Committee Roles


A summary of the principal roles and responsibilities of officers of WWJCA

Chairman

This role has overall responsibility for the Association and its development. This role includes:

  • Leading the development of WWJCA
  • Aiming to meet the expressed wishes of Junior Clubs in the Winchester District
  • Leading and Chairing the WW Committee meetings
  • Leading and chairing the AGM and any other meetings
  • Leading and Chairing the District Clubs Meetings
  • Representing Winchester Warriors at events and meetings
  • With the Secretary, monitoring the finances of the Association

General Secretary

This role assists the Chair and other officers and in particular deals with:

  • General communications on behalf of the District
  • Receiving and distributing information and notices on behalf of the member clubs, the ECB and the HCB
  • Monitoring and supporting the work of Winchester Warriors. Helping others to set up competitions, coaching and other activities.
  • Providing information about WWJCA achievements and activities to Clubs, the HCB and others as appropriate.

 Treasurer

This role deals with the budget, receipts and payments, and maintains and monitors the financial accounts for the Association.  The role includes:

  • Maintaining accurate and up to date financial records
  • Establishing and maintaining bank account(s) and banking arrangements
  • Producing and monitoring annual budget for approval by the Committee
  • Reporting the financial position to the Committee and District meetings
  • Collecting and depositing all fees, subscriptions and funds
  • Preparing and issuing receipts for monies received, where appropriate
  • Ensuring that funds are spent appropriately
  • Paying any bills incurred
  • Preparing the end of year financial report for the AGM.

Fixtures Secretary

This role deals with the fixtures for the summer and winter competitions.  The role includes:

  • Organising the fixtures programme for the summer leagues, cups, plates and friendlies competitions at U9, U11, U13, U15 and U17 levels, including inviting entries, arranging the fixtures, and booking locations and medals for the cup final competitions (Currently (Aug 16) organising the finals is shared with the Finals Co-ordinator)
  • Liaising with the Results Co-ordinators for the various age groups, to advise on fixtures and assist with leagues
  • Liaising with the Website Editor, General Secretary and Treasurer, in connection with fixtures, entry fees and rules for each of the competitions.
  • Ensuring that the summer fixture programme is uploaded to the WW website to enable access for the public, players, clubs and teams.

Winter Leagues Co-ordinator    (Vacant at September 2019)

  • Organising the Winter Indoor competitions, including inviting entries, arranging the fixtures, and booking the accommodation
  • Co-ordinating the indoor matches prior to match days, including the equipment and results, liaising with umpires who ensure equipment is always available,
  • Alerting clubs to forthcoming fixtures
  • Reporting the results and outstanding performances to the Committee
  • Assisting with publicity about the indoor competitions
  • Planning appropriate follow up to the winter season.

Results Co-ordinators   (Summer fixtures)    (Open U9s,  U11s,  U13s,  U15s, U17s, Girls’)

The Result Co-ordinators help to ensure the smooth running of all summer leagues by:

  • Receiving results from the Team Managers
  • Recording the results as appropriate (eg in league format)
  • Collating and distributing results and leagues tables as appropriate (eg for cup competitions, advising all clubs of the next stage of the competition)
  • Co-ordinating the teams for the finals of WW knock-out competitions and others, for the relevant age groups and for the County Club Championships
  • Notifying the District Girls’ Cricket Manager and any relevant Committee members of outstanding performances so that players with potential can be supported, encouraged and progressed through District or County activities.

District Girls’ Cricket Clubs Co-ordinator

This role oversees and promotes the development of girls’ cricket in the district

  • Supporting the development of girls cricket in the District through the team managers and club organisers
  • Encouraging the development of girls’ cricket in the Winchester District by working with clubs that can promote girls’ cricket
  • Advocating for girls’ cricket with the WW Committee and others
  • Providing the Committee with information and advice about the development of girls cricket
  • Liaising between WW and the County Girls’ and Women’s Steering Committee and the HCB Cricket Development Managers.

Publicity Officer  (vacant as at September 2019)

The role takes care of the following:

  • Promoting the various activities and achievements of WWJCA
  • Promoting what the member clubs’ junior sections do and achieve through their membership of WWJCA
  • Working with member clubs to identify training needs for their volunteers that WW could possibly help to meet.

