Annual Schedule

Annual election of board officers and field captains

Welcome oncoming board + remind about Annual Updates

Update names + headshots in board/player manuals + EnoRugby.com

Begin to collect blackout dates from board + team

Complete Annual Update Forms

Ensure all expense requests have been reimbursed or otherwise resolved

Ensure all record-keeping is up to date, including actual utilized Spring budget

Complete Annual Update Forms

Work with Coaches to make arrangements for playoffs as needed

Work with Coaches and Treasurer to ensure actual utilized Spring budget for fields and referees is up to date

Complete Annual Update Forms

Work with PR Chair to update all public information available to potential new recruits during Summer 7's

Work with Member at Large to ensure newer players' understanding of Summer 7's plan

Complete Annual Update Forms

Reach out to sponsors to say thank you for their support

Complete Annual Update Forms

Reach out to social bar to say thank you for their support

Work with Treasurer to ensure actual utilized Spring budget for socials is up to date

Monthly philanthropy or off-the-barstool get-together

Complete Annual Update Forms

Work with RC to update all public information about switch to Summer 7's

Complete Annual Update Forms

Reach out to alumni to say thank you for their support and remind them about ways to stay involved over the summer

Work with RC to reach out to players as needed to ensure engagement with Summer 7's

Complete Annual Update Forms

Send blackout dates to CGRU Rep by deadline (usually early-mid June), noting request to overlap with Tobacco Road for home matches whenever possible

Meet with board officers individually to review core duties, develop goals and action plans, and understand how best to support

Ensure all expense requests have been reimbursed or otherwise resolved

Begin brainstorming Fall field options with Deaner + ToRo

Summer 7's recruitment push; weekly touch is a great time to learn the game!

Consider options for a mini fundraising event over the summer (e.g. yard sale, car wash, restaurant eat-in)

Mobilize players to reach out to sponsors through established contacts

Monthly philanthropy or off-the-barstool get-together

Compile updated photos for website and social media, if not done throughout the Spring season

Work with RC to engage newer players throughout the transition from 15's to 7's season

Keep an eye out for schedule from CGRU

Ensure all expense requests have been reimbursed or otherwise resolved

Keep an eye out for schedule from CGRU

Send schedule to SERRs and Club for planning purposes as soon as possible upon receipt

Begin Fall fields budget with assistance from Deaner

Summer 7's recruitment push; weekly touch is a great time to learn the game!

Work with PR and coaches to determine date and plan for Fall skills clinic

Start brainstorming event ideas/themes for Fall fundraiser

Mobilize players to reach out to sponsors through established contacts

Monthly philanthropy or off-the-barstool get-together

Work with RC and coaches to determine date and advertise Fall skills clinic

Work with RC to engage new players throughout Summer 7's

Update listing of local BIPOC-owned businesses to keep board members informed of options for future events

August 31 deadline: Ensure Team CIPP gets paid and Club is registered (Pirate)

Arrange first Fall board meeting ~3 weeks prior to season start (skills clinic date)

Send Membership Form to Club for annual completion

Assist all officers and coaches with transition to 15's matrix season as needed

Ensure all expense requests have been reimbursed or otherwise resolved

Send initial Fall dues reminder + work with players requesting payment plans or other arrangements

Draft preliminary Fall budget based on submissions from Match Secretary, Social Chair and Coaches (equipment)

Work with Fundraising Chair to develop plans to reach funding targets based on projected budget

August 15 deadline: Email Fall schedule to SERRs Allocations Officer

Check master schedule after August 15th to ensure referee assignment for home matches + reach out to Allocations Officer to resolve any discrepancies

Submit budget for Fall fields, referees, and athletic trainer to treasurer

Send schedule to athletic trainer (Select Medical) to arrange coverage

Ensure all field reservations have been made (Deaner)

Communicate proactively with opposing teams to begin arranging match details

Send finalized schedule to the team as soon as dates are confirmed (specific match details will be confirmed on a rolling basis throughout the season)

Work with Coaches and PR Chair on skills clinic

Mobilize players to bring friends to practice

Work with Treasurer to develop plans to reach funding targets based on projected budget

Assist Social Chair with benefits for social bar sponsorship

Mobilize players to reach out to sponsors through established contacts

Submit Fall social budget to Treasurer based on number of home matches and planned social events

Communicate home match schedule to social bar + arrange social bar sponsorship benefits with help from Fundraising Chair

Submit application for marching in Durham Pride Parade

Monthly philanthropy or off-the-barstool get-together

Work with Coaches and Recruitment Chair on advertising skills clinic

Remind players about merch options

Work with Recruitment Chair to engage newer players throughout transition from 7's to 15's

Reach out to alumni to provide Fall schedule and opportunities for involvement (sponsorship, upcoming events, etc.)

