REAPERS
RFC
5-YEAR
DEVELOPMENT
PLAN
2009-2013
MISSION
STATEMENT
“ To build the sport and
culture of Rugby in the
Lloydminster area for
all ages”
AIMS & OBJECTIVES
Develop a family/club spirit/atmosphere/bond, which will motivate players
and members to value and support REAPERS RUGBY FOOTBALL CLUB
Players encouraged to be more involved with the development of the club. i.e.
Entertainment, Sponsorship, Fundraising etc.
Written duties for most new management positions. Foundations,
Structures and Committees completed and fully functional by the end of
2009 season.
Preparation work for 2009 completed by 1 April 2009.
i.e. Appointments, Budgets, Players & Members Recruitment, Sponsorship &
Funding, Fixtures, Advertising etc
Improve Player/Club relations.
i.e. Players Dues:- supplied with club playing kit, new club shirt for after
game time.
New Player & Membership Appeal.
i.e. 10,000 A5 flyer promotion targeting Lloydminster. Inviting new players,
members and sponsors to a “Special Open Day” held in the new grounds/school.
"Support your local Rugby Football Club" - REAPERS RFC have just completed a
major building development program and are adopting a 5-year development plan
which encourages community development and therefore we are inviting new
members and players to join.
If you are interested please contact: MEMBERSHIP - ……………………….
PLAYERS - ………………………….
Recruitment Targets:Players – minimum 5 male and female per year.
Total Club Playing Membership - 70
Non playing Members – 5 per year.
New Sponsorship Opportunities:- Various Packages (Gold, Silver & Bronze)
and Family Membership.
Club Expenditure Costs and Sponsorship & Funding Program prepared Jan 1
for 2009 season.
Develop an exciting Social Program by Jan 1 for the following season.
i.e. Special Dinner's, Monthly Dinner's, Golf Outings etc.
Lunch Targets 4 per season:- 2 Sponsors & 20 Guests, once clubhouse in
place.
Improve Club Communication with Players & Members.
i.e. E-mail, website and club newsletter.
REAPERS RFC Media Profile to be improved.
Special Dinner & Match to celebrate the completion of our new facility.
Huge Promotional Opportunity for REAPERS RFC.
Prepare innovative Corporate Sponsorship Packages for various amounts to
attract large, medium and small clients. Linking Sponsors to Purchases.
Each Package to offer an incentive.
Sponsor Match Ball and receive a free lunch invitation for 3 etc.
5-Year Development Plan presented in a special promotional pack.
New club facility must maximize it's potential.
Constantly looking for new development opportunities and ideas.
i.e. “Summer Corporate Touch Tournament”. Gents, Ladies & Mixed.
Club Tours.
Players Recruitment must be conducted by all existing members. Executive
will be responsible to provide funding to advertise that new players are
welcome. Set up monthly club functions in the off-season to get interest
from outside members.
Club Merchandise:- Mugs, Rugby Balls, Golf shirts, Wind Suits, Shorts,
Hoodies, T shirts, Stickers, Calendars etc.
Fixtures for the in-coming season to be discussed in April by the Fixture
Secretary, Club Coach, Youth Directors and VP men and womens.
Mini's (Kindergarten age – 12yrs old) established as part of the Rugby Club.
Open & Promotion Day – Reapers Festival of Rugby in early May. Target 120
players.
Special Coaching by Club Coach, Senior Players & Special Guests
Mini Tour i.e. Edmonton
Personal Development Programs.
Youth Development/Promotional Program with the local community and
schools to support the development of the under 12, 14,16 & 18.
Target: 15 players per team.
Executive to support this development.
Organization: Youth Director, 2 Managers per team, Referee & supported by
club coach.
Special Coaching by Club Coach, Senior Players & Special Guests.
Youth Tour.
Promote Special Relationship with local schools.
Estimated expenditure for next season costs by Jan 1, team managers to
inform CFO.
The Mini's & Youth to play before Senior REAPERS on selected dates.
Develop Club Friendly's & Tours.
Continuity in Management, Coaching and Team Management & Captains.
REAPERS RFC logo to be used in all sports wear, stationary, promotional
material etc.
2009
1st XV
Build team spirit, attitude and training attendance, Improve fitness levels,
continue to Improve basic skills. Improve playing numbers and quality.
Target:- To finish winners of the league and do well in play offs, End of
season Tour. Update when league decisions made
2nd XV
Establish a 2nd XV and play several exhibition games, build a good team
spirit, attitude and training attendance. Improve playing numbers and
quality.
