What if something happens to the Secretary? (or Treasurer)

[Frank Goebel]

This should serve as a wake-up to all of us, since, at least in this forum, we all are in posession of important league data that we might be the sole person able to access.

I will now illustrate, hopefully succinctly enough, what I and my league are now going through: With a scheduled 8/28 start, we had a meeting on 8/14. On 8/17, I had a disabling accident at work, and while I never lost consciousness, I might have. As it is, I'm in a body cast and out of work and bowling for some time.

Now I am very fortunate to have a brother working in the same city as the hospital, and two retired but active parents that are taking me in for the duration. Add to that another secretary that uses BLS (he does not participate in these forums). In my case, I gave him a flash drive that just happened to be in my car, and a key to my apartment, in the event that I couldn't get home to extract the data for my own use.

We did get my computers to my parents', and as soon as I could, I got to work on this season. I was able to e-mail the league backup to the same friend, so he has the ability to configure the automatic scorer (AMF Advantage, way too old for BLS to interface with) and he said he'd have no problem doing that, or being there on my league's first few nights to insert subs.

He also knows that I'd do the same for him.

The trouble is, though - what happens when a league officer of this importance goes down and is unable to initiate help like this? What would your league do if something happened to you?

One thing I take care of, myself: I process scores immediately after bowling. There are enough members that like to see team standings as soon as possible. Add to that doing the web upload when I get home, and printing the standings and recaps right away. So I personally am rarely "under the gun" with an upcoming league session, and everything is "in order" right away. In fact, I did a pre-session web upload to leaguesecretary.com so my bowlers can use that to determine where they'll bowl the first night.

[Angel Zobel-Rodriguez]

I learned long ago, never to be totally indispensible, at work, or anywhere in life. It's not that I don't want to be missed, but I occasionally like to vacation, or might get sick, and sometimes things just come up. There are plenty of people that each know a good part of what I do, and if I needed short- or long-term help, I'm sure they'd each pitch in.

On top of the individual leagues, my son (now 15) has been handling my league stuff for several years from entering to awards to brackets you name it. Provided that there was nothing so catastrophic that took us both out, I'm confident if I were able to proof his work, that would be great, but even if the leagues had to spot check him, he'd do better than many secretaries.

Any accident is a good time to remind folks to back everything up, just to make sure it's all there in the event someone has to take over. And by showing others what you do, it's not a threat to your job security--in most cases when they see how much a good secretary does, they won't want your job.

That said, get well soon Frank.

[Keith Chambers]

Yes, Frank, please get well soon!
As a habit developed as a career military person, I keep a notebook of procedures, with step by step "how to's", and some "do not's". (Called Passdown Notebooks in the Navy) The procedures are a very detailed step by step process of my weekly duties. I have tested the procedures with three different people over the past three years - so that I could take a couple of weeks off for the trip to the nationals tournament.
Having said that though, it is set up for the league to be started and running. At the start of any league there are dozens of things that only the Secretary will know about, and not all of them will be documented or written down. I try to keep my notes for each league in a separate notebook, but sometimes they still get inter-mixed. There are usually a few roster spots that still need to be filled on the first night and often I have the notes of who they can bowl with or not bowl with in my head. (Some things are better not written down!)
The other thing that I do is to keep the President in the loop on everything that is going on. Sometimes I give them too much information, but they are never caught blind sided or unknowing about issues that might be brewing in the league. They get an up to date Treasurer Report every week, with notes on anything that is out of the ordinary. We also have an active audit committee that reconciles the books monthly and approves my monthly financial report that every Team Captain receives. So, if something would happen to me during the season, the money would be in good hands and everyone has confidence in the process.
This is an excellent time to review "What would happen if ..." Not to wish it would to anyone, but certainly it is worth giving some thought to.
Again, get well soon Frank!

Keith Chambers
San Diego

[Frank Goebel]

Here's a short update on how I'm doing (personally) and what's happened in the league, so far.

