The  Womens Mid-Week Grasscourts Tennis Assocation is incorporated with Consumer and Business Services in South Australia.  The details are as follows:

Association name:	WOMENS MID-WEEK GRASSCOURTS TENNIS ASSOCIATION INCORPORATED
Registration number:	A20029

 

The Public Officer for the Association is Joanna Lydeamore.

The Constitution is available here.

Current Committee Members are:

• Janet Daws (President)
• Christine Fynn (Vice President)
• Joanna Lydeamore (Secretary)
• Carol Conley (Treasurer/Recorder)
• Sandra Vallance (Executive Committee Member)

The Committee meets 4 times a year:

• AGM in August
• Grading meeting in September
• A meeting to review the season and plan for finals celebrations in February
• An end of season review meeting in May

Committee Member Considerations

Considerations for Requirements for Members of Committees.  The association is a legal entity responsible for its actions. This means that claims made against an association (eg debts or legal proceedings) are the responsibility of the association.  A member of an association is not liable to contribute towards the payment of debts and liabilities, or costs, charges and expenses of winding up the association. Membership of an incorporated association does not give a member any right, title or interest in any real or personal property of the association, unless prescribed in the rules.

Obligations of the Committee to meet regulatory requirements

1. Has there been a change in Public Officer? - Update contact details (this must be lodged within 28 days of appointing a new Public Officer)
2. Has there been a change in Constitution? -  Lodge updated Constitution (this must be lodged within 28 days of update by the Public Officer - select Change the association’s rules (BP2AO) option)

Considerations when making changes to the Constitution

Here is a checklist to consider when making changes to the Constitution - Consumer and Business Services Rules Checklist

The regulatory requirements for management of the Association can be found here.

Setting up a season in League Manager

A few terms to be familiar with getting started:

• The association is the parent organisation
• Clubs are child organisations in the association

The process for setting up a season is undertaken in League Manager which is a system provided by Tennis Australia and supported by Tennis SA.  Access League Manager here. 

The easiest pathway is to "Rollover" from the previous season and make the relevant updates to season dates.  Once the season has been set up, you can ask clubs to nominate their teams directly into League Manager.  See here for more details on rolling over a season.

If an Association Administrator is entering in nominated teams on behalf of a club, it is important that you search for the club which is a child organisation of the association.  You must add the teams within the child organisation otherwise they will not appear in the club's League Manager.  See here for more details.

Once all the teams are nominated, the Association will review how many teams have been nominated by clubs to each division and make decisions about who is in each Division.   The association administrator will then use the Allocate Participant feature in Competition Builder / League / Selected League to move the teams around manually.

Once teams are in the correct divisions, the next step is to set the program.  Some clubs may have requests about the program (eg 2 teams playing at home together).  For teams playing in different divisions with the same number of teams, this can be done by making sure that they are the same number team in their division.   The tricky one is asking for 2 teams in the same division to play at home.  This one can be fudged to a degree by making them the 1st and 3rd team in the Division.  They play at home together often but not all the time. Support resources for Fixture draws are here.  The support resources are to manually set the Fixture draws.  There is a feature to automatically establish the draw with Fixture Rules (ie what teams play at home together).  However if you need to do some manually, this feature disappears.

The next step is to create the Match Schedule.  This button will now be available for the League in Competition Builder / Leagues / Selected League.  At the bottom of the page, selected Create/Repeat Match Schedule.  This takes a minute or so.

To view how many matches are scheduled at a club you need to produce a Match Day Overview Report or a Court Availability Report. 

Match Day Overview Report

The Match Day Overview Report provides a simpler view of the matches using the Sort feature in Excel.  Select Reports and then Report Info & Favourites.

