Chiefs RFC Volunteer Benefits Policy

Background

Since the start of the Chiefs (formally WVRFC), the club has been run 100% by volunteers.  When the club was a 1 team club, there was no need for many volunteers, and the coaching staff conducted all the administration as well as coaching duties.

As the club has grown, with now 6 teams, there is a much greater need for volunteers.

We understand that parents of our players are busy, often with multiple children, and do not have time to volunteer, however, we hope that with the new Volunteer Benefit Policy, it will encourage a few more parents to become more involved in the running of the club.

Parent Volunteers

Any parent who volunteers their time fulfilling one of the pre-described positions on the club website and in the Sign Up Genius app are entitled to claim back the Family User Fee at the end of the season once the volunteer opportunity has been completed and verified by the Parent Volunteer Coordinator or other board member.  The reimbursement form can be found on the club website and parents can complete the form which will be processed at the board meeting following submission.

Parents wishing to further reduce the fee of participating in the program may do so by volunteering to take on extra volunteer tasks from the list below.  Each volunteer opportunity from the list below is eligible for $50 in reimbursement once the task has been completed and verified.

There is no limit to the number of volunteer opportunities they can undertake from the list below, however once player dues have been eliminated through extra volunteering, no ‘payment’ will be made for the volunteer opportunities fulfilled.

• Plan and organize a fundraiser
• Plan and organize a community event
• Plan and organize a tournament/tour
• Become a board member (President, VP, Secretary, Treasurer, Parent Volunteer Coordinator)

Coaches

Anyone who volunteers their time each week as a coach is entitled to more remuneration than the parent volunteer who completes just one task.  Likewise, a Head Coach is entitled to more than an assistant coach.

Assistant Coach – An Assistant Coach is given an allowance of the equivalent of the highest dues for the season they are coaching (eg. $225 for Spring HS Boys dues).  This allowance can be applied to

• Payment towards Player dues
• Payment towards USA Rugby Coach Registration
• Payment towards USA Rugby Coach Certification
• Payment towards USA Rugby Referee Certification
• Payment towards attendance of National Development Summit or other sanctioned event agreed by the board of directors before attendance
• Payment towards continued rugby education
• $50 towards clothing which is coaching specific (eg cleats.)  This must be board approved before purchase is made.

Head Coach – A Head Coach is given the same allowance as an assistant coach, however, if a Head Coach wishes to attend extra certification courses or attend additional events to enhance and improve their coaching skills, an application can be made to the board of directors prior to attending with a limit of a further $225/season.  

Board members 

A Board member is given an allowance of the equivalent of the highest dues for spring season they sit on the board.  This allowance can be applied to

• Payment towards Player dues
• Payment towards USA Rugby Administrator Registration
• Payment towards attendance of National Development Summit or other sanctioned event agreed by the board of directors before attendance
• Payment towards continued rugby education

If a coach has multiple players in the club and wishes for further reduction in player dues, the second child onwards is treated like any other player where the coach or family members may volunteer from the full list of volunteer opportunities to receive the Family User Fee back.  Subsequently, they may choose from a list of selected duties (below) to receive a further Family User Fee discount for each volunteer opportunity fulfilled.  There is no limit to the number of volunteer opportunities they can undertake from the list below, however once player dues have been eliminated through extra volunteering, no ‘payment’ will be made for the volunteer opportunities fulfilled.

• Plan and organize a fundraiser
• Plan and organize a community event
• Plan and organize a tournament/tour
• Become a board member (President, VP, Secretary, Treasurer, Parent Volunteer Coordinator)

Once the volunteer opportunity has been completed and verified by the Parent Volunteer Coordinator or other board members, the reimbursement form can be found on the club website and parents can complete the form which will be processed at the board meeting following submission.

Tournaments 

No coach can use their allowance for gas money, hotel costs or other personal expenses incurred for tournament travel.  These are optional trips and should be attended in good faith.

All coaches attending a tournament will be provided with free hotel accommodation if they share a room with another coach/tournament volunteer.  All meals for coaches will be provided for at a tournament.  Any coach travelling to a tournament with family and wishing to share a room with them must pay for their own hotel accommodations.

Extra Volunteer opportunities

If a parent wishes for further reduction in player dues, they may choose from a list of selected duties (below) to receive a further Family User Fee discount for each volunteer opportunity fulfilled.  There is no limit to the number of volunteer opportunities they can undertake from the list below, however once player dues have been eliminated through extra volunteering, no ‘payment’ will be made for the volunteer opportunities fulfilled.

• Plan and organize a fundraiser
• Become a board member (President, VP, Secretary, Treasurer, Parent Volunteer Coordinator)

Note

All player dues must be paid at the beginning of the year, regardless if you are a coach or sit on the board.  All reimbursements will be sent out at the end of the season once the volunteer task has been completed in full.  (Eg a coach must pay their player dues and if said coach fulfills their obligation as a coach – attending and helping out at training each week, they can submit a reimbursement form at the end of the season for a refund on the player dues and family use fee)