10:00 AM 11/05/2024 CLUBHOUSE
IN ATTENDANCE: Sue Hudgell (SH), Bob Stent (BSte), Bob Stockwell (BSto), Brian Wilson (BW), Alan Weller (AW), Brian Farley (BF), Dave Martin (DM), Denise George (DG), Colin Squires (CS), Janet Ansell (JA), Alison Griffiths (AG)
- APOLOGIES FOR ABSENCE: Steve Aylin-White (SA-W), Paul Kimber (PK), Liz Conroy (LCo) Jan Ledwich (JL), David File (DF) Liz Cargill (LCa),
- APPROVAL OF MINUTES OF PREVIOUS MEETING: 17/03/2024
- Approved
- MATTERS ARISING FROM PREVIOUS MEETING THAT ARE NOT ON THE AGENDA
- Fees Policy: Issue Tuesday Mornings £2 –
The fees policy was discussed, and the Short Mat fees were agreed for 2024/5 (see Annex 1)
At the previous meeting the fees policy for the lawn bowls season had been agreed, but since that meeting the Bar Manager requested that the £1 for tea and biscuits be split.
The £2 fee for Tuesday morning social organised roll-up was also queried. After a lengthy discussion, it was agreed that the Tuesday morning roll-up was sufficiently different from informal roll-ups because – the rinks are block booked for the whole season and provide a secure opportunity for members to play (open to all). It is organised with a social theme, with a half-time break for tea and biscuits included in the £2 fee.
A vote was taken on whether a fee should continue, and the majority was in favour – 6 for, 3 against and 2 abstentions. Two other committee members (not at the meeting) had requested their position be considered (both were for removing the charge)
The vote confirmed the £2 fee should continue – see attached Annex 1 for the fees policy for lawn and short mat bowls 2024/25.
- Size of Club
Although it could be still an issue, it is manageable at the moment, and it will be reviewed in the Autumn. It was suggested we could use the affiliation numbers as a way of deciding on a limit, but BW explained that would not make any difference for lawn bowls as all players who even stand on the green should have an affiliation fee paid for them.
Action: BW to check affiliation criteria for lawn bowls and check with PK that all lawn bowl club members affiliation fee is being paid.
- Authority to spend
SH explained that PK had asked for this item to be postponed. Committee members stated they wanted to discuss and agree a way forward at this meeting and not leave it any longer.
Authority to spend was discussed in detail, and it was agreed that the summary in the Constitution was a good outline position. It was noted that the present method of purchasing and commissioning work for the club and doing the work inhouse has saved the club thousands of pounds. Members acknowledge this and thanked BW and SA-W and their teams for all that they do.
However, the Constitution doesn’t explicitly say how the specific clauses related to purchasing should be managed. There are areas where goods need to be purchased throughout the season and, although urgent purchases are covered by the Constitution, other purchases should come to the committee before purchase. BW explained that he does list purchases in advance of the financial year, and it would be helpful to him if he could be covered by committee sign off. BW suggested that we establish a simple process where he provides a forecast of spend and that is signed off at a committee meeting, which then allows him to operate flexibly and quickly. This would save committee time and give the delegated funds he needs to operate. This process could be duplicated by the other two high-spend purchase areas of maintenance and bar stocking.
Any large spend outside of green, maintenance and bar purchases would be presented to the committee in advance with three estimates of costs and a rationale for purchase.
Small spends by other club members to continue as now, with the member informing the Treasurer they intend to make a purchase and the payment made either through fees collected on the day or via the Treasurer.
It was noted that the normal process of two signatures on any cheques should continue.
For small purchases (such as milk) the member running the session should ensure only one person is asked to make the purchase.
BS also suggested that the upper limit was set years ago, and now needed to be raised.
Agreed
It was agreed: –
- BW’s suggestion would be good way forward and needs to be written up as the authorisation policy – see a first draft in Annex 2
- When the Constitution is updated, the upper limit of £7,500 should be increased.
- Development Programme
Bob Stent gave an update on the progress with drawing up a development programme that builds on initial coaching.
Decision Items
- CLEANING COORDINATOR – Do we need one?
It was agreed that an extra person working to the Maintenance Manager who concentrated on overseeing the cleaning activity would be useful.
Action: SH would speak to SA-W on whether he would support the idea and, if he agreed, the role would be advertised to members requesting a volunteer – Annex 3 sets out the scope of role.
Officers’ Reports if required:
- SECRETARY’S REPORT:
Noted
- Two pieces of correspondence both acted upon
- TREASURER’S REPORT: (reported in his absence)
Noted
- The financial report attached as Annex 4.
