NEW CLUB SECRETARIES BRIEF GUIDANCE NOTES

This brief guide is intended to provide new secretaries for the forthcoming season, whether they be with new clubs, new teams or existing teams, with a basic checklist of actions to take, particularly prior to match day and on match day itself.

The primary aim is to integrate new secretaries into the workings of the league quickly and simply to make both theirs and the league officials job easier. This should, in turn, lead to a reduction in fines levied and to secretaries feeling confident and happy in the vital role they play for their club.

This guide is not intended to replace the rules detailed in the official league handbook and is intended to act as an intermediary reference tool prior to full understanding of the handbook as experience is gained - even the most experienced secretaries would admit to still learning the handbook completely!

With this in mind, the first thing to point out is the dates by which things have to be done prior to the start of the season.

Payments: Entry fees and subscriptions prior to the start of the season will be notified, by way of an invoice, to each club by the League Treasurer. Typically, you will have 14 days after the date of the invoice to return the payment, which must be made by July 31st at the latest
GFA Affiliation Number: The BAN number detailed on the receipt sent to each club by the GFA in return for its affiliation fees must be forwarded to the League Secretary by August 31st
Registration Forms: 11 registration forms per team must be lodged with the Registration Secretary by August 24th. This means that, if you have 2 teams in the League, you must have submitted 22 forms, if you have 3 you must have sent in 33 and so on. This does not mean that you have to have 11 first team players registered and 11 Reserve team players, just 22 players in total.
Club Accounts: A copy of the clubs accounts must be sent to the League Secretary prior to the start of the season

Match Day duties required will depend upon the venue for the game; naturally, away fixtures require much less involvement. Consequently, this guide will cover home matches first. Finally, the requirements for days on which games are postponed will also be covered

Home Fixtures

Fixture venue - Check website (www.cheltenhamleague.co.uk ) or fixture list
Match officials - Again check website (usually the day before) or contact the Referee's Secretary, Mr Arthur Stiley (01242 234895) or check the Gloucestershire Echo (Thursday edition)
Contact opposition - If your club/team plays in a new division or at a new ground or you are a new team a simple e-mail or phone call to the opposition (even if on day of match) avoids any confusion. Email details can be found on the website.
If no appointed referee - you must notify the opposition the day before the game of the name of the individual your club will provide to referee the game
Contact referee - A phone call again ensures no confusion especially if a new team, division or pitch
Paperwork - Store all of your papers in a file or box file and take it to the game, you may need a form or contact unexpectedly, also take a pen and sufficient monies to pay the referee. Also always carry the handbook. Take a mobile phone with you if practical
Team sheet - Essential - complete the team sheet ensuring players wear appropriate shirts i.e. number corresponds to team sheet, complete fully and ensure opposition and referee sign copies (If playing be sure to take a pen onto the field and have somewhere dry and safe to store sheets while playing). Always retain all copies of your own and the opposition's team sheets for every game in case of a dispute!
No Appointed Ref - Complete the club referees card prior to the game and ensure opposition sign
Phone result in - The first task after the game has finished (even if you have just played in the game) must be to phone Les Fisher (01242 602351) and give him the correct score. This must be done by 5.15pm at the latest. If this is too difficult appoint a member of the team or committee to do this every week without fail (home games only)
Appointed Ref - Ensure referees card is completed and signed and that the home team's copies of team sheets (1 blue & 1 white pages) are with the card. Pay the referee and remember ASK THE REFEREE FOR HIS NAME! Put the cardand the team sheets into an envelope and send to Les Fisher within 5 days.
Result card - The longer it is left the more chance you have of forgetting or making a mistake. Complete the card as soon as you can, Saturday evening if possible, as it only takes 5 minutes. Ensure all information is correct, teams, scores, player names, registration numbers, referees name, marks and signature. Double check once you have completed, sounds stupid but saves you money in fines!

Away Fixtures

Fixture venue - Check website or fixture list
Match officials - Again check website (usually the day before) or contact Mr Arthur Stiley (01242 234895) or check the Gloucestershire Echo (Thursday edition). Not your responsibility to do so however
Contact opposition - If in any doubt as to the venue etc and have not heard from the opposition then phone them, there is no problem doing this as that is what the secretary is there for
Contact referee - Not your responsibility
Paperwork - Take your papers with you to the game, you never know if they might be needed or if your opposite number has forgotten his/hers it can save a great deal of hassle
Team sheet - Essential - complete the team sheet ensuring players wear appropriate shirts i.e. number corresponds to team sheet, complete fully and ensure opposition and referee sign copies (If playing be sure to take a pen onto the field and have somewhere dry and safe to store sheets while playing).
No Appointed Ref - Not your responsibility but must agree to the referee appointed. If you don't, you must inform the League, in writing, within 3 days of your reasons for disagreeing!
Appointed Ref - ASK THE REFEREE FOR HIS NAME! For the card
Phone result in - No need to do so unless playing in the county cup against a side from a different league or at a neutral venue i.e. a semi-final or final
Result card - The longer it is left the more chance you have of forgetting or making a mistake. Complete the card as soon as you can, Saturday evening if possible, as it only takes 5 minutes. Ensure all information is correct, teams, scores, player names, registration numbers, referees name, marks and signature. Double check once you have completed, sounds stupid but saves you money in fines!

Postponements - Home team

Ground Inspection - If you suspect that your ground may be unfit for play, you should arrange for the appointed referee or, if this is not possible, a local referee registered with the GFA who has no connection with the club, to attend the ground.
Notification - If the referee in attendance agrees that the game cannot go ahead on the ground inspected, or the owners of the ground have said that the ground is not fit to play, you should immediately telephone the Assistant Secretary of the League, John Hunt, on 01242 583856. No one else should be notified at this stage.
Alternatives - The Assistant Secretary will attempt to find an alternative venue for the fixture. If he succeeds, he will phone you back to inform you of the new arrangements and he will then inform the away team and the referee's secretary.
No Alternatives - If no alternative venue can be found, the Assistant Secretary will phone you back and tell you that the game will have to be postponed. You will then need to notify the opposition, the Referee's secretary, Mr Arthur Stiley on 01242 234895, the results secretary, Mr Les Fisher on 01242 602351 and finally, your own team.
Confirmation - If the game was postponed, written confirmation, by email if desired, of the reasons for the postponement, including the name of the referee who carried out the inspection and the time that the inspection was carried out, must be forwarded to the Assistant Secretary no later than three days after the postponement date.

Postponements - Away team

Caller Verification- When an opposition Secretary calls to tell you that a game is postponed, confirm with them that they have been in contact with the League. If you have any doubts that the person who has called to tell you that a game is postponed is who they say they are, contact the Assistant Secretary of the League on the number given in the handbook. If he is unavailable, lodge your concerns with another Officer of the League. Only once you are sure that the caller is genuine and that the League has confirmed the postponement should you inform your own team.
Confirmation- For the sake of completeness, it is best to write to the League's Assistant Secretary to confirm that the game was postponed, giving the reason that you were told for the postponement, the time you were informed and the name of the person who informed you

A lot of the above is very obvious but with numerous other jobs and responsibilities on the day of a match things can be forgotten. After three or four matches the routine will become second nature and the opposition secretary at the match will always be able to help if not. Clearly mistakes can always be made but the difference between £10 worth of fines in a season and £50 is significant!