For myself: I'm still in a body cast, will be until at least 9/12 (second league session is 9/11). I've had staples in the back of my head removed. If anyone would like to know in more detail what happened, e-mail me privately (click on my name above) and I'll share it there. I did, however, receive a nice gift basket from both my employer, and from the local association (I sit on their board).

For the league: One whole team no-showed. There were a couple subs, one roster change, and one other "lone" bowler who for some reason paced for the completely vacant team. Thankfully I was able to get information about all of them and apply the appropriate entering averages and handicaps.

The office manager was kind enough to fax the recaps to a small business where I'm currently staying (an hour away from the center, and my home). Ran the scores, and had BLS-2007 arrive the next day.

Still wondering about that no-show team. I talked to the youngest bowler and he said that since the top bowler couldn't bowl (due to a work schedule change), the rest of them wouldn't, either. But they had no plans on telling anyone. The youngest two used to junior bowlers of mine; I'm very disappointed in that.

I don't know what will happen; if we'll have a 20th team, or what. This Monday league skips Labor Day. I'm hoping I can get Mom & Dad (my hosts & chauffeurs) to take me down for the 9/11 (week 2) session in addition to the 9/12 visit to hopefully get this cast off.

[Frank Goebel]

Here's what I hope to be a short update to how I and the league are doing.

Being on disability does make it easier for me to spend time on what the league does. Not being able to drive means my parents would have to take me, and that they did, to the delight of the league members.

Handshake after handshake, "How are you doing now?" and a little teasing, and some inserting commentary about workers comp. claims (negative and positive) and the lawsuit thing, as well. On week one, the president asked for a volunteer to take over duties in my absence. Nobody raised a hand.

I was able to talk with nearly everyone, as I wasn't bowling, but had just received my league kit with the sanction/membership cards. Yes, it should have been taken care of on week one, but it just wasn't possible given the circumstances. With walker and body cast in tow, I spent time with every team and got the sanctioning thing ironed out.

After I started the thread about absentees versus a blind team in this forum, I left to see the doctor. Long waits, finally x-rays, and things aren't getting any worse. I was given an option of having the cast off, which I opted for. I found out it weighed close to 20 pounds. They outfitted me with an adjustable back brace, gave me a scrip for more pain meds (if I should need them), set up with a follow-up visit in October, answered questions, instructed me on proper fit and use of the brace, and sent me on my way.

I celebrated by taking my parents out to dinner at a restaurant run by parents of one of my juniors. They have been helpful far far beyond what anyone could or should expect of someone.

When will I bowl again? Will I ever bowl again? Those questions won't be answered for quite some time....

[Keith Chambers]

Frank,
Did you find someone to assist you? Last night I informed my scratch league that I was going to be gone for most of November and would like to spend some time training someone to fill in for me. I got the same response that you did - deafing silence and no hands leaping into the air!
I am now on a project to personally recruit a couple of people to train in different areas of the job. They may have to rely on the house for more of the service and maybe do with out some of the "extras" that I provide, but it certainly goes back to your orginal post "what happens if".
Good to hear that you are at least partially "up and about" again. Take care and listen to that Doctor!

[Angel Zobel-Rodriguez]

What I find works, and I know it's different because I work mostly with youth leagues, is to find an interested older youth bowler. They tend to have more time on their hands than the adults, they're not afraid of a laptop, they'll ask a ton of questions without fear of sounding dumb, and they're usually really excited to be asked. Maybe one of the adults in the league brings a high school junior or senior with them most nights?

My son could replace me tomorrow in everything from dealing with sanctioning, to handling league sheets, to running sidepots and brackets, to running sweepers. About the only thing he'd be a little behind on is rule interpretations. And of course, his first tactic would be same as mine--handing a rule book to the complaining party and ask them to find it in the rule book and then I'll go from there.

