Officers' Guidelines

Guidelines: Chair
 

Overall purposes

·         To deliver, with all other officers, the Association’s objectives to the best of their ability

·         To ensure that the business of the Association is carried out in both the spirit and letter of its constitution and rules

·         To chair all full committee and general meetings convened by the Association to enable its business to be concluded in a structured and timely manner.

 

Specific Objectives

·         To guide Management Committee through the business to be conducted at committee meetings in an orderly and timely fashion

·         To ensure that all general meetings are conducted in a business-like, orderly and timely fashion

·         Ensure that all members of any meeting are able to have their say, including inviting comment from less vocal members as necessary

·         Seek to establish consensus positions on items of business wherever possible

·         Conduct votes on items of business whenever necessary

·         When such votes are tied to use the Chair’s casting vote in the best interest of the Association as a whole

·         To represent the Association in public settings in a professional manner.

 

Note

If the Chair is unable to attend a formal meeting of the Association, they should arrange for a Vice-Chair to undertake the role as set out aboveWhere it has not been possible to arrange a substitute Chair in advance, the other officers will nominate one of those present to undertake the role as set out above.

 
 

Guidelines: General Secretary and Webmaster

 

General Secretary

Early May

Agree provisional date for start of Winter League, closing date for entries and decide on date of GM (teams to divisions) and GM (handbook).

Early May

Book rooms for GM (teams to divisions) and GM (handbook).

Early May

Create agenda for AGM.

Early May

Send agenda for AGM / Agenda for MCM & Minutes of MCM, Rules, Awards meeting.

Mid May

Send accounts of Awards Evening to Treasurer.

Early June

Prepare for AGM.

Mid June

AGM / MCM

Mid June

Write up minutes of AGM and create agenda for next GM.

Mid June

Write up minutes of MCM and create agenda for next MCM.

Mid June

Create Winter League entry form / Nominations & Grading List / Letter.

Mid June

Send minutes of AGM / agenda for next GM / minutes of MCM / agenda for next MCM / Club Directory form / Winter League entry form / Nominations & Grading List / Letter.

Mid June

Send updates to rules, Officers, committees and competition winners to Handbook Secretary.

Mid June

Vote in ETTA elections.

June

Awards Evening: Book room.

August

Meet with Competitions and Match Secretaries when Winter League entries are in to discuss teams to divisions options.

August

GM (teams to divisions) / MCM

August

Write up minutes of GM and MCM and create agenda for next GM and MCM.

August

Send minutes and agendas for next GM and MCM.

August

Meet with Competitions and Match Secretaries to formulate fixtures.

August

Create spreadsheets for Winter League and send to Match Secretary.

Early September

Send provisional fixtures to clubs.

September

Create Team Contacts sheet.

September

GM (handbooks) / MCM. Hand out Team Contacts sheet.

September

Write up minutes of GM and MCM and create agenda for next MCM.

September

Send minutes and GM and MCM and agenda for next MCM.

September

Book room for MCMs in November, January, and York Closed draw in January.

September

Send handbooks to Vice Presidents, etc.

Mid November

MCM

Late November

Write up minutes of MCM and create agenda for next MCM.

Late November

Send minutes of MCM and agenda for next MCM.

Mid November

Update registrations spreadsheet and send to ETTA.

Early January

MCM

Early January

Write up minutes of MCM and create agenda for next MCM.

Early January

Send minutes of MCM and agenda for next MCM.

Early January

Book room for MCMs in February, April and AGM in June.

Early January

Awards Evening: Confirm entertainment.

Mid February

Awards Evening: Ask Dave Norville to produce tickets and posters.

Early March

MCM

Early March

Write up minutes of MCM and create agenda for next MCM, Rules & Awards.

Early March

Send minutes of MCM and agenda for next MCM, Rules & Awards.

Mid March

Awards Evening: Send tickets to Club Secretaries and Officers.

Early April

Awards Evening: Book buffet and confirm entertainment.

End April

MCM, Rules, Awards, Summer League handicapping.

End April

Write up minutes of MCM, Rules, Awards meeting.

End April

Awards Evening: Notify awards winners and Mike Belton (for engraving).

End April

Awards Evening: Check on ticket sales.

End April

Create spreadsheets for Summer League and send to Summer League Secretary.

 
Webmaster

 

May-Sep

Update Summer League results and tables weekly.

May

Consolidate Winter League averages.

June

Update rules, officers, committees, competition winners.

August

Add Winter League fixtures.

September

Add Bagshaw results.

Sep-May

Update Winter League results, tables and averages weekly.

Nov-May

Add/update Shepherd/Machell Trophy fixtures and results.

Jan

York Closed seedings.

Jan

York Closed results, report and photos.

End April

Add Summer League fixtures.

 
 

Guidelines: Match Secretary and Press Secretary

 

Winter League nominations and grading

·         Clubs will submit their grading and nomination lists to the Match Secretary prior to the start of the season, by an agreed date.

·         The Match Committee will meet at the start of the season to verify the grading list against the previous season’s averages and to ensure that at least 3 players are nominated for each team on the nominations list. Any discrepancies should be discussed with the clubs and, if not resolved, raised at the September General Meeting.

·         At the September General Meeting a copy of each club’s grading and nomination lists will be given to Club Secretaries.

·         A copy of each club’s grading and nomination will be given to the Webmaster for publication on the web-site.

·         A second person will be appointed at the September General Meeting to help with the checking of players playing out of grading and nomination. This could be the Webmaster as he receives the results each week.

·         The Match Committee will meet half way through the season to review the grading and nomination lists. Changes will be sent to all Club Secretaries, and to the Webmaster for publication on the web-site.

 

Match results (weekly)

·         Enter results into the spreadsheet.

·         Check for late scorecards.

·         Check for players playing for a team that is lower than the one they are nominated for. Contact the Club Secretary and remove that player’s record from the match and issue a fine.

·         Check for players playing out of grading, i.e. playing for a higher team but replacing a lower-graded player. Contact the Club Secretary and remove that player’s record from the match and issue a fine.

·         Check for players having played more than four times for a team higher than the one they are nominated for. Contact the Club Secretary to say that the player is tied to the higher team. Change the player’s nominated team on the list. Send details of the changes to the Webmaster for publication on the web-site.

·         Send results, tables and players’ averages to the Webmaster for publication on the web-site.

 

Awards

·         At the end of the season consolidate the votes on the scorecards for use at the Awards meeting.

 

Press

·         Produce a weekly report for The Press.

·         Send results and tables to The Press each week.

·         Send details of the York Closed draw to The Press.

·         Send results and report of the York Closed to The Press.
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