- So far, the club has only spent a little over £3,500 more than it has received.
- Unless some major expense raises its head, the club will end this financial year positively.
- The Club’s finances remain in rude health.
- LAWN BOWLS CAPTAIN’S REPORT:
Ladies Captain Report
Noted
- ESLW matches yet to be played.
- Many ladies have registered their names to play in the NDL and friendlies which is fabulous.
- The Tuesday night training rollups are popular, and I think we are in a very good position now with many enthusiastic and skilful ladies.
Mens Captains Report
Noted
- The season has started well for everybody regardless of the cold and unseasonal weather, with wins in the friendlies NDL and the ESL teams.
- After the first ESL game we were 8-2 winners against Purley Bury and top of the league. Sutton were next up away where the score was 6-4 to Horley.
- This is a positive start to the season and a credit to all the players.
- SHORT MAT CAPTAIN’S REPORT:
Noted:
- AW has now officially taken over from LCa. Members thanked Liz for all her hard work and dedication.
- Do we continue paying affiliation fees to West Sussex short Mat bowls association for those members who are registered but never make themselves available for league or cup games or do not wish to be considered for teams? This is because of the ever-increasing affiliation fees.
- It could be, if they wish to register but not play for the club then maybe they should pay their own affiliation fees.
Action
- AW to check who have to pay affiliation fees and whether there is any rule that those who play in external competitions must be playing members of the club that sponsors them.
- The club has been asked if we could enter a 4th team in the league – yes it may be possible, given the numbers, we would need someone to manage it, we would have to very quickly gauge opinion from the members bearing in mind some member’s reluctance to play away from home during the winter months.
Action:
- AW will try to construct a short mat newsletter containing a couple of questions to gauge opinions.
- FIXTURES/MATCH SECRETARIES REPORT:
Noted
- League Matches are in the Fixtures Card but there are already some changes which will be on website.
- Booking rinks for Surrey matches to allow for opponent’s choice is now difficult so it was agreed that Bob would coordinate the rinks for Surrey matches.
- MEMBERSHIP SECRETARY’S REPORT: (reported in her absence)
Noted
- The following have joined as full members since the last meeting: Richard Arnold, Terry Boardman and Gary Wisdom.
- 3 people are in the process of having some coaching, prior to deciding whether to join. Due to the bad weather on the Open Day, we only had one visitor – Justin Haves, who Paul Kimber is in touch with.
- Membership Total is 146: (98 Full, 10 Life, 12 Social, 13 Junior, 2 Retired,
12 SMB).
- GREEN/GROUND MANAGER’S REPORT:
Noted
- Opening: After a tremendous effort from the Team and other members the Green and Surrounds were made available to members for the Opening Drive.
- Green Furniture: New Numbers and Rink Markers have been made.
- The Green: Despite the dreadful weather, we were able to open with a decent playing surface.
- SURREY REPRESENTATIVE REPORT:
Noted:
- BW on behalf of the club has filled out the Surrey checklist. Officials from Surrey will then visit to see whether there is any support needed.
- BW on the club’s behalf attended Bowls Surrey Area 3 meeting – the main agenda items were roles and responsibilities of officials and the discussion about the sustainability of neighbouring clubs.
- MAINTENANCE MANAGER’S REPORT: (reported in his absence)
Noted
- The preparation of the club ready for the outdoor lawn bowling system went well.
- The alarm has caused issues but now been rectified and is to be replaced at end of year.
- The Honours Boards are now in the process of being updated and is now being carried out inhouse. Thanks to some investigative work by Brian W, a supplier of transfers was located in We estimate the final costs in the region of £400.00. Because of that and without labour charges we will, bearing in mind a previous estimate, have saved around £1,700.00.
- The barrow that is used around the green, due to age, was in a poor state, having been repaired on two previous occasions. The Treasurer and I took the decision to do so. We now have the said new barrow at a cost of £295.00.
- ONE DAY EVENTS:
Noted
- OPENING DRIVE: A record 70 members took part in this. A slightly amended format was used to accommodate all the members but worked well.
- RAY BATEMAN: Registration for this was closed when the numbers reached 40 but, after a justified complaint, we reopened registration but have stipulated the maximum is 48 and after that members will go onto a reserve list.
- For future events we are going to advise when registration opens what the maximum number of entries can be, and we will put anyone else on a reserve list.
- SOCIAL MANAGER’S REPORT:
Noted
- ELVIS NIGHT: This was a great night but marred at the end by an extra service charge being added.
- END OF SEASON PARTY: A DJ has been booked for this after recommendation from several members.
- CHRISTMAS DINNER DANCE: The same DJ was