Club Committee Meeting – 17th July 2024

HORLEY BOWLING CLUB COMMITTEE MEETING MINUTES

6 PM 17/07/2024 CLUBHOUSE

IN ATTENDANCE: Sue Hudgell (SH), Steve Aylin-White (SA-W), Paul Kimber (PK), Bob Stent (BSte), Bob Stockwell (BSto), Alan Weller (AW), Brian Farley (BF), Alison Griffiths (AG) Jan Ledwich (JL), David File (DF)

  1. APOLOGIES FOR ABSENCE: Liz Conroy (LCo) Liz Cargill (LCa), Brian Wilson (BW), Dave Martin (DM), Denise George (DG), Colin Squires (CS), Janet Ansell (JA)
  2. APPROVAL OF MINUTES OF PREVIOUS MEETING: 17/03/2024
  • Approved
  1. MATTERS ARISING FROM PREVIOUS MEETING THAT ARE NOT ON THE AGENDA
  • Role Descriptions – Updated on progress – 1 outstanding. The Job Roles will be put on the members section of the website and a set will be kept in clubhouse. They will be useful for people taking on a new role.
  • Preparing for the Short Mat Season: Action Plan – was discussed and actions were confirmed. Season would start with a pre-season meeting and draw for singles on 27 September 2024 at 6 pm in the clubhouse. Start of Season: week of 14 October 2024. Finals: 5/6 April 2025, including Friendship League.
  • Club improvements – summary of requests from members were discussed and it was agreed the officers’ group would review and report back to the committee and small items like mats for short mat could be purchased in advance of the next committee meeting. It was noted that a proposal had been put into the Bupa Grounds Charity Fund and we will know if we were successful in the Autumn.
  • HMRC checking Community Amateur Sports Club Status and whether anything has changed. It was noted that nothing had changed and therefore HBC still eligible for CASC status.

 

DECISION ITEMS

 

  1. Cleaning Coordinator Remit

It was agreed that an extra person working with the Maintenance Manager to concentrate on overseeing the cleaning activity would be useful. The job role was

agreed.

 

Agreed:

  • A note would be sent out to members asking for a volunteer.

 

  1. Approval Authorisation Guidance Note Draft – Annex 2

 

Agreed:

  • The guidance note was agreed and would be put into practice immediately.

 

  1. Membership Numbers

 

Noted:

As agreed at the previous meeting, although it could be still an issue, numbers are manageable at the moment, and it will be reviewed in the Autumn when membership renewal had taken place. However, it was noted there was an issue with selection for league matches with some members feeling they have been overlooked.

 

Action:

  • Club captains to review the way they select teams, ensuring members do get a match, and pursuing joining another league for 2025.

 

 

  1. Funding open competitions at other clubs.

Agreed:

  • It was agreed that if members wish to take part in open competitions in other clubs it was for them to pay the entry fee. There may be exceptions to this if the club is approached to take part with a team from the club. That would need to be a committee decision.

 

  1. Surrey Events at Horley

 Agreed:

  • It was agreed that Surrey events could be accommodated, and the organisation had already been made.

 

  1. Date of Annual General Meeting

AGM was discussed and what date would be less difficult for the Juniors. JL to rearrange the Juniors session.

Agreed:

  • Provisional date of Saturday 14 December 2024 at 10 am.

 

  1. Nellie Mercer League

Joining another women’s league was discussed and although there may be some logistical issues on Thursdays these could be managed.

Agreed:

  • To pursue joining the Nellie Mercer league.

 

OFFICERS’ REPORTS (IF REQUIRED):

 

  1. SECRETARY’S REPORT:

Noted:

  • All correspondence was acted upon
  • Noted more correspondence on short mat than lawn bowls,

 

  1. TREASURER’S REPORT:

Noted:

  • The financial report is attached as Annex 3.
  • The Club’s finances remain stable.
  • £5,000 of the reserve was moved into the cash account to cover cashflow issues.

 

  1. LAWN BOWLS CAPTAIN’S REPORT:

Ladies Captain Report

Noted:

  • The ladies have been very enthusiastic and supportive this year. We are standing in 4th place in the ESLW table and as at last weekend we had another 6 points to add to our score.
  • The Tuesday roll ups are continuing, and the attendance is sometimes good and sometimes low.
  • I am happy to report that the applications for all matches have been very high. And I hope this will continue.
  • There is a chance for us to join another league which will be played on a Thursday.
  • This could be a very good opportunity for the ladies to have more choice and competition matches to play in.
  • It is great to have seen so many ladies entering the Surrey matches, and we may even see a Surrey champion or champions.
  • I know it has been frustrating for many ladies who have put their names down for matches and have not been picked. Please keep applying, there is still a lot of matches to play.
  • Just a last thankyou to everyone who has helped and supported me this year.

