Australian Capital Territory Rugby Referees Association Incorporated Operations Manual Version 1.2 (1st Jan 2014) OPERATIONS MANUAL Table of Contents ACTRRA Structure ................................................................................................................................... 4 Brumbies Rugby Structure ...................................................................................................................... 4 The Executive .......................................................................................................................................... 5 Secretary Duties .................................................................................................................................. 5 Calendar .......................................................................................................................................... 5 Sponsorship............................................................................................................................................. 6 Association Logo ..................................................................................................................................... 6 Annual Report ......................................................................................................................................... 6 Presentation Dinner ................................................................................................................................ 6 Public Officer ........................................................................................................................................... 7 Register of Members............................................................................................................................... 7 Accounts, Audits & Annual Returns ........................................................................................................ 7 Coaching, Grading & Appointments ....................................................................................................... 7 Roles and Responsibilities for the Coaching, Grading and Appointments Committee (CGAC) .......... 7 Chairman of the CGAC (also the Senior Appointments and Grading Coordinator) ........................ 7 U/19 Appointments and Grading Coordinator ............................................................................... 8 Referee Coaching and Development Coordinator .......................................................................... 9 Club Rugby Representative ............................................................................................................. 9 Brumbies Rugby Development Officer ......................................................................................... 10 Brumbies Rugby Administrative Officer........................................................................................ 10 Code of Conduct ................................................................................................................................... 13 Member Protection Policy & Member.................................................................................................. 13 Travel Policy .......................................................................................................................................... 13 Uniform Policy....................................................................................................................................... 13 Accreditation of Members .................................................................................................................... 13 Insurance............................................................................................................................................... 13 Association Training .............................................................................................................................. 14 Referee Exchanges. ............................................................................................................................... 14 Exchange Order;................................................................................................................................ 14 Annexe 1 – Trophies and Prizes ............................................................................................................ 16 Presentation Dinner .......................................................................................................................... 16 Trophies ........................................................................................................................................ 16 Page | 2 OPERATIONS MANUAL Annexe 2 - Meetings ............................................................................................................................. 20 Annual General Meeting, General Meetings and Special General Meetings. .................................. 20 Annexe 3 – Presentation Dinner Run Sheet.......................................................................................... 