Executive Roles & Responsibilities

 

Executive Committee Proposals

Committee Structure

  • No more than two members from any single club should serve on the Executive Committee. This will ensure fair representation across all member clubs and the wider membership.
  • Executive Committee members should normally hold only one committee role.
  • Where a position remains vacant, an individual may undertake multiple roles on a temporary basis until the vacancy is filled.
  • Any revisions to role responsibilities should be implemented when a new individual is appointed to that position.

 

Executive Committee Roles and Responsibilities

Secretary:

The Secretary is responsible for the administration and day-to-day operation of the league, including:

  • Organising meetings, preparing agendas, and recording accurate minutes.
  • Acting as the central administrator and communication coordinator.
  • Ensuring compliance with league rules and regulations.
  • Updating the website with any rule or policy changes agreed at the AGM.
  • Producing documentation, posters, forms, and other resources for download from the website.
  • Creating and maintaining Facebook and WhatsApp groups for current members.
  • Primarily responsible for maintaining and updating all areas of the league website.
  • Contacting clubs at least two weeks before the AGM with registration forms and requests for proposals.
  • Managing the annual registration of teams and players.
  • Producing player handicaps twice yearly and liaising with Chairman for final checking.
  • Serving, alongside the Chairman, as a primary point of contact for members.
  • Organising the annual presentation evening.
  • Managing menu selections and coordinating catering arrangements with the host venue.
  • Providing league tables and competition results to local newspapers.
  • Managing notifications of postponed matches and working with the committee to address disputes, rule breaches, and unfulfilled fixtures.
  • Organising Ceredigion entries and teams for the Team 4 Wales competition.
  • Managing affiliations with any relevant snooker governing bodies.
  • Assisting with the setup and maintenance of the Summer League website.
  • Assist the Treasurer in seeking out Sponsorship for the League.

 

Chairman:

The Chairman acts as the league's figurehead and spokesperson and is responsible for:

  • Presiding over AGMs, EGMs, and Executive Committee meetings.
  • Maintaining order and ensuring meetings are conducted effectively.
  • Serving, alongside the Secretary, as a primary point of contact for members.
  • Supporting the Secretary with day-to-day league matters.
  • Assisting the Secretary with player handicapping and related responsibilities.
  • Assist the Treasurer in seeking out Sponsorship for the League.

Fixture Secretary:

The Fixture Secretary is responsible for:

  • Ensuring league fixtures are generated accurately.
  • Updating website annually with Seasons, Teams, Players and fixtures.
  • Checking, uploading, and updating weekly scorecards and results.
  • Conducting cup competition draws during league meetings.
  • Supporting the Secretary with competition administration, event organisation, promotional materials, and website updates.
  • Assist the Treasurer in seeking out Sponsorship for the League.

Treasurer:

The Treasurer is responsible for:

  • Collecting team registration fees and sponsorship income.
  • Maintaining accurate financial records of all income and expenditure.
  • Presenting an annual financial statement and balance sheet at the AGM.
  • Arranging the annual raffle licence with Ceredigion County Council.
  • Organising raffle prizes, ticket distribution, sales records, and financial returns.
  • Collecting raffle tickets, proceeds, and prizes from clubs.
  • Arranging trophies and awards, including the collection of shields and trophies for engraving.

Vice Chairman:

The Vice Chairman is responsible for:

  • Chairing meetings in the absence of the Chairman.
  • Supporting the Chairman in carrying out their duties as required.
  • Assist the Treasurer in seeking out Sponsorship for the League.


President:

The President shall:

  • Serve as a member of the Executive Committee.
  • Provide guidance, support, and representation within committee discussions.
  • Hold voting rights on Executive Committee matters.
  • Assist the Treasurer in seeking out Sponsorship for the League.

Competitions Secretary (Proposed New Role):

The Competitions Secretary will be responsible for:

  • Coordinating competition schedules with member clubs.
  • Organising and managing competitions on the day of each event.
  • Conducting competition draws.
  • Collecting competition entry fees and maintaining associated records.
  • Organising competitions and events.
  • Assist the Treasurer in seeking out Sponsorship for the League.