We're always looking for volunteers to take part in the running of the league, but sometimes the positions might not be a hundred percent clear. On to of that, its often hard to see what the officers are actually doing for us. I'm hoping to put a few interviews up that discuss the roles and responsibilities and just what keeps the league ticking. Today's post is on the chairman and just what they do. I took on the role in 2024 and only plan to run the officer for five years (if I'm not voted out!) so keep your eyes open if you'd like to give this position a try. We're always looking for officers to shadow specific roles as well, helping spread out the workload and prepping for the future.

Interviewer: Thanks for taking the time to chat with us. To start, how would you describe the chairman role in simple terms?

Hywel: At its core, it’s a management role. The aim is to keep the league running as smoothly as possible. You end up being a central point of contact, even for things that don’t directly fall under your responsibilities, so a big part of the job is knowing who should handle something and making sure it gets to them.

Interviewer: So it sounds like delegation is key?

Hywel: Absolutely—probably the most important skill in the role. You’ll often get messages about all sorts of issues, and rather than taking everything on yourself, it’s about passing things to the right officer and then following up to make sure nothing gets lost.

Interviewer: What are some of the main duties you’re responsible for?

Hywel: A big one is chairing meetings—committee meetings throughout the season, the AGM each year, and occasionally extraordinary general meetings. I also deal with appeals when they come up. Beyond that, there are a lot of smaller organisational tasks—things like liaising with new clubs, helping shape the league structure, sorting trophies, confirming documents like yearbooks and minutes are distributed, dealing with venues, organising events, and keeping track of key dates.

Interviewer: That sounds like quite a mix. Are all those tasks strictly the chairman’s responsibility?

Hywel: Not necessarily. Many of them can be delegated or even picked up by other members. The chairman often oversees or coordinates rather than doing everything personally.

Interviewer: What would you say success looks like in this role over a season?

Hywel: If the league runs smoothly, that’s the main goal. Whether it’s meetings, appeals, or events, you want everything to flow properly. People will come to you with issues, so success is really about handling those efficiently—delegating, following up, and keeping things moving.

Interviewer: Can you walk us through what a typical season looks like for you?

Hywel: Sure.

Pre-season: I’ll check in to make sure things like the lightning tournament are on track—nothing heavy, just a quick nudge if needed.

Early to mid-season: It’s mainly about organising and chairing committee meetings to keep things on track.

Late season: Things ramp up a bit—planning the AGM and making sure key events and meetings are scheduled well in advance. April is usually when you want AGM planning underway, because delays can happen.

End of season: The AGM itself takes place in June, followed by another committee meeting.

Interviewer: How often do you deal with things like appeals or meetings?

Hywel: Committee meetings are usually every couple of months, though it varies. Appeals can be anything from fairly regular to very occasional. One constant, though, is chasing up delegated tasks—that’s ongoing, often monthly or more.

Interviewer: When it comes to appeals, how do you handle them?

Hywel: There’s a clear process that needs to be followed. Ideally, complaints go to the division controller first, then if someone wants to appeal, it goes to the secretary within 21 days. In reality, people often send things straight to the chairman, so part of the job is redirecting things properly.

Once an appeal is in the system, I’ll coordinate with the secretary to make sure it’s discussed at the next committee meeting, and then we communicate the outcome. The key is keeping things structured and avoiding endless back-and-forth emails.

Interviewer: And during meetings, what’s your role?

Hywel: I’m there to keep things on track. That means making sure all agenda items are covered, preventing discussions from drifting too far off-topic, summarising viewpoints, and calling votes when needed. I also have a casting vote if required, but that’s more of a last resort.

Interviewer: What kind of tools or systems do you rely on?

Hywel: The league website is a big one, especially for accessing the yearbook and contacts. A Google account is also essential because a lot of documentation is stored on a shared Cloud Drive. It’s important that access isn’t limited to one person—other officers like the secretary should be able to help if needed.

Interviewer: Are there any key documents you regularly use?

Hywel: Yes, things like league dates and general documentation stored on the Cloud Drive. Some files, like event presentations, might not strictly be part of the chairman role but can still come into play depending on what you’re involved in.

Interviewer: What challenges tend to come up most often?

Hywel: Communication is the big one—making sure issues follow the correct process and don’t get stuck in endless email chains. Also, ensuring meetings are scheduled before too many issues pile up. Staying proactive really helps avoid problems.

Interviewer: Finally, what advice would you give to someone taking on the role?

Hywel: A few key things:

Keep chasing things—don’t let tasks stall.

Understand the structure of the AGM before you run it.

Schedule meetings early and regularly.

And most importantly: delegate.

Also, be prepared for people to contact you about anything and everything. You’re often seen as the face of the league, so being approachable, polite, and willing to go the extra mile makes a big difference.