©2019 by Gold Coast Eagles Rugby Club

ALL ROLES

Management Committee roles & responsibilities

These roles must be appointed at the AGM. Click here for nomination details and requirements.

President 

Secretary

Treasurer

Committee Member (General)

Other club roles & responsibilities.

These roles can be taken up by anyone - formal nomination not required!

Contact president@eaglesrugby.com.au if you can help!

Club Manager

Director of Rugby

Equipment Manager

Facilities Manager

Field Manager

Funding Manager

Junior Rugby Manager

Media Manager

Merchandise Manager

Past Players Manager

Project Manager

Registrar

Senior Rugby Manager

Team Coaches and Team Managers

Technology Manager

Uniform Manager

MANAGEMENT COMMITTEE - Roles & Responsibilities

President

Objectives

  • Ensure the club is successful in delivering its mission

  • Manage the performance of each committee member ensure the committee performs its responsibilities to the highest levels 

 

Responsibilities

  • Accountability for the success of the club – on-field and off-field as well as financial success 

  • Ensure the club has a Mission and Values 

  • Form the strategic direction of the club 

  • Ensure the season is well planned and steer committee towards a common goal and is committed 

  • With guidance from the Treasurer, set and manage budgets

  • Set the overall annual committee agenda for the year

  • Convene and chair regular and effective committee meetings 

  • Represent Eagles in front of all peak bodies – GCDRU, QRU, RA

  • Manage business relationships 

  • Convene and chair the club’s annual general meeting

  • Set and manage the performance of each committee member

  • Ultimately responsible for making decisions (in consultation with the wider committee) 

Secretary

Objectives

  • Manage communication between the club and the community

  • Promote the club through marketing and merchandise

  • Continually promote and market the club to club members and the wider public

Responsibilities

  • Ensure the wider community is engaged in the club and is aware of events and functions that impact them

  • Manage complaints (and compliments) with the community

  • Continually market the club at every opportunity

  • Manage logos and branding

  • Maintain databases of members, sponsors, Old Boys and other stakeholders

  • Prepare the agenda for committee meetings in consultation with the Club President

  • Send adequate notice of meetings 

  • Take minutes in committee meetings and distribute them quickly following meetings

  • Complete and communicate the minutes of the previous meetings

  • Read, reply and file community correspondences promptly

  • Maintain files of legal documents such as the club constitutions, leases, licences, accreditations and titles 

  • Retain copies of all licenses in a central location

  • Manage enquiries from the website – respond within 24 hours

  • Authorise the release of the club newsletter

  • Continually look to market the club – actively seek marketing opportunities 

  • Form relationships with schools and other bodies to promote the club

  • Liaise with media agencies – GC Bulletin 

  • Organise the Ladies Day function

  • Ensure Rights of Use are secured with the Council

Treasurer

Objectives

  • Ensure the management of the club’s finances is transparent and accurate

  • Looking for improvements to process and quality by challenge club costs 

Responsibilities

  • Prepare the budget and monitor this carefully through regular reporting to the committee

  • Keep proper record of all payments and monies received

  • Ensure financial reports are available and understood at committee meetings

  • Provide club’s financial status at each committee meeting or as required

  • Bank monies from cash registers and retrieve bank receipts as proof of deposits 

  • Ensure information required to complete financial reports are up-to-date 

  • Prepare financial report for the club

  • Ensure information for the annual financial audit is up-to-date for the calendar year

  • Conduct the financial audit and/or assist any external auditors (as required)

  • Prepare in consultation with the club accountant the annual club tax returns

  • Ensure that the results of the annual tax returns are reported to the committee 

  • Manage payment plans and the status of payments

  • Manage debtors – resulting from club registration of players

Committee Member (General)

Objectives

  • Support the decision-making processes of the President

Responsibilities

Attend committee meetings

  • Support the President with decision making – advice and guide the President

  • Provide resourcing for activities and tasks

  • Communicate – anything and everything

  • Promote the club at every opportunity 

OTHER CLUB ASSISTANCE - Roles & Responsibilities

Club Manager

Objectives

  • To provide good quality food, beverages and service during operating hours and on game days

  • Promote and manage the use of the club house and facilities by club member and the wider community

  • Ensure the club house is clean and tidy

Responsibilities

  • Maintain proper food and hygiene standards – council regulations and other regulations 

