EGCA

Job Descriptions

CHAIRMAN

To manage committee and general meetings:
To conduct meetings in a manner that enables everyone to have their say and to move to a vote if necessary.
To ensure that decisions taken by the committee are carried out.
To represent the EGCA and to promote the EGCA to outside bodies, other clubs and to members: to act as a focal point for information and encourage participation in all EGCA activities and events.
Ensure that the rules of the EGCA and affiliated bodies are followed.
Be diplomatic and smooth over differences of opinion if they arise
Make sure that any necessary decisions are taken with a vote if needed. If votes are divided equally, the Chair may have the casting vote

Vice Chairman

In the event that the Chair is unavailable will take over all of the above duties.

Treasurer

To monitor EGCA expenditure, managing the EGCA funds and bank account.
Keeping an accurate and true record of all transactions and pay all bills and expenses in a timely manner.
Work with EGCA associated clubs to collect annual subscriptions and manage the payment of WCU membership.
Ensure that all members of the EGCA are registered with the WCU.
At year end, produce a brief financial report, to be presented at the AGM.

Secretary

To plan and organise committee meetings and general club meetings; call for the next meeting including collating and distributing of agenda items and club calendar pre-meeting.
In a timely manner, communicate any action plan(s) of the meetings held.
To organise the AGM agenda, related papers, and committee elections and to ensure the relevant papers are distributed in advance.
Arrange for collection of Team Trophies (currently division 1, 2, 3, 4, Alec Wood Trophy and Quickplay) and engrave the Trophies in time for presentation at the AGM.
Arrange for individual trophies to be prepared (currently 5 individual trophies per division). We currently use Everson Sports and Trophies, 49 Bedwlwyn Road, Hengoed, CF82 7AB
Keep ‘safe’ permanent records (paper/electronic) of AGM and committee meeting minutes andLeague fixtures to ensure that the club policies and documents are up to date (alongside the Chair)
Be a point of contact for EGCA correspondence and liaising with outside organisations
To keep the club membership updated with news and events throughout the season.

Executive Director

Undertake any duties as requested by the AGM
Prepare and issue League fixtures by 1st August to all registered clubs
Liaise with the owner of the ratings website (Matthew Lunnon) to ensure it has been updated ready to use by 1st September
Update the EGCA website with details of clubs and team captains.
Receive 2 copies of every match result and update the website (league tables/divisional results)
Ensure the league rules are complied with this will include updating the games played spreadsheet to keep accurate player records

KO Cup/Quickplay Organiser

Contact clubs to obtain entries to the annual summer tournament by 1st May
Prepare fixtures in plenty of time for the event to commence in early June
Receive 2 copies of every match result and update the website (tables and results)
Ensure the competition rules are complied with

Rating Officer

Process all results onto the ratings website in a timely fashion, usually within 48 hours.
Raise queries if the match/game result is unclear or incorrect
Ensure that the Ratings website is updated half yearly on 1st January and 1st July.

Rules Director

Auditor

Delegates to WCU

Management Board

Attend any Management Board meeting. In most years there will only be 2 meetings. Meetings are normally held by zoom.
Undertake any actions as requested at the Management Board meeting
Prepare minutes of any meetings for presentation at the EGCA AGM

Home

Junior Committee

Attend any Junior Committee meetings. Meetings will normally be held on zoom.
Undertake any actions as requested at the Junior Committee meeting
Prepare minutes of any meetings for presentation at the EGCA AGM
Proactively undertake actions for the benefit of all juniors who are members of the EGCA
There is an annual budget for the Junior Committee. The Junior Committee representative must use this budget for the benefit of the EGCA junior members.
Any expenditure up to the limit of the budget is to be sanctioned by the EGCA treasurer who will liaise with the Executive Committee before the funds are spent

Development Committee

Attend any Development Committee meetings. Meetings will normally be held on zoom.
Undertake any actions as requested at the Development Committee meeting
Prepare minutes of any meetings for presentation at the EGCA AGM
Is able to undertake proactive development actions for the benefit of the EGCA.
Should there be any expenditure for this proactive development it must be sanctioned by the Treasurer who will liaise with the Executive Committee before any funds can be spent

International Team Selection Committee

Attend any International Team Selection Committee meetings. Meetings will normally be held on zoom.
Undertake any actions as requested at the International Team Selection Committee meeting
Prepare minutes of any meetings for presentation at the EGCA AGM

Ladies Committee

Publicity Committee

Attend any Publicity Committee meetings. Meetings will normally be held on zoom.
Undertake any actions as requested at the Publicity Committee meeting
Prepare minutes of any meetings for presentation at the EGCA AGM
Is able to undertake proactive publicity on behalf of the EGCA.
Any expenditure arising from this activity must be agreed in advance by the Treasurer who will consult with the Executive Committee prior to sanctioning payment.