Brentwood Rugby League FC Operations Manual & Club Constitution 2018 Season
Contents Page Item 3 Mission Statement 4 Club constitution 7 Committee members 2018 Season 8 Roles & Responsibilities 12 Property & Funds 13 Policies (Child Protection & RESPECT) 14 Teams / Age groups / Staff 15 Player pathway 16 Registration & Player Subscriptions 17 Discipline & Appeals Page 2 of 17
Mission statement Brentwood Rugby League FC is proud to be associated with the Rugby Football League (RFL) and London Rugby League. We will continue to promote and develop the game of Rugby League across Brentwood and the surrounding areas, giving our players the chance to develop physical, social and emotional skills in a sporting environment. Brentwood Rugby League FC does not ultimately measure success by league standings or match results but recognises the need for player and coach development in a competitive environment. The club primarily measures success by player performance nominations, high player morale or self esteem, plus representation / honours at both regional and national level. Page 3 of 17
Club Constitution 2018 Brentwood Rugby League FC, known as the club, is a not for profit organization. 1. Aims 1.1 The primary aim of the club is to provide an affordable means for individuals in Brentwood and its surrounding areas to learn and enjoy participating in Rugby League 1.2 The secondary aim of the club is to provide a means of physical exercise for young people in a friendly and safe environment. Coaches will take all reasonable steps to ensure that no player will be selected for matches if they are not deemed to be ready or able (this will be particularly relevant for children who may be playing up a year in line with RFL standards (see page 14)). 1.3 The club aim to develop coaches and referees in line with the RFL National Qualifications and offer both children and adults the opportunity to develop their non-playing skills within both the club and the game of rugby league as a whole. 1.4 Notwithstanding, equal opportunities are offered to all members, irrespective of gender, ability, religion or any other circumstance, providing their needs broadly and reasonably match the activities offered by the club and the game s governing body. 2. The Committee 2.1 The Committee must at all times be made up of the following mandatory officials: Chairperson, Vice Chairperson / Secretary, Treasurer and Child Welfare Officer. 2.2 The Committee may appoint other officers to assist with the general running of the club and may include: Communications officer, Social Secretary, Coaches / Team Managers & Player representatives, Registration Secretary and Volunteer Manager etc. 2.3 The Committee will be responsible and jointly agree (by consensus or vote) the adoption of new policy, codes of practice, training regimes and rules that affect both the running and organisation of the club. 2.4 The Committee will have powers to appoint subcommittees as necessary and appoint advisers to the Committee as necessary to fulfil its business 2.5 If a Committee member wishes to resign they must submit their resignation in writing. 2.6 A motion of no confidence in any member (except President) can be called by a petition signed by over 40% of the membership. Page 4 of 17
2.7 If a no confidence motion is passed an EGM must be held, and in order for that motion to be carried it must be supported by at least two-thirds of those eligible to vote. This vote will be taken at that EGM and votes by post or e-mail must also be counted. 2.8 Please refer to the club rules for issues pertaining to behaviour and discipline. 2.9 In the event that an issue cannot be resolved at committee, parents shall be consulted over a seven day period and votes re-cast by the committee based on the response. If a situation remains unresolved, the President will have a casting vote. 2.10 To enable the decision making process to proceed there must be a minimum of three committee members present to ensure an item can be passed. 2.11 In the event of a tie the President (or Chairman if President is absent) shall have the deciding vote. 3. Membership 3.1 A member can be one of the following: a player who is fully registered with both the club and RFL, a Coach, a club based referee or volunteer. 3.2 Membership fees are chargeable at the beginning of each season. The club will decide these in advance, and offer a family rate where more than one child from the same family signs for the club. 3.3 A non-playing member can be a committee member, a parent or a sponsor. 3.4 All members and non-playing members who are over the age of 16 may vote on club matters. 3.5 The club have the right to cancel the membership of any player, parent or member of staff for reasons of ill discipline, failure to provide adequate proof of age or any other matter the club see fit. Membership will become terminated at the point the member is informed by letter, to the address supplied at registration. 4. Discipline 4.1 All associates at the club shall uphold the RFL s RESPECT Campaign. 4.2 It is the responsibility of all Coaches to reinforce fair play, winning graciously and losing professionally. 4.3 Inappropriate usage of social media will not be tolerated by the club and will be dealt with in a robust manner in accordance with the clubs disciplinary procedures. Examples of such misuse can be found below: Inciting violence Bullying Intimidation Unsportsmanlike behaviour both on and off the field Bringing the club into disrepute Page 5 of 17
4.4 Players, Coaches and Parents will be disciplined for their behaviour during games by the League Administrators. The club shall discipline Players, Coaches and Parents internally should they see fit. Internal punishments shall not be financial (please see the club internal disciplinary process). Date of acceptance: 2018 Signatory: Signatory: Anthony Sherwood Position: Chairman Mark Baker Position: Vice Chair Page 6 of 17
Committee Members 2018 Season 1. President Mr Carl Horsman 2. Chairman & Head of Open Age Mr Anthony Sherwood 3. Vice Chair Mr Mark Baker 4. Treasurer Mr David Stilwell 5. Head of Youth Coaching Mr Ben Smith 6. Child Welfare Officer Ms Dee Mooney 7. Social Secretary Mr Arran Smith 8. Fixtures Secretary Ms Gina Medaglia Page 7 of 17
