OLD PAVIORS SPORTS CLUB
PAVIORS RUGBY FOOTBALL CLUB
CODE OF PRACTICE
OLD PAVIORS SPORTS CLUB
PAVIORS RUGBY FOOTBALL CLUB
CODE OF PRACTICE
The purpose of this document is to provide rules, a code of practice for members covering all aspects of the operation of the Old Paviors Sports Club, Paviors RFC and Old Paviors Cricket Club. The latter will only be bound by matters relating to the Sports Club as it is anticipated rules governing their own operation already exist. However where there is a possible conflict with the rules of the Sports Club the latter will have precedence.
It is not intended to be draconian but to tidy up certain areas and allow the general membership knowledge of the modus operandi of the Clubs.
This is a new document and must be read in conjunction with the constitutions/rules of the various Clubs. The rules of Paviors RFC are available on the web site. Where there is conflict it should be the long term goal to make the broad constitutions and the Ã¢â‚¬Ëœoperational rulesÃ¢â‚¬â„¢ fit.
There is a need for such a document due to the growth in the Club and the high churn rate as members come and go. We must ensure that we conduct ourselves within well founded rules in all aspects from running the bar to maintaining the ground to organising games. It must apply to all from the President down to the mum and dad of our youngest player. We must remove the chance of anyone doing harm to the Club by chance or deliberately.
There can be no argument against the rule of the committee being final and sacrosanct and that nothing can happen without the consent of that body. That has to underpin any rules. However the rules are not intended to be a hindrance and the committee is duty bound to give fair consideration to anything that is for the benefit of the Club.
The document should be controlled in its issue, be revised at least annually and re-issued annually to take into account changes and new faces.
1.Use of Paviors name
6.Incentives to playing
9.Use of the Ground/Clubhouse
10.Outside use of the facility
14.Payments to Officers of the Club
15.Payments to Players
20.Correspondence with other clubs
26.Abuse of Officials.
27.Codes of Conduct
Many of the subjects above are inter-related and none should be read in isolation. The document should be read in full and if something crops up that is not covered please refer to any Committee Member.
OFFICERS OF THE OLD PAVIORS SPORTS CLUB
PRESIDENT Graham Turner
BAR/KITCHEN STEWARDLiz Stirland
GROUND OFFICERSRoger Moakes/Andy Gough
OFFICERS OF THE RUGBY CLUB (see fixture book for individuals details)
PRESIDENT, CHAIRMAN, SECRETARY, TREASURER
COMMITTEE OF THE RUGBY CLUB (see fixture book for individuals details)
ALL OFFICERS OF THE CLUB, CHAIRMAN OF RUGBY, CHAIRMAN OF MINI, CHAIRMAN OF JUNIORS, ASSISTANT TREASURER (MINI & JUNIOR) . The nominated positions above have the power of spend defined in the procurement section
1.Use of Paviors name
No individual member/coach/manager/team has a right to use the ClubÃ¢â‚¬â„¢s name for any reason without the express written permission of the committee. Any scheme for whatever reason involving the use of the ClubÃ¢â‚¬â„¢s name should be laid out in writing and presented to the committee for approval. The Club has sole rights to its name and any funds raised in that name.
All fund raising events must be endorsed by the committee particularly those that are arranged away from the Club. Consideration may be given, on a case by case basis, to charging a levy on money raised away from the Club, which will not be spent to the direct benefit of the Club as a whole, which could go into the development fund.
Every member has a role to play in obtaining sponsorship and the committee must encourage this. Sponsorship should come under the overall control of the committee who should delegate powers at their discretion.
Current sponsors (a list of current sponsors can be found on our web site) should not be approached other than by designated persons for any additional sponsorship. This would prevent a recent event when a current sponsor was approached by a tour group for sponsorship of a tour. This can not be acceptable as it deliberately takes much needed funds away from the Club.
RULES FOR SPONSORSHIP
The Club Committee will authorise and approve membership of a Sub Committee (SC) to source and develop future sponsors and to maintain contact with existing sponsors.
The Club Treasurer(CT) will always be on this sub committee.
All money received will go directly to the CT to be paid into the bank. Other members must not pay money directly into Paviors RFC bank account. Along with the payment details of the sponsorship and any restrictions on its use i.e. If for a certain age group/team/project must be given. The CT will provide the SC with a regular update of the sponsorship account.
All invoicing of any kind from the Club must be done by the CT. This includes for sponsorship/advertising. Members of the SC must not invoice any sponsor directly under any circumstances.