  • Follow food and beverage safety guidelines 

  • Understand the licensing regulation and request variations as required 

  • Supervise canteen staff and volunteers as is required

  • Ensure all bar workers including volunteers hold current RSA certification and maintain copies of these certificates

  • Ensure all canteen workers including volunteers are familiar with correct food handling and hygiene practices

  • Review and price all stock items to be sold 

  • Ensure good stock rotation practices are in place

  • Ensure the right stock levels of food and beverages

  • Ensure the club house, food and beverage is available on game days

  • Take bookings for the club facilities and manage the hire process

    • Booking enquiries

    • Booking acceptance

    • Deposits and bonds and payments

    • Managing the service offered to the public

  • Accurately record all wastage and ensure waste collection occurs

  • Obtain, and account, for any floats that are required 

  • Be responsible for counting and recording the daily takings with one other person

  • Maintain appropriate records as required by the club president/treasurer

  • Be responsible for safety and security in the canteen inclusive of money, keys, closing procedures arming security alarms

  • Ensure club BBQ is maintained, has gas, and is available for use

  • Ensure the club house is cleaned regularly and is kept in a tidy manner

Director of Rugby

Objectives

  • Support the coaches and managers by delivering education opportunities  

Responsibilities

  • Foster a positive club spirit amongst all coaches and managers 

  • Manage the recruitment process for team coaches for each team

    • Seek expressions of interest

    • Interview 

    • Appoint 

  • Ensure all club coaches hold appropriate qualifications

    • Blue Card

    • Smart Rugby

    • Level 1 / Level 2

  • Ensure coaches and managers are registered in the Rugby Xplorer

  • Maintain accreditation records for coaches

  • Arrange appropriate coach training sessions, locations, dates and times throughout the year

  • Meet regularly with coaches to discuss performance and provide feedback 

  • Arrange for, and conduct where appropriate, assessments of the club’s coaches 

  • Manage issues with coaches

  • Develop coach development resources and deliver these courses with the Junior Rugby Manager

    • How to run a team

    • How to coach kids

    • What to coach kids

Equipment Manager

Objectives

  • Ensure all teams have the right, quality equipment for game days and trainings

Responsibilities

  • Ensure the scrum machine in kept in working order

  • Ensure gym room and equipment is maintained – damage identified and repaired

  • Develop gym policies and processes 

  • Ensure safety procedures are followed when in the gym – induct gym users

  • Ensure the equipment shed is kept tidy and secure

  • Ensure adequate levels of shared training equipment is maintained and available 

    • Tackle bags

    • Hit shields

    • Tackle suites

    • Goal post pads

  • Ensure coaches receive adequate training resources by firstly assessing requirements, then secondly distributing equipment, then thirdly recovering those resources at season end

    • Balls

    • Cones

    • Bibs

Facilities Manager

Objectives

  • Ensure the club house and immediate surrounds is maintained in top condition and is safe and suitable for use

Responsibilities

  • Manage all repairs to facilities and buildings and immediate surrounds – kitchen, toilets, changing rooms, showers, keys and locks, roof, plumbing, electrical, gas, refrigeration, air conditioning, windows,  buildings, gardens, trees, club memorabilia within the club house

  • Manage a proactive maintenance programme for all facilities and buildings and immediate surrounds

  • Ensure keys and locks are cut and distributed each year

Field Manager

Objectives

  • Ensure the fields are maintained and are in great condition for game days and trainings

Responsibilities

  • Make sure the grounds are watered regularly/each week

  • Collect pitch damage incidents

  • Complete or manage pitch repairs 

  • Ensure the pitches have line markings for play

  • Ensure the scoreboard is functioning and maintained​​

Funding Manager

Objectives

  • Improve the financial position of the club by:

    • attracting and retaining sponsors

    • by initiating and managing funding applications and requests for grants

  • Assist the funding of projects by finding funding sources

 

Responsibilities

  • Actively seek new and applicable grants and/or sponsorship for the club

  • Complete applications for approved grants

  • Work with project managers and committee members to fund initiatives through sponsors and grants

  • Monitor funding opportunities at a federal, state, local and business level

  • Form business relationships with local business – for funding and for shared services

  • Maintain relationships with sponsors

  • Ensure club sponsors are promoted using club channels and receive value from their sponsorship

  • Develop sponsorship packages 

  • Actively progress grant applications

  • Ensure funding status reporting is provided to the committee and funding bodies

