Introduction to Leadership and Management

Governance documents

The constitution and the statutes are the main governing documents of an organisation. These documents describe the purpose, rules, and decision-making structures. These documents are universal in nature but can be modified over time.

Constitution

The Constitution details the fundamental principles by which the organisation functions and provides the legal basis under which it is to be governed. When the principles are written down into a single document or set of legal documents, these documents are known as the constitution.

Statutes

The Statutes are like an operating manual for the organisation. They help to legislate, organise and govern the organisation. They contain the rules and procedures for the basic functioning of the organisation, such as meetings, election of office bearers, appointment of officials, and how to deal with other processes. They may include some of the following:

  • General information such as name, address and logo
  • Mission, purposes and objectives, notarial certificates
  • Organogram of structure,
  • Associated authority and powers of differing groups g.: General Assembly, Council etc, member unions, affiliated unions etc
  • Disciplinary processes
  • Heritage
  • Resources, intellectual property and trademarks.

Functional documents

Rugby organisations are encouraged to have well-defined documentation to ensure that they operate effectively. These will help members, volunteers and employees to perform in their roles. The list of documents below is not definitive but should act as a guide for rugby organisations to help them towards good practice:

Governance and Management Documents

  • Constitution
  • Statutes
  • Organisational structure/chart
  • Annual report(s)
  • Strategic plan(s)
  • Annual operating plan, programme and calendar
  • Minutes of last meetings (e.g. Council Meetings)
  • List of office bearers and contact information
  • Organisational policies and procedures
  • Membership register
  • Audited financial accounts.

Tools

  • Internal communication processes
  • Kit and equipment inventory
  • List of suppliers.

 Leadership

  • Individual development plan
  • Philosophy.

 Rugby

  • Code of conduct
  • Welfare information
    • Emergency Action Plan
    • Player Screening information.

People

  • Player/Coach/Match Official/etc next of kin and emergency contact details
  • Job descriptions for all roles (paid and voluntary)
  • Staff and volunteer orientation pack.

Funding

  • List of funding sources
  • Fundraising / sponsorship plans and proposals
  • Current year budget and accounts.
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