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Eastern Counties Rugby Union

Eastern Counties Rugby Union AGM

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Eastern Counties Rugby Union Ltd are holding our Annual General Meeting to conduct the matters required by our Rules. This is a key opportunities for the Clubs that we represent to engage with the Management Committee in a meaningful and productive way. Following the success of the SGM held in July 2025, we have made several changes to make this important process easier to engage with. Clubs can choose to nominate a representative to vote on their behalf on the night, or can cast ‘pre-votes’ up to 24 hours before the AGM.

The Annual General Meeting will take place online via Microsoft Teams on Monday 8th June, commencing at 19:30.

All are welcome to attend and can register here.

https://events.teams.microsoft.com/event/a051753c-b9b6-46ee-8ac5-32bfbeab7a4c@0a185379-aa80-4d5d-b10e-e7a8cbecb0c3

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Role Description Template

Club Fixture Secretary

This role description is for guidance – change to suit the needs of your club

What you can do for your club

Organise matches and fixtures so players have regular games to enjoy.

Be the link between your club and others in the region.

The role

Working with coaches, team managers, and opposition clubs, you will:

Arrange fixtures for the season for all relevant teams.

Keep track of cancellations, rearrangements, and changes.

Coordinate pitch availability and referees as needed.

Communicate clearly with players, parents, and opposition teams.

Ideally, you’ll need to be:

Organised and good at scheduling.

A clear and friendly communicator.

Able to stay calm when plans change (as they often do!).

What you’ll get out of it:

Gain event and logistics management experience.

Build relationships with other clubs and coordinators.

Help keep rugby accessible and fun for all players.

Role Description Template

Club Safeguarding Officer

This role description is for guidance – change to suit the needs of your club

What you can do for your club

Help create a safe and inclusive environment for all players, especially children and vulnerable adults.

Act as the club’s lead on safeguarding and welfare matters.

The role

Working with coaches, parents, and the committee, you will:

Ensure safeguarding policies are in place and followed.

Be the point of contact for welfare concerns or reports.

Support DBS checks and safeguarding training for volunteers.

Promote awareness of safeguarding through visible presence and communication.

Liaise with the Constituent Body Safeguarding Manager and the RFU Safeguarding team when necessary.

Ideally, you’ll need to be:

Approachable, trustworthy, and a good listener.

Knowledgeable (or willing to learn) about safeguarding procedures.

Calm and able to deal with sensitive issues appropriately.

What you’ll get out of it:

Play a vital role in keeping rugby safe and inclusive.

Learn safeguarding practices valued in many sectors.

Make a meaningful difference to young people’s experience of rugby.

Role Description Template

Club Secretary

This role description is for guidance – change to suit the needs of your club

What you can do for your club

Be the key point of contact for club correspondence and administration.

Keep the club running behind the scenes.

Ensure important communications are managed efficiently.

The role

Working with the committee and club volunteers, you will:

Organise and minute committee meetings and the AGM.

Manage club correspondence and liaise with the Constituent Body and RFU.

Maintain up-to-date records of club membership.

Ensure key deadlines (affiliations, registrations, safeguarding, etc.) are met.

Support the Chairperson and Treasurer with administrative tasks.

Ideally, you’ll need to be:

Organised and detail-oriented.

Good at writing and managing communications.

Friendly, approachable, and discreet when needed.

What you’ll get out of it:

Gain valuable administrative and communication experience.

Play an essential role in your club’s operations.

Develop skills useful in the workplace or other voluntary positions.

Role Description Template

Club Treasurer

This role description is for guidance – change to suit the needs of your club

What you can do for your club

Manage the club’s finances

Keeping everything running smoothly.

Help the club plan & budget

For current and future development.

Ensure transparency in all financial matters.

The role

Working with the committee and club volunteers, you will:

Keep accurate financial records of the club’s income and expenditure.

Prepare reports for the committee and members.

Manage the club bank account and payments.

Oversee fundraising, sponsorship, and grant applications where needed.

Ensure affiliation and insurance fees are paid.

Help set annual budgets for teams, events, and maintenance.

Ideally, you’ll need to be:

Comfortable with numbers and basic accounting.

Trustworthy and methodical.

Able to communicate financial information clearly to others.

What you’ll get out of it:

Develop budgeting and financial management skills.

Play a crucial role in sustaining your club’s future.

Gain experience valued by employers and voluntary organisations.