Monitor matrix participation, including reporting of match data to CGRU (Pirate)

Assist with current fundraising, recruitment, PR, social, and ToRo events as needed

Ensure all expense requests have been reimbursed or otherwise resolved

Send follow-up Fall dues reminders + work with players requesting payment plans or other arrangements

Update Fall budget based on dues collected and any schedule changes

September 30th: Fiscal year-end for nonprofits; prepare for tax filing in early October

Work with opposing teams on a rolling basis to arrange home and away match details, including requesting lodging for away matches

Communicate match details to team as soon as possible, and no later than a week prior to each match

Email assigned SERR no later than 10pm on the Wednesday prior to each home match to confirm date, time, and location; if you do not get a response, follow up with a phone call

Arrange volunteers for pitch setup prior to each home match

Work with Member at Large to engage new players on a rolling basis throughout the season

Mobilize players to recruit + arrange for groups to attend local college matches/events as available

Form Fall fundraiser event planning committee and begin preparations

Check in with Treasurer to ensure understanding of fundraising needs

Iron out details for Durham Pride pre-party + monitor communications about parade participation, lineup location, etc.

Proactively communicate with social bar regarding home social details and needs

Monthly philanthropy or off-the-barstool get-together

Post match, practice and event updates on a rolling basis

Work with Fundraising Chair to begin publicizing Fall fundraiser event once basic details are known

Work with Recruitment Chair to engage new players on a rolling basis throughout the season

Seek opportunities to engage alumni throughout the season (e.g. invite to enroll as social members, attend home matches and events, sponsor the team)

Provide support to board members as needed to ensure a focus on diversity, equity and inclusion in all activities (e.g. support BIPOC-owned businesses through events, use inclusive + nonthreatening language in communications)

Monitor matrix participation, including reporting of match data to CGRU (Pirate)

Assist with current fundraising, recruitment, PR, social, and ToRo events as needed

Arrange second Fall board meeting just past halfway point in the season (usually early October)

October 15th deadline: Pay SERRs dues based on number of CIPPed players

E-file Form 990-N with the IRS in early October

Ensure all expense requests have been reimbursed or otherwise resolved

Continue to work with players on any dues payment plans or special arrangements

Update Fall budget based on dues collected and any schedule changes

Work with opposing teams on a rolling basis to arrange home and away match details, including requesting lodging for away matches

Communicate match details to team as soon as possible, and no later than a week prior to each match

Email assigned SERR no later than 10pm on the Wednesday prior to each home match to confirm date, time, and location; if you do not get a response, follow up with a phone call

Arrange volunteers for pitch setup prior to each home match

Work with Member at Large to engage new players on a rolling basis throughout the season

Mobilize players to recruit + arrange for groups to attend local college matches/events as available

Lead Fall fundraiser event planning committee in arranging details of Drag Show or other major annual fundraiser, generally held after the conclusion of the Fall season

Proactively communicate with social bar regarding home social details and needs

Monthly philanthropy or off-the-barstool get-together

Post match, practice and event updates on a rolling basis

Work with Fundraising Chair to publicize Fall fundraiser event

Work with Recruitment Chair to engage new players on a rolling basis throughout the season

Seek opportunities to engage alumni throughout the season (e.g. invite to enroll as social members, attend home matches and events, sponsor the team)

Provide support to board members as needed to ensure a focus on diversity, equity and inclusion in all activities (e.g. support BIPOC-owned businesses through events, use inclusive + nonthreatening language in communications)

Monitor matrix participation, including reporting of match data to CGRU (Pirate)

Assist with current fundraising, recruitment, PR, social, and ToRo events as needed