Target:- competitive side, good team spirit and complete all games.
Ladies
Improve playing numbers, improve morale and build a good team spirit,
improve fitness levels and basic skills
Target:- To improve defense and score a minimum of 2 tries per game.
Win all exhibition games vs. div 2 teams.
Youth
Improve playing numbers.
Target:- Recruit more coaches, referees and 2 managers per team. 15
players per team.
Mini
Close links with the rugby club.
Target:- 30 players and 4 games to include a mini Tour. Special Open
Day for Promotion & Registration. Coaching Structure. Family
Membership. (Encourage family involvement in the club, membership & club
spirit/pride). Occasionally provide tea & coffee etc for visiting teams &
supporters.
2010
1st XV
Improve playing numbers and quality particularly in key positions.
Target:- Finish top 3 in the league.
2nd XV
Improve playing numbers and quality and register in a competitive league.
Target:- Consolidate a mid table league position. Fulfill all games
Ladies
Improve playing numbers, improve morale and build a good team spirit
Target:- Finish top 3 in league
Youth
Improve playing numbers and quality.
Target:- Consolidate management and coaching structure. 20 players per
team.
Mini
Target:-
Continue to improve quality of management, coaching, quality
of play & refreshments etc.
Consider hosting a REAPERS MINI TOURNAMENT.
2011
1st XV
Improve playing numbers and quality particularly in key positions.
Target:-
Win league, compete well in playoffs.
2nd XV
Improve playing numbers and quality particularly in key positions.
Target:- Finish in the top-half of the league.
Ladies
Improve playing numbers, improve morale and build a good team spirit
Target:- To improve defense and start wining games.
Youth
Continue to improve quality of management, coaching and playing
performance.
Target:-
Improve quality of management, coaching and playing performance.
Mini
Target:-
Continue to improve quality of management, coaching, playing
performance & refreshments.
REAPERS MINI TOURNAMENT & TOUR.
2012
1st XV
Improve playing numbers and quality particularly in key positions.
Target:- Finish first in the league.
2nd XV
Improve playing numbers and quality particularly in key positions.
Target:- Challenge for Promotion.
Ladies
Improve playing numbers, improve morale and build a good team spirit
Target:- Finish in top-half of div. End of season tour.
Youth
Improve playing numbers, quality of management, coaching and performance.
Target:- Improvement in all team performances.
Consider REAPERS Youth Tournament & Tour.
Occasional refreshments/lunch for visiting team/s
Mini
Continue to Improve quality of management, coaching, performance and
refreshments.
Target:-
REAPERS MINI TOURNAMENT & TOUR.
2013
1st XV
Continue to improve playing numbers and quality particularly in key positions.
Target:-
To win playoffs in div 1.
2nd XV
Continue to improve playing numbers and quality particularly in key positions.
Target:- Promotion.
Ladies
Improve playing numbers, improve morale and build a good team spirit
Target:- To win a competitive league
Youth
Continue to improve playing numbers, quality of management, coaching,
performance and refreshments.
Target:- Continue attracting players and providing players for selection.
Team quality and performance.
REAPERS Youth Tournament & Tour.
Mini
Continue to improve the quality of management, coaching, performance &
refreshments.
Target:- REAPERS MINI TOURNAMENT & TOUR.
EXECUTIVE
COMMITTEE
President
CFO
VP-Men’s
VP-Women’s
VP-Administration
Non-Voting Members
General Member
Past President
Management Roles:
Sponsorship
Fundraising
Entertainment
Youth Rugby
Pitch Maintenance
Fixtures Secretary
Marketing
Executive Committee Rules
Must:be a member of the Rugby Club.
deliver the 5-year development plan.
General Member: One other club member can be invited to attend by the
Executive Committee on occasions or every month
General Member/Past President: Have no voting rights
President
CFO
VP-Men’s
VP-Women’s
VP-Administration
Non-Voting Members
General Member
Past President
Management
To meet the ever-increasing challenges to club rugby it was considered
necessary to adopt a new management structure. The proposed format is
only a temporary structure until the various functions/structures become
established. At this stage the number of sections will reduce to 7
categories incorporate all functions:-
Sponsorship
Fundraising
Entertainment
Youth Rugby
Pitch Maintenance
Fixture Secretary
Marketing
EXECUTIVE ROLES
Club President Brief
Presidential, High Profile, PR figure who will represent the club at all functions.
The President has the overall responsibility for managing the club and
implementing the 5-year development plan.
