Summary of Duties of League Officers and Committee members

The President fulfils primarily an honorary role. He/she normally attends the AGM and Finals Night in particular.

The Chairman's core responsibility is to chair meetings, including the AGM and committee meetings. The Chairman also has responsibilities with others for certain out-of-committee decision-making. Plus of course personal involvement in other particular matters as appropriate.

The Vice-Chairman deputizes for the Chairman and is personally involved in various matters. Currently the Vice-Chairman is leading on the Bridle Cup organization.

The Secretary is the lead officer for general administration and formal communication in the League. This includes formulating meeting agendas and communicating with Table Tennis England and other parties. The Secretary's work continues more or less year-round, both during the season and in preparation for AGM and  the new season.

The Treasurer is the lead officer for financial matters, specifically to:

  • Collect (and chase up) money from clubs for player registrations, and any fines.
  • Collect moneys received from tournaments throughout the season.
  • Pay moneys into bank and keep accurate records.
  • Anticipate when any payments (e.g. affiliation fees, room hire) will become due throughout the season, and book hall as appropriate for competitions.
  • Provide funds for hire of halls, rooms, cost of trophies, tournament prizes, handbooks, TTA player affiliation fees, admin costs, etc.
  • Provide an up to date report for the committee at each meeting of latest transactions, and anticipated income/outgoings, and balance of payments in account.
  • Prepare for annual audit and accounts to  AGM.

The Registration Secretary is the lead officer for membership matters, working with Divisional Secretaries and others. The work load is greatest in the pre-season and early season period in ensuring that all players are duly registered.

The Divisional Secretaries have the following main responsibilities:

1. As a full voting member of the League's Executive C'ttee and Registration Sub-C'ttee
2. Enter results on TT365 (cards received by post or email) where valid
3. Check for and deal with (or clarify) invalid or ambiguous cards
4. Check eligibility of players (particularly reserves)
5. Unregistered players to be forwarded to registration subcommittee
6. Enter rearranged fixtures on TT365
7. Issue fines forms where appropriate
8. Occasionally prod people into action where required
9. Chase up missing results cards if they don't appear
10. Chase up missing rearrangement dates

The Div Sec  time commitment is normally around 1 hour per week during the season. Nothing normally during the summer.

The Competition Secretary role is now being refocused on organizing events such as Pre-season, Divisional Championships, Bill Spry, Annual Championships and Finals Night.

The Press/Web Officer role is now focused mainly on running the League website as the main channel for news both to our members and others.

The Minutes Secretary has the following main responsibilities:

1. Take minutes at each Executive Committee meeting and distribute draft minutes to committee members in advance of next meeting.
2. Make requested amendments and issue final minutes for approval at next committee meeting
3. Take minutes of AGM. Write AGM minutes for presentation at next AGM.
4. Amend handbook so that it is in a condition that it can be printed at the beginning of each season
5. Arrange for printing of handbooks and deliver copies to Registration Secretary for distribution to teams etc.

The Assistant Secretary assists primarily through collating entries both to the league itself and to some of our events. 

The Coaching Officer has responsibilities including coaching, junior and development matters. Currently the main work-load involves running junior competitions during the winter season.

The Welfare Officer is a contact for any cases of welfare concern and also for TTE welfare policies and updates. The role is not generally time-consuming but is very important if cases should arise.

Other committee members attend committee and contribute their advice and help on particular matters as required. The committee may further co-opt additional members to serve during the year.

The Company Member (chosen by our committee; may or may not be the Chairman) holds our formal voting rights with Table Tennis England.







Author: via Exeter Table Tennis League
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