1) PRE-SEASON

For most involved in football, this is a time for rest and relaxation but for Club Secretaries and other officials it is an important and busy time. It is imperative that both the Birmingham County Football Asscociation ‘blue’ form and the WMCFL application form for the forthcoming season are completed and returned by the set dates with all details filled in accurately; this will include Club colours, venue, contacts,etc. Therefore there will be a lot of liaison with various parties for the Club Secretary, e.g. councils regarding booking of pitches, other Club officials in relation to choosing of strips and a second contact for the League, time of kick-off, etc.
The League will also request the Club to fill in and return to the League Secretary as many player registration forms as possible by a certain date; obviously this will involve the Club Secretary getting around as many of the Club’s players as possible in the pre-season to ensure they are eligible to play in the opening game of the new season.
If there are any queries regarding any forms or other issues the League Secretary can always be contacted for assistance.

2) FIXTURES

Before the start of the season the League will issue Clubs, via the Club Secretary, a list of fixtures for the first two months; a complete listing for the season is usually posted on the League’s official web site.. Thereafter fixtures two months in advance will be issued on a monthly basis together with notification of appointed officials for the forthcoming month.
It is imperative that should a Club be unable to fulfill a fixture that the Club Secretary contact the Fixtures Secretary at least 28 days before the fixture to cancel in writing (N.B. Clubs are only allowed two cancellations per season).
Club Secretaries should always be aware that due to unforeseen circumstances fixtures are susceptible to change, but where this does happen Clubs will be informed as soon as possible by the Fixtures’ Secretary.
Also if there are any queries with the fixtures or appointed officials then the Fixtures or Referees’ Secretary respectively should be contacted as soon as possible to resolve any issues.

3) MID-WEEK RESPONSIBILITIES

If a Club’s forthcoming game is at home the Club Secretary is to contact the appointed Referee by the Thursday evening prior to the game as to his availability. Should the Referee be unable to fulfill the fixture the Club Secretary is to contact the Referees’ Secretary to advise him of the situation and to enquire of a new appointment.
It is also required that the opposition’s Club Secretary be contacted to confirm colours, kick-off time and venue.
Should a game be postponed prior to match day, e.g. due to the weather, it is important that the Referee and opposition Club Secretary be contacted as soon as possible.

4) MATCH DAY PROCEDURES

To ensure a match day proceeds smoothly, a Club Secretary should make sure certain necessary procedures are followed, particularly when playing at home.
Firstly, has the Club provided goal nets and corner flags and are the pitch markings to the required standard; also are the changing rooms open and does the Club have two suitable match balls available? When the opposition and Referee arrive it is advised to greet them courteously and cordially and direct them to their relative changing rooms. Prior to the game ensure that suitable match balls, completed match forms and where necessary relative fees are presented to the match offical(s).
It is advisable to strive to get your team changed and onto the pitch ready for play at least five minutes prior to kick-off at the latest to ensure match starts on time.

During the game it is advisable that any substitutes, Club officials or supporters actions or ‘encouragement’, particularly comments to the Referee or linesmen, is of a suitable nature that will not bring the Club into disrepute. After the game, especially where there may have been contentious decisions, ensure the official(s) are enable to walk off the pitch to the changing room without any hassle from players or any other Club official or supporter.

Once the ‘clearing up’ after the game has been done and opposition and official(s) bade farewell and changing rooms cleaned up, swept out and closed, both Club Secretaries should not forget to contact the e-Secretary, within three hours of the conclusion of the match, with the result and scorers as well as any other information that the League may as and when require.

5) MATCH REPORT FORMS AND PLAYER REGISTRATION FORMS

Match report forms are to be completed on match day with all necessary information laid out including players’ names in full block capitals and registration numbers. These forms are to be sent to the League Secretary, who should receive them within four days of the match being played; failure to do so as well as incorrect or insufficient information may result in a Club fine.
As and when a Club signs a new player the Player Registration Form is to be received by the League Secretary seven days prior to next game to enable the player to be available. Should the form be incorrectly filled out or any necessary information missing the player will not be able to play until such deficiencies are completed.

6) CORRESPONDENCE

It is important that the Club Secretary keeps on top of any correspondence relating to his Club, particularly that from the BCFA and WMCFL itself, especially in regard to BCFA fines and player suspensions, as ill regard to these can result in the Club being placed under suspension.
If a Club Secretary has difficulties or queries with any correspondence the League Secretary is always available to assist.

7) LEAGUE MEETINGS

Club Secretaries should be aware that a Club representative be present at all League meetings.

All the above is aimed to help Club Secretaries perform their duties and obviously there are issues and situations that may arise that are not covered. If a Club Secretary needs any advice or assistance all Committee members are available to help.