This prominent figure used to attract New Players, New Members, Coaches,
Enhance Club Profile and Publicity etc.
It is the President’s intention to establish a calendar of events each year. It is
therefore imperative that the annual program of events is agreed in April so
that they can be advertised and members informed.
To regularly attend all Branch (SRU/NSRU) meeting's and promote REAPERS
Rugby Football Club.
Organize annual dinner dance banquet and ensure awards are available for
this banquet.
Assist other executives as required with their day to day duties.
Oversee annual budget
Assist with sponsorships.
Along with coach and club captain handle media relations.
To increase Rugby Football Club Membership by at least 25% each year.
President must be aware of transfer/registration dates and forward forms to
the Club Secretary immediately.
VP-Admin (Secretary Brief)
Oversee all dues, registrations and collections.
Ensure there are adequate office supplies.
Prepare Database of Current & Potential New Members. Details to include Name,
address (postcode), DOB, tel/fax/mobile nos. and e-mail address.
Review and distribute club correspondence.
To immediately pass on information/letters once received to relevant club
personnel. Preparing typed minutes and agenda of each management committee
meeting and forward to members before the next meeting. Also ensure the
approved minutes are posted to the secure Reaper website.
To also prepare meeting agenda with the Club Chairman.
Use official rugby club letter headings with all correspondence.
CFO (Treasurer Brief)
Responsible for all financial matters at REAPERS RFC. Prepare monthly and
annual reports for the management committee. Liaise with the club auditors to
finalize our annual financial affairs.
Monthly Report to include - Bank balance, Total Amount of cheques not cashed,
Actual balance, Total Amount of Invoices received, Monies due, Potential balance.
The Treasurer will require 3 written quotations for each major purchase over
$100.
Treasurer requires an invoice/receipt before cheques can be issued.
Normal credit 30 days.
Monthly Meetings with Sponsorship/Funding Manager and Chairman to review
clubs finances.
To keep the Chairman updated at all times and prepare a typed report if unable
to attend the monthly management committee.
VP –Men’s
Oversee all aspects of the senior men’s rugby program.
Qualify and arrange for provision all men’s program needs including jersey’s
and equipment. Arrange for physios at games.
Organize team travel (book hotels, rental vans etc.)
Facilitate program needs and direction in co-operation with the club coach.
Prepare a detailed budget reflecting the team’s needs.
Mediate any player issues and conflicts with the assistance of club coach and
president as required.
To regularly attend all Branch (SRU/NSRU) meeting's and promote REAPERS
Rugby Football Club.
VP-Women’s
Oversee all aspects of the senior men’s rugby program.
Qualify and arrange for provision all women’s program needs including
jersey’s and equipment. Arrange for physios at games.
Organize team travel (book hotels, rental vans etc.)
Facilitate program needs and direction in co-operation with the club coach.
Prepare a detailed budget reflecting the team’s needs.
Mediate any player issues and conflicts with the assistance of club coach and
president as required.
To regularly attend all Branch (SRU/NSRU) meeting's and promote REAPERS
Rugby Football Club.
Club Coach Brief (could be General Member in Executive)
To establish a good working relationship with the Executive and adopt the club's
5-year Development Plan.
Coaching knowledge with vision, positive attitude and strong management skills to
create a well drilled highly motivated squad. The desire and commitment to
succeed and get the REAPERS playing Div 1 Rugby. To influence the development
of quality rugby, which will see all teams, improve year on year per plan.
Involved with all sections of Rugby from the minis to the seniors, also involved in
community and school Development
Establish a good relationship with players and members to build the “Family
Atmosphere /Club Spirit”.
**MANAGEMENT ROLES COULD BE DETERMINED BY THOSE THAT
ARE PLACED IN THE ROLE AT THE BEGINNING OF THE
SEASON**INPUT DUTIES AS ALREADY DISCUSSED**
Entertainment Representative
Innovative ways of encouraging all Reapers to plan a variety of functions each
year to increase the Social clubs turnover/profit.
Ideas could include:
o "Friday Afternoon Club",
o "Big Screen"
o Open Saturday Morning to attract parents of mini-rugby offering tea or
coffee and morning scones to promote membership etc, etc.
o Monthly evening meal open to the entire rugby club, starting in June.
(Members, Players including wives & girlfriends)
o Summer Barbecues. Price to include free pint. (For all but focusing on
Player recruitment)
o Supporters Club
Fee to include lunch at all home league matches and REAPERS supporters
Polo shirt.
o New Facility Grand Opening Dinner
o Guess the Score etc
o Draw for bottle of drink
Any additional events or ideas are always welcome
Secure Storage System for our equipment, balls etc.