Ensure all expense requests have been reimbursed or otherwise resolved

Continue to work with players on any dues payment plans or special arrangements

Ensure all record-keeping is up to date, including actual utilized Fall budget

Work with opposing teams on a rolling basis to arrange home and away match details, including requesting lodging for away matches

Communicate match details to team as soon as possible, and no later than a week prior to each match

Email assigned SERR no later than 10pm on the Wednesday prior to each home match to confirm date, time, and location; if you do not get a response, follow up with a phone call

Arrange volunteers for pitch setup prior to each home match + store all match/field setup equipment appropriately at the conclusion of the season

Work with Coaches and Treasurer to ensure actual utilized Fall budget for fields and referees is up to date

Work with Member at Large to engage new players on a rolling basis throughout the season

Mobilize players to recruit + arrange for groups to attend local college matches/events as available

Lead Fall fundraiser event planning committee in arranging details of Drag Show or other major annual fundraiser, generally held after the conclusion of the Fall season (mid-November to early December)

Proactively communicate with social bar regarding home social details and needs

Work with Treasurer to ensure actual utilized Fall budget for socials is up to date

Monthly philanthropy or off-the-barstool get-together

Post match, practice and event updates on a rolling basis

Work with Fundraising Chair to publicize Fall fundraiser event

Work with Recruitment Chair to engage new players on a rolling basis throughout the season

Seek opportunities to engage alumni throughout the season (e.g. invite to enroll as social members, attend home matches and events, sponsor the team)

Provide support to board members as needed to ensure a focus on diversity, equity and inclusion in all activities (e.g. support BIPOC-owned businesses through events, use inclusive + nonthreatening language in communications)

Assist with current fundraising, recruitment, PR, social, and ToRo events as needed

Work with board officers to update this manual as needed based on changes made throughout Fall season

Meet with board officers individually to review goals, develop action plans, and understand how best to support

Ensure all expense requests have been reimbursed or otherwise resolved

December 15th deadline: Email Spring schedule to SERRs Allocations Officer if not already allocated (check master schedule)

Brainstorm Spring recruitment strategies

Year-end sponsorship "clean out the coffers" push; reach out to sponsors who have not yet donated, especially LUEWWD

Monthly philanthropy or off-the-barstool get-together (holiday cardmaking event for Ronald McDonald House)

Compile updated photos for website and social media, if not done throughout the Fall season

Work with Social Chair and Recruitment Chair on ways to maintain player + alumni engagement throughout the winter

Keep an eye out for any schedule changes from CGRU

Ensure all expense requests have been reimbursed or otherwise resolved

Update Spring budget based on dues collected and any schedule changes

Keep an eye out for any schedule changes from CGRU

Submit budget for Spring fields, referees, and athletic trainer to treasurer

Send schedule to athletic trainer (Select Medical) to arrange coverage

Ensure all field reservations have been made (Deaner)

Communicate proactively with opposing teams to begin arranging match details

Send finalized schedule to the team as soon as dates are confirmed (specific match details will be confirmed on a rolling basis throughout the season)

Outline spring recruitment strategies and work with Member at Large on winter player engagement

Work with Treasurer to develop plans to reach funding targets based on projected budget and close any gaps left after Fall fundraiser

Update sponsor list and research potential new sponsors

Mobilize players to reach out to prospective sponsors through established contacts

Assist Social Chair with benefits for social bar sponsorship

Monthly philanthropy or off-the-barstool get-together

Submit Spring social budget to Treasurer based on number of home matches and planned social events

Communicate home match schedule to social bar + arrange social bar sponsorship benefits with help from Fundraising Chair

Begin to publicize Spring match and event schedule

Work with Social Chair and Recruitment Chair on ways to maintain player + alumni engagement throughout the winter

Reach out to alumni to provide Spring schedule and opportunities for involvement (sponsorship, upcoming events, etc.)

