DARTMOOR POOL LEAGUE

LEAGUE OPERATIONS MANUAL

Document 9

Version: 1.0

Adopted: __________________

Effective From: __________________

Next Review: AGM __________

OPERATIONS MANUAL NOTE

This document is intended as an administrative guide for Committee Members and League Officials.

This Manual does not override the Constitution, Playing Rules, Code of Conduct, Disciplinary Policy or Competition Rules.

In the event of any conflict, the Governance Pack shall take precedence.

1. PURPOSE

a)       To provide continuity between Committee terms.

b)       To assist Committee Members in administering the League.

c)       To promote consistency in League administration.

d)       To record operational procedures and best practice.

e)       To assist future Committees in maintaining League standards.

2. ANNUAL LEAGUE CYCLE

The League shall generally operate through the following annual cycle:

Close Season

• Confirm final League standings.

• Confirm Competition Champions.

• Recover League trophies.

• Review governance documents.

• Prepare AGM documentation.

Annual General Meeting

• Receive Committee reports.

• Elect Committee Members.

• Consider constitutional amendments.

• Consider rule amendments.

• Confirm League fees.

• Confirm competition structure for the following season.

Pre-Season

• Invite team entries.

• Confirm Team Captains.

• Confirm venues.

• Confirm League format.

• Create fixture schedules.

• Open player registration.

During Season

• Manage registrations.

• Monitor results.

• Administer competitions.

• Deal with disciplinary matters.

• Resolve disputes.

• Maintain League records.

End of Season

• Confirm final standings.

• Confirm award winners.

• Arrange presentations.

• Prepare AGM reports.

3. TEAM REGISTRATION PROCEDURE

a)       Applications shall be submitted by a Team Captain.

b)       The Committee shall determine whether the application meets League requirements.

c)       The Committee may request additional information where necessary.

d)       Approved teams shall be added to the League competition structure.

e)       Team details shall be recorded by the League Secretary.

4. PLAYER REGISTRATION PROCEDURE

a)       Registration requests shall be submitted in accordance with the Playing Rules.

b)       Eligibility shall be verified.

c)       Approved registrations shall be recorded within the League’s official systems.

d)       The Committee shall maintain an up-to-date register of eligible players.

5. TRANSFER PROCEDURE

a)       Transfer requests shall be submitted to the Committee.

b)       Eligibility shall be checked against Playing Rules.

c)       Approved transfers shall be recorded.

d)       Captains should be notified of transfer decisions as soon as reasonably practicable.

6. FIXTURE ADMINISTRATION

a)       The Committee shall publish fixture schedules prior to the commencement of the season.

b)       Fixture amendments shall be managed in accordance with the Playing Rules.

c)       Postponements shall be monitored to ensure completion within permitted timescales.

d)       No-show fixtures shall be recorded and dealt with under League Rules.

7. RESULTS ADMINISTRATION

a)       Results shall be submitted through the League’s approved results platform.

b)       The Committee shall monitor outstanding results.

c)       Missing or disputed results shall be investigated promptly.

d)       League tables shall be updated using official results only.

e)       Captains are encouraged to verify recorded results before leaving the venue.

8. COMPETITION ADMINISTRATION

Singles Knockout

• Open entries.

• Verify eligibility.

• Conduct draws.

• Publish formats.

• Record results.

Doubles Knockout

• Verify pairings.

• Verify eligibility.

• Conduct draws.

• Record results.

Captains Cup

• Verify captain eligibility.

• Conduct draws.

• Record results.

Team Knockout Cup

• Conduct draws.

• Publish fixtures.

• Verify player eligibility.

• Record results.

9. DISCIPLINARY ADMINISTRATION

a)       Complaints shall be logged upon receipt.

b)       The Committee shall determine whether:

• No action is required.

• Informal resolution is appropriate.

• A formal investigation is required.

c)       Relevant records shall be retained.

d)       Disciplinary Panels shall be appointed where required.

e)       Outcomes shall be communicated in writing.

10. APPEALS ADMINISTRATION

a)       Appeals shall be logged upon receipt.

b)       Appeal deadlines shall be verified.

c)       Appeal Panels shall be appointed in accordance with the Disciplinary Policy.

d)       Appeal decisions shall be recorded and communicated in writing.

11. FINANCIAL ADMINISTRATION

a)       The Treasurer shall maintain accurate financial records.

b)       Income and expenditure shall be recorded.

c)       League funds shall be held separately from personal funds wherever practicable.

d)       Supporting records should be retained for all significant transactions.

e)       Financial information shall be available to the Committee upon request.

12. RECORDS MANAGEMENT

The League should maintain records including:

• Team registrations.

• Player registrations.

• Fixture schedules.

• League standings.

• Competition results.

• AGM minutes.

• Committee meeting minutes.

• Disciplinary records.

• Appeals records.

• Financial records.

13. COMMITTEE DECISION REGISTER

a)       The Committee should maintain a register of significant decisions.

b)       The register should include:

• Rule interpretations.

• Competition format decisions.

• Disciplinary outcomes.

• Appeal outcomes.

• Exceptional eligibility decisions.

• Significant administrative decisions.

c)       The purpose of the register is to provide consistency, transparency and continuity between Committee terms.

d)       The register shall be retained as part of the League’s official records.

14. TROPHY ADMINISTRATION

a)       The Committee shall maintain a register of League trophies.

b)       Trophy recipients should return trophies by the date specified by the Committee.

c)       Damage or loss should be reported immediately.

d)       The Committee may seek reimbursement for loss or damage where appropriate.

15. COMMUNICATIONS

a)       Official League communications should be clear, professional and timely.

b)       The Committee should maintain appropriate communication channels with Team Captains.

c)       Important decisions should be communicated in writing wherever practicable.

16. SUCCESSION PLANNING

a)       Committee Members should maintain sufficient records to enable smooth handover to successors.

b)       Access to League systems, records and accounts should be transferred promptly following elections or appointments.

c)       The Committee should seek to preserve the continuity and integrity of League administration.

17. GENERAL PRINCIPLES

a)       The purpose of this Manual is to support effective administration.

b)       The Manual may be updated by the Committee where operational improvements are identified.

c)       The Constitution and Governance Document shall take precedence over this Manual.

The Committee should always seek to administer the League fairly, consistently and in the best interests of its me