Cash payments are to be discouraged but if received a receipt must be given a copy of which passed to the CT with the money.
Payments from the sponsorship fund can only be made by the CT. Members of the Sub Committee should not make personal payments and look for reimbursement without authorisation of the CT.
Any money received from individuals will be used as a C.A.S.C. donation.
The CT must be informed of any agreement reached for payment in kind, such as ECS and the balcony so that any internal transference of money is made correctly and in agreement with all concerned.
Proposals for any tour should first be presented to the committee for approval. No arrangements for any tours should be made until this approval has been granted. Each tour must nominate a person who will then be the sole point of contact for the committee. When applicable approval from the CB or RFU/WRFU must be obtained and documents to that effect lodged with the Secretary.
Tours should be self financing and have no fiscal impact on the domestic affairs of the Club. Current Club sponsors (see list of current sponsors at the start of this document) must not be approached unless there is an existing link with that team/age group. Fund raising should be preferably based on the ClubÃ¢â‚¬â„¢s facility. No fund raising should be carried out under the banner of Paviors away from the Club without the written approval of the committee. The committee reserve the right to raise a levy against moneys thus raised which will be used for development.
All financial activity must be conducted through the Club Treasurer, no team are allowed a separate fund other than for minor running costs. The Treasurer will never pay out more for a tour than has been received under any circumstances. Each tour will have a right to a copy of their tour fund account at any time when requested by their appointed rep.
Behaviour particularly on the field of play should never drop below the standards expected under any other conditions where Paviors are represented. Any matters of discipline must be reported in the normal way.
Any unique kit or equipment for a tour must embrace Club colours and be endorsed by the committee. All kit and equipment must be sourced through the ClubÃ¢â‚¬â„¢s procurement system. Sufficient notice must be provided to ensure all such items are available well in advance of a tours departure. There can be absolutely no alternative to this. However consideration to any special benefits that are made available through those connected with the tour will be given attention. The Club would expect that if any preferential conditions were available they would already have been made known for the benefit of the Club as a whole. If a member of the tour organisers is dissatisfied with progress on kit it should be reported to the committee who will take any necessary action.
No touring sides should engage in any type of match which would be considered illegal under the rules of the RFU or itÃ¢â‚¬â„¢s constituent bodies. This particularly applies to junior sides where there may be players outside their age group in the opposition. There is a duty of care and insurance issues involved and the Club would not support any such actions under any circumstances.
It is the responsibility of the tour organisers to ensure that adequate insurance cover is arranged for tours and any additional documentation to that effect must be lodged with the Club Secretary prior to leaving.
Whilst on tour representing Paviors, whether it be when travelling, playing or in the accommodation, behaviour and respect for property belonging to others must be of the highest standard. Tour organisers are bound to report any misdemeanours to the Club Secretary. Any such incidents will then be put before the management Committee, in line with the Discipline Section (19) of this document, for deliberation. Sanctions at their disposal will include removal of membership of the Club for a person(s) and the refusal to allow future tours for the age group concerned.
The Club will issue a check list of its minimum requirements for touring once a tour has been approved.
Taking the organisation of Burntstump as a whole we are effectively a small business. The Sports Club is registered for VAT and the combined turnovers exceeds Â£100k. It is essential that we use our relative bulk to source the best possible commercial terms available. This can only be done if all of our buying is done from a central point. Although of small business proportion we offer no payment to officers and it would be grossly unfair to burden an individual with the task. Therefore a small group needs to be established to perform the task. They will need knowledge of what our own membership can offer and whatÃ¢â‚¬â„¢s available in the market.
A member of the Committee (see list of Officers which defines who is on the Committee) can spend Â£100.00 off their Ã¢â‚¬Ëœown backÃ¢â‚¬â„¢ on a one off basis during that season but items over this amount and any subsequent occasion need committee approval. Individual members of the Committee are not allowed to join together to spend over Â£100.00. In other words a spend in excess of Â£100.00 needs Committee approval.
The SC is VAT registered but this does not apply to the RC/CC and there would be no benefit in registering them. Everyone needs to be aware that the SC can legitimately claim back VAT on certain transactions such as the recent purchase of the storage container and we need to make sure that we make full use of this. The SC can not claim back VAT on kit although purchase of certain equipment may qualify.
In future all major expenditure will require at least three estimates of cost. These will be considered by the procurement team and recommendations made to the committee. The committee will have the final approval of any spend which may not always be the lowest bid.
