Exec Committee Timeline of Events
Ceredigion Snooker League
Timeline of Roles and Responsibilities
The following table provides an overview of the key duties and responsibilities undertaken by the Ceredigion Snooker League Committee throughout the season.
| Month | Duty / Responsibility | Role |
|---|---|---|
| August | Send registration forms and proposal requests to clubs at least two weeks before the AGM. | Secretary |
| August | Email all AGM-related documents to the Chairman in preparation for the AGM. | Secretary |
| August | Compile the final league accounts. | Treasurer |
| September | Follow up with any teams that have not responded, ensuring the correct teams are entered for the AGM. | Secretary |
| September | Chair the AGM. | Chairman / Vice Chairman |
| September | Take minutes of the AGM. | Secretary |
| September | Produce the AGM minutes in both English and Welsh. | Secretary |
| September | Upload the approved AGM minutes to the website. | Secretary |
| September | Update player details and new handicaps on the website. | Fixture Secretary |
| September | Create league fixtures from the registered teams, using Brian Crook or the new AI application. | Fixture Secretary |
| September | Update team information on the website. | Fixture Secretary |
| September | Update season information on the website. | Fixture Secretary |
| September | Upload league fixtures to the website. | Fixture Secretary |
| September | Update the Rules page with any new rules agreed at the AGM. | Secretary |
| September | Agree competition fixture dates with club secretaries and update the website homepage. | Fixture Secretary |
| September | Update knockout competition draws on the website. | Fixture Secretary |
| September | Create posters for all competitions, knockout competitions and meetings, and upload them to the website. | Secretary / Fixture Secretary |
| September | Maintain the league Facebook group and WhatsApp groups. | Secretary |
| September | Send communications to clubs and members once the website has been updated. | Secretary |
| October | Arrange the licensing payment with Ceredigion County Council for the forthcoming raffle. | Treasurer |
| October | Contact club secretaries regarding raffle prizes. | Treasurer |
| November | Arrange the printing of 1,200 raffle tickets with Aeron or other Printers. | Treasurer |
| December | Gather potential venues for the Presentation Evening in preparation for the league meeting. | Secretary |
| January | Chair the league meeting. | Chairman / Vice Chairman |
| January | Take minutes of the meeting. | Secretary |
| January | Distribute raffle tickets at the meeting and deliver the remaining tickets to each club. | Treasurer |
| January | Produce player handicaps from the registered players for the Chairman to review and amend if necessary. | Secretary / Chairman |
| January | Update player handicaps on the website. | Fixture Secretary |
| January | Book a venue for the Presentation Evening, update the website with the details and issue communications to members. | Secretary |
| January | Organise Ceredigion entries and teams for the Teams 4 Wales competition. | Secretary |
| March | Liaise with the Presentation Evening venue and obtain menu choices and pricing. | Secretary |
| March | Arrange trophies for the Presentation Evening and ensure all shields and trophies are collected for engraving. Tanygroes Trophies has been used for approximately 10 years. | Treasurer |
| April | Collect menu choices from members. | Secretary |
| April | Collect raffle tickets, raffle money and prizes. | Treasurer |
| April | Collect all sponsorship money. | Treasurer |
| April | Collect competition prize money, either from raffle proceeds or from the Treasurer. | Treasurer |
| April | Maintain accurate records of sales and receipts. | Treasurer |
| April / May | Organise all aspects of the Presentation Evening, including communications, liaison with the venue and preparation of trophies. | Secretary |
| May | Produce player handicaps from registered players for the Chairman to review and amend if necessary before the start of the Summer League. | Secretary / Chairman |
| May | Conduct the draw for the Summer League. | Competitions Secretary |
| May | Update Summer League tables and fixtures on the website. | Fixture Secretary |
| May | Update the Summer League WhatsApp group with the current list of players. | Secretary |
| May – August | Update Summer League results on the website and maintain the league tables. | Fixture Secretary |
Duties Carried Out Throughout the Year
The following responsibilities are carried out throughout the year as part of the ongoing administration and management of the Ceredigion Snooker League.
| Duty / Responsibility | Role |
|---|---|
| Act as the central administrator and organiser for the league and manage all communications. | Secretary |
| Ensure compliance with league rules and regulations. | Secretary / Chairman |
| Check and update weekly scorecards received via the website. | Fixture Secretary / Secretary |
| Act, alongside the Chairman, as a first point of contact for members and clubs. | Secretary / Chairman |
| Organise all league competitions. | Competitions Secretary |
| Email league tables and competition winners to local newspapers. | Secretary |
| Keep informed of postponed matches and work with the committee to address rule infringements or disputes, including teams failing to fulfil a fixture. | Secretary |
| Update the website with competition winners. | Secretary |
| Affiliate the league with other snooker organisations or governing bodies as required. | Secretary |
| Keep the league accounts up to date and ensure they are balanced. | Treasurer |