GWENT JUNIOR DISTRICT ASSOCIATION HANDBOOK

GWENT JUNIOR DISTRICT ASSOCIATION HANDBOOK

Forward The Gwent Junior District Association aims to promote, foster, encourage and control the development of rugby for boys aged 6 to 16 years and girls aged 6 to 18 who play for Clubs in the Gwent Area, in line with the rules, regulations and policies specified by the Welsh Rugby Union. We oversee the running of junior club rugby throughout the district in partnership with the WRU Regional Development Manager and Regional Development Officer. We aim to help clubs run junior rugby in an efficient and fair manner, in order to help prepare junior players for the regional academies with the Newport Gwent Dragons. The committee of the JDA is appointed by clubs at the Annual General Meeting held in the off season every summer. The officers of the JDA are volunteers who aim to ensure that Gwent based junior rugby is administered and represented at National Association level. We act as the WRU representation to member clubs, and as the representative for our clubs to the WRU. We ensure that member clubs have a voice in the matters that concern them in the governing of junior rugby. Issues between clubs are to be brought to the Chair of the JDA before being discussed at the committee with an aim of finding a resolution within the rules and regulations set out by the WRU. The Chair will be able to call upon the support of the WRU Regional Development Manager when needed. Issues may be discussed openly in JDA meetings in order to include member clubs in the process of finding resolutions. The JDA will run a Dragons Cup tournament during the season and provide prizes for the winners and runners up of each age group. The finals will be played at a regionally recognised rugby facility in order to further promote the cause of junior rugby players. With the help of member clubs, we will continue to grow the age groups included in the Dragons Cup when appropriate. As a JDA we have grown in presence and influence over a short period of time bringing a high level of organisation to junior rugby in Gwent. We aim to continue this and to keep growing our sport in our communities. If your club is in junior rugby and in Gwent, you need to play an active role in the JDA if you want an influence on how we grow, and we re happy to act on your behalf. Emma Griffiths Emma Griffiths Chair Gwent Junior District Association

Committee Members Chairperson: Vice Chairperson: Secretary: Treasurer: Emma Griffiths 07969464854 / emmad30@aol.com Daniel Taylor 07711481186 / dantaylor368@gmail.com Gwyn Lloyd 07776 307896 / governancejedi@gmail.com Andy Lee 07789 984808 / andy.lee64@ntlworld.com North Gwent: South Gwent: Registration Secretary: Gareth Griffiths 07896501213 / garethg24@aol.com Alyson Littlejohns 07479934593 / gwentreg1@gmail.com WRU Representation Regional Rugby Manager: Greg Woods gwoods@wru.co.uk Regional Rugby Officer: Aled James arjames@wru.co.uk Member Clubs Abergavenny Brynmawr Caldicot Croesyceiliog Foregside Monmouth Newport HSOB Pontypool Utd St Joseph s Talywain Usk Abertillery Caerleon Chepstow Cwmbran Garndiffaith New Panteg Pill Harriers RTB St Julian s Tredegar Whitehead

Guidance for Member Clubs of the Gwent JDA 1. Name 1.1 The organisation shall be called the Gwent District Junior Rugby Association ( The District Association ). 2. Affiliation 2.1 The District Association shall be affiliated to the Welsh Rugby Union Ltd as an Associate member*. *While the District Youth Rugby Unions were admitted to the WRU at the time that the WYRU disbanded and became Associate members of the WRU currently there is no such formal tie for District Junior Rugby Associations. It is recommended that the Board of the WRU be formally asked to make the existing DJRAs in Wales Associate members of the WRU thus putting the Junior Associations on the same footing as the District Youth Unions. 3. Objectives 3.1 Each District Association shall promote, foster, encourage and control the development of rugby for boys aged 6 to 16 years and girls aged 6 to 18 who play for Clubs in the geographic area of their District Association. 4. Membership 4.1 The District Association shall comprise the Clubs in membership of it. 4.2 Clubs in the geographic area of the District Association that have a junior team or teams must become a member of the District Association before the Junior team or teams associated with the Club start to play rugby. 4.3 To become a member of a District Association a Club must be: i. Within the geographic area of the District Association. ii. Able to register at one age group sufficient players to make a team at that age group and those players must not be registered with other clubs in the District. iii. Proposed and seconded by clubs that are existing members of the District Association. iv. The minimum number of players needed to register a new team is 15 players. 4.4 When a new Club has been admitted by the District Association as a member the Secretary of the District Association shall advise the WRU s Regional Manager within 14 day of that admission.