21 Annexe 4- Treasures Report ................................................................................................................. 22 Annexe 5 – Off Field Uniform ............................................................................................................... 23 Annexe 6 – Presentation Night Template ............................................................................................. 24 Annexe 7 – Association Logo ................................................................................................................ 25 Page | 3 OPERATIONS MANUAL ACTRRA Structure Brumbies Rugby Structure Page | 4 OPERATIONS MANUAL The Executive The roles and responsibilities of the Executive are laid out in the Objects and Rules of the Association. Some specifics around individual roles are listed below: Secretary Duties Manage the email account. o Respond to mail. Contacts page online. o Compose membership emails; Training, Development, Seminar and Meeting notifications. o Update Contacts - email list. Website o Online forms. Red Card(s), Yellow Card, Abuse. o News o Minutes o Grading o Photos Facebook content Training, Meetings & Seminars o Book Training Facilities - Nov-Dec for next year o Book Meeting Facilities - Nov-Dec for next year o Book Seminar Facilities - As required Jim Healy Nominations. o Compile and send to Club Patron. Calendar Yearly appointments for calendar o ACT School Holidays, Easter Holidays o Training. Tuesday and Thursdays Evenings o Development Nights. Commence - 3rd April, 1st May, 29th May, 3rd July, 7th August, 28th August o 7’s Kiama and Queanbeyan o Preseason Seminars - Senior 19th Feb. Junior 29th April o Coaching and Grading Commitee o Referee Coach Meeting - Not same night as dev nights o Executive Meetings - 14th Feb, 13th Mar, 10 April, 8 May, 12th June, 10th July, 14th August, 11th Sept, 9th Oct, 6th Nov, o AGM - 27th Nov o Pre Season Matches Page | 5 OPERATIONS MANUAL o o o Senior and Junior Competitions dates Senior and Junior Finals End of Session Function Sponsorship The Union is the primary sponsor of the Association, and when available will provide the opportunities to engage a major sponsor. The Association will work proactively to engage sponsors outside of those sought by the Union. Any proceeds and or opportunities derived from these sponsorships will be for the sole benefit of the Association and its members. It is the responsibility of the Association to abide by all sponsorship arrangements. Association Logo Samples of the Associations logos can be found in Annexe 7. The President and the Secretary should have electronic versions of these logos on file. Annual Report There is to be an annual report produced by the Association and supplied to all members prior to each Annual General Meeting. The report may be circulated electronically. Written reports are required by: President Treasurer Chairman CGAC U19 Appointments & Grading Coordinator Brumbies RDO Brumbies Admin Officer Written reports should be received at least 1 month prior to the AGM. The template for the Annual Report is attached in Annexe 2 Presentation Dinner Each year the Association may hold a dinner to present any or all awards deemed appropriate for that year. This may depending on timing include the announcement of the Senior Grand Final Referees. The following people are invited as guest of the Association at no cost: - ACTRRA Patron Page | 6 OPERATIONS MANUAL - ACTRRA Major Sponsors (x 2 each sponsor) Boyle Family (x2) Annex 1 details the requirements in preparation for the presentation dinner. The powerpoint presentation and running sheet template is attached in Annexe 3 Public Officer The Association’s Secretary also assumes the role as the Public Officer. Both the ACT Registrar General’s Department and the Association Members must be notified immediately/ASAP in writing of any changes to the Public Officer. Register of Members The Association, in conjunction with the Union, maintains a register of members for each year. The Secretary and the Unions’ Rugby Services Administrator jointly maintain the register. Accounts, Audits & Annual Returns The treasurer maintains all Association accounts and reports directly to each executive meeting with all current financial statements etc. This financial statement is included in the monthly operations report that is distributed to all members. The Association utilises its honorary auditor to audit its accounts prior to each annual general meeting. The Association complies with the Auditor Generals Department and the Treasurer must submit an annual return after each annual general meeting to the Office of Regulatory Services, within the timeframe determined by the Act. The treasurers monthly report template is attached in Annexe 4 Coaching, Grading & Appointments The Association has a standing committee appointed by the President for each season named the Coaching, Grading and Appointments Committee. The positions within this committee will be appointed by the President and announced at the Annual General Meeting of the Association. Roles and Responsibilities for the Coaching, Grading and Appointments Committee (CGAC) Chairman of the CGAC (also the Senior