Ormskirk RUFC

91st Annual General Meeting of Ormskirk Rugby Union Football Club

4th July 2025 at 7.30pm in the Clubhouse

Agenda

• APOLOGIES

• APPROVAL OF MINUTES FROM 2024 AGM

• TREASURER’S REPORT / PRESENTATION

• CHAIRMAN’S REPORT / PRESENTATION

• DIRECTOR of RUGBY REPORT

• BUSINESS DEVELOPMENT

• CLUBHOUSE/BAR/EVENTS/BOOKINGS

• MINI / JUNIOR SECTION UPDATE

• SAFEGUARDING & RUGBY SAFE UPDATE

• REGISTRATIONS & MEMBERSHIP UPDATE

• BOARD POSITIONS for 2025/26 (Members’ vote)

• TEAM CAPTAINS for 2025/26

• LIFE MEMBERSHIPS

• RULE CHANGE(S) – Membership Subscriptions Rule 4.6

• AOB. To hear any relevant matter. On which no voting shall be allowed.

• CLOSE & DATE OF NEXT AGM

Members intending to stand for Board positions must be proposed and seconded by club members and inform Club Secretary prior to AGM by email: secretary@ormskirkrugby.co.uk Proxy votes to be received by Club Secretary 2 working days prior to meeting. Zoom attendance requirements to be requested via Club Secretary.

Attached below is the Board Structure and proposed rule change to increase monthly subscriptions for Playing Members from 1st September 2025.

Proposed Rule Change 4.6
To increase monthly subscriptions from 1st September 2025 as follows:-

a) Senior Playing Member – Men Over 21 increase to £22.50
b) Senior Playing Member – Ladies Over 21 increase to £14.50
c) Senior Playing Member - Under 21 or FTE increase to £10.50
d) Non-Playing Member – Social - no change £8.00 (raised in 2024)
e) Life Members and President – no change £0.00
f) Mini, Juniors and Colts – 1 player aged 6 and over increase to £15.50
g) Mini, Juniors and Colts – 2+players aged 6 and over increase to £15.50
h) Mini and Juniors Playing Members - Girls U18 & all 5 and under – no change £6.50
i) Family Subscription – Snr Player + Mini, Juniors and Colts player increase to £32.50

ORUFC Board Structure

ORUFC Role Descriptions

POST: The President

This is an honorary position and a Non-Executive Board Member. As the main representative of members on the Board, the role specifically ensures constitutional compliance and steering on Governance. Lead role for International Tickets and presents the Annual Gala Dinner.

POST: Club Chairman

The Chairman provides leadership and direction to Club by defining strategy with assistance from the Club Board.  The Chairman chairs the majority of meetings and ensures member of the Board are able to perform their duties.  Other duties of the Chairman include ensuring that the section is being run in a suitable manner according to the RFU by making sure that all official and club documentation is completed, and the necessary obligations met.  As well as this, the Chairman represents the section at various club events.

Overview of Core Responsibilities

• Directing and steering the shape, implementation and achievement of a strategic plan that will secure a sustainable and financially secure Club capable of being the Rugby Club of choice in West Lancashire. 
• Leading the business development change and improvement and addressing the legal structure, Club constitution and strategic direction.
• Leading the Board through change and improvement ensuring all members are engaged and involved in securing the successful implementation of the Strategic and Business Plans.
• Communicating with and engaging all stakeholders in partnership to work together and achieve the Vision and to promote rugby across West Lancashire and beyond.
• Evaluating development options to ensure that the Club’s vision for a state-of-the-art Clubhouse and playing facilities is addressed within the WLBC 2027 Local Development Plan. 
• Coordinates and Chairs regular club meetings including EGMs and AGMs. Sets agenda and controls discussions in club meetings
• Makes decisions in consultation with other officers

• Plays an executive role as the principal officer throughout the year
• Managing the requirements for effective HR and people management, Health & Safety, Child Protection issues and insurance.

• Supervise the implementation of club policy as formulated by the management committee 
• Be a visible member of the whole club attending various club held events
• To participate, support and volunteer at events held by the club.

Experience, Skills and Abilities

• Strategic leadership and management within a successful organisation.
• General business experience at many different levels.
• Experience of successfully initiating and implementing change projects.
• Experience of governance.
• Ability to shape and develop clarity of vision and to develop and implement strategy.
• Good communication skills.
• Excellent people management skills including an ability to forge and maintain a wide range of community relationships.
• Organisational skills including time and commitment

POST: MJS Chairman 

The MJS Chairman provides leadership and direction to the Mini & Junior Section by defining strategy with assistance from the MJS Committee.  The Chairman chairs the majority of meetings and ensures all MS Committee are able to perform their duties.  Other duties of the Chairman include ensuring that the section is being run in a suitable manner according to the RFU by making sure that all official and club documentation is completed and the necessary obligations met.  As well as this, the Chairman represents the MJS Section at various club events and has a seat on the Club Board.