6.Incentives to Playing
The Club does not have a policy of paying players to represent it.
The reality of where the First XV strives to play does require a certain amount of adjustment to the modern era of professional rugby. None of this involves payments. To attract players and bring them from overseas there is a need to provide work and accommodation and this we do. This is funded by separate sponsorship and has no affect on the ClubÃ¢â‚¬â„¢s general finances other than a net saving as the Club no longer has to pay for First XV kit and equipment from the general fund. All such sponsorship is Ã¢â‚¬ËœnewÃ¢â‚¬â„¢ money and in no way detracts from the Club. The Club receives an amount of money from the RFU depending on the First XVÃ¢â‚¬â„¢s league position and this money goes into the general senior funds. All such activities of the First XV and any other team are subject to Committee approval and a vigorous audit process.
We provide food free of charge to senior and junior opposition, to all mini sides on match day and on various special occasions. Food is available to be purchased by others. The provision of this service is organised from within the Club and expenses may be paid to those involved at the discretion of the SC Committee.
Only authorised and where necessary properly qualified persons will be allowed in the kitchen. This excludes the general use of the kitchen by members in connection with any fund raising or similar event.
All profit generated from the kitchen is put back into the Club in agreement with the Committees of the SC & RC.
See Officers of the Sports Club for the name of the person with responsibility for the kitchen.
The bar is operated by the Sports Club.
Only members approved by the SC Committee and requested to do so by the Bar Steward will be allowed behind the bar.
No information other than that pertaining to the bar is allowed to be kept behind the bar.
See Officers of the Sports Club for the name of the person with responsibility for the bar.
Profit generated by the bar is vital to the financial well being of the Club. We have suffered over recent years through theft in various forms. All members should be watchful and report any suspicious activity to the Steward or SC Treasurer.
9.Use of the Ground/Clubhouse
a)Use of the Ground
There should be a concerted effort to ensure that all three pitches are available for games for the whole season.
We have to be realistic and accept that to achieve this, strict conditions must be in place as our growth has outstripped the capacity of the playing surfaces at Burntstump to reasonably cope. The use of Calverton and the artificial surface at Seeley School are vital ingredients to this management. The ground is the direct responsibility of the Sports Club and the decision of their appointed Ground Officer has to be final and accepted without reservation. The Ground Officer must inform the Committee of any decision and the reasons for it. Regular reviews of any decision putting pitches out of commission must be held to enable lifting of any restrictions at the earliest opportunity or for one off events.
The SC Ground Officer will agree controls that are necessary to take into account growing and weather conditions. The goal will be to making the pitches available for training and games without detriment to the surface. To ensure that everyone is aware of the current allowed usage of the pitch we should consider a visual notice at the entrance to the changing rooms in addition to normal communication lines (see end of this section for details of this). Each team should appoint a liaison officer whose role will to be versed in the current position regarding pitch use.
It is conceivable that a match or training could be cancelled any time up to kick off. The only exception to this should be First Team league games.
Each teams liaison officer should be proactive in looking ahead at weather prospects and be prepared to, after consulting the SC Rep, call off games when pitch and weather conditions are not looking favourable.
No scrummage machine should ever be operated within the boundary of a pitch.
Warm up and training shuttles or similar exercisers should be done off the pitch or at least in the dead ball areas.
No major playing events should be organised at the Club in through January to March. This is the time when most damage can be done and when there is little chance of new growth.
If we manage games between the three pitches at B/S and those at Calverton we will eliminate the need for more than one match per pitch per day. For at least half the season using a pitch for more than one game per day causes damage beyond the grassÃ¢â‚¬â„¢s own ability to repair and necessitates additional costly maintenance. The policy of the SC will not allow usage to that extent outside the growing season or in any wet conditions. If there is a Girls game on a Sunday afternoon morning games should be adjusted accordingly if restrictions apply.
Training at the Club is allowed on Tuesday and Thursday evenings and should be restricted to those times. Requests for additional use will be considered by the SC Ground Officer on merit and prevailing conditions.
We are not allowed to train at the Club during a weekday. For clarity this means before 6.00pm. This is a planning stipulation and must be observed. However after consultations with the planning officers we can hold training events during the day but only if a competitive games is involved and we give the local authority adequate notice (one week) of such events. Booking such an event though the Bar Steward will trigger the notification to the LA.
Holding such an event where there are fewer players than is required for a properly constructed competitive match will leave us open to censure and enforcement notices from the LA. It could also jeopardise our longer term plans to ease current planning restrictions.