Appointments and Grading Coordinator) Responsible to the Executive, through the President of the ACTRRA, for the effective and efficient operation of the CGAC. Page | 7 OPERATIONS MANUAL Accountable to the members of the Association, through the Executive, for the operations of the Senior Referee Coaching Panel and the Senior Grading Panel. Responsible for the appointment of Referees, Assistant Referees and Touch Judges to all senior level rugby matches as required by the Union. This includes Referees that may be visiting from other Referee Associations. Responsible for the grading of all Level II qualified Referees officiating in Senior Competition matches. Provide effective coaching to all senior level Referees by ably qualified Referee Coaches and ensuring that all senior level Referees are given the opportunity to discuss their performance and progress with a nominated Referee Coach at least once during every season. Liaise with the U/19 Appointments and Grading Coordinator and the Referee Coaching and Development Coordinator to facilitate the development of Level I Referees and Referee Coaches. Liaise with the U/19 Appointments and Grading Coordinator and the Referee Coaching and Development Coordinator to advance the qualification of identified Level I Referees and Level I Referee Coaches to Level II status. Report to the Executive at the Executive’s Monthly Meetings on current issues, concerns and queries raised by the CGAC. This report will also contain other information such as recommendations for referee exchange programs. Provide the Executive with a list of those Referees who have been promoted or relegated between Referee Panels and/or Referee Development Group, on a monthly basis. Advise individual Level 2 Referees when they have been promoted or relegated from one Referee Panel to another. Responsible for settling matters of dispute concerning referee performance, coaching, grading and appointments, assisted by the President of the ACTRRA where appropriate. Identify and recommend to the Executive suitable Level II Referees and Referee Coaches to undertake the ARU Level III training program. The ACTRRA President will forward these recommendations to the Union for endorsement and on forwarding to the ARU. Identify and recommend to the Executive match officials for nomination to the ARU National Championships. The ACTRRA President will forward these nominations to the Union for endorsement and on forwarding to the ARU. U/19 Appointments and Grading Coordinator Responsible for the appointment of Referees and Assistant Referees (where appropriate) to U/19 level rugby matches, as required by the Union. Responsible for the grading of all unqualified and Level I qualified Referees. Liaise with the Senior Appointments and Grading Coordinator, and the Referee Coaching and Development Coordinator, to identify and progress Level I Referees and Referee Coaches to officiate in senior level matches. Liaise with the Referee Coaching and Development Coordinator and the Brumbies Referee Development Officer for the development of unqualified Referees and Referee Coaches to qualify these personnel as Level I Referees and Referee Coaches. Page | 8 OPERATIONS MANUAL o Including the receiving of timely information for the Brumbies RDO re Brumbies run course attendees. Provide effective coaching to all unqualified and U/19 level Referees by ably qualified Referee Coaches to ensure that all unqualified and U/19 level Referees are given the opportunity to discuss their performance and progress with a nominated Referee Coach at least once during every season. Provide an updated grading list twice during the season. Provide necessary feedback to any individual that requests reasons for their promotion or relegation. Work with the Union Referee Development Officer to identify and nominate ACTRRA U/19 Referees for the Australian Rugby Union School Student Scholarship Program. Develop and deliver a Pre Season seminar. Develop and deliver a pre Finals seminar. Work with the Union Referee Development Officer to develop an annual program for the ACTRRA Development Meetings. Referee Coaching and Development Coordinator • Liaise with the U/19 and Senior Appointments and Grading Coordinators to identify and develop Referees and Referee Coaches at all levels. • Work with the Union Referee Development Officer to develop an annual program for the ACTRRA Development Meetings. • Work with the Union Referee Development Officer to identify those Referees and Referee Coaches suitable to undertake development courses in an effort to progress these Referees and Referee Coaches to the next level. • Liaise with the Senior Appointments and Grading Coordinator for the appointment of Level II qualified Referee Coaches to designated senior level rugby matches sanctioned by the Union. • Liaise with the U/19 Appointments and Grading Coordinator for the appointment of unqualified and Level I qualified Referee Coaches to designated U/19 level rugby matches sanctioned by the Union. • Responsible for ensuring that the Referee Coaching Reports Database is kept up to date. • Periodically reviewing and providing feedback to Referee Coaches on