Overview of Core Responsibilities

• Directing and steering the shape, implementation and achievement of Minis and Juniors Sports Development Plan that contributes to the achievement of ORUFC as the community sports Club of choice in West Lancashire.
• Clarifying and promoting the ethics, standards and rules of club behaviour across the mini/junior section of the Club.
• Managing the provision and development of junior rugby including progression routes and playing opportunities to ensure that maximum use is made of developing, using and retaining home grown talent to ensure successful and sustainable teams at all levels in future years.
• Building and maintaining a positive playing experience through effective liaison with RFU to share best practice and liaison with Finance to ensure appropriate funds and resources are available.
• Coordinates and Chairs regular MJS Committee and Coaches meetings. Sets agenda and controls discussions in club meetings
• Makes decisions in consultation with other officers of the MJS Committee
• Managing the requirements for effective HR and people management, Health & Safety, Child Protection issues.
• Be a visible member of the whole club attending various club held events
• To participate, support and volunteer at events held by the club.

Experience, Skills and Abilities

• Strategic leadership and management experience within a medium sized or large organisation.
• Specialist expertise in either: financial management, law, project or programme management, marketing, governance, human resources or organisational development.
• Ability: shape and develop a clear vision for sport and to develop and implement strategy.
• Experience in planning and organising people, rugby matches, group activities in a
• Ability: interpret and disseminate best practice and design and gain commitment to ethical standards of behaviour and practice.

POST: Club Treasurer

Overview of Core Responsibilities

• Preparing and providing an annual budget, reports, and regular financial information to the Board so that the financial performance/status of the Club is managed effectively to achieve financial stability. 
• Attend Board Meeting and provide updates regarding the financial position of the sections and club
• Prepare and present annual budgets and control costs for all Teams and Club Sections to the The Board for consideration, making necessary alterations, for final approval by The Board
• Administer club accounts, preparing income and expenditure accounts and cash flow forecasts. 
• Monitor registration fees and subscriptions, paying any necessary fees
• Appoint auditors if necessary
• Planning and managing the financial performance, policies and procedures of the club so that it operates on a sound and transparent commercial basis providing Value for Money for all members and users.
• Managing the financial matters, policies, practices and procedures required for the Club to operate as a legal entity, undertaking actions required by CASC/Companies House and maintaining a positive relationship with the bank. 
• Exploring and securing opportunities for income generation through investment options, fundraising, and sponsorships. Make recommendations on policy for funding of the club
• Review the financial stability of the club, and, if necessary, recommend appropriate action to The Board
• To participate, support and volunteer at events held by the club.

Experience, Skills and Abilities

• Management of financial matters within a business or organisation.
• Strategic leadership and management within a successful organisation. 
• Specialist expertise in either: book-keeping, law, project or programme management, marketing, human resources or organisational development. 
• Ability to determine budgets to support the strategic and operational plans to ensure budget priorities and decisions reflect the vision and objectives of the board.
• Thorough understanding of the financial reports.
• Developing and delivering sound financial policies, processes and procedures.
• Ability to translate and communicate financial information and legal requirements effectively and transparently, to the Board and members.

POST: Club Secretary

Overview of Core Responsibilities

• Identifying and implementing effective administration of the Club, ensuring all systems and procedures run well and translate to success on the field
• Ensuring effective communication internally between the Board, Club Sections, Club Members; and externally with other clubs and leagues
• Managing, recording and filing all paperwork, club correspondence and making sure all necessary actions are followed up
• Providing required and necessary details to the RFU and Constituent Bodies (CB) 
• Maintaining accurate and up-to-date records of club members, former members and stakeholders
• Organising the AGM, Management Board and club meetings, preparing agendas and paperwork, and taking minutes, communicating to all meeting attendees.
• Communicating any important matters between the RFU, CB, and leagues, showing a thorough understanding of the rules of all these bodies 
• Managing all legal and insurance matters
• Ensure all contacts details for the Club including appointed Club Officials is maintained and updated on a regular basis
• In conjunction with the other management officials, ensure publicised Club information is regularly reviewed, updated and distributed.
• To participate, support and volunteer at events held by the club.