Key Roles & Responsibilities President (In the absence of the Chair or Vice Chair the President will assume the role) Ensure that club members respect and abide by the club rules and be the club lead on all disciplinary matters Ensure the management of the club remains positive and progressive Represent the club at meetings and forums Provide advice and assistance to any of the officers of the committee as required. Act as a member of any sub-committee if required, and if such a request is deemed suitable Act in accordance and ensure all committee members and club members adhere to the club s core documents and policies at all times The President will only vote on club matters should a majority vote not be achievable. The President will therefore have the deciding vote. Chair Manage all club, committee and AGM meetings Ensure the club meetings are held according to the constitution Chair meetings in an unbiased and effective manner Be an effective leader, encouraging focussed discussion Agree with the Vice Chair the meeting agenda and the actions and minutes that ensue Ensure the responsibilities delegated to the committee or others are communicated, understood and followed through Have overall responsibility for child protection at the club Follow the code of conduct at all times and ensure other members do the same Act in accordance with the club s core documents and policies at all times Be a line of enquiry between the RFL and club Represent the club at meetings and forums Vice Chair / Secretary (In the absence of the Chair the Vice Chair will assume the role) Assist with the Management of all club, committee and AGM meetings alongside the Chair Ensure the club meetings are held according to the constitution Assist the Chair in ensuring all meetings are held in an unbiased and effective manner Assist the Chair in encouraging focussed discussion Page 8 of 17
Agree with the Chair the meeting agenda and the actions and minutes that ensue Ensure responsibilities delegated to the committee or others are communicated, understood and followed through Ensure that club members respect and abide by the club rules and assist the chair in any meetings regarding disciplinary action Ensure the management of the club remains positive and progressive Follow the code of conduct at all times and ensure other members do the same Act in accordance with the club s core documents and policies at all times Represent the club at meetings and forums when required Treasurer Account for all income and expenditure of any nature Administrate payment of membership fees Report and advise committee on income expenditure Prepare and present full financial statements to the AGM Be a signatory for club cheques with one other person Ensure documentation on club insurance is maintained Follow the code of conduct and ensure other members do the same Act in accordance with the club s core documents and policies at all times Child Welfare Officer Act as a source of advice and support on child welfare issues Act as a point of contact for anyone who has a concern about a child Ensure the adherence to the RFL Child Protection policy Advise committee on RFL updates Arrange child protection courses for volunteers Maintain contact details of local social services, police Ensure coaches and regular volunteers are CRB checked Ensure players ID is accurate Follow the code of conduct at all times and ensure other members do the same Act in accordance with the clubs core documents and policies at all times Page 9 of 17
Player and Coach Development Manager Recruit and manage coaches, ensuring appropriate qualifications are held Identify on-going training needs Ensure coaches are made aware of upcoming RFL coaching sessions Meet regularly with coaches and provide guidance and support Evaluate player performance and develop individual player development plans Follow the code of conduct at all times and ensure other members do the same Act in accordance with the clubs core documents and policies at all times Social Secretary Assist and provide guidance for the organisation of all social functions e.g. tours, club nights and any other social functions connected with the club Follow the code of conduct at all times and ensure other members do the same Act in accordance with the clubs core documents and policies at all times Registration Secretary Ensure all registration forms are completed on time Complete all relevant documentation appertaining to registration and distribute as appropriate Make all team managers aware if a registered child has not paid fees Keep and update a database of member s names and addresses Ensure ID cards are allocated Follow the code of conduct at all times and ensure other members do the same Act in accordance with the clubs core documents and policies at all times Communications To use all available channels to publicise the club within the wider community Seek to project the club in a positive manner via all available channels Assist in formulating community engagement plans within schools etc to attract new players and enhance our standing within the community Follow the code of conduct at all times and ensure other members do the same Act in accordance with the clubs core documents and policies at all times Page 10 of 17
Coach Plan, prepare and implement individual session plans to RFL coaching standards and style Work with other coaches in preparation and running of each session Ensure that all activities, venues and equipment are safe and suitable for the intended purpose Ensure all players are fit to participate in training and matches Develop team spirit and discipline Adhere to the child welfare policies Show a commitment to continued professional development Follow the code of conduct at all times and ensure other members do the same Act in accordance with the clubs core documents and policies at all times Team manager Ensure clear communication is achieved throughout the team Liaise with coaches to ensure that players are available and prepared for matches Set team standards in dress, behaviour and expectations Complete a match report for each game Ensure refreshments, kit and equipment as required Ensure that all kit is accounted for Follow the code of conduct at all times and ensure other members do the same Act in accordance with the clubs core documents and policies at all times Page 11 of 17