Website Editor

The Website Editor manages the content of the WWJCA website and takes care of updating and amending the content as needed.  The role includes:

  • Uploading new material into the website
  • Supplementing the website pages
  • Deleting or archiving old material
  • Checking the website regularly to make sure it is up to date
  • Adding links to the site to enhance the value of the site
  • Developing the site with additional features, as opportunities can be created.

Welfare Officer

The Welfare Officer oversees the safeguarding policy and procedures for WWJCA and:

  • Checks that all WW coaches, managers and officers have been DBS checked
  • Maintains records of the qualifications and certificates, including DBS checks for WW personnel  (This is shared with the Contacts Co-ordinator)
  • Ensures that the ECB policy Safe Hands is implemented as far as possible in WW activities
  • Ensures that WW personnel are aware of the WW safeguarding policy and the ECB Safe Hands policy and that they are sufficiently briefed on their safeguarding responsibilities
  • Receives and deals with any reports of safeguarding concerns, suspicions and allegations according to the WW safeguarding policy and the ECB Safe Hands policy
  • Liaises with the HCB Welfare Officer and the Local Authority Designated Officer (LADO) as and when appropriate to deal with safeguarding matters
  • Attends appropriate training and as required by the ECB and HCB.

Meetings Secretary    

This role takes care of the meetings of the Committee and the District and includes:

  • Convening Committee meetings and District Clubs Meetings, including the AGM
  • Booking rooms for meetings
  • Preparing agendas for Committee and District Meetings, and circulating to the Committee and District Clubs, as appropriate
  • Attending meetings, taking minutes (shared with Gen Sec) and circulating as appropriate
  • Planning for future meetings.

Finals Co-ordinator     (Mainly from May to July, with a bit before and after)

This role co-ordinates the practical arrangements for the WW Cups and Plate competitions:

  • Books the venues, umpires and match officials for the finals
  • Keeps clubs and officials informed about the practical arrangements
  • Receives information from the Results Co-ordinators about finalists
  • Ensures there are reserve dates and other arrangements if weather is a problem
  • Thanks umpires and host grounds for their contributions after the finals
  • Publicises the results to clubs, officials and local media.

Contacts Co-ordinator   (Mainly between February and June each year)

This role takes care of the WW Club Organisers and Team Managers’ Contact Lists:

  • Maintains and updates the lists of Club Organisers and Club Team Managers (Summer)
  • Invites and receives contact details for Organisers and Managers
  • Circulates the updated lists to the relevant mailing lists
  • Liaises with the General Secretary to co-ordinate with other activities, eg team entries

Chair of Fixtures and Rules Sub Committee

This role takes an overview of fixtures and rules business and:

  • Convenes the Fixtures and Rules Sub Committee, when needed
  • Monitors and updates the WW Outdoor and Indoor Rules
  • Collates and considers with others the various suggestions for improvements to fixtures and rules, as requested by clubs and/or WW Committee members
  • Advises the WW Committee and officers on the interpretation of rules

Presentation Evening Co-ordinator   

This role co-ordinates the practical arrangements for the WW Presentation Evening:

  • Agrees the date and venue for the Presentation Evening
  • Collates the results of WW competitions and others, to compile the list of invitees
  • Assists others who issue invitations (Fixtures Sec) and order trophies (Treasurer)
  • Makes sure there are WW officials and guests to make presentations
  • Co-ordinates WW activities with the HCB contact at the Ageas Bowl
  • Makes sure the programme is prepared and printed by others
  • Recruits a few stewards for the evening and gives them relevant information.

 

The following appointments are normally Committee Members:

Chairman, General Secretary, Treasurer, Fixtures Secretary, District Girls’ Cricket Clubs Co-ordinator, Website Manager, Meetings Secretary, Publicity Officer, Welfare Officer and representative of HCB.

The following roles are not normally Committee Members:

The Results Co-ordinators for each age group, the Winter Leagues Co-ordinator, the Chair of Fixtures and Rules Sub Committee, the Contacts Co-ordinator, the Finals Co-ordinator, the Presentation Evening Co-ordinator, and the representative to the HCB Coaches Association.

General Secretary

v18C – February 2021