4.5 Member Clubs of the District Association agree to abide by the Constitution of the District Association Memorandum and Articles of Association of the Welsh Rugby Union Limited, the rules, regulations and resolutions of the Welsh Rugby Union Limited and the Laws of the Game, Bye Laws, Resolutions and Regulations of World Rugby. 4.6 Member Clubs of the District Association must pay the agreed membership fee by 1 st September each year. Failure to pay these fees will result in the Club no longer being a member of the District Association and therefore not being allowed to play at junior age group. 5. Membership Fees 5.1 The membership fee of each District Association shall be decided by the members at each year s Annual General Meeting. 5.2 The membership fee shall be paid to the District Association Honorary Treasurer no later than 1 st September in each year. 5.3 As set out in 4.6 above failure by a Club to pay the membership fee to the Honorary Treasurer by the 1 st September in each year will result in the Club losing its membership of the District Association and not being able to play at junior age groups. 6. Officers 6.1 The Officers of the Association shall be: i. Chair ii. Vice Chair iii. Honorary Secretary iv. Honorary Treasurer v. Registration Secretary (or Secretaries) 6.2 The Officers of the District Association shall retire annually but shall be eligible for reelection. 6.3 The Officers of the District Association shall be elected by the Member Clubs annually at the Annual General meeting of the District Association. 7. Executive Committee 7.1 The Executive Committee ( The Committee ) shall comprise the elected officers of the District Association as described in paragraph 6 above.

7.2 The Committee shall manage the District Association and in so doing act for the Members of the Association. 7.3 The Committee shall meet regularly during the playing season meetings should be held at least once a month. The Honorary Secretary shall call these meetings. 7.4 The members of the Committee shall be indemnified by the member Clubs of the District Association against any liabilities, debts or claims as a result of decisions taken by the Committee provided that such decisions were lawful and taken in good faith for the benefits of the Member Clubs. 8. General Meetings 8.1 The Officers of the District Association and representatives of the Member Clubs of the District Association shall meet regularly to discuss the business of the District Association in General Meetings. 8.2 During the playing season these meetings should be held on a monthly basis, such meetings will be convened by the Secretary. 8.3 Each Club represented at a General meeting shall have a vote. If issues arise at a meeting that require a vote then each Club may caste one vote, if the number of votes cast is equal in a disputed matter the Chairperson, or in the absence of the Chairperson the person taking the Chair of the meeting shall have the casting vote. 9. Annual General Meeting 9.1 The District Association must hold an Annual General meeting each year that meeting shall normally be held in the months of June, July or August. 9.2 The Secretary shall give at least 28 days notice of the Annual General meeting to the Member Clubs. 9.3 The notice of the Annual General meeting may be served by the Honorary Secretary on Member Clubs in writing by letter sent by post to the appointed Secretary of the Member Club or by email to that Secretary. 9.4 The notice of the Annual General Meeting must set out the day, time and place of the meeting and include a notice of the business to be conducted at the Annual General Meeting. 9.5 The Business to be conducted at the Annual General Meeting shall include: i. Receipt and discussion on the Annual report of the Committee ii. Receipt and discussion on the statement of accounts up to the end of the financial year of the District Association

iii. iv. The election of Officers Proposals for any amendments to this Constitution 9.6 Nominations for the positions of Officers of the District Association must be received by the Honorary Secretary no later than 14 days before the date of the Annual General Meeting. 9.7 When satisfied that a nomination for election of one of the Officer positions of the District Association has been correctly made, the Honorary Secretary must advise the member Clubs of the person nominated for each Officer position and this advice shall be made at least 7 days before the date of the Annual General Meeting. 9.8 Member Clubs represented at the Annual General Meeting shall be entitled to cast one vote each on matters for which a vote is called. 9.9 The quorum for the Annual General Meeting shall be the presence of 25% of the member Clubs of the District Association at the time of the meeting. 9.10 A motion at an Annual General Meeting shall be carried by a simple majority of those Member Clubs present except when the motion is in respect of constitutional amendments, in which case a two thirds majority of those Clubs present and voting shall be required for the motion to be passed. 9.11 The Chair of the District Association shall Chair the Annual General Meeting or in their absence, the Vice Chair of the District Association. In cases where the votes cast at an Annual General Meeting are equal the Chair of the meeting shall have the casting vote. 10. Extraordinary General Meeting 10.1 An Extraordinary General Meeting of the District Association shall be called by the Member Clubs of the District Association. If the Honorary Secretary of the Association receives a notice signed by duly authorised representatives of at least 25% of the Member Clubs requesting an Extraordinary General Meeting of the District Association. 10.2 The Committee shall have the power to call an Extraordinary General Meeting of the District Association. 10.3 When the Honorary Secretary of the District Association has received a valid request to call an Extraordinary General Meeting of the District Association he must give the member Clubs of the District Association 28 days notice of the meeting. 10.4 The notice of the Extraordinary General Meeting may be served by the Honorary Secretary on Member Clubs in writing by letter by post to the appointed Secretary of