It is a requirement that where a junior cup game is played that the playing area be fenced off.
When the pitch is divided up into smaller playing areas to accommodate mini games the following
actions must be adhered to.
No players/coaches and spectators of any clubs are allowed on the playing areas to prevent unnecessary damage to our playing surfaces surrounding the temporary pitches.
We would ask that, apart from a touch judge that no one stands in the central strip on the pitch between the two mini pitches as shown in the diagram below.
Referees are under instruction not to start games or stop games during play if this is not observed.
This applies to both pitches (all four mini pitches)
For the protection of the players we would also ask that apart from match officials you stand behind any barriers or stay back from the lines of touch.
We are sure you appreciate the need for this and thank you for your cooperation
Generally pitch management should be geared to a maximum of three games per pitch per weekend but when conditions deteriorate restrictions will apply.
The SC Ground Secretary will inform the Chairman of each Section of theses restrictions who will then inform the various managers. This information will also be posted on the web site.
There will be no exceptions to the restrictions without the express authorisation of the SC Ground Secretary.
b)Use of the Clubhouse
At present, apart from training on Tuesday and Thursday and games over the weekend, the clubhouse will not normally be open. All meetings for whatever purpose should fit into those opening times whenever possible. With the exception of selection and committee meetings the Bar Steward must be informed of other events. Likewise all social events whatever the day or time of day must be booked through the Bar Steward. Do not circulate any event until a booking has been confirmed by the B/S. The B/S will require a single point of contact for that event and only consult with that person. It is also the responsibility of that designated person to confirm bookings to the Bar Steward a week before the event.
10.Outside use of the facility
Our planning conditions are restrictive in the use of Burntstump. We are only allowed to make use of the place for members and their guests for activities directly related to the sports played there. There can be no use of the premises by the general public. However it might be possible for individual members to have use of the facility under certain circumstances. Those interested should approach the Bar Steward who will then confer with the SC Committee.
Our planning conditions are restrictive and have been challenged in the past to no avail. This has to be an ongoing exercise in the light of planning changes and adjacent developments. It should be the responsibility of the committee to pursue this matter.
Currently we are only able to use the place for sport related events, including fund raising, for members and their guests. The bar must close by 11.00pm and the whole site cleared of people by 11.10pm. There is a further period up to 11.30pm to allow organisers to tidy up and close down. We are not allowed to use Burntstump beyond these times and therefore no overnight activities can be allowed.
TO ENSURE COMPLIANCE WITH THE ABOVE THE BAR WIL ALWAYS CLOSE AT 10.30pm AT ANY ORGANISED EVENT.
Difficult as it may be in certain cases there is no future in being at loggerheads with your neighbour. The SC attempt to deal with them as professionally as possible and all we can ask of our members is that we are polite and considerate to them all at all times under any circumstances.
The RC is now registered as a CASC
14.Payments to Officers of the Club
We do not pay any Officers of the Club although the Bar Steward and kitchen staff are entitled to reimbursement of expenses properly incurred .
15.Payments to Players
It is the hard and fast policy of Paviors RFC not to pay players.
Currently the Club offers no insurance cover for its Officers.
Playing insurance is set at the RFU minimum requirement and is placed with their sole approved insurer. Details of the scheme are shown on the notice board. It is the responsibility of members to assess if this meets their individual requirements and to decide if they should have additional cover in place
Our Club colours are green and red and these colours should be represented in all kit or leisure wear.
There will be an overall coordinator of the site who will update the site as and when necessary.
The current coordinator is Mark Brittan
For Mini and Juniors each team will nominate one person to update their own section of the web site only. For Seniors there will be a section per team with one person nominated to update their section only. Once those people have been approved by the Committee they will be able to update their particular section via the coordinator. None of the persons nominated will have any right to affect the web site outside their own teamÃ¢â‚¬â„¢s area. The nominated person should send any information for inclusion in their section to the coordinator
The content of any section should never, under any circumstances contain criticism of match officials, players from either side, coaches or spectators. The Web site will be monitored and contravention of any rules will lead to the removal of that person from the nominated position for their team.
The Club shall appoint a Disciplinary Panel charged with the responsibility of maintaining the expected standards of discipline within the Club. The Disciplinary Panel shall normally comprise of three members including The Chairman and/or The President, a playerÃ¢â‚¬â„¢s representative and an experienced club administrator. A hearing may proceed with a panel of two provided that all parties to the case first agree. THERE IS ONLY ONE DISCIPLINERY COMMITTEE THAT DEALS WITH ALL SECTIONS OF THE CLUB.