  • Maintain a database of funding bodies and sources

  • Maintain a sponsorship database and potential leads

  • Meet with sponsors and act as a point of contact regarding issues

 

Junior Rugby Manager

Objectives

  • Ensure the continued development, promotion and advancement of junior rugby and players within the club 

  • Represent the interests of junior players, coaches and families 

  • Build strong relationships with junior players, families, coaches, managers

  • Provide support to junior coaches and managers

  • Provide a safe environment for the club’s junior players and families

Responsibilities

  • Deliver the junior coach and manager induction at season start:

    • How to coach kids

    • What to coach kids

    • How to run a rugby team 

  • Develop induction packs for teams to use with their families 

  • Accept and manage any request from a junior coach or manager

  • Act as a point of escalation for families and teams

  • Communicate regularly with junior coaches and managers

  • Ensure that team managers and coaches are acting according to the club’s Code of Conduct 

  • Represent Eagles in front of all peak bodies – GCDRU, QRU, RA

    • Ensure the interests of Eagles are foremost in the minds of peak bodies

    • Press hard for fairness of the GCDRU draw and competition rules 

    • Manage disputes between Eagles and peak bodies

    • Manage sanctioning processes on behalf of Eagles’ teams

    • Manage relationships with schools – advertising, marketing

    • Manage relationships with other rugby clubs and organisations

    • Ensure processes from peak bodies are valid and correct and are known by club members

    • Ensure peak body processes are quality process – challenge and push back on bureaucracy 

    • Receive and then communicate with the club relating to fixtures, representative trials, matches, rules, decisions and other information and ensure this communication is distributed to the junior players and parents

  • Assist with finding and organising extra touring matches and tournaments for junior teams 

  • Assist teams with strategies to recruit and retain junior players 

    • Bring a Mate

    • Schools

    • Relationships with other clubs

  • Ensure training night BBQs occur – rostered or otherwise – and ensure food is available

  • Develop field allocations for all teams training (in consultation with the Senior Rugby Manager)

  • Organise season photos

  • Distribute gear shed keys and recover the keys at the end of season

Media Manager

Objectives

  • Create communication content – website, social media, newsletters

 

Responsibilities

  • ​Maintain the club website and content

  • Maintain the club social media platform and content – Facebook

  • Collect content from committee members and teams

  • Produce and distribute the monthly club newsletter

  • Develop flyers and promotional materials as required for various events

Merchandise Manager

Objectives

  • To manage the design, procurement and sale of club merchandise

  • Raise awareness of the club brand through merchandise

Responsibilities

  • Test the market in terms of merchandise

  • Design a range of merchandise for sale – hoodies, caps, singlets

  • Source suppliers and procure merchandise through supplier

  • Minimise stock-on-hand in favour of suppliers holding stock and invoicing as we generate sales  

  • Create channels then sell club merchandise 

  • Provide club members with the opportunity to purchase merchandise at the beginning then throughout the year

  • Provide regular updates to the committee and club members

  • Provide reports as required

Past Players Manager

Objectives

  • Ensure the club retains its heritage and sense of history

  • Ensure the club maintains connection with past players and club members

Responsibilities

  • Act as a point of contact for Past Players and maintain relationships with them

  • Communicate news with the broader Past Players network

  • Organise Past Players days and functions

  • Ensure memorabilia is maintained and grows

  • Recommend life memberships

Project Manager

Objectives

  • Receive initiatives and manage the process to prioritise and approve their start

  • Deliver committee approved projects from start through to successful completion

Responsibilities

  • Receive initiatives and screen them – approval and prioritisation to be completed with the committee’s input

  • Manage objectives, benefits, schedule, scope and approach, risks and issues, budget, resources, organisation change, communications

  • Examples of projects may include:

    • Major facilities work

    • Facilities upgrades

    • New buildings

    • Rugby carnivals

    • Initiating women’s and colts’ rugby

Registrar 

Objectives

  • Ensure all players, coaches and managers are properly registered in a timely manner

  • Configure Rugby Xplorer for correct and easy use

  • Support all users (committee, coaches, managers, families) of Rugby Xplorer in their use of the system

Responsibilities

  • Configure the club’s Rugby Xplorer portal for registrations and other use including configuring teams, reports, user access, payment gateways

