Match Secretary

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Somerset Bowls Association Job Description  -  Match Secretary

Purpose of the Job:

Ø  Running all county matches

Expenses:      

Ø  Fixed amount payable per annum (as agreed by the SBA Executive Board (EB)) to cover travel

Ø  Other expenses payable, to a ceiling agreed by SBA EB and verified by receipts

Reports to:

Ø  General Secretary

Jobholder’s Team:

Ø   Assistants for some or all of the combinations of players and types of matches listed in the Appendix

Ø  A Fixtures’ Clearing Secretary

Main Responsibilities:

Ø  In liaison with the Logistics Manager, establishing dates and venues for matches, and rolling forward regular fixtures

Ø  In liaison with the Performance Manager, attracting the support of players, and identifying their qualifications, qualities and availabilities

Ø  Maintaining a record of any business conducted by match committees, in particular supporting all selection committees through the provision of information, dissemination of selections and collation of acceptances

Ø  Making and ensuring all match day arrangements are executed, including travel arrangements, collection of and accounting for fees, and presentation of awards

Ø  With the assistance of a fixtures clearing secretary, facilitating the arrangement of fixtures for clubs, particularly with teams touring the county

Ø  Maintaining a register, and ensuring safe custody, of perpetual trophies

Ø  Recording, publishing and archiving results and appearance records

Ø  Gaining EB ratification for any assistants appointed, and managing, developing and co-ordinating them to support the jobholder in discharging these responsibilities

Ø  Consulting widely to generate ideas and plans for development

Ø  Managing these responsibilities within the budget set by the EB

Ø  Reporting quarterly to the EB and annually to the Communications Meeting (each April), Council Meeting (each October) and AGM (each November)

Measures of annual success:

Ø  Number of applications per fixture

Ø  Number of wins per match type

Ø  Number of players used (which might be a low number for competitive matches and a high number for friendlies)

Ø  Number of Tributes per Complaint

Ø  Income and expenditure against budget

Ø  Number of new ideas

Ø  Attendances at meetings

Other close working relationships with:

Ø  Logistics Manager – who will arrange dates and venues to meet match requirements

Ø  Competition Secretary, to provide the programme of matches for the Players’ Yearbook and for the advice of names of best competition performers

Ø  Performance Manager re selection meetings and match organization

Ø  Marketing Manager:

o   (or their Publicity and Press Officer) for the reporting of match news

o   (or their Web Site Manager) to keep up-to-date teams and results on the web.

Other important relationships with:

Ø  Treasurer for the receipt of match fees and provision of awards

Ø  Match Secretaries in other counties, and appropriate Bowls England representatives

Ø  Umpires’ Organizations, for the appointment of umpires when required

Ø  Travel companies.

Desirable Jobholder Qualities:

Ø  An interest in competitive bowls

Ø  Experience of playing in inter-county matches

Ø  Good organizational skills

Ø  Good communication & interpersonal skills

Ø  Good computer skills (in particular, with spreadsheets & word processing)

Ø  Familiarity with budgetary processes

Ø  E-mail, telephone and mobile phone facilities

Ø  Personal mobility

I …………………………………………………………………….. (Jobholder’s name)

understand and agree to these responsibilities.

Signed …………………………………………..  Date ………………

Appendix. Matches to be Run.

SBA GENERAL MATCH PROCESSES. Final Draft Version 2.1 (09/09)

 (To be read in conjunction with Match Secretary Job Description)  

ROLES:  

The role of the Match Secretary (with assistants) includes:

Ø  Arranging all Matches and agree dates and venues each year, including close liaison with the Performance Manager to include the Middleton Cup, Johns Trophy, Men’s & Ladies Double Rink, Men’s Double Junior Rink, U25s SWCBA League & Amy Rose matches.

Ø  Organising and administering all County Friendlies (including those for cups), SWCBA League & South West Ladies County League Games

Ø  Acting as secretary to the two General Selection Committees (one for each gender). Each committee comprises the President, who will chair the meetings, Senior Vice President, four selectors, one from each of the Regions 1 & 3, 2 & 4, 5 & 6, 7 & 8, to be elected at the SBA AGM, and ex officio Match/Assistant Secretary.

Ø  Acting as Delegate to SWCBA and attending meetings.

Ø  Keep a register and safe custody of all Cups & Trophies (e.g. Trevor Cup, Small Cup, Jack-See Trophy, Ashleigh Trophy). Ensure they are engraved and up to date  

DIARY OF ACTIONS:  

1. Arranging Fixtures for following year

1.1       As a matter of principle: Try to coordinate long distant matches so that both genders can use one Coach.

1.2       As early as possible in preceding year: Full list of Fixture Dates sent to the Logistics Manager, who should be kept up to date with choice of venues.

1.3       By 30^th June: All Fixture dates including Johns’ Trophy, Middleton Cup, Walker Cup, Balcomb Trophy, White Rose Trophy & Amy Rose Trophy should  be made– but depend on Bowls England.

1.4       By 15^th August: Clubs invited to offer venues for home matches and provide costs of catering (maximum amount to be approved by ExB).

