Guidelines for funding and use of the club name
- The Committee will consider requests from members for Club funds for expenses related to events/items such as festivals, tournaments, kit, equipment purchase etc. only if a written request is submitted to the committee at least seven days before the date of the next committee meeting.
- The use of the Club name other than for sanctioned Youth Rugby events in Hong Kong (e.g. Men's 7s & 10s tournaments, touch rugby tournaments, proposed team trips outside HK etc.) requires the approval of the Committee before submitting registration forms to the event organizers. Such approval needs to be submitted to the Committee in writing seven days prior to the date of the next Committee meeting.
- To avoid conflicts of interests with the Club's sponsors, any additional sponsorship must be approved by the Committee. Such requests are to be submitted to the Committee in writing seven days prior to the date of the next Committee meeting.
- Teams representing the Club shall wear kit sanctioned by the Committee and should at all times seek to use the Club's official kit. In cases where kit provided to players and coaches is not the official kit of the Club, permission from the Committee must be given before the wearing and/or purchase of any new kit. Requests for approval for all matters relating to the ordering, wearing and payment for new kit must be submitted to the Committee in writing seven days prior to the date of the next Committee meeting.
Note: In the cases where the Committee cannot physically meet, items for approval will be circulated by the Chairman or Vice Chairman to Committee members and approval via circulation will be obtained. However, such approval must be unanimous. All requests for approvals, as stated above, should be submitted in writing to email address: secretary@dbpirates.com and should include details of event/item approval is required for, funding required from the Club (if any), timelines e.g. event registration due date, and involvement of Club members.
Estimated dates for Committee meetings will be posted on this website. For reimbursement of expenses for the above mentioned events/items, receipts are to be submitted to the Treasurer, DB Pirates by hand, or by post to 3B 30 Coastline Villa, Discovery Bay. Claims should include a bank account number for settlement of expenses. All expenses must have the pre approval of the Committee before reimbursement can be made.
