DARTMOOR POOL LEAGUE

COMMITTEE ROLES & RESPONSIBILITIES

Document 12

Version: 1.0

Adopted: __________________

Effective From: __________________

Next Review: AGM __________

COMMITTEE STRUCTURE

The League shall be administered by elected Committee Members in accordance with the Constitution and Governance Document.

The Committee may consist of mandatory and optional officer positions as determined by the Constitution.

Where a position is vacant, its responsibilities may be delegated by the Committee.

1. CHAIRPERSON

The Chairperson should:

a)       Provide leadership and direction to the League.

b)       Chair AGMs, EGMs and Committee Meetings.

c)       Ensure meetings are conducted fairly and efficiently.

d)       Promote compliance with League Rules and Policies.

e)       Act as the principal representative of the League.

f)         Exercise a casting vote where provided by the Constitution.

g)       Support Committee Members in carrying out their responsibilities.

2. SECRETARY / FIXTURES OFFICER

The Secretary / Fixtures Officer should:

a)       Act as the principal administrative officer of the League.

b)       Prepare meeting agendas and notices.

c)       Record and retain meeting minutes.

d)       Maintain League records and correspondence.

e)       Publish League fixtures.

f)         Maintain governance documentation.

g)       Coordinate communication between the Committee and Team Captains.

3. TREASURER

The Treasurer should:

a)       Maintain accurate financial records.

b)       Receive and record League income.

c)       Record authorised expenditure.

d)       Reconcile League accounts.

e)       Prepare financial reports.

f)         Present annual financial summaries to the AGM.

g)       Safeguard League funds and assets.

4. VICE CHAIRPERSON

The Vice Chairperson should:

a)       Support the Chairperson.

b)       Deputise for the Chairperson when required.

c)       Assist with Committee administration.

d)       Undertake additional duties delegated by the Committee.

5. FIXTURES COORDINATOR

The Fixtures Coordinator should:

a)       Assist with fixture scheduling.

b)       Coordinate fixture amendments and rearrangements.

c)       Assist with Team Knockout Cup scheduling.

d)       Monitor fixture completion.

e)       Liaise with Team Captains regarding fixture matters.

6. RESULTS SECRETARY & LEAGUE ADMINISTRATOR

The Results Secretary & League Administrator should:

a)       Maintain League standings.

b)       Verify and record results.

c)       Monitor outstanding result submissions.

d)       Maintain statistical records.

e)       Administer League systems and databases.

f)         Support the Committee with general administration.

7. DISCIPLINE OFFICER

The Discipline Officer should:

a)       Receive complaints and reports.

b)       Maintain disciplinary records.

c)       Coordinate investigations where required.

d)       Assist with the administration of disciplinary proceedings.

e)       Maintain confidentiality and impartiality.

f)         Ensure matters are handled in accordance with the Disciplinary Policy.

8. COMMUNICATIONS OFFICER

The Communications Officer should:

a)       Publish League announcements.

b)       Maintain League communication channels.

c)       Administer League social media accounts where applicable.

d)       Promote League competitions and events.

e)       Support communication between the League and its members.

9. VENUE LIAISON OFFICER

The Venue Liaison Officer should:

a)       Maintain positive relationships with League venues.

b)       Assist with venue-related issues.

c)       Support the arrangement of competition and presentation venues.

d)       Communicate venue requirements to the Committee.

e)       Assist in identifying potential new venues.

10. WELFARE & SAFEGUARDING OFFICER

The Welfare & Safeguarding Officer should:

a)       Promote a safe, respectful and inclusive environment.

b)       Act as an initial point of contact for welfare concerns.

c)       Assist the Committee with safeguarding matters.

d)       Maintain confidentiality where appropriate.

e)       Refer matters through the appropriate League procedures.

11. GENERAL LEAGUE ADMINISTRATOR

The General League Administrator should:

a)       Support the administration of League activities.

b)       Assist Committee Members with operational tasks.

c)       Support competitions, events and meetings.

d)       Undertake duties delegated by the Committee.

e)       Assist with record keeping and administration.

12. PANEL MEMBERSHIP RESPONSIBILITIES

Committee Members appointed to Disciplinary or Appeal Panels should:

a)       Act fairly and impartially.

b)       Declare any conflict of interest.

c)       Review all relevant evidence.

d)       Maintain confidentiality.

e)       Comply with the Disciplinary Policy.

13. SUCCESSION & HANDOVER

a)       Committee Members should maintain records relevant to their role.

b)       Outgoing officers should assist with reasonable handover requests.

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

14. GENERAL PRINCIPLES

a)       Committee roles exist to support the effective operation of the League.

b)       Responsibilities may overlap where appropriate.

c)       The Committee may allocate additional responsibilities where required.

d)       The Constitution and Governance Document shall take precedence over this document.