows we are concerned about foul play.
(2) To call and chair a disciplinary meeting concerned with other acts of indiscipline inside or outside the Club premises.
(3) When representing the Club to do so in a proper manner at all times.

Role Description - Fixture Secretary

(1) Arrange the following season’s fixture list by contact with league secretary, fixture exchange, club fixture secretaries.
(2) Provide a fixture list for the Club Handbook, Referees’ Society, Parish Council, Kitchen Staff and the Clubhouse Manager.
(3) Confirm matches each week with opposition fixture/match secretary and to provide directions for them.
(4) Fill fixture gaps by contact with other clubs’ fixture secretaries.
(5) Liaise with team captains over matches each week and provide directions for away matches.
(6) Arrange and confirm referees with Referees’ Society and referee.
(7) Report direct to Club Captain any difficulties or problems.
(8) As a member of the Selection Committee ensure that all players are members of the Club by liaising with the Membership Secretary and others on the Committee.
(9) Order International match tickets for Club members and sponsors and ensure that clear financial records are kept and passed to Club Treasurer. Any monies should be passed through the club till.
(10) When representing the Club to do so in a proper manner at all times.

In common with most other clubs these duties are carried out only for the senior sides (and Colts when we have them). (Minis and Juniors (below Colts) make their own arrangements.

Role Description – Junior Chairman
(1) To foster interest in and the development of the game of Rugby Union Football.
(2) To oversee all matters concerning youth rugby.
(3) Recommend to the Board any appointment(s) relating to Child Protection .
(4) To ensure that each junior team is well managed and coached and that the well-being of the children is always paramount.
(5) To represent the Club at all County Youth meetings.
(6) To inspect pitch surfaces in good time for cancelling games if necessary. To consult with team managers and coaches on which pitches to use and inform Grove Parish Council on usage.
(7) To liaise with the team managers if there are any problems arising in their teams. These problems can then be reported back to the Board as necessary.
(8) To oversee the organisation of the Autumn Mini Festival.
(9) When representing the Club to do so in a proper manner at all times.

Role Description - Junior Secretary
1. To support the Junior Chairman in all matters concerned with Mini and Junior rugby
2. To communicate between the Junior Chairman and coaches when he is unavailable
3. To liaise with the Membership Secretary and update the Rugby First website with new and amended registrations as required.
4. To maintain a presence at the club on Sunday mornings where possible.
5. To liaise with the Youth Sub-Committee and Club Safeguarding Officer.
6. To represent the club in a proper manner at all times.

Membership Secretary Role Description – (June 2010)

The Membership Secretary is responsible for the following:-

(1) organising and arranging the collection of membership fees as set by the AGM from all members, keeping a record of fees received, ensuring that payments are promptly passed through the till and details are given to the Treasurer
(2) Approving any and all concession fees that might from time to time be requested for special circumstances i.e. unemployed, mature student.
(3) Approving any and all stage payments that might from time to time be requested.
(4) keeping an up-to-date record of the names, addresses (postal and e-mail) and telephone numbers of all members
(5) ensuring that members receive their Membership cards and Handbooks as soon as possible after payment of fees
(6) verifying membership: keeping a list of paid-up members accessible within the club, to be updated monthly
(7) to highlight to the Committee any membership problems/difficulties
(8) when representing the club to do so in a proper manner, having a full understanding of and adhering to:
• the Club’s Child Protection Policy
• the Club’s Child Protection Policy Procedures
• the Club’s Coaches’ Code of Conduct
• and ensuring that the use of the information does not breach the Data Protection Act.


Secretary
(1) To be the focal point of correspondence to the Club and to reply as necessary on behalf of the Club.
(2) To produce agendas for and record minutes of the Grove RFC Ltd Board Meetings.
(3) To call Annual and Extraordinary Meetings when requested to do so by the Committee, and to inform the membership, in conjunction with the Membership Secretary.
(4) To write letters on behalf of the Club, when called upon by the Committee.
(5) To organise the collating of information, printing and production of the Club Handbook.
(6) To record the minutes of the Club’s Annual Meeting and any Extraordinary Meeting.
(7) To prepare role descriptions and Nomination Forms for Board positions.
(8) To inform Companies House of any changes of personnel on the Board.
(9) To send certified accounts to Companies House within the stipulated time frame.
(10) When representing the Club to do so in a proper manner at all times.

Social Secretary
Responsible for the social activities of the Club. The aim is not to be the principle source of fund raising. However, events should try to avoid running at a loss.
The main responsibility is to chair a Social Committee and to organise the following:-
(1) A start and end of season party/Xmas parties for seniors and children/Games Evenings/Race Night/Pub Games/Quiz Night.
(2) A social function at least once every 6 weeks, on a Friday night (to include parties, discos, games nights etc.)
(3) To make sure that all events are well publicised – posters in the Clubhouse, notification in the newsletter, and verbally via captains.
(4) To ensure that all functions are detailed in the social booking diary and the bar arrangements are made aware well in advance of any function.
(5) To act as the Board representative for the organisational activities for the annual bonfire night.
(6) To organise the end of season senior tour committee and end of season dinner dance.
(7) When representing the Club to do so in a proper manner at all times.

Role Description - Treasurer
(1) Maintaining the Club’s financial records.
(2) Complying with all HMRC requirements as to VAT, PAYE and Corporation tax.
(3) Payment of all properly approved purchases including card purchases.
(4) Monitor the banking of all monies received and receivable by the Club
(5) Preparation of the Club’s annual accounts
(6) Liaising with the Club’s auditors and obtaining an audit report on the annual accounts
(7) Preparation of an annual budget for presentation to the Club Board.
(8) Dealing with the Club’s bankers
(9) Presenting the Club’s accounts including recommendations for subscription levels to the Club’s Annual General Meeting
(10) Providing monthly management information to the Club Board
(11) Ensuring that appropriate insurance cover is in place at all times
(12) Ensuring that payment for the Club bar licence is maintained
(13) Ensuring that all activities for which a licences is required are properly licensed
(14) When representing the Club to do so in a proper manner at all times.

Role Description – Safeguarding Officer

(1) To ensure that all adults who have unsupervised contact with children hold CRB Enhanced certificates.
(2) To regularly check coaching practice at training sessions to ensure that such practice is compatible with Safeguarding recommendations, the club’s Child Protection Policy and Equity Policy.
(3) In co-operation with Mini/Junior coaches ensure that all children for whom we are ‘in loco parentis’ are club members.
(4) Ensure that attendance registers are kept for training sessions.
(5) Ensure that First Aiders and First Aid equipment is readily available for training sessions.
(6) Ensure that adults who have regular contact with children are made aware of appropriate courses.
ALSO

Role Description - Team Captains
(1) To attend team selection and to pick teams for the following week.
(2) To appoint a vice-captain.
(3) To notify early in the week the playing members of the team, and to keep in regular contact with the other captains in the case of cry-offs.
(4) To organise the team on the field of play.
(5) To ensure that he and his players attend training regularly.
(6) To collect and return the shirts for washing.
(7) To ensure that the balls, post protectors, flags, first aid kit, water and half-time oranges are available and in position for the game and to see that they are returned.
(8) To meet the referee and entertain him after the game.
(9) To welcome the visiting team.
(10) To delegate members of the team to clean out the changing rooms and help with the kitchen duties.
(11) To liaise with the tea ladies in event of cancellation.
(12) To report any problems or difficulties to the Club Captain.
(13) Fill in match card and Ref’s card, telephone results to RFU and post cards to arrive by Wednesday
(14) To ensure that the Membership Secretary has the list of players each Saturday.
(15) When representing the Club to do so in a proper manner at all times.