The Panel will oversee discipline for the entire Club irrespective of age group, section or category of membership. Not withstanding the requirements of the current Rules of Paviors RFC no sanction or disciplinary action of any kind may be imposed on a member of the Club other than by the Disciplinary Panel.
In all cases of sending off, abuse of match officials or other general misconduct by a player, official, parent or supporter alike, the Team Manager or other nominated official must notify the Club Secretary within 24 hours of the incident occurring. This is to ensure that any obligations placed on the Club, such as the requirement for the Club Secretary to notify the NLD disciplinary representative within 72 hours of a sending off, are carried out in accordance with the RFU Disciplinary Regulations.
In sending off cases involving senior players, players aged 17 or over playing for a senior team and at U19 level, unless otherwise agreed by the Disciplinary Panel, the player is deemed to be automatically suspended from playing for a minimum period of 4 weeks from the date of the sending off, or until the outcome of the formal NLD disciplinary hearing or investigation is known, whichever is sooner.
Where an NLD disciplinary hearing is required the player will be expected to attend the hearing in person, along with a club official, normally the Players Disciplinary Representative. Where payment to the NLD of an administration fee is required, as prescribed by the CB, to cover the cost of the formal hearing or investigation, the player concerned will be expected to pay the required amount out of their own pocket.
In sending off cases involving players playing junior rugby aged 17 or below the disciplinary action to be taken will be decided by the ClubÃ¢â‚¬â„¢s Disciplinary Panel who will meet as soon as practicable after the sending off. If this is to be more than 7 days after the offence, the NLDÃ¢â‚¬â„¢s Youth Disciplinary Secretary is to be notified of the circumstances of the case and the likely hearing date by the end of the 7 day period. Once the hearing has been held the NLD Youth Disciplinary Secretary should be notified of the outcome within 48 hours of the hearing.
Any matters of discipline not directly covered by section a above will be dealt with by the Management Committee of the Club. This includes but is not limited to any playing incident not reported by a match official, behaviour before or after a game, behaviour of people on the touchline, damage to property either at Burntstump or elsewhere, behaviour on tours etc. Non reporting of any incident by team officials will lead to sanctions against them if such incidents come to light. Any malicious damage to the Club will lead to withdrawal of membership
PAVIORS RFC DEMAND THAT ITÃ¢â‚¬â„¢S MEMBERS BEHAVE CORRECTLY AT ALL TIMES
20.Correspondence with other Clubs/Organisations
Other than for playing matters pertaining to the arrangement of games no person should enter into dialect or correspondence with another club/individual regarding any matter whatsoever without the knowledge and approval of the Committee. Any subsequent correspondence must be copied to the Club Secretary for inclusion in club records. If a team captain/coach/manager is approached by another club/party regarding any incidents involving a match the matter must be referred to the Secretary.
The selection of all team officials, if not done at the AGM, must be approved by the Committee before their official appointment and inclusion in the fixture handbook.
There are conditions of responsibility that rightly go along with those who wish to stand as Managers, Coaches, Captains and Vice Captains. All such officials must set the correct example by being the first to pay the annual subscription. The positions that they undertake makes them duty bound to collect subscriptions from others they wish to select for their team. In the case of the Seniors managers and Captains must collect match tax from all those who fall within the scope of the tax. All such monies must be made over to the Club Treasurer at the next selection meeting following the last game of the month. The Treasurer will distribute the correct forms which must be properly completed to record all information regarding the collection of match tax and any expenses incurred. Match tax is not to be used to buy the opposition beer but can be used to buy the referee/touch judge refreshment.
A PERSON WHO IS NOT TOTALLY COMMITTED TO THE ABOVE SHOULD NOT STAND FOR OFFICE. THE COMMITTEE WILL HAVE THE POWER TO REMOVE THAT PERSON FROM OFFICE FOR NON COMPLIANCE.
In addition such team officials have responsibility for their playerÃ¢â‚¬â„¢s behaviour and attitude towards officials and opponents. They must also report any actions taken by match officials to the Club Secretary within 48 hours (see section on discipline). They must not enter into any form of contact with another club on such matters; this must be done through the Secretary.
RULES FOR TEAM OFFICIALS
For clarity and to ensure both existing and any new Managers, Captains or whatever are aware the following rules will apply.
