< How to be a good secretary
     
       

 

 

Guide to being the "Perfect" secretary...

 
 So – you have just been “landed” in it – you have been asked to organise fixtures etc. for your team in the B&W league. What does this mean?

Well, here are a few pointers to help you (and avoid being fined)!
First and foremost, if you do these jobs in plenty of time and make sure you tell everyone involved, you will AVOID LETTING PEOPLE DOWN particularly when matches get cancelled at the last minute.

Before the Season Starts

  • Attend the AGM and annual fixtures meeting (or send a club delegate) and come prepared to arrange fixtures (check pool bookings etc.)(Rule 10)
  • Ensure your subscription for the season is sent to the Treasurer in before 31 Jan(Rule 11)
  • Send in your list of players for registration  (who must be registered with the ASA or WASA) to the Hon. Match Secretary at least seven days prior to your first fixture and no later than 1 March (Rule 16)

During the Season

  • At least 10 days before each home match, notify the secretary of the away team and both referees of the venue and start time.  It is recommended that you do this in the first instance by email copying all in and asking for confirmation (see over)  – follow this up with a telephone call if unconfirmed (Rule 14)
  • If you need to postpone a match, request permission from the Match Secretary at least 10 days in advance (Rule 14) – if you need a referee contact the referee coordinator
  • On a home match day, ensure you provide a full set of table equipment (Rule 19 – 2 stopwatches, 30 second hooter, last minute bell, 4 flags white, blue, red & yellow, scoreboard) and a match sheet (as well as competent table officials) (Rule 20)
  • After the match, ensure the match sheet is signed by the referees and the referee evaluation (guidelines on website)on your copy is filled in and send it off to Match Secretary within seven days of the match (Rule 20)
  • If for any reason you cannot play a programmed fixture, request postponement from the Match Secretary at least 10 days in advance and notify the opposition and referees at the same time – and rearrange the fixture within 14 days and make sure you tell everybody of the new agreed date(Rule 14)

Example of Referee Notification Template

To:                   Away Secretary, Both referees
Cc:                  Home club captain/other team member
Subject:         Home team v Away Team – Day & Date & Time

“Dear All

This is to confirm that the above fixture will take place at time at home team pool.

Please confirm that you can make this fixture OK.

Regards

 

c.c. referees names