Experience, Skills and Abilities

• Management of administration including the development of effective systems within an organisation
• Confident and good at communicating both orally, in writing and face-to-face
• Ability to organise and administer all aspects of meetings 
• Ability to operate with a high level of organisational skills and personal management skills
• IT literate with access to email

POST: Business Development Officer

Overview of Core Responsibilities

• Create and drive a club business plan that will secure a sustainable and financially secure Club through effective relationship management with internal and external partners.  
• Creating and developing business opportunities that lead to income generation through the effective management of facilities both current and in the future and securing grant funding where appropriate.
• Developing a Marketing Strategy to achieve effective sales, marketing and communication to all stakeholders and partners across West Lancashire.
• In conjunction with the Communication and Events Officer identify and implement a consistent PR strategy that captures the Club image and ethos and builds a positive relationship with the media, RFU, Sports and Education networks, other local sports clubs, Local Authority and businesses
• Determining and achieving a range of sustainable income generation partnerships through sponsorships, advertising, fundraising options and maximising use of the clubhouse, working closely with the Treasurer and Communications and Events Officer.
• Maximising the participation of Club members and partners through regular events and activities.
• To participate, support and volunteer at events held by the club.

Experience, Skills and Abilities

• Business Management at a senior level in an organisation or business.
• Management of marketing and sales in a business or large organisation.
• Strategic leadership and management within a successful organisation. 
• Specialist expertise in business development and either grant funding, law, project or programme management, marketing, governance, communications, human resources or organisational development. 
• Ability to shape and develop clarity of vision and to develop and implement a comprehensive marketing and/or communications strategy.

POST: Club Communication and Events Officer

Overview of Core Responsibilities

• Develop a Communications Strategy to raise the profile of the club to internal and external audiences
• Managing a Task Group to deliver positive and innovative communications/PR for the Club, making full use of all media and social media channels
• Developing and using internal channels (club newsletter, website, notice boards etc) and liaise with local and national media (press, TV, radio, web etc) to maximise publicity for the Club’s games, events and activities.
• In conjunction with the Business Development Officer identify and implement a consistent PR strategy that captures the Club image and ethos and builds a positive relationship with the media, RFU, Sports and Education networks, other local sports clubs, Local Authority and businesses
• Managing regular events and activities to maximise the participation of Club members and partners.

• Determining and achieving a range of sustainable income generation partnerships through sponsorships, advertising, fundraising options and maximising use of the clubhouse, working closely with the Treasurer and Business Development Officer
• To participate, support and volunteer at events held by the club.

Experience, Skills and Abilities

• Good working knowledge of communication strategy, PR, media, and communication techniques
• Ability to lead a team of people to achieve agreed outcomes
• Good management and organisational skills
• An excellent communicator, with experience of using all forms of the media and meticulous with details
• Passionate about rugby, the Club and is a team player

POST: Club Rugby/Sporting Director

Overview of Core Responsibilities

• Directing and steering the shape, implementation and achievement of a Sports Development Plan that secures sustainable and viable rugby and related sports to be the community sports Club of choice in West Lancashire. 
• Clarifying and promoting the ethics, standards, and rules of club behaviour across the Club.
• Managing the provision and development of rugby including progression routes and playing opportunities to ensure that maximum use is made of developing, using, and retaining home grown talent to ensure successful and sustainable teams at all levels in future years.
• Building and maintaining a positive playing experience through effective liaison with RFU to share best practice and liaison with Finance to ensure appropriate funds and resources are available
• Attend disciplinary meetings, Lancashire RFU meeting and other relevant external playing meetings.
• Provide guidance on kit requirements for each team and coordinate, with the agreement of the Treasurer, purchasing new equipment for team
• Ensure that rugby matches, and associated activities are run efficiently and safely.
• To participate, support and volunteer at events held by the club.

Experience, Skills and Abilities

• Management skills and experience.
• Strategic leadership and management within a successful organisation. 
• Specialist expertise in either: financial management, law, project or programme management, marketing, governance, human resources or organisational development. 
• Ability to shape and develop clarity of vision and to develop and implement strategy.
• Experience of planning and organising people, rugby matches, group activities in a safe manner promoting inclusion, diversity and best practice models.
• Ability to interpret and disseminate best practice and design and gain commitment to ethical standards of behaviour and practice.

POST: Membership and Registration Offices (2 Board positions)

Senior Section

MJS Section 

The Membership Secretaries coordinate the registration of existing and new players to the section, ensuring that all documentation for players is correct and any outstanding fees are received.   The Registration Secretaries are also responsible for maintaining accurate records on every player, ensuring that all information is relevant and correct. 