their reports within the Referee Coaching Reports Database. Club Rugby Representative • Provide information to the CGAC relating to any issues, queries or concerns raised by clubs associated with matches officiated by members of the ACTRRA. • Provide information and advice to the CGAC relating to any issues, queries or concerns raised by the Union that potentially affect members of the ACTRRA. • Provide the latest relevant information from the Union as it pertains to Referee and Referee Coach development, law rulings and other such information. • As a member of the CGAC, the Club Rugby Representative is able to advise and assist in discussions relating to grading and appointments as raised by the Senior and U/19 Grading and Appointments Coordinators respectively. Page | 9 OPERATIONS MANUAL Monthly Development meetings will be held in conjunction with Association training. There may be a BBQ cooked and served between training and the development meeting. The template for the development meeting PowerPoint presentation is attached in Annexe 6 Brumbies Rugby Development Officer NOTE: This position is held external to the ACTRRA and reports to the General Manager of Brumbies Community Rugby. Development • Coordinate the training and development of match officials, including accreditation courses, ongoing education programs, talent ID programs and organise suitable presenters for the following: o Level 1 & 2 Touch Judge courses; o Refereeing Kids Rugby courses; o Level 1 accreditation; o Level 2 Referee course; o Level 1 & 2 Referee Coach courses; o Assist in the conduct of the Foundation course; o Bi- monthly Referee education seminars. • In conjunction with Brumbies Rugby Administrator complete the accreditation process for new and renewing referees and referee coaches. • Continually monitor accreditations of all officials within the ACT & SNSW sphere of influence. • Prepare an annual plan for referee development, recruitment and retention. Recruitment & Retention • Develop implement and manage programs to increase the number of match officials and to increase the standard of match officials in the ACT and area of influence. Brumbies Rugby Administrative Officer NOTE: This position is held external to the ACTRRA and reports to the General Manager of Brumbies Community Rugby. • The Union’s Rugby Services Administrator keeps record of all matches appointed to in the Union’s sphere of influence. It is the responsibility of each member to notify this person if they have officiated outside of the appointments due to no shows or injuries etc. Website and Database Administration: • Maintain the referee database and update as required with new referee registration forms information. • Maintain and update accreditation database for: o Referee o Referee Coach o Touch Judges Page | 10 OPERATIONS MANUAL • • o Course Presenters o Player Coach Update the ACT & SNSW Referees MyRugby Administration database with information obtained from all referee ARU registration forms. Update as required and maintain the currency of all information on the Brumbies Community Rugby Departments website. Referee Appointments: • Publish senior referee appointments, as provided by the Senior Grades and Appointments Chairman; • Publish junior referee appointments in consultation with the Junior Grades and Appointments Chair. • Provide the Senior & Junior Grades & Appointments panels with the following information: o A spreadsheet on match official availability and any relevant match official information (logistics, travel constraints, local competition considerations) to inform the ACTRRA representative(s) responsible for appointments & grading of match officials. o An up to date list of times and venues for all senior and junior games for the upcoming week. • Maintain and develop an email distribution lists for appointment processes; o Referees o Referee Coaches Course Administration & Training Support: • Assist in the administration of courses delivered by the Referee Development Officer (RDO) and Coach Education Manager. • Provide assistance to the RDO on the distribution of information to all Referee Development Groups. Resources & Budgets • Conduct referee and player coach resource stock-take mid & post season. Administrative Support for ACTRRA: • Annual Report – Coordinate the Brumbies Referee Department’s contribution to the ACTRRA Annual Report, i.e. referee match statistics and registered numbers. • Contact List – Ensure that the ACT Rugby Referee’s Assoc. is regularly provided with the latest referee distribution/contact list. • Referee Exchange Program – Assist the ACTRRA, with the referee exchange program as requested, i.e. Travel requirements, and liaising with Exchange Unions. Recruitment & Retention: • Assist with the communication and contact process for the retention of referees each year; Page | 11 OPERATIONS MANUAL • • Assist as required with the recruitment and retention activities arising from junior player and coach development programs. Maintain all paper and electronic filing for the Referee Department. Page | 12 OPERATIONS MANUAL Code of Conduct The Association and its members are to abide by the ARU’s Code