  • Provide Rugby Xplorer technical support to coaches, managers, club committee 

  • Ensure Rugby Xplorer users can use the system efficiently and effectively

  • Assist with queries relating to registration

  • Assist and monitor player transfers

  • Provide regular status updates reports on teams and registrations

  • Plan and manage junior registration days​

Senior Rugby Manager

Objectives

  • Ensure the continued development, promotion and advancement of senior rugby and players within the club 

  • Represent the interests of senior players, coaches and families 

  • Build strong relationships with senior players, families, coaches, managers

  • Provide support to senior coaches and managers

  • Provide a safe environment for the club’s senior players and families

Responsibilities

  • Deliver the senior coach and manager induction at season start:

  • Develop induction packs for teams to use with their families 

  • Accept and manage any request from a senior coach or manager

  • Act as a point of escalation for families and teams

  • Communicate regularly with senior coaches and managers

  • Ensure that team managers and coaches are acting according to the club’s Code of Conduct 

  • Represent Eagles in front of all peak bodies – GCDRU, QRU, RA

    • Ensure the interests of Eagles are foremost in the minds of peak bodies

    • Press hard for fairness of the GCDRU draw and competition rules 

    • Manage disputes between Eagles and peak bodies

    • Manage sanctioning processes on behalf of Eagles’ teams

    • Manage relationships with schools – advertising, marketing

    • Manage relationships with other rugby clubs and organisations

    • Ensure processes from peak bodies are valid and correct and are known by club members

    • Ensure peak body processes are quality process – challenge and push back on bureaucracy 

    • Receive and then communicate with the club relating to fixtures, representative trials, matches, rules, decisions and other information and ensure this communication is distributed to the senior players and parents

  • Assist with finding and organising extra touring matches and tournaments for senior teams 

  • Assist teams with strategies to recruit and retain senior players 

  • Ensure training night meals occurs – rostered or otherwise – and ensure food is available

  • Develop field allocations for all teams training (in consultation with the Junior Rugby Manager)

  • Organise season photos

  • Distribute gear shed keys and recover the keys at the end of season

Team Coaches & Team Managers

Objectives

  • Develop players’ skills – individual and a team

  • Ensure that each player and family associated with a team has a great Eagles rugby experience

Responsibilities

  • Set objectives and success criteria for the season 

  • Plan the season – build a season calendar

  • Arrange matches outside of the regular competition – pre-season, mis-season, end of season

  • Actively look for and enter carnivals and tournaments

  • Ensure proper sanctioning is in place for matches outside of the regular competition

  • Arrange tours as required ensuring commination with the committee 

  • Organise after-match functions 

  • Coach the players

  • Organise social functions with your team

  • Organise after-match functions as required

  • Communicate with your families and players – anything and everything

  • Manage individual team Facebook pages

  • Provide the club with regular pictures and stories (weekly) about the team for use as club marketing materials

  • Plan and deliver regular trainings

  • Coach the team during game days 

  • Conduct match reviews as appropriate 

  • Ensure players continue to develop as individuals and as a team

  • Appoint assistant coaches as required

  • Conduct season reviews as appropriate 

  • Junior specific responsibilities

    • Referee kids games (U12 or lower)

    • Actively recruit players and families through Bring a Mate

    • Induct new families into rugby by distributing information packs 

    • Run induction events for families associated with the team

    • Ensure that all juniors team members have their appropriate club rugby uniforms

Technology Manager

Objectives

  • Ensure the club makes best use of technology and considers technology when improving processes

  • Supports technology and the users in the use of technology

Responsibilities

  • Maintains the hosting and administration of email

  • Maintains the hosting of the club website

  • Maintains club AV equipment including speakers, microphones, PA system

  • Maintains security cameras and their access

  • Maintains telephones and IT equipment

  • Maintains the club internet connection

  • Supports user of technology – primarily the committee members

  • Regularly suggests improvements to process through better use of technology​​​

Uniform Manager

Objectives

  • Manage the procurement, distribution, collection, and repairs of all uniforms for players, coaches, managers and other officials

  • Ensure uniforms – jerseys, shorts, socks – are distributed before the first pre-season game to both players and administrators

Responsibilities

  • Form policies relating to uniforms 

  • Collect sizing information 

  • Sourcing suppliers, organise quotes and orders with suppliers – at the start of the season then throughout the season as required

  • Manage stock on hand, stock levels and the uniform room

  • Manage the distribution of uniforms before the first pre-season game

  • Manage the return of uniforms

  • Provide reports as required​​​​