Who Does What

The President
The President must, as the public face and voice of the London Welsh Bowling Association, ensure that all conduct is in a manner that is appropriate to the office The President will officiate at all matches, wherever possible, and uphold the best traditions of bowling both on and off the green. When attending matches but not playing the President will still be the leading London Welsh official. In the absence of the President, the Senior, Junior or Immediate Past President or an appropriate member who is selected to play at a particular match will assume the role of lead official of the day and carry out the appropriate duties, acting in liaison with the Match Secretary, or the Treasurer. The President conducts meetings of the Executive Committee, the Annual General Meeting, and any Extraordinary General Meetings, that may be called.

Senior Vice President
The Senior Vice President supports the President in all matches, wherever possible, and in the absence of the President acts as the lead official of the day and is expected to carry out all duties to the highest standard expected by the Association. The lead official will liaise with the Match Secretary or Treasurer at matches and offer any assistance that may be required. Should the President be unable to attend any Meetings that have been called the Senior Vice President will take over the role of Chair for these Meetings and may be called upon to represent the Association at other functions

Junior Vice President
The Junior Vice President is to support the President and Senior Vice President at all matches, wherever possible, and in the absence of the President or Senior Vice President is to act as the lead official of the day and is expected to carry out all duties to the highest standard expected by the Association. The Junior Vice President will be responsible for ensuring that the Association Flag is flown during all outdoor matches, and after the match that it is taken down and returned to safe keeping and, is also responsible for the safe well-being of the Association Mascot at all outdoor matches, ensuring that it is placed in the middle of the green before the match and safely removed to the bank when the match begins. The Junior Vice President will liaise with the Match Secretary or Treasurer at matches and offer any assistance that may be required. Should the President or Senior Vice President be unable to attend any Meetings that may have been called, the Junior Vice President will take over the role of Chair for these Meetings and may be called upon to represent the Association at other functions

Secretary
The Secretary is responsible for keeping the records of the Association, preparing committee and all other minutes for distribution to the Executive Committee prior to any such meeting, dealing with all correspondence concerning the Association and issuing all necessary notices relevant to the Association. It is the Secretary’s responsibility to ensure the administration of the Association is being carried out correctly and in accordance with the rules of the constitution and wishes of the Executive Committee. The Secretary will also ensure that, acting in close liaison with the Treasurer, the minutes and action points from previous meetings, along with financial reports, and other reports are in the possession of the Executive Committee at least 10 days before committee meetings are held.

Assistant Secretary
In the absence of the Secretary at any Executive Committee, Annual General, or Extraordinary General Meetings, the Assistant Secretary will keep the minutes of the relevant meeting and convey them to the Secretary at the earliest opportunity. In the unforeseen absence of the secretary for a considerable length of time, due to ill health, the Assistant Secretary will be responsible for the administration of the Association, ensuring that it is carried out correctly and in accordance with the rules of the constitution and wishes of the Executive Committee.

Treasurer
The Treasurer is responsible for ensuring that all the finances of the Association are maintained at an acceptable level throughout the financial year. The Treasurer is also responsible for purchasing all items of saleable value to the members, ties, badges, belts, shirts, caps, etc; and for maintaining a workable stock of such items. The Treasurer is responsible for handling all financial matters regarding the Association and any activities undertaken by the Association, mini break tours, membership fees, and match day accounts, donations if required for funerals and will maintain records of all transactions. At the end of the Financial Year, the Treasurer will prepare a financial account of the year’s transactions along with all records to the Financial Examiner for scrutiny and confirmation that they are in order, prior to presentation to the members at the Annual General Meeting of the Association.

Assistant Treasurer
To assist and support the Treasurer by taking on particular duties and responsibilities, e.g. Merchandise and the Dragon Draw. In addition, to support the Treasurer, to undertake Banking and cash transactions for the Association when required. This will include access and input to the Bank Accounts online and to ensure that London Welsh finances are well managed.

Outdoor Match Secretary - Fixtures
It is the Match Secretary’s responsibility to ensure that a viable programme of matches is arranged. Only one match should be played in a weekend, a one-off midweek fixture to celebrate a Centenary may be considered if all other arrangement avenues have been exhausted.

The Match Secretary will ensure that records of all correspondence that takes place in the arranging of fixtures, venues, and match applications are maintained and held on file for future reference. When all the fixtures are organised then the Match Secretary will collate all the relevant information, and forward this to the Match Secretary Nominations and the webmaster. The Match Secretary (fixtures) will ensure that all members of the Association receive copies of the fixture list by email. Members without email will receive a copy by mail.

Outdoor Match Secretary - Nominations

The Match Secretary (nominations) will prepare Match Nomination Sheets for the members to select their matches. Sheets will be issued for every 4 or 5 matches. The Match Secretary collates that information on to a selection list, noting their preferred playing position and in consultation with the President will carry out the match selection. Once the selections have been completed members will be informed asking them to confirm their availability. This information will be then forwarded to the Match Manager of the relevant game including any dietary requirements and visitors attending.

Indoor Match Secretary - Fixtures
It is the Match Secretary’s responsibility to ensure that a viable programme of matches is arranged. Only one match should be played in a weekend, a one-off midweek fixture to celebrate a Centenary may be considered if all other arrangement avenues have been exhausted.

Indoor Match Secretary - Nominations
The Match Secretary (nominations) will prepare Match Nomination Sheets for the members to select their matches. Sheets will be issued for every 4 or 5 matches. The Match Secretary collates that information on to a selection list, noting their preferred playing position and in consultation with the President will carry out the match selection. Once the selections have been completed members will be informed asking them to confirm their availability. This information will be then forwarded to the Match Manager of the relevant game including any dietary requirements and visitors attending.

Matchday Team Manager
When the members have confirmed their availability, their names will be transferred to the team sheet noting whether they will be accompanied by a visitor and any dietary requirements. At least 5 days before the match the host club or opposing match secretary will be contacted to advise them of our numbers and dietary requirements. During the week prior to the match the match manager will confirm the availability of everybody selected. He will liaise with the match manager of the previous game to check on the availability of those playing in both games. The Match manger will prepare the match days paperwork, scorecards, President’s Speech Sheet, Team Sheet, Match Statement, and a list of Officers attending the match.

At matches the Team Manager must collect all match fees from players and visitors, this money is entered on the match statement for transmission to the Treasurer. In addition, any sales will be recorded. It is the responsibility of the Match manager to ensure that the records are accurate.

Financial examiner
The Financial Examiner is appointed to check the financial records for the reported year with the Treasurer and raise any matters with the treasurer prior to their approval at the AGM as a true and accurate record.

Tour Secretary
The Tour Secretary is responsible for arranging the Presidents tours in the Presidential year. Once the President has decided on the location of a tour, the Tour Secretary will organise the hotel, matches, and transport. The Tour Secretary will agree the tour costs with the President and Treasurer.

Once tour price has been confirmed the Tour Secretary will write to all the Association members with the tour information and record the responses. If the tour is viable the Treasurer will forward the deposit to the hotel. If the tour is not viable then the Tour Secretary will cancel all the arrangements