Of Conduct. This is a condition agreed to when registering with the Association. Member Protection Policy & Member The Member Protection Policy is an ARU policy that has been adopted in full by the Association. The Member Protection Member is the Vice President. Travel Policy It is the policy of the Association that no unnecessary travel will be expected by any member. It is expected however, that members make themselves available to be appointed away from their home town or city. Uniform Policy The Union will provide all on field uniform to Members, which must be worn at all times whilst officiating. All members appointed will wear the correct uniform displaying any current sponsorship and supplier logos as directed by the Association and the Union. In the event of any sponsorship or supply agreement concluding, any pieces of uniform that contains the previous sponsor and or supplier must be phased out and or replaced as per direction of the Union. The Association will make available from time to time a range of off field uniform to be worn by Members. It is expected that Match Officials appointed to Premier Grade matches, Referee exchanges or any representative matches will wear the available off field uniform which may include, but is not limited to the following; Tie, Polo Shirt, Polar Fleece Jacket or Coaches Jacket. The current off field uniform supplier is Classic. All current uniform templates are attached in Annexe folder 5 Accreditation of Members The Union’s Referee Development Officer is responsible for the Accreditation of members. Insurance Members are insured through the Insurer by choice of the ARU during the registration process for each calendar year. No Match Official will be appointed until an ARU Insurance Form has been received by either the ARU or the Union. Page | 13 OPERATIONS MANUAL Details on the Insurer and Insurance policies can be found on the ARU’s website. Association Training Association training will be held at the Canberra Grammar School in Redhill. Training held during the pre-season and up until the end of day light savings time will be at Flinders Oval, across the road from the main gate of the school. Training during the winter months will be held in the gymnasium of the PDHE building. To secure the booking of this venue, contact must be made with the Canberra Grammar School’s Community Relations Coordinator at the beginning of each season. The Canberra Grammars School require the certificate of currency of insurance which can be obtained from Gow-Gates Insurance Brokers at the start of each season. Brett Bowden is currently carrying out the fitness sessions. Referee Exchanges. Exchange Order; Odd Years (2015, 2017, etc.) Incoming; Canterbury, South Canterbury and Western Australia Outgoing; Waikato and North Harbor?? Even Years (2014, 2016, etc.) Incoming; North Harbour, Waikato and Western Australia Outgoing; Canterbury and South Canterbury • • • • • • Liaise with all delegates from each region in January to touch base and determine the Referees and or Referee Coaches expected. Chair of CGAC to advise the names of all outgoing exchange personnel by end of March. Book flights and advise both outgoing exchange personnel and delegates from the receiving regions. Notify members of the Incoming exchange program dates and request assistance for billeting and hosting of incoming exchange visitors. Create incoming exchange program. This includes contact details, hosting arrangements, program schedule and flight details. Circulate incoming exchange program to all involved. Page | 14 OPERATIONS MANUAL • • Request appropriate information from incoming exchange delegates on their respective members and advise Chair of CGAC. Upon confirming incoming exchange dates, select and appropriate date to host the Exchange Function to recognise the participation of all personnel in the exchange function and invite all members. Page | 15 OPERATIONS MANUAL Annexe 1 – Trophies and Prizes Presentation Dinner • Identify a suitable date to hold the Presentation Dinner, ideally the Saturday preceding the Premier Rugby Grand Finals. Book a suitable venue that will hold all expected attendees. Notify members as early as possible of booked date. Invite members Invite special guests; Life Members, Union’s CEO, Union’s Community Rugby Manager, representatives of all current sponsors and anyone else the Executive deems appropriate. Choose menu and notify the venue’s appropriate person. Appoint a Master of Ceremonies. Create Power Point Show or similar to run on audio visual equipment. Collect all perpetual trophies. Utilise Trophy link in Mawson to have the following engraved and purchased.; • • • • • • • • • Trophies Glass Steins Match Milestones ACTRRA Logo 100 Matches {First & Last Name} ACTRRA Logo 200 Matches {First & Last Name} ACTRRA Logo 300 Matches {First & Last Name} ACTRRA Logo 400 Matches {First & Last Name} ACTRRA Logo 500 Matches {First & Last Name} Grand Finals ACTRRA Logo The Patron's Trophy Premier Reserve Grade Grand Final Referee {Year} Page | 16 OPERATIONS MANUAL ACTRRA Logo The Colts Grand Final Trophy In Memory Of Bruce Hawke Referee {Year} ACTRRA Logo Australian Forestry