Special Display area for Rugby Club photographs, cups, memorabilia etc.
Disciplinary Procedures.
NB: It is very important that the schedule of events for the year are confirmed
with the Club Chairman
Reporting developments immediately and formal monthly e-mail/typed report to
the club Chairman.
Marketing Representative
Review Membership charges and update presentation offering a variety of
innovative deals. i.e. gold, silver, silver, family membership. (Free tie, lunch,
badges, polo shirt etc.) REAPERS RFC MEMBERSHIP PACK.
With latest newsletter, details of forthcoming events, information on how to join
the REAPERS SUPPORTERS CLUB and purchase club wear/accessories etc.
Use club letterheads on all correspondence.
Club Promotions for Players, Membership and Supporters Club will occasions are
linked and therefore each committee will need to liaise.
To place and manage the order of the kit with approved supplier.
To gather club kit requirements for the incoming season in January of each year.
i.e. jersey, shorts, socks, water bottles, training gear, polo shirts, tee shirts,
casual shirts, blazer etc.
To provide a detailed monthly typed stock report (description, sizes, no's, net &
retail price) for the Club Chairman and Management Committee.
To liaise with THE WEB MASTER to ensure the REAPERS Kit is displayed on-line
and in REAPERS display cabinet.
Website must be updated weekly.
Members encouraged to send the operator photographs, news items - funny or
serious, comments etc.
To keep in regular contact with the local papers, radio and TV stations
“Reaper Report”
REAPERS RFC NEWSLETTER Monthly news about all section; sponsors, members, players, pavilion development,
coming events, quotes/sayings, jokes, quiz, guess who etc.
To go to all members every month.
Printing could be sponsored.
The Club Chairman to be kept advised at all times and a typed report prepared
each month
Sponsorship Representative
Prepare database of current and potential short, medium and long term Clients.
Presentation portfolio in club colours. Design and layout as agreed with Club
Chairman.
Funding and Sponsorship opportunities: Specific items require by the club, website and Corporate Events. (Corporate
Winter indoor Touch Rugby, Corporate Golf Event, New Facility Opening Dinner).
Sponsorship Packages tailored to meet the client’s needs.
Work with Marketing representative to secure awards, trophy, etc for annual
awards dinner.
The Club Chairman to be kept advised at all times and a typed report prepared
each month.
Fundraising Representative
Spearhead annual events
o Reaper Creeper
o Ladies Night
Also on-going projects
o Husky Cards
o Sobey’s Cards
o Molson Receipts
o Bingos
o etc
Youth Rugby Representative
Oversee all aspects of the junior rugby program.
Qualify and arrange for provision all men’s program needs including jersey’s
and equipment.
Arrange for physios at games.
Organize team travel (book hotels, rental vans etc.)
Facilitate program needs and direction in co-operation with the club coach.
Prepare a detailed budget reflecting the team’s needs.
Mediate any player issues and conflicts with the assistance of club coach and
president as required.
Actively recruit parents to assist with the program and form the nucleus of
a junior executive.
Promote the enjoyment, fun and skills of Rugby Football.
“ Learn how to Lose”.
Develop a management structure, which will deliver a first class REAPERS mini,
and junior club. Quality rather than quantity.
Focusing on quality coaching, performance, tournaments, tours and social
functions to attract parents and promote the club as “Family Friendly”.
Encourage “Family Membership” to promote the development of the mini's, new
players and members.
Keep the Club Chairman informed and prepare a monthly typed/e-mail report.
Pitch Maintenance Representative
Responsible for the grounds to be in good playing and practice condition.
Set up pitches for every home game. Including lines, flags, upright pads, touch
judge flags, sponsorship banners, etc.
Schedule watering and mowing as necessary
Fixture Representative
Work with union and club chairman/VP’s to organize every game.
Ensure location, referee, touch judge, and physio confirmed and suitable to each
team in a timely fashion.
Communicate schedule plans and changes as soon as known.
Coordinate games between teams, mens, womens, juniors and mini’s to eliminate
any conflicts.
Organize home game logistics with host bar; numbers for meal and time of meal.
President
CFO
VPMens
VPWomens
VPAdmin
General Past
Member Pres.
Sponsorship
Fundraising
Youth
Rugby
Pitch
Maintenance
Fixtures
Marketing
Entertainment