Select page 2 and the Match Day Overview report:

Ensure the assocation and child organisations (ie the clubs) are selected and enter the season start and end dates and then Run Report:

Download to Excel and open the file.  Despite only selecting our association, the report will show other association details.  Under Data in Excel, click on the League Name column and then select Filter.  You than can filter to only the WMGTA 20xx/yy League Name.  Then Sort the data by Match Date and Facility Name.  Scroll through the list to see if matches exceed available courts at a club in a given week.  Alternatively you could send the report out to the Club Representatives and ask them to verify.  Club Representatives can also run this report for themselves.  It is only likely to be clubs with a high number of teams that may have a problem. 

Publishing the League

If all clubs are within court capacity, you can select Publish League to publish the League to Match Centre.  The competition should now be appearing in players Match Centre accounts.  If you need to change something, you can Unpublish a League. Tips on fanoogling teams are available here. 

If after publishing the league a team pulls out, you can remove that team from a division by following these instructions.

Finals Time!

Come finals time, the League needs to be "activated" for finals.  Instructions are here for this step.  When you do this step on each division, you might get the never ending spinning wheel.  Look at the status, if it says Finals Created, the process has happened.  Refresh your browser to get rid of the spinning wheel(s).  

After finals are activated, the venue needs to be updated for each of the finals matches.  Go to Matches / Overview:

You will see that the semi-finals have been loaded.  Click on the 3 dots on the right hand side.

Select Edit Match:

If the facility isn't correct, delete the named facility and start typing the name of the correct facility, it should appear to allow you to select it.  Once correct, click on Update:

Ensuring all players qualified to play finals

Go to reports and run the Player Statistics report - use the below selected fields to guide your report (update for the correct season). 

Download the Excel report and open it in Excel.  Save the file.  Delete all columns except for Division Name, Team Name, Person Name, Matches Played, Sets Played Doubles, Sets Won Doubles % and Games Won Doubles %.

This information is used for 2 purposes:

1. To ensure all players playing in the finals are qualified 
2. To determine who has won the awards this season.

First we are going to create 2 worksheets for each of these purposes.  Right click on the Worksheet and select Move or Copy.

Copy the Worksheet by selecting Move to End and Create a Copy, click Okay. 

Right click again on the first worksheet and rename to Qualified.  Right click on the second worksheet and rename to Awards.

Click on the Qualfied worksheet.

We are going to use Copilot in MS Excel to help us get to the information we need.  Click on Copilot in your Excel ribbon.

Copilot works with prompts. The first prompt is:

• Sort by column D highest to lowest

Apply the change.  Next prompt is:

• Hide rows if Column D is = > 5

Apply the change.  Next prompt is:

• Sort by column D highest to lowest and sort column E highest to lowest

Apply the change. Next prompt is:

• Hide rows if column E is = > 12

Apply the change. Next prompt is:

• Sort rows by Division Name

Apply the change.

Manually now for each of the divisions look at the players that are playing in finals and ensure they meet the qualifying requirements for this season or the permit committee has authorised the player already to play in finals.

Determining which teams and people are winning awards

Click on the Awards worksheet you created earlier.  The Excel worksheet will help us in determining:

1. The winner of the Doris Boyce award - this is the person who has won the highest % of sets and played more than 75% of matches available to them (noting this can vary by division if byes are to be considered)
2. The runner-up of the Doris Boyce award - this is the person who has won the second highest % of sets and played more than 75% of matches available to them (noting this can vary by division if byes are to be considered)
3. The best player in each division (which will include the Doris Boyce winner)

Using Copilot again, the first prompt is:

• Sort rows by column F highest to lowest

Apply the change.  

Manually look at the list to see who is the top player for each division and if they met the 75% threshold for their division. Use this information to determine the winner of the Doris Boyce, the runner-up for the Doris Boyce and the best player in each division.

The other award is for the Most Consistent Team.  This is determined from League Manager.  Go to Leagues / Overview and select the season.  For each Division, jot down the Match Rating of the top team.

The team in the Division which has the highest match rating is the winner of the Most Consistent Team award. 

 

Other help resources

Support resources for League Manager are available here.

Managing the Association website

This website is managed using ClubSpark.  Click here for information on how to use ClubSpark to keep the website up to date.

MatchCentre Support materials

Click here for more information about MatchCentre.