School Trophy Premier Third Grade Grand Final Referee {Year} ACTRRA Logo The Life Members Trophy Premier Fourth Grade Grand Final Referee {Year} ACTRRA Logo Women’s Division Grand Final Referee {Year} ACTRRA Logo HB Ravenscroft Trophy 1st Division First Grade Grand Final Referee {Year} ACTRRA Logo 1st Division Second Grade Grand Final Referee 2013 ACTRRA Logo Monaro Rugby Trophy 2nd Division Grand Final Referee {Year} ACTRRA Logo The Old Boys Trophy Page | 17 OPERATIONS MANUAL U/18 First Division Grand Final Referee {Year} Total: 15 Glass Steins Whiskey Glasses (Set of 2) 1st Glass ACTRRA Logo nd 2 Glass President’s Trophy Premier First Grade Grand Final Referee {Year} Total: 1 set of Whiskey Glasses Pewter Mug PT T10 Pewter Mug Jim Healy Trophy ACTRRA Logo The Jim Healy Trophy For Clubman of the Year {Year} {TrophyLink will be provided the name directly by the Parton} Total: 1 Pewter Mug Whistles (Thunderers) & Lanyards ACTRRA Logo Members Whistle {Year} {First & Last Name} ACTRRA Logo Bruce Portway Whistle {Year} {First & Last Name} ACTRRA Logo JS Waters Whistle {Year} {First & Last Name} ACTRRA Logo Refereeing Whistle {Year} Page | 18 OPERATIONS MANUAL {First & Last Name} ACTRRA Logo Will Boyle Trophy {Year} {First & Last Name} Total: 5 Whistles Engraving for Trophies Previous Years Engraving President's Trophy {First & Last Name} Patron's Trophy {First & Last Name} Bruce Hawke Trophy {First & Last Name} Forestry School Cup {First & Last Name} Life Members {First & Last Name} HB Ravenscroft Trophy {First & Last Name} Monaro Trophy {First & Last Name} The Old Boys Trophy {First & Last Name} Current Year Engraving Jim Healy Trophy {First & Last Name} William Boyle Trophy {First & Last Name} Total: 10 Trophies; 10 Engravings Page | 19 OPERATIONS MANUAL Annexe 2 - Meetings Annual General Meeting, General Meetings and Special General Meetings. • • • • • • • • • Select appropriate dates for Two General Meetings and One Annual General Meeting by end of January. o AGM – Nov o GM - March & June/July Book venue to conduct meetings. Advise Members upon confirming dates and venue. Notify Members in writing of Meeting at least 10 days in advance of the day of Meeting. Produce agenda and circulate to Members at least 5 days in advance of the day of the Meeting. For the AGM produce nomination form and circulate requesting members to nominate for Office Bearing Positions. This should be circulated with the notice for the AGM. Ensure minutes to previous meetings are available for the respective meeting. Ensure Annual Report has been circulated prior to the AGM. Ensure Objects and Rules are available at each meeting. Page | 20 OPERATIONS MANUAL Annexe 3 – Presentation Dinner Run Sheet 6:30 pm Pre-dinner drinks (standing) 7:00 pm Guests please be seated and Welcome (by ACTRRA President) Life Members Sponsors 7:05 pm Entrée 7:15 pm Presentations (Suggested presenter in brackets) ACT Representative and Exchange Honours list for 2013 (ACTRRA President) 100 Games (ACTRRA President) 200 Games (ACTRRA President) 300 Games (ACTRRA President) 400 Games (ACTRRA President) 500 Games (ACTRRA President) Whistle Presentations (U19 Co-Ordinator) o Bruce Portway Whistle o Members Whistle o JS Waters Whistle o Refereeing Whistle Will Boyle Memorial Trophy & Whistle (Peter and Stephanie Boyle or ACTRRA President) Peter Lawler Trophy – Referee of the Year as voted by the Premier division Coaches (ACTRRA Patron). Note this is first presented at the MacDougal Medal. Old Boys Trophy - U18 Division 1 Grand Final (Sponsor or ACTRRA Patron) HB Ravenscroft Trophy – Monaro 1st Division, 1st Grade Grand Final (Sponsor or ACTRRA Patron) Glass Tankard – Monaro 1st Division, 2nd Grade Grand Final (Sponsor or ACTRRA Patron) Monaro Trophy – Monaro 2nd Division, 1st Grade Grand Final (Sponsor or ACTRRA Patron) 7:45 pm Mains 8:45 pm Senior Grand Final Referees and Assistant Referees announced: Glass Tankard – Women’s Grand Final Referee (Chairman CGC) Life Members Trophy - 4th Grade Grand Final Referee (Chairman CGC) 3rd Grade – Australian Forestry School Trophy Grand Final Referee (Chairman CGC) Bruce Hawke Trophy - Colts Grade Grand Final Referee (Chairman CGC) Patron’s Trophy - 2nd Grade Grand Final Referee (ACTRRA Patron) President’s Trophy - 1st Grade Grand Final Referee (ACTRRA President) Jim Healy Memorial Trophy (ACTRRA Patron) BAR Trophy (ACTRRA Patron) 8:30pm Dessert Tea and Coffee Page | 21 OPERATIONS MANUAL Annexe 4- Treasures Report Treasurer's Report {Month Year} Debits Credits Opening Balance as at {date} Transaction Record - {From and To Date} Total Credits $0.00 Total debits $0.00 Closing Balance as at {date} $0.00 OUTSTANDING Amounts Total Credits $0.00 Total debits $0.00 Closing Balance $0.00 Will Boyle Memorial Fund - Opening Balance Interest Donations Total Credits $0.00 Total debits $0.00 Closing Balance $0.00 This report is accurate as of the {date}, {Treasurers Name}, Treasurer Page | 22 OPERATIONS MANUAL Annexe 5 – Off Field Uniform Page | 23 OPERATIONS MANUAL Annexe 6 – Presentation Night Template Page | 24 OPERATIONS MANUAL Annexe 7 – Association Logo Page | 25
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