the Member Club or by email to that Secretary. That notice must set out the day time and place of meeting and the business for which the meeting was called. 11. Amendments to the Constitution 11.1 The form of the Gwent JDA Constitution has been discussed and agreed by representatives of all of the District Associations in Wales. 11.2 If a District Association agrees a proposal to amend the standard Constitution at an Annual General meeting or an Extraordinary General meeting that proposal will not come into being until. i. The proposal has been submitted to the WRU s National Development Manager ii. The proposal to amend the standard Constitution for all District Associations is agreed by a two thirds majority of representatives of all District Associations called to a National meeting by the WRU National Manager 11.3 When a District Association has agreed a proposal to amend the Constitution the Honorary Secretary of the District Association must submit that proposal to the WRU National Development Manager within 14 days of the date of the meeting of the District Association which the matter was approved. Within 28 days of receipt of such notice of proposal for amendment the WRU National Manager must hold a National meeting of District Associates giving notice of the proposal for amendments to the Constitution. 11.4 If the proposal to amend the Constitution is agreed by a two thirds majority of representatives of District Associations at a National meeting the National Player Development Manager will report the proposal for change to the WRU Rugby Committee. That Committee will consider the proposal within 28 days of the National meeting of the District Association. If the proposal for change is approved by that Committee the change will be recommended to the WRU board. If the WRU Board approves the change to the standard Constitution the District Associations will be advised in writing by the WRU National Development Manager of this change and a copy of the letter shall be circulated to all WRU member Clubs. If the Game Committee or the Board reject the proposal agreed by the District Associations the WRU National Player Manager will advise the District Association of that rejection and will provide reasons for the WRU s refusal to accept the proposal. 11.5 For the avoidance of doubt the standard Constitution of District Associates can only be amended in a way in which it applies to all Districts in Wales. An Individual District Association may not amend the standard Constitution. Any proposal for amendments to the standard Constitution can only be brought into effect if that proposal has been approved by the WRU.

12. Finance and Property 12.1 The Honorary Treasurer shall keep a full record of all sums of money received, from whatever source and paid out by the District Association. 12.2 The accounts kept by the Honorary Treasurer shall be annually passed to the WRU s Regional Player Development Manager, who shall audit them or arrange for them to be audited by a properly qualified person and the audited statement of accounts shall be presented to the member Clubs at the Annual General Meeting of the District Association. 12.3 The Financial year of the District Association shall end on 31 st May each year. 12.4 The money held by the District Association shall be lodged at a Bank or Building Society in an account in the name of the District Association. Cheques and drafts drawn on this account shall be signed by two from the Honorary Treasurer, Honorary Secretary, Chairperson or the WRU Regional Player Development Manager. 12.5 The Committee shall be responsible for the care of the property owned, hired, loaned to or leased by the District Association but subject to the indemnity for individual officers offered in paragraph 7.4 above. 13. Player Registration 13.1 For a player to be eligible to play for a Junior team of a member Club of a District Association that player must be registered by the Club with the Officer of the District Association designated to deal with player registration. 13.2 The Club registering the player must: i. Use the registration form prescribed at the time of registration ii. Follow the registration and/or transfer procedures at the time set out in the WRU Mini and Junior Player Registration Regulations 13.3 In the case of a dispute with regards to registration or transfer of mini and junior players the Committee of the District Associations or a group nominated by the Committee has the power to deal with such a dispute in accordance with the WRU Regulations in place at that time. 13.4 Age groups are permitted 25 players as per the WRU regulations. The Gwent JDA can authorise member clubs in exceptional circumstances to register up to a maximum of five extra players. The reasoning behind an application for an extended squad is to be discussed and agreed at a full meeting of the JDA before it is allowed. Full reasoning behind the request for an extended squad is to be provided to the Chair two weeks before the corresponding meeting for distribution to committee members.