 

          Men’s Captain’s Report

Noted:

  • We are now halfway through the Border League season, and things are progressing very nicely at the moment with 5 wins out of 5.
  • We must not be complacent for the rest of the season as all the teams in the league bring their best performances to us.
  • The cup has started well with a win against Newdigate and in the next round a win against Lindfield. Congratulations to all players so far and keep fighting for every point.
  • I would also like to thank all the players that keep putting their names down to play but haven’t so far been selected. Your time will come if you really want to play.
  • The ESL Division 1 is also going as well as any of us could wish for with some very good results against top teams, the latest being Sutton with a 9-1 win.
  • The most pleasing thing to me is the banter-comradery. team spirit and encouragement towards each other and seeing the games out right to the end.
  • Well done so far everyone and keep it going
  • The Vice Captain role was discussed. DM is unable to do the role at present and it was agreed a interim should be coopted into the role. MC had been approached and he had agreed to do role.

            Agreed:

To co-opt MC to role of Men’s Vice Captain

 

  1. SHORT MAT CAPTAIN’S REPORT:

 

Noted:

  • All league and cup fixtures have been sent to the various captains and agreed.
  • AW shall be looking for a replacement captain for the Birch Tuesday evening league team, although DG will carry on if no one comes forward.
  • A list will go up soon looking for players for the Tuesday league, if there are too many we could look at a triples league on either Wednesday or Thursday evening.
  • AW has not yet made up his mind as to remain as captain of the Ravens, he shall put out a request for someone from that team to come forward, but don’t hold out much hope.
  • A date will be set for a pre-season gathering, with an opening date of 14 October, a bit later than usual because outdoors is going on two weeks later.

 

  1. FIXTURES/MATCH SECRETARIES REPORT:

Noted:

  • Only a few changes required.
  • Rink allocation process worked well.

 

  1. MEMBERSHIP SECRETARY’S REPORT: (reported in her absence)

Noted:

 

Membership numbers

The following have joined as full members since the last meeting:

  • Full Members – Justin Haves, Dave Dayman, Lisa Dayman, Mark Long, Rees Perkins, Colin Young, Joan Wingate, Robert Simpkin
  • Junior Member
  • Charlie Striper

 

Membership is: 106 Full, 10 Life, 12 Social, 14 Junior, 2 Retired, 11 SMB

  • Total 155

New Member Introductory Rate

It was agreed that anyone joining before 30 September should have a pro-rata reduction: for example, if they join in July it would be £40 and August £30.

LCo suggested this be by discretion depending on when in the month they join. They would then be sent renewal details in line with other members at the full rate.

 

Lockers – Irene Bennett asked if I would take over the admin of the ladies’ lockers, which I have now done and have all the keys etc.

 

Agreed:

LCo to use her discretion when determining in-year membership reductions.

 

  1. GREEN/GROUND MANAGER’S REPORT:

Noted:

                  The Green

  • We are continuing to do as much work on the green within the constraints of the weather conditions.
  • Unfortunately, as a result of the unprecedented winter and early spring weather, there is still too much moss and meadow grass, but the green is bowling well most of the time.
  • Once again, many thanks to my small and dedicated team

                Green surrounds

  • Special thanks must go to Rose, who has volunteered to remove all of the weeds from the green paving.

                  Flower Beds

  • After speaking with Peter and Eileen O’Malley about getting some assistance with the upkeep of the Flower beds, they we’re very happy for us to seek some green fingered support.
  • I am pleased to share that Jill Pattinson and Guy Mankelow have come forward to assist, and have already carried out lots of work.

