3. Secretary guide for U9s and above

FIXTURES SECRETARY – UNDER 9

The fixtures secretary of each team is responsible for communications within each team, principally about the activity on each Saturday of the season. Generally, this means one phone call per week and one group email.

BEFORE THE START OF THE SEASON you will need to …

• send an email to each team member gathering parents contact information, medical information for each player, approval for using child’s image on our website etc (there is an email template for this available from Andy).
• collect the information from your team coach about the schedule of pre-season training and any pre-season matches that they or you have arranged (this period is generally August) and then email the details of to each team member – as you may be away on holiday in August this info is generally best emailed in one group email before you go away.
• find out from your team coach what time players are to turn up before a regular season match (normally half an hour) and incorporate this into your regular match emails during the season (see below). You will also need to know for your season emails what time and length Saturday training sessions will be when there is no scheduled match (see below).
• send the subscription request email (standard template will be supplied by Andy) to each team member.

DURING THE SEASON you will need to …

• collect the fixture schedule information for your team from your team’s homepage on the Bourne Blades website (if you receive an email from your League Divisional Secretary making any last minute changes to the schedule then please forward it to Andy asap & I’ll update the web).
• - If you have a HOME match on the forthcoming Saturday then you will need to contact the opposing team’s secretary (normally by phone and normally on the preceding Monday evening; their contact details are contained in the League Directory that you’ll receive before the start of the season) and let them know the scheduled kick-off time and the directions to the Bourne Green (for this give them the link to the map/directions on our Bourne Blades website). You will also need to contact the allocated referee and give him or her the time / location information. Following this you will need to email all team members with the details of the scheduled match including what time your coach would like all players to be present and the team selection for the match (better if all this info goes to parents in just one email each week)..
• - If you have an AWAY match on the forthcoming Saturday and if the opposing team’s secretary hasn’t been in touch by the preceding Monday evening you will need to make contact with them. They will give you the kick-off time, location and usually a web link to their ground (I will email you all my maps/directions to opposing teams that we have played in the past). Following this you will need to email all team members with the details of the scheduled match including what time your coach would like all players to be present and the team selection for the match (better if all this info goes to parents in just one email each week). Traditionally, there has been a general meet-up in The Fox car park one hour before the match kick-off so that people can car share.
• - If there is NO match scheduled by the League then there will be a training session on the Green and you will need to email all team members with the details of the scheduled session (this is generally at the same time and of the same length throughout the season so you can use an email template)
• In the extremely rare occurrence that our team coach postpones a HOME match then either you or the team coach are responsible for calling the opposing team’s secretary to inform them. You will also need to call all your team members and let them know. If this happens in the case of an AWAY match then you will need to call all your team members and let them know. If there is a postponement, either HOME or AWAY, then please let the webmaster know by email.
• As the representative of your team to the general Bourne Blades Club Committee you will be invited to the regular Club Committee meetings (generally every six weeks in The Fox). You can always forward a report to the meeting if you are unable to make it.

AT THE END OF THE SEASON you will need to …
Congratulate yourself on a job well done and take off for a few days in a luxurious retreat while your partner looks after everything at home.