In fact this year, with my daughter starting Kindergarten, there are no more late nights for me. The Sport league starts at 7:30, and bowls 4 games. I'll be aiming to leave the center by 9 or 9:15 with her in tow. My son will handle the brackets and sidepots for game 3 and 4. If he has time to fire up BLS, he'll be entering the league sheets (otherwise I'll do it when my husband and son get home around 11). In essence, I've been grooming him for this for his entire life.

It really is important that no one is so needed that they can't take a week off--for good reasons, or unplanned ones. I really do like Keith's idea of cross training a few people to handle various aspects because it doesn't overwhelm anyone.

[Keith Chambers]

Angel,
I did pretty much the same thing with my son, now 38, when he was younger. He made a lot of money in his preteen years by keeping score! (Now there is a skill long gone!). He served as the Secretary in a couple of leagues after turning adult, but decided that he would rather be a good bowler and not have to put up with all of the "stuff" that comes with being a good secretary. He probably could step in in an emergency, but does not desire to do it full time.
My wife can do most of the duties, but she is not the detail type person that I am and sometimes does not record things that I need to know later. In my mixed league, I have a couple of people trained to do portions of the duties that occur in the bowling center, but no one that can do the "rest of the story" stuff. The best candidate is one of my tournament partners and is usually also gone at the same time that I am. Still searching, and hoping...

[TJ Roidl]

Frank - In response to "what if...." I can relate to the incapacitation problem. I eventually came up with a solution that works for me. Each week I would hand a backup of the league to an outside person (ie - either the League President or a Association Board member on the League) on a USB flash memory. I always had 2 and would cycle these. I also had the BLS software on the USB flash with the registration info on it in a text file (Since the BLS software was registered to the League). If I was incapacitated, then my replacement had everything. You have to make sure it's someone totally trustworthy, and willing to take on the responsability. Since my wife had also been a Sec/Tres before, and unless the house burned down, she would be able to take over, but if we both went on a trip on the Titannic.... Actually she did take over for me for a short time after each of my operations and the bowlers never knew I was out of it. They just assumed I was out of town for awhile. As for the lack of volunteers; welcome to the growing minority. I used to do 3 leagues and my wife did 4 (kinda wondered how we had 5 kids). At one time we did all the leagues in one center of 24 lanes, although not all were using all 24 lanes for 2 years and when we wanted to reduce our stress and cut down on the number of leagues, we couldn't get anyone to step up. I've been a Sec/Tres for going on 20 years, doing things with a POS manual typewriter (hey-I was poor then) then with BLS DOS versions until the windows versions. Now she's completely out of Sec/Tres and I do just one, relenquishing my Wed League by force. (I flatly refused to continue to be the Sec/Tres) and we went down the nomination list until we hit the 9th person. Even then she started to panic before the fall meeting. The older bowlers are baffled by the technology and the younger ones tend to "forget" things.

Get well soon, and remember that every now and then a kindly soul really appreciates the effort you put into your love of the sport.

I'm getting off my soapbox now....

Tim

[DToyGal]

I never thought I'd be in this situation, but here I am. I have been a league secretary since 2004 and a league bowler since 2001. The house called me a few days before a league I'd never bowled on was scheduled to start & asked me if I would sec/trs for this league since the 27 year veteran holder of this position had surgery recently and would not be able to return until the summer. Of course, if someone from their league wanted to volunteer and was voted in, then I would not be needed but the house wanted to recommend me in case they didn't have any takers for these positions. I was honored and I asked for a copy of the rules so I would be prepared, just in case no one volunteered. The center was not provided a copy from the previous season, but said they would contact the previous secretary and see if she had one.

I gathered a team and went to the start-up meeting prepared to bowl regardless of the outcome. I wasn't familiar with this league, but I was excited because I had been looking for another league to fill my time with, meet new people, get new ideas, improve my game, etc. I brought my expandable file with me, as I do every week, so I would be prepared with supplies, etc.