 

  1. SURREY REPRESENTATIVE’S REPORT:

Noted:

  • We are Hosting the area Mens Singles Qtr Finals on Friday 19th– 4 Rinks and Mens Semi Finals on Friday 26th – 6 Rinks

 

  1. MAINTENANCE MANAGER’S REPORT:

Noted:

 

  1. ONE DAY EVENTS:

Several one-day events have taken place

  • RAY BATEMAN TROPHY – 26/27 MAY

This was a two-day event and was well supported. Ray Bateman attended on the second day to present the cup and prizes to the winner, Martin Stretton and runner up Harold Hyde. Ray also presented last year’s winner and runner up – David File and Brian Wilson, as he was unable to be present in 2023. Clare Frost-Gaskin made a fabulous cake decorated like a bowls green with the words RAY BATEMAN TROPHY – this was much appreciated by everyone, but especially Ray himself. Other members kindly made cakes which were enjoyed by all present.

  • HUGH THORNTON TROPHY – 23 JUNE

Unfortunately, Hughe’s widow, Mary, was unable to attend this year due to ill health.

Again, numbers were good and a lovely afternoon was enjoyed by everyone. Tea and cakes were served after the game. The winners were Brian Farley, Sue Hudgell and Ron Hudson.

 

  • AUSSIE PAIRS/CHRISTMAS IN JULY– 6 JULY

This annual fun charity day was a great success although the weather was very mixed!  Most members dressed in something Christmassy or Australian and we even had Crocodile Dundee attend with a life-size Croc!  Brian Farley and Jackie posed for a great photo. This event was won by Mark Clark and Carole Lloyd. Big thanks went to Jackie for wheeling her BBQ to the club and, together with Mel, provided some great barbecued food. In true Australian style we would like a bbq to be a permanent fixture as a fitting way to end this event.

We were also lucky to receive a raffle prize from the Fox Revived of a £50 voucher which added to our charity donation. The charity was St Catherine’s Hospice, Crawley as chosen by this year’s club captains. (I don’t have the final figures but hopefully PK will be able to fill this in).

  • ALAN CAPPER PAIRS – Sunday 14 July

The Alan Capper Pairs competition took place on 14 July and was well supported with 40 members playing. It ran smoothly, with semi-finals and then finals completed by 5.30 pm (in good time for everyone to be home for the England/Spain Euros match !)  The close final was won on the very last end by Jackie Elliott and Sue Munday who beat Denise George and Patricia Gilbert  4:3 .

 

  1. BAR MANAGER’S REPORT:

Noted:

  • Sales so far this season show a 20% increase on this time last year.
  • This is partly due to the price increase we applied and the hot weather we experienced earlier in the year, also to the well-attended one day events.
  • Whether that produces increased sterling profits we wait to see. Manning the bar has worked well with volunteers coming forward to cover gaps.
  1. SAFEGUARDING OFFICER’S REPORT:

Noted:

We now have 4 qualified safeguarding officers. Myself, Sarah, Colin and Paul.

  • There haven’t been any issues to report, but I do ask members to be mindful if they are playing a game when the youth team are playing.
  1. COACHING
  • As I am sure you are aware, we have been very busy coaching new members this season. I would like to thank all the coaches for giving up their time. I know it has been very difficult fitting it in with the other games they are signed up for. I don’t think we have ever had so many people wanting to join before – so thank you.

 

  1. ADMIN MANAGER’S REPORT

      Noted:

 

     Fixture Card

  • There are a few of these left if new members need one.
  • I am starting to construct the Short Mat card for September.

      New Laptop

  • This appears to be working well now – mostly by the Captains for Selecting and printing the Matches.
  • I am starting to add more useful items to the Members’ account on it.
  • There is a Cloud account associated with the Admin account. This can be used to hold files that you wish to update from home but don’t really need to keep on your home computer. This facility is being used regularly for the Bar accounts and I have recently added the Short Mat Fixtures.
  • This Cloud account will be backed up regularly.

    Club Comps

  • These have been updated on the board and on the Website.

    One Day Events

  • These are becoming easier to organise now that I have last year’s to refer to.

    IT Support

  • Very little of this is required now as most are successfully using the systems. It might be an idea to add a session to the last coaching session for new people?

 

 

ANY OTHER BUSINESS

  1. SA-W explained he would dispose of old clothing as it hasn’t been claimed or sold.
  2. PK asked that it was formally agreed, and the pro-rata discretionary club subscription arrangement was minuted – see membership secretary’s report above
  3. Set Hove fee at £35 – which was agreed.

Noted:

  • Future Committee meeting dates:
  • 6 pm 17 September 2024
  • 17 November 2024
  • AGM 14 December 2024
  • 19 January 2025

 

 

FORWARD LOOK

  • AGM Format
  • Annual accounts draft

 

MEETING CLOSED At 19.15 pm

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