Property & Funds The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by these Rules and all surplus income or profits are reinvested in the Club. The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002. The Club may also in connection with the sports purposes of the Club: 1 Sell and supply food, drink and related sports clothing and equipment; 2 Employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the Management Committee without the person concerned being present; 2 Pay for reasonable hospitality for visiting teams and guests; and 4 Indemnify the Management Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets). 5 Winding up: any monies or property remaining after payment of debts must be donated to a body or charity with similar purposes to this one. Page 12 of 17
Policies (Child Protection & RESPECT) General Principles Participants in the game of Rugby League include players, parents, spectators, coaches, match officials, volunteers and administrators. Every participant should: Discourage all instances of unsporting behaviour, foul or illegal play, or acts of violence, both on and off the field. Respect the rights, dignity and worth of every person regardless of their age, ethnic origin, gender, special needs, including learning and physical disabilities, class or social background, religion, sexual orientation, marital status, pregnancy, colour or political persuasion. Condemn the use of recreational and performance enhancing drugs and doping practices their use endangers the health of players and is contrary to the concept of fair play. Important every person who attends a Rugby League match does so with the permission and license of the home club &/or league. Breaches of this Code of Conduct may result in penalties up to and including a fine, loss of team match points and suspension. Club Welfare Officer All clubs must identify a designated person to be titled Club Welfare Officer (CWO) to handle safeguarding issues. Before this person takes up this role they must be registered with the RFL and undertake an enhance DBS check. Once clearance has been received from the RFL a photo ID card will be issued to validate the appointment. The CWO must have a formal role on the Committee. They will require support from the club and designated training and support will be provided by the RFL. Clubs with a number of teams may require more than one CWO to ensure cover is provided. The role of the CWO is covered earlier within the document. Page 13 of 17
Age Ranges Season 2018 U7 [Primary School Year 2] London Primary League. U9 [Primary School Years 3 & 4] London Primary League. U11 [Primary School Years 5 & 6] London Primary League. U12 [Secondary School Year 6 & 7] Merit League U13 [Secondary School Year 7 & 8] London Junior League U14 [Secondary School Year 8 & 9] London Junior League U16 [Secondary School Year 10 & 11 London Junior League Age group League Coach Asst Coach Team Manager U11 / U12 LYJPL Carl Horsman / Mark Baker Paul Giroud U14 LYJPL Ben Smith tbc tbc U16 LYJPL Arran Smith Danny Holding Arran Smith Open Age Eastern Anthony Sherwood Mark Baker Anthony Sherwood Page 14 of 17
Player Pathway The Hard Rock Cafe London: London Origin Series Eligibility As per the history of the competition the squads will remain as North and South. Players representing each region will be selected on geographical location of the club they are affiliated to. Squad numbers will be limited to 20 players per team. Selection Nominations for all teams will begin on the weekend of the 9 s festivals of the London Youth and Junior League and finish after the final Round. Including the Challenge Cup, potential candidates will have a number of playing opportunities to be observed / nominated for the Origin series. Players will be both watched by Performance Analysts as well as nominations by Team Head Coaches. Opportunities are also available for those old enough to attend trials for the London Broncos Scholarship programme and Academy. Page 15 of 17
Registration The procedures for registration are non-negotiable and remain the responsibility of the team coaches / Managers. All documentation shall be held by the registration secretary. Registration Rules: Please refer to the LYJP Operations Manual for details relating to player registrations. Annual Subscription Fees 2018 Primary 45 Junior & Youth 85 Open Age 85 (Student discount to be applied to U18s Two players from the same family 120 All subscriptions will include a family membership to the Old Brentwoods Society and reduced costs for Social / Sporting activities and facilities. Page 16 of 17
Discipline & Appeals All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club s child protection policy and procedures. The club Welfare Officer is the lead contact for all members in the event of any child protection concerns. All complaints regarding the behaviour of members should be presented and submitted in writing to the Committee. A sub-committee of the Management Committee (made up of at least [3] members of the Management Committee) will meet to hear complaints within 14 Days (or such longer period as the Management Committee deem appropriate to allow a proper investigation into the complaint) of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing. There will be the right of appeal by the person against whom the complaint was made to the Management Committee following disciplinary action being announced. A sub-committee of the Management Committee (made up of at least [3] members of the Management Committee who to the extent possible shall not include any individual who sat on the initial hearing) should consider the appeal within 7 days of the Committee receiving the appeal. All match day incidents shall be reported to the Club President who will then lead on any investigations. Should a panel be required this will be formed of the President, CWO and one other. Please refer to the clubs rules and procedures for further details. Page 17 of 17