Collection of Money
The lead Team Official for each side will have a duty to collect as quickly as possible and hand over to the Treasurer the annual subscription to the Club, currently Â£45.00 per season. The Team Official shall have no power to enter into any agreement which results in none or reduced payment. Such decisions can only be made by the Club Chairman in conjunction with the Treasurer.
The rules regarding the collection of match tax should be rigorously applied for ALL GAMES.
For information match tax off sets part of the cost of staging the game at home or travelling to away games.
The costs associated with this are
Setting out flags/post protectors10.00
Food for visitors20.00
Telephone calls 5.00
TOTAL COST PER HOME GAMEÂ£112.50
The cost for an away game is Â£30.00 plus travelling expenses.
These costs do not change whatever the nature of the game.
Non Payment of subscription or match tax
Any non payment of either subs or match tax after a reasonable amount of time, which will be decided by the Chairman, will jeopardise that personÃ¢â‚¬â„¢s selection.
Bear in mind that any person of any position in the Club must accept that as with any leisure pursuit there is a cost involved.
Team officials can claim expenses subject to the following
Telephone calls up to a maximum of Â£5.00 per week
Claiming travel expenses for ferrying team mates around is not allowed. If they were allowed it would represent an advantage to those involved not enjoyed by the majority of the members. Such expenses incurred should be collected from those involved or by a rota involving other drivers in the team.
Team Officials have no authority to purchase any equipment. All purchases must be done through the Equipment Secretary who will be Liz Stirland for season 2006/7.
No other expenses are allowed unless previously agreed with the ClubÃ¢â‚¬â„¢s Chairman and Treasurer.
22.Floodlights on the Main Pitch
One of the conditions of granting planning permission for the floodlights on the main pitch stipulates that they can not be used at the same time as the training lights and obviously visa versa. We must comply with this and in order to prevent over use of the pitch there needs to be control over usage. Applications to make use of the floodlights on the main pitch must be made to the Ground Committee giving sufficient notice to allow forward publication on the notice board of the dates allocated.
No matches should be arranged without the prior approval of the SC Ground Secretary.
23.The Tackle Shop
The aim of the Shop is to provide kit and equipment to the membership at lower prices than the high street at a profit to the Club. This profit is ploughed back into the Club.
No goods should be removed from the shop unless payment has been made in full. This includes last minute presentation gifts to visiting touring sides as well as our own outgoing tours. Sufficient prior notice is always available for such events and any items needed should be paid for in advance. Likewise the shop offers no credit under any circumstances to individual members. Any special orders must be supported by a non-refundable deposit.
As with the bar if any members see anything untoward please report the matter to the Shop Manager or Club Treasurer.
The current Shop Manager is Janet Molyneux.
A sub-committee is responsible for all issues relating to the shop. In the first instance if you have any issues relating to the shop please refer to one of the following;
POSITION CURRENT OFFICER
Club Chairman/PresidentCCPhil Molyneux
Club TreasurerCTGraham Turner
Assistant Club TreasurerACTNick Rose
Shop ManagerSMJanet Molyneux
Equipment/Purchasing OfficerEOLiz Stirland
Bar ManagerBMLiz Stirland
SM is responsible for running the shop on Sundays, whilst BM will be available on training nights and senior match days.
Cash handling & recording of sales
This season a till will be provided in the shop, on which all sales and refunds must be recorded. This not only will increase physical security of the takings, but (as now takes place with the bar) will also allow weekly cash reconciliations to take place.
In addition to the cash handling, a description of the goods sold, together with sizes and selling price should also be recorded on the provided sheets. This is very important as it allows accurate stock management.
Any goods exchanged, should also be recorded on these sheets at a nil value.
Cash will be collected and banked by either SM or CC every Tuesday.
Duality / PDQ machine.
Also new for this season, the shop will now have a credit card machine. Training will be given to all individuals who help in the shop.
The club copy receipt should be placed in the till at the completion of each sale.
Any receipts that relate to non-shop items, for example subscriptions, should be marked as such.
The Treasurer, Assistant Treasurer or Chairman will reconcile the machine every Tuesday (or earlier if the level of sales dictate), with total sales on card being reconciled back to each individual receipt. This will then checked against the bank statement.
NOTE It is likely that we will charge for using the machine on orders under a certain value. Such charges should be recorded in the till / on the sales sheets as with a separate item.
Refunds are at the discretion of the Shop Manager.
Should she (or any other member of the shop committee not be present), individuals are authorised to offer refunds for faulty goods only upto a maximum of Â£30.