13.5 Normally age groups are only allowed three transfers in per season as per the WRU regulations. The Gwent JDA can authorise member clubs in exceptional circumstances to apply for an extended number of transfers. The reasoning behind an application for extended transfers is to be discussed and agreed at a full meeting of the JDA before it is allowed. Full reasoning behind the request for extended transfers is to be provided to the Chair two weeks before the corresponding meeting for distribution to committee members. 14. Discipline and Appeals 14.1 Cases involving players who are sent off or coaches, officers, supporters or spectators of Clubs at matches reported by the match referee shall be dealt with by the WRU s Under 19 Disciplinary Committee. 14.2 If the District Association became aware of cases of indiscipline relating to matches the Officers of the District Association have a duty to report such cases to the WRU Under 19 Disciplinary Committee. 14.3 In addition to the powers that the District Association has to deal with matters relating to Player Registration set out in paragraph 12 above the Committee of the District Association, or an appointed sub committee appointed by the Committee, has powers to deal with: i. Disputes that arise between Clubs, other than those which are match discipline related which must be referred to the WRU Under 19 Disciplinary Committee ii. Disputes that may arise out of any competition or tournament or festivals organised by the District Association other that those which are match discipline related which must be referred to the WRU Under 19 Disciplinary Committee iii. Actions of individual members of Clubs which may be deemed to bring rugby into disrepute provided that those actions do not relate to match discipline and would therefore be referred to and dealt with by the WRU Under 19 Disciplinary Committee 14.4 In dealing with cases of Player Registration or those type of case detailed in 13.3 the District Association must operate in an equitable fashion. Clubs involved in a dispute or individuals subject to investigation by the District Association must be given the opportunity to state their case to the Committee. To that end they must be made aware by the Honorary Secretary of the nature of the charge or dispute that the Committee is investigating and given at least 7 days notice of any meeting that may be held to discuss any charge or dispute. The Clubs or the individuals shall have the right to be present or represented at the Committee meeting in which their charge or dispute shall be discussed. 14.5 If following investigation the Committee decides to impose a penalty upon a Club or individual deemed to have acted improperly the Committee may punish that Club or individual by:

i. Reprimanded and warning as to future conduct ii. Fine iii. Suspension from involvement in rugby iv. Expulsion from the District Association If such penalty is imposed the Honorary Secretary must give notice in writing to the Club or individual involved. 14.6 Clubs or individuals with the support of the Clubs with which they are associated have the right to appeal against any penalty imposed upon it by a District Association. That right of appeal is to the WRU. 14.7 For an appeal to be considered it must be submitted by a Club, on its own behalf or on the behalf of an individual and it must be: i. In writing and sent by post to the Chief Executive of the Welsh Rugby Union Limited at the Millennium Stadium, Westgate Street, Cardiff CF10 1NS ii. Made within 14 days of receipt of the notice of penalty received from the Honorary Secretary of the District Association iii. Accompanied by a cheque for 100 made payable to the WRU. This money will be refunded should the appeal succeed or the appeal panel think that it is appropriate to return the deposit to the appellant iv. The appeal will take the form that the WRU determines 14.8 The decision of the WRU in such appeal will be final and binding on both the appellant and the District Association. 15. Dissolution Procedures 15.1 In the event of a District Association ceasing to exist, and following the discharge of any debts and liabilities, the assets of the District Association at the time of the dissolution shall be disposed of in accordance with the decision of the Committee. 15.2 If the Committee fails to decide how the assets of the District Association shall be disposed of on a disbandment or dissolution, the assets shall be sold and the proceeds of sale distributed in equal parts to the member Clubs of the District Association at the time of the dissolution or disbandment.

Gwent Junior District Association Reoccurring Issues The following are topics have been discussed at JDA meetings numerous times. In order to save meeting time, should the topic be raised again, individuals will be directed to these notes for the answers they need. Further clarification may be sought outside of the meeting but decisions made are final until reviewed by the JDA. 1. Registrations The registration process must be followed. Teams are allowed a maximum of 25 players. Member Clubs may apply to the JDA for authorisation to increase their squad number. Please contact the Chair for the procedure. 2. Transfers Transfers will only be processed within the transfer window if the procedure is followed correctly. Only three transfers are permitted into an age group per season. Member Clubs may apply to the JDA for authorisation to increase their transfer number. Please see the Registration Officers for the procedure. 3. Disbanding Teams When clubs disband an age group they are to advise the JDA so players can move to other clubs. This is only permitted with the JDAs authority outside of the Transfer rules. 4. School v Club Issues The WRU are implementing structure to help resolve issues between schools and clubs. Queries should be directed to the Regional Rugby Manager Greg Woods on gwoods@wru.co.uk or to the Regional Rugby Co-ordinator Aled James on ajames@wru.co.uk. 5. Coaching Courses and Issues All queries should be directed to the Regional Coaching Co-ordinator Nigel Way on nway@wru.co.uk. 6. Referee Courses and Issues All queries should be directed to the Regional Referee Co-ordinator Paul Adams on padams@wru.co.uk. 7. Disciplinary Issues All disciplinary issues will be discussed firstly by the JDA with a view to take necessary action. Further dispute will be resolved by the WRU. 8. Fixtures/Issues between clubs/parent disputes Clubs should resolve disputes between themselves. Unresolved disputes between clubs will be discussed by the JDA and action may be taken against both clubs if appropriate. 9. MyWRU Information It is the club s responsibility to ensure that all data on MyWRU is correct. All queries should be directed to WRU Club Operations Advisor - Volunteer Support & Recruitment Claire Coleman on ccoleman@wru.co.uk.