Eastern Counties Governance
Eastern Counties Rugby Union (ECRU) is committed to transparent and effective governance, ensuring a safe, sustainable and values-driven approach to rugby across Cambridgeshire, Norfolk and Suffolk.
Explore the links below to learn more about how we deliver this.
Patrons & Club Membership
ECRU relies on a thriving community of Patrons, typically non-playing contributors such as alumni, former players or local supporters. Patrons are invited to remain engaged in the ongoing work of the union and participate in AGMs and events.
Patron
Subscription
Club
Affiliation
Clubs and individuals are responsible for maintaining current subscription status to retain voting rights and full membership benefits.
Financial Strategy & Budgetary Protocols
ECRU’s Financial Strategy focuses expenditure toward priority areas identified by England Rugby and the union’s own 5-Year Strategic Plan. All stakeholders (chairs, budget holders, treasurers) must understand their financial roles and responsibilities.
1. Strategy
The Financial Strategy of the ECRU is to ensure that all budgetary expenditure is targeted towards developing and supporting those areas of work identified as key priorities by the England Rugby Football Union in its current Strategic Plan and further defined in the corresponding ECRU 5 Year Strategic and associated Annual Action Plans.
The principles and processes underpinning the financial management and review mechanisms are defined in the remainder of this protocol.
All those involved in the development of rugby football within the ECRU must have a clear understanding of their financial responsibilities and accountability
2. The Finance Committee
There will always be a Finance Committee in existence – it will meet at least quarterly so that the Executive and General Management Committees of the ECRU receive written financial review reports and up to date information from the Honorary Treasurer, on which to base any advice to the General Management Committee about decisions requiring remedial or other corrective action.
The Financial Committee will comprise of the Honorary Treasurer who will act as Chairman, one representative from each of the Sub Counties and an additional representative from the ECRU Executive Committee. The Committee will have the delegated power to invite others to attend where specialist or specific advice is required – any such invitees will have no voting authority.
The Finance Committee will provide up to date written reports to the Management and Executive Committees
The Finance Committee will make recommendations on policy on all aspects of funding the game
The Finance Committee will review the financial stability of member clubs and make recommendations on grant and other award applications as necessary.
It will review and approve the Annual Budget, based on the action plans received, and a system of budgetary control.
It will monitor, review and control all expenditure.
It will manage and administer any RFU conditional funding scheme for Clubs.
It will ensure through its Honorary Treasurer that all approved invoices/expenses are paid by the end of the month in which they are received or within 28 days of their receipt.
3. Budget Managers
All Budget Managers will be identified and they will each be responsible for the following tasks:
Budget Managers Terms of Reference
Submitting an Annual Action Plan proposal to the Honorary Secretary and Treasurer by the end of February using the Standard Template provided for this purpose
Receiving the agreed budget from the Honorary Treasurer following approval of that Budget by the Management Committee at its first meeting after the E.C.R.U. A.G.M.
Maintaining an up to date account of their allocated budget - this will be centrally maintained by the Honorary Treasurer and communicated to the budget holder for review and comment on a quarterly basis
The approval and verification of all invoices and items of expenditure submitted via email or the E.C. Office Administrator for settlement by the Honorary Treasurer.
Regularly reviewing their expenditure forecast against the proposed timescale and the actual spend.
The provision of a written up to date account to the Honorary Treasurer of expenditure against budget for each Quarterly Finance Committee meeting
The provision of expeditious information to the Finance Committee of any budgetary concerns.
Attendance at Budget Managers Induction Meeting.
The following posts should become Budget Managers:
There is an expectation that this responsibility be delegated to the various sub divisions e.g. Coaching, Age Groups, Schools of Rugby but the ultimate accountability remains with the Chairman of CBRDP. The Chair of the C.B.R.D.P. will identify the Budget managers that fall within his/her sphere of responsibility.
All ‘Tool Kit’ budgets must be identified in the Honorary Treasurers Annual Account and reviewed each Quarter by the Finance Committee.
Over time other areas of work may be identified by the General Committee as being appropriate for a specific Budget and they will be subject to the same processes that have already been outlined.
A system of Annual Salary Review will always be in place for all paid staff for whom the ECRU is responsible and this will include a regular process of formal staff Supervision and Appraisal by an identified Line manager.
4. Summary
The ultimate responsibility for the Financial Management of the ECRU lies with the General Management Committee to whom the Honorary Treasurer is a most important, qualified advisor concerning the financial affairs of the Union.
In order to expeditiously, effectively and efficiently discharge its financial obligations to its stakeholders, it is vitally important that the Management and Executive Committee be in receipt of up to date financial information so that ECRU can most properly exercise its supervisory duty to make appropriate and responsible decisions.
Club Accounts
RFU Regulation requires Clubs at Regional Level 1 and below to be monitored by ECRU.
These clubs are required to produce accounts to cover a full season and therefore a year end will need to be in the mid-season break - ideally May or June.
- Annual Accounts consisting of an Income and Expenditure Account and a Balance Sheet are to be submitted to ECRFU by 31st December each year.
- Failure to meet this deadline may result in a fine or other sanctions.
- Following a review of the accounts if further enquiry is considered necessary, or if ECRFU become aware of any other relevant information giving rise to concern, the Treasurer will follow up with the Club Chairman and/or treasurer.
- Clubs are reminded of their obligation to advise ECRFU if a Material Change or a Notifiable Event occurs. Please see RFU Regulation 5 for definition of these events..
Submit full set of accounts via email to the ECRU Treasurer:
Honorary Treasurer
Committee Roles & Responsibilities
The Management Committee is ECRU’s governing body, supported by sub-committees for specialised areas. Key roles are:
Role
Responsibilities
Board‑level ambassador for Eastern Counties Rugby Union
Provides leadership, sets strategic direction and liaises with clubs
Manages administration, meeting records and communications
Exercises financial oversight and ensures budget compliance
Leads club growth support, membership engagement and community links
Oversees player pathways and representation across age groups
Represents Eastern Counties interests at the national union level
Represent Cambridgeshire, Norfolk and Suffolk clubs within governance structure