Refunds should be recorded on the till, and on the sales sheet, together with a reason for return, and the returneeÃ¢â‚¬â„¢s age group.
Any unresolved disputes must be reported to the Committee who will have the final decision.
Sales on credit
No items should be sold on credit. Cash/cheque/card payment should be received before any goods are allowed to leave the shop.
Very occasionally there may be a need for teams to have items for matches etc. Goods are only allowed out of the shop by the express permission of one of the shop committee members. All such goods must be signed for and information transferred to the CT or ACT by email the following day.
Any items taken on credit should be recorded on the provided sheets.
Orders are the responsibility of WO but require authorising by the CT or ACT.
Should you become aware of items needed please inform SM who will then request such goods be ordered by the EO.
Likewise, if you think the shop should be stocking items not currently available please let one of the committee know.
Certain items are available to order only Ã¢â‚¬â€œ typically shoulder pads and head guards. If a customer wants to order an item, full details and a deposit of at least 25% should be taken and recorded in the order book.
WO will collect orders every Tuesday.
All orders to suppliers together with the value of that order must receive the approval of the Club Treasurer. This will prevent any impact on the cash flow of the Club. Such information must be exchanged by email and the approval of the Treasurer obtained before placing the order.
The shops price list applies at all times. No discounts should be given.
Special prices are available to touring sides for bulk purchase of kit. Contact EO
Any disputes on prices should be referred to EO.
All new stock must be received by the Shop Manager or their appointed Deputy (this must not be the Purchasing Officer) and the details recorded on a Goods Received Book which will be kept in the shop together with all suppliers delivery tickets until collected by the Treasurer or their appointed deputy.
The Club Treasurer or Assistant Club Treasurer has the sole responsibility of producing accounts for the shop. These accounts will form part of the yearly accounts and will also be distributed as a separate document for the AGM. Under no circumstances will anyone other than the Treasurer, Assistant Treasurer or one of the other three Officers of the Club be involved in the accounting process.
All suppliers will be instructed to address all invoices directly to the Club Treasurer or their appointed deputy at their address. There will be no exceptions to this. The Treasurer will then check these with the Purchasing Officer, the Shop Manager and against the Goods Received Sheets.
In addition to the stock takes required to produce the annual accounts a stock take will be taken every month and interim accounts produced. The stock take will be undertaken by one of the Officers of the Club along with the Shop Manager or their appointed deputy. This information will be relayed to the Treasure or Assistant Treasurer who will then produce a set of interim accounts to be presented to the Committee for approval. Copies will then be distributed to the EO and SM. Stock takes may be taken at other times at the discretion of the CT.
Staffing the shop is the responsibility of the SM. During the week and on Saturdays the SM may delegate that responsibility to the BM. A list of members approved by the Shop Committee will be co-opted to assist as and when the SM sees fit. The SM has the right to remove any person from that list with immediate effect.
Access/Issue of Keys
Keys to the shop will be restricted to the SM. The SM may issue other keys at their discretion. Such keys issued may be withdrawn by the SM with immediate effect. The SM has a responsibility that access to the shop is always available through an approved source whenever the Clubroom is open. All keys must be signed for.
The same conditions as apply to the web site also apply to the Newsletter; there should be no criticism of officials, coaches or players. All articles must have the contributors name attached and under no circumstances should any article be included that either does not include a name or disguises it. Distribution should be electronically and the Editor must be proactive in growing the address book. Hard copies should be available at the Club for those without the facility to receive it electronically. In certain special cases, which the Committee will inform the Editor of, hard copies may be posted.
All serious injuries (known as reportable injuries) shall be notified to the Club Secretary within 24 hours of the injury occurring. The person responsible for this will be the Team Manager or if they are not available the Lead Coach or the person assuming that position on the day. Reportable injuries include:-
Ã¢â‚¬Â¢Any head or neck injury that requires a player to go directly to a hospital Accident and Emergency department;
Ã¢â‚¬Â¢Any injury that results in a player being admitted to hospital as an inpatient after the game or training has finished. This does not include outpatient visits to A&E or other hospital clinics;
Ã¢â‚¬Â¢Any injury that prevents a player from playing or training for a period of 8 weeks or longer;
Ã¢â‚¬Â¢Deaths that occur during a game or within 6 hours of the game finishing.
The Club Secretary is then required to notify the RFU Sports Injuries Administrator within 48 hours of the injury occurring.
26.Abuse of Match Officials
In line with the RFU code of conduct, the Club will not tolerate abuse of match officials of any sort and will investigate and where necessary take disciplinary action against any member found in breach of the code.