1.5       By 30^th Sept: Clubs to respond to invite. Venues ratified by ExB in October. Seek to provide a different club each year for each match if possible.

1.6       By 30^th Oct. Full programme to be in place.

1.7       By 1^st December: Match profiles to be agreed between Match Secretary and Treasurer and ratified by ExB to enable production of Match Reconciliation & Control Sheets.

2. Qualifications for County Matches (from 2010 onwards. In 2009 a major exercise is to be conducted by Gen. Sec. to collect clean data from all clubs).

2.1       By 15^th August: Clubs requested to provide updates to eligibility and badging data.

2.2       By 30^th Sept: Clubs to respond.  

3. Reports:  

3.1       By 30^th Sept: Match Secretary’s Report’s to Executive Board, Council & AGM, including full details of results, badges presented and any changes required to Procedures, etc..

3.2       December: Report to be included in Handbook.  

4. Merchandise Requirements:

4.1       By 30^th Nov: Gen Sec advised of merchandise requirements: Badges, plaques, engraving, Score Cards, Glasses, Stickers, Ties, Cravats, Hat Ribbon, etc.  

5. Preparing for Coming Season:

5.1       In November: Appoint two Assistant Match Secretaries: one for other gender’s General Friendly & Inter-County League matches, one for Presidential, Executives & Mixed matches. Also appoint a 100 Club Secretary.

5.2       In January: Club Circular (L01yy/M01yy) issued. (In 2010, spell out the new method of Awarding of County Badges and the changes some members will see in applying for County Games.) It is proposed that this information letter should be split to Men & Ladies for the first year as some Clubs may have two Sections), but  the information dealt with on the plural basis. Circular to include (a) the Programme of Matches (b) nomination forms, both County & Supplementary (c) SWCBA Programme with request for Clubs to enter one rink.

5.3       In January: Advise Selection Committees of dates and venues (normally Street B.C.) for meetings.

5.4       By 1^st April: Members to return Match Nomination forms.  

6. Advanced Match Arrangements

6.1       In January: Seek quotations from at least three coach companies for matches approved by ExB.

6.2       By 1^st April: All Fixtures & Transport arrangements for the forthcoming Season should be in place. (The lowest coach quotation is not necessarily the one to be accepted.) Identify precise location of destination. Agree pick up points, journey breaks, and timings.

6.3       By 15^th April: Appoint Umpires as required.  

7. Selection Procedures     

7.1       In March: Match Secretary to arrange a Meeting in readiness for selections to include, Treasurer and all Assistants Match Sec’s, etc.

7.2       By 15^th April: Returned Match Nomination forms to be entered & recorded & distributed to relevant selectors.

7.3       For each Selection Meeting: Relevant secretary provided with full list of Players who are nominated for each match, which, well in advance of each meeting, will be passed on to the General Selectors prior to the Selection Meeting. NB. In friendly games, the President, Senior Vice President and appropriate match secretary have a right to play. In no other games is there any such right for anybody – especially the selectors. Friendly games should be used to maximise the opportunities for all qualified players to play and those who have been selected as a reserve should be included in the next appropriate game they have applied for.

7.4       Completed selection sheets to be sent to clubs together with acceptance slips for each Player selected. (Teams also circulated to ExB, Selectors, Web Site)

7.5       Seven days prior to the Match: Acceptance Slips must be returned to the relevant match sec. Numbers for catering purposes shall be obtained from the opponent and together with SBA requirements forwarded to the club checking on cost of meal and if it is reciprocal or not.

            (Meal price will have been agreed by Match Secretary on acceptance of the game venue).

7.6       Once the teams have been selected, processed and sent to Clubs it is the responsibility for the relevant Match Secretary to ensure those selected have been notified and that they are able/unable to play. Anyone unable to play will be replaced by a reserve by the relevant Match/Assistant Secretary who must also ensure a full team is available for all matches.

7.7       Prior to match: Prepare President’s fact sheet containing details naming any player who will receive badge/colts badge and any history of the match. Prepare Score Cards with Labels to put on Opponents Cards.  

8. Match Day.

8.1       Take (choice of) stickers, flag, glasses, table names plates, badges, gavel, trophy (if appropriate), scorecard holders, SWCBA / SWLCL Official Result Cards.

8.2      Check Team Sheet for players who have dropped out late.

8.3      Prepare a Match Reconciliation & Control Sheet to enable the control of the finances. Collect match fees, receipts for sale of badges and other consumables, coach fares, etc. Pay host club all meal costs, coach driver tip at agreed rate, etc.

8.4      Advise President of opposition officers, match results, highest rink to receive glasses and any other pleasantries, etc.

8.5      Match result sent same day to Press, Executive Members (for info), the 100 Club Secretary and the Selector/Member who keeps a record of actual members who were selected and who played. Also to Match Secretary who keeps a record of all results and must receive full documentation of the match.

8.6      Reconciliation & Control sheets to be sent to Treasurer. Pay dues to club, Balance paid into the Bank.  

9. At end of season.

9.1       By 20^th Sept: Full Inventory of Badges, Glasses, Ties etc; must be sent to the Treasurer.