Arrange first Spring board meeting ~3 weeks prior to season start date (determine with input from Coaches)

Ensure all expense requests have been reimbursed or otherwise resolved

Send initial Spring dues reminder + work with players requesting payment plans or other arrangements

Draft preliminary Spring budget based on submissions from Match Secretary, Social Chair and Coaches (equipment)

Work with Fundraising Chair to develop plans to close any gaps in funding targets based on projected budget

Work with opposing teams on a rolling basis to arrange home and away match details, including requesting lodging for away matches

Communicate match details to team as soon as possible, and no later than a week prior to each match

Email assigned SERR no later than 10pm on the Wednesday prior to each home match to confirm date, time, and location; if you do not get a response, follow up with a phone call

Arrange volunteers for pitch setup prior to each home match

Mobilize players to bring friends to practice, especially early in the season when basic skills are a focus anyway

Work with Treasurer to develop plans to close any funding gaps; consider options for a mini Spring fundraising event (e.g. yard sale, car wash, restaurant eat-in)

Proactively communicate with social bar regarding home social details and needs

Monthly philanthropy or off-the-barstool get-together

Post match, practice and event updates on a rolling basis

Work with Recruitment Chair to engage new players on a rolling basis throughout the season

Seek opportunities to engage alumni throughout the season (e.g. invite to enroll as social members, attend home matches and events, sponsor the team)

Provide support to board members as needed to ensure a focus on diversity, equity and inclusion in all activities (e.g. support BIPOC-owned businesses through events, use inclusive + nonthreatening language in communications)

Monitor matrix participation, including reporting of match data to CGRU (Pirate)

Assist with current fundraising, recruitment, PR, social, and ToRo events as needed

Ensure all expense requests have been reimbursed or otherwise resolved

Send follow-up Spring dues reminder + work with players requesting payment plans or other arrangements

Update Spring budget based on dues collected and any schedule changes

Work with opposing teams on a rolling basis to arrange home and away match details, including requesting lodging for away matches

Communicate match details to team as soon as possible, and no later than a week prior to each match

Email assigned SERR no later than 10pm on the Wednesday prior to each home match to confirm date, time, and location; if you do not get a response, follow up with a phone call

Arrange volunteers for pitch setup prior to each home match

Mobilize players to bring friends to practice

Work with Member at Large to engage new players on a rolling basis throughout the season

Work with PR Chair to publicize merch options for fundraising

Mobilize players to reach out to prospective sponsors through established contacts

Proactively communicate with social bar regarding home social details and needs

Monthly philanthropy or off-the-barstool get-together

Post match, practice and event updates on a rolling basis

Work with Fundraising Chair to shout-out sponsors on public channels

Work with Recruitment Chair to engage new players on a rolling basis throughout the season

Seek opportunities to engage alumni throughout the season (e.g. invite to enroll as social members, attend home matches and events, sponsor the team)

Provide support to board members as needed to ensure a focus on diversity, equity and inclusion in all activities (e.g. support BIPOC-owned businesses through events, use inclusive + nonthreatening language in communications)

Monitor matrix participation, including reporting of match data to CGRU (Pirate)

Assist with current fundraising, recruitment, PR, social, and ToRo events as needed

Ensure all expense requests have been reimbursed or otherwise resolved

Continue to work with players requesting payment plans or other Special arrangements

Update Spring budget based on dues collected and any schedule changes

Work with opposing teams on a rolling basis to arrange home and away match details, including requesting lodging for away matches

Communicate match details to team as soon as possible, and no later than a week prior to each match

Email assigned SERR no later than 10pm on the Wednesday prior to each home match to confirm date, time, and location; if you do not get a response, follow up with a phone call

Arrange volunteers for pitch setup prior to each home match

Mobilize players to bring friends to practice

Work with Member at Large to engage new players on a rolling basis throughout the season

Work with PR Chair to publicize merch options for fundraising

Mobilize players to reach out to prospective sponsors through established contacts

Proactively communicate with social bar regarding home social details and needs

Monthly philanthropy or off-the-barstool get-together

Post match, practice and event updates on a rolling basis

Work with Fundraising Chair to shout-out sponsors on public channels

Work with Recruitment Chair to engage new players on a rolling basis throughout the season

Seek opportunities to engage alumni throughout the season (e.g. invite to enroll as social members, attend home matches and events, sponsor the team)

Provide support to board members as needed to ensure a focus on diversity, equity and inclusion in all activities (e.g. support BIPOC-owned businesses through events, use inclusive + nonthreatening language in communications)