Match officials include both the referee and touch judges, and abuse is defined as (but not limited to):-
verbal or physical assault
racial or sexual harassment
The code of conduct relates to all members or representatives of the Club including players, coaches, officials, parents and spectators and applies not only during the game but also before and after the final whistle.
27.Codes of Conduct
Codes of Conduct relating to Parent/Player/Coaches behaviour are available on the web site along with child protection information. All Members should familiarise themselves with these and behave accordingly. Any transgressions will be dealt with by the Club Disciplinary Committee
There is a different system of paying travelling expenses between the Senior and M/J sections of the Club.
Senior players contribute a weekly match tax and this income is used to cover various playing expenses including travel expenses to away fixtures. The M/JÃ¢â‚¬â„¢s has no such levy and make their own arrangements to cover travel costs as required.
Payment of travelling Expenses within the Senior Club is a long standing arrangement and is intended only to help toward costs and is based on the following criteria.
Ã¢â‚¬Â¢Payments are only allowed for the minimum number of cars to get the team and management to the game. This would not normally exceed 5 cars.
Ã¢â‚¬Â¢Anyone travelling independently for whatever reason do not qualify for a payment.
Ã¢â‚¬Â¢Anyone taking spectators which increases the number of cars required do not qualify for payment.
Ã¢â‚¬Â¢Payment is based on the shortest possible route available.
Ã¢â‚¬Â¢A rota to prevent the same people taking their car all the time should be used.
Ã¢â‚¬Â¢There are no payments for short trips i.e. within Nottinghamshire
Ã¢â‚¬Â¢Traditionally drivers who enjoy the benefit of company vehicles have not claimed travelling expenses although this is of their own discretion.
Ã¢â‚¬Â¢The mileage rate paid is proposed by the Management Committee at the AGM and if endorsed there is the only rate payable. Such a proposal will only be put forward if the rate is to change otherwise the rate last agreed at an AGM remains in force.
29 Match Tax
The tariff for match tax is set at each years AGM and unless so provided by Club Rules should paid on a game by game basis. It applies to ALL players unless consent from the Senior Management Committee of the Club permits exceptions. Sponsorship may be used to fund match tax, once approved by the above Committee, when the full amount normally due will automatically be transferred from that sponsorship fund to the general fund.
The tariff for the annual subscription for all sections of the Club is set at each years AGM and unless so provided by Club Rules must be paid by the due date. It applies to ALL players unless consent from the Senior Management Committee of the Club permits exceptions. Sponsorship may be used to fund the annual subscription, once approved by the above Committee, when the full amount normally due will automatically be transferred from that sponsorship fund to the general fund.
Until membership is obtained by payment of the annual subscriptions no person will enjoy the advantages such membership brings.
All members have a responsibility to ensure that changing rooms are kept clean and in a good state. Any problems with the changing rooms should be reported to the Bar Steward who will pass this on to the right person.
On a training night the most senior official involved will appoint a person to ensure the c/rooms are swept clean, all the lights turned off and the door locked. That senior person must ensure this is done.
At the weekends this will be the responsibility of the respective Ã¢â‚¬ËœDog of the DayÃ¢â‚¬â„¢ as we refer to them.
Selection is not an area that easily lends itself to any hard and fast rules. Although all of those involved have not been subject to election at the AGM they are never the less bound by decisions made there and subsequently by those senior officers democratically elected at that meeting.
One guideline that must be observed regards replacements. The number of replacements allowed for a First Team league game should be the maximum selected for all teams. Even if the rules of a competition that lower sides compete in allow it, they should not take more than that number. The exceptions to this will only be when taking more has no detrimental affect on lower sides. The Senior Management Committee of the Club entrusts the Chairman of Rugby to ensure this stipulation is met and his decision is final.
Regarding players under the age of 19 who are properly available for senior rugby within the guidelines as laid down by the RFU and CB the following will apply.
Paviors RFC First XV have first call on any eligible player under any circumstances. Thereafter the availability of any Under 19 player for a senior side is subject to the following.
The selection of that player meets with and has received the approval of the Under 19 Management
Other than for the First XV no player will be selected for a senior side or as a replacement when there is a Under 19 game the following day. The Under 19 Management may waive this at their discretion but it is not up to the player concerned.
For interests of safety any Under 19 player playing in a Senior Side must receive utmost care and consideration with regard to their safety particularly those involved in the forwards. Team Captains have a duty to ensure this.