Luckily they were able to obtain a copy of the rules the day of the meeting so I sat down and started going over them as I waited for the meeting to start. Part of the fees were eye opening, but I won't go into that now. The house did their speech about what they do for league bowlers, etc & then covered the sec/trs part & what was going on with their previous secretary. No volunteers, not one hand, zero, zilch. The house recommended me and I was reluctantly voted in. It felt like if I hadn't known 2 out of 60 people on the league & had they (along with the house) not said they could vouch for me, I would have been devoured by wolves.

I can't blame them for being suspicious of me. They don't know me and with the exception of 2 people, I didn't know them either. I can totally understand them wondering why I was there, why the house recommended me and what I wanted with their league. I was really going to have to prove myself worthy, which is not a problem. I do a lot for my other league and I will devote myself, with the same passion & competence, to this one.

That was the roughest night I've ever had being a sec/trs. There was some debate about the sec/trs fee during the meeting and, I felt, rightly so. I had NEVER seen a fee so high. Not knowing what I was in for, I remained silent during the discussion, thinking maybe the fee was that high for a reason. This fee had obviously been in place, at least since last season, and I had absolutely no idea what it was before I walked into the bowling center that night. More tension filled the room & I started to feel like they thought I was just there for the money (and I was right). Before the night was over, there were many comments made, some directly to me and some I overheard, about me. What had I gotten myself into? I am a confident person & a great sec/trs, but talk about going home feeling like you just got beat up! Wow. I meant them no harm, I was there to help them through this season until their sec/trs came back, to bowl more, to improve my game, to meet new people, get new ideas, etc. However, to them & accompanied with that fee, it must have looked like I was some kind of opportunist waiting to pounce on temporarily abandoned prey. So I understand, but it still hurt.

As everyone knows, the first night of bowling is one of the busiest & time consuming for a sec/trs. Not knowing who is who makes your task even more difficult & I'm still learning names. One of my team members also bowls with me regularly on my other league and she has always helped double count the money so that more than just me and the center are counting it. I keep 2 sets of books: one in a notebook and one on the computer, just to be sure everything matches & to provide myself a backup. On the first night, she helps me sort certification cards into different piles; paid other league, paid this league, local only, etc. This will come in handy if for some reason, I cannot be there (which has never happened thus far). She knows my system & can follow it with her eyes closed. I have accidentally trained her over the last 2 seasons and I think this is an invaluable asset since life is only given to you one day at a time and should yours be taken or put on hold, the league will need to go on. She is capable to step into my position at any time, is well liked by the league and though she may be late due to being a surgeon, she is usually always there.

The 2nd week came and went, still not a warm reception, but the comments had at least stopped & I was thankful. A few people even came to talk to me & by week 3 I got a compliment from one man for doing the extra that I do for the league & for stepping up to help them. I got a pat on the back for putting the standings online and questioned about why I take the envelopes and the score sheets. They were used to turning everything into the desk, so this was a whole new structure for them. Things are ironing out okay now, with a few explanations requested here and there.

I may be rambling a bit but my point is this: always have someone who knows how to do what you do, for your league. The downside of this whole thing is the secretary who was coming back next season died suddenly after week 2. Now I'm left to wing it and suggest things that I do for my other league which are not being welcomed warmly and I can understand after 27 years of doing the same thing, they're reluctant to change.

Now, going into week 5, I have gotten acquainted with a few of the teams by bowling with them, I've made it a point to socialize as much as possible to get to know them and their names and I'm starting to feel some degree of acceptance. I think I'm on the right path to proving myself worthy of filling this previously long held position, even if it's just for this season.

So, what if something happens to the Secretary/Treasurer? Be prepared for it. It happens. Incapacitating injury & death happen. Train a team mate unrelated to you or train someone who is usually always there and is well liked by the league, someone with dedication and a willingness to learn. Train someone so that your league isn't left hanging in the balance and their new secretary knows exactly where you left off.