 Overview of Core Responsibilities 

• Co-ordinate players registration day, including the collation of existing player information, collection and receipt of fees paid 
• Review Direct Debit subscription collections. 
• Assist in coordinating the issuing of Membership Cards for all Members, reviewing, and advising if subscriptions are cancelled to deactivate membership cards. 
• Assists with recruitment and publicity 
• Certifying the completion of new player documentation is correct and all necessary consent forms, fees and photographs are received 
• Register the new players on the RFU Rugby First and issue laminated ID card for each player using players name, RFU number and DOB 
• Assist in the collection of registration fees and keep detailed records for the treasurer 
• Holds and continually updates data and details of all members 
• Provide regular updates to management committee and coaches regarding details of registered players and outstanding registration fees 
• Liaise with the Child Welfare Officer regarding officials CRB status and handling sensitive player and parent data 
• Issue coaches and officials laminated ID cards using their CRB number and issue date.  
• Update Club noticeboards with up-to-date coaches and management team contacts and photographs, fixtures for the season and handouts for players and parents 
• Attend monthly Committee and Coaches Meetings
  

POST: Safeguarding Officer  

The safeguarding officer ensures the safety and care of the young players within the section by ensuring that all coaches and volunteers are aware of their responsibilities during their duties and ensuring that safeguarding practices are promoted and maintained.  The safeguarding officer also makes sure that accurate records are kept for club volunteers and ensures the section meets the criteria set by the RFU for Safeguarding Children and Vulnerable adults in Rugby. 

 Overview of Core Responsibilities 

• To ensure that children and young players are provided with the highest possible standard of care by their coaches and volunteers
• To implement a child/young player protection policy 
• To raise awareness and understanding that abuse does happen in sport and to establish communication and reporting procedures 
• Liaison with team officials regarding changes in policy  
• Liaison with RFU child welfare officer  
• Managing and agreeing a course of action regarding any reported incidents  
• Maintenance of records regarding any reported incidents  
• Maintenance of child protection policy  
• Complete Safeguarding audits and documentation as required 
• Maintenance of records regarding club volunteers, their CRB reference numbers and expiry dates 
• Attend monthly Board and Coaches Meetings

POST: Coaching Co-ordinator 

The Coaching Coordinator ensures that the coaching provided to the club’s players is in line with RFU guidelines.  This includes making sure that all equipment used during coaching is fit for purpose and that all coaches have the necessary training and qualifications to provide coaching to players.  Report to Director of Rugby and not attend Board meetings.

Overview of Core Responsibilities 

• Liaison with all team officials, new coaches, and volunteers to the club regarding relevant courses available 

• Recruits, encourages, develops, and organises training for all club coaches 

• Liaises with CB and RFU on coaching courses 

• Acts as point of contact for all coaching queries 

• Maintenance of records regarding coaches and relevant qualifications, ensuring all teams comply with the minimum requirements per team – first aid, rugby ready, level 1/2 etc  

• Attend monthly Committee and Coaches Meetings 

• Provide guidance on kit requirements for each team and coordinate, with the agreement of the treasurer, purchasing new equipment for team 

• Provide and assist with coaching plans, layouts, places, and equipment requests 

• Update coaches on selection process for academies and regional squads 

• Involvement and input into new coaching information guide

POST: MJS Fixtures Secretary (non-Board position)

The Fixture Secretary is responsible for arranging most of the sections matches, allocating pitches and ensuring that each home match is officiated by a referee. The Fixture Secretary acts as the main link between the club, Lancashire RFU and other clubs.  

Overview of Core Responsibilities 

• Point of reference between league and teams 
• Contacts all team members regarding fixture list and individual matches 
• To arrange following seasons fixtures and liaise with fixture secretaries of other clubs on a weekly basis to confirm forthcoming weekly fixtures.  
• Maintain good communications between all parties involved, to ensure smooth running of the fixtures throughout season. 
• Communicate with Lancashire Rugby regarding Cup Competitions 
• Communicate with ORUFC coaches, catering, and bar staff on a weekly basis 
• Arrange referees on a weekly basis to officiate at home matches 
• Allocate pitches for home matches between Green Lane and Church Fields 
• Attend monthly Committee and Coaches Meetings 
• Attend Lancashire Fixture Secretary Meetings and Lancashire Cup Draws 
• Communicate next seasons fixtures list to all coaches and club officials 

POST: Health and Safety Officer (Non board position)

Overview of Core Responsibilities

• Develop a Health & Safety strategy to improve the Club’s activities and compliance for internal and agencies
• Report to the Club Chairman and work closely with other board members as required
• Review all Health safety compliance and current documentation and improve as appropriate

• To participate, support and volunteer at events held by the club.

Experience, Skills and Abilities

• Working knowledge of Health and safety legislation and of to show awareness of future requirements
• Ability to lead a team of people to achieve agreed outcomes
• Good organisational skills
• An excellent communicator, with experience of using all forms of the media 
• Passionate about rugby, the Club and is a team player