Role Description Template

Club Chairperson

This role description is for guidance – change to suit the needs of your club

What you can do for your club

Provide leadership & direction

For the club as a whole.

Be the public face of the club

At events, meetings, and functions.

Foster a positive, inclusive, and respectful club culture

The role

Working with the committee and club volunteers, you will:

Chair committee meetings and the AGM, ensuring everyone has a voice

Help set the club’s goals and ensure plans are in place to meet them.

Support other committee members in their roles.

Act as a decision-maker in the club’s best interests, particularly on key issues.

Represent the club at Constituent Body or RFU meetings where required.

Lead on resolving conflicts and ensure the club operates fairly and transparently.

Ideally, you’ll need to be:

A good communicator & confident in leading discussions.

Organised, approachable, and impartial.

Passionate about rugby and the community.

What you’ll get out of it:

Be a central part of the club’s future success.

Develop leadership and management skills.

Build valuable experience for work or other voluntary positions.

Make a real difference to rugby in your community.

Role Description Template

Club Volunteer Coordinator (CVC)

This role description is for guidance – change to suit the needs of your club

What you can do for your club

Encourage other people to get involved in helping out

With an enthusiastic and friendly perpective

Be the first point of contact for new volunteers

Introducing them around the club & ensuring they understand what they are required to do.

Make sure everyone feels welcome and valued.

The role

Working with the other volunteers in your club, you will:

Plan how many volunteers you need every year

– remember to include special events, as well as the week-in-week-out running of the club

Consider the best places to find new volunteers

– remember to make sure your advertising and appointment's are as open as possible

Understand the reasons people get involved

- use this knowledge to attract more like-minded people.

Ensure well-fitting roles for volunteers

- giving people roles they enjoy will mean they are more likely to continue

Support, encourage & thank volunteers regularly

- recognise & reward success: nominating volunteers for club, Constituent Body, RFU or external awards & ensure volunteers get the training they need to do a great job

Create a succession plan

- so you always have volunteers ready and willing to step up or provide cover for key roles
Ideally, you’ll need to be:

Welcoming & easy to approach

A good listener & communicator

Confident, well-organised & happy to delegate

Enthusiastic & motivating

What you’ll get out of it:

This is a very social role. You’ll provide an important service to the club and community, and for a small investment of time you’ll :

Meet all kinds of people

Do something distinctive & worthwhile

Become more attractive to potential employers

Build transferable organisational & communication skills

Get Started

How To Book?

Go to Course finder (RFU)
  1. Go to the RFU Course Finder: Click the button above to visit gms.rfu.com/GMS/coursefinder.

  2. Search for a Course:

    • By Course Type: Select the ‘Coaching’ type of course.

    • By Location: Enter your town or postcode to find nearby courses.

    • By Date: Choose a date range to see courses available during that period.

  3. Select a Course: Click on a course title to view details, including description, dates, times, location, and prerequisites.​

Next Step...

Depending on your situation...

  1. Click “Book”: On the course page, click the “Book” button.

  2. Log In:

    • Username: Enter your email address or username.

    • Password: Enter your password.

    • Click “Log In”.

  3. Add to Basket: Click the basket icon to add the course.

  4. Checkout:

    • Review Your Basket: Ensure the correct course is listed.

    • Click “Checkout”.

  5. Payment:

    • Enter Payment Details: Provide your card information.

    • Confirm Billing Address: Ensure your address is correct.

    • Click “Pay Now”.

  6. Confirmation: You’ll receive a confirmation email with course details.

  1. Click “Book”: On the course page, click the “Book” button.

  2. Create an Account:

    • Click “Create Account”.

    • Fill in Personal Details: Name, email, date of birth, etc.

    • Set a Password: Choose a memorable password.

    • Click “Submit”.

  3. Verify Email: Check your inbox for a verification email and follow the instructions.

  4. Log In: Use your new credentials to log in.

  5. Proceed to Booking: Follow steps 3 to 6 from Scenario 1.

  1. Click “Book”: On the course page, click the “Book” button.

  2. Click “Forgot Password?”: Located below the login fields.

  3. Enter Email: Provide the email associated with your account.

  4. Check Email: You’ll receive a link to reset your password.

  5. Reset Password:

    • Click the Link: In the email.

    • Enter New Password: Choose a new password.

    • Confirm Password: Re-enter the new password.

    • Click “Submit”.

  6. Log In: Use your new password to log in.

  7. Proceed to Booking: Follow steps 3 to 6 from Scenario 1.​