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Eastern Counties Rugby Union

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Minutes of All Committee Meetings

Welcome to the official Meeting Minutes archive for Eastern Counties Rugby Union (ECRU). Here, you can access key documents from Annual General Meetings, Council Member briefings, sub‑committee updates, and other governance sessions—spanning multiple years.

Quick Links by Year

2023

Council Member briefing January 2023

2022

Council Member briefing July 2022AGM Minutes 11/6/22Finance Committee Minutes 18/2/22

2021

Council Member briefing May 2022Management Committee Minutes 17/1/22Management Committee Minutes 15/11/21Finance Committee Minutes February 2022Council Member briefing December 2021Competition Minutes 8th December 2021Management Committee Minutes 20/9/21Governance Committee Minutes 12/8/21Management Committee Minutes 12/7/21Management Committee Minutes 5/5/21Council Member briefing June 2021Management Committee Minutes 6/4/21Management Committee Minutes 9/3/21Management Committee Minutes 12/1/21Club Development, Volunteering, Funding and Facilities Minutes 27th April 2021Club Development, Volunteering, Funding and Facilities Minutes 1st March 2021

2020

Management Committee Minutes 24/11/20Management Committee Minutes 06/10/20Management Committee Minutes 01/09/20Management Committee Minutes 28/07/20Management Committee Minutes 28/7/20Club Development, Volunteering, Funding and Facilities Minutes 5th Jan 2021Special General Meeting Minutes - 20th November 2020Club Development, Volunteering, Funding and Facilities Minutes November 2020Club Development, Volunteering, Funding and Facilities Minutes October 2020Council Member briefing September 2020Club Development, Volunteering, Funding and Facilities Minutes 7th Sept 2020Competition Minutes 8th September 2020Competition Minutes 6th July 2020Council Member briefing June 2020Management Committee Minutes 05/05/20Council Member briefing March 2020Club Development,Volunteering, Funding and Facilities 3rd February 2020Governance Agenda/Minutes 10/12/19 PDFManagement Committee Minutes 12/11/19Management Committee Minutes 08/10/19Management Committee Minutes 03/09/19

2019

Management Committee Minutes 07/05/19Competition Committee Minutes 26th November 2019Operations Minutes 1st October 2019Competitions Minutes 30th September 2019Club Dvelopment, Volunteering, Funding & Facilities September 2019

2018

Club Dvelopment, Volunteering, Funding & Facilities May 2019Competitions Minutes 24th July 2019Council Member briefing May 2019Management Committee Minutes 09/04/19Competitions Committee Minutes 3rd April 2019Club Dev Minutes April 2019Competitions Minutes Wymondham Wed 10th April 2019Competitions Meeting Shelford Weds 10th April 2019Competitions Meeting Sudbury Mon 8th April 2019Governance Minutes 22/03/19Management Committee Minutes 22/03/19Management Committee Minutes 12/03/19Cambridgeshire Minutes 6th March 2019Management Committee Minutes 15/01/19Club Dev Minutes December 2018Governance Minutes 11/12/18Management Committee Minutes 13/11/18Improving Club-County-CB engagement 11/9/18Club Dev Minutes September 2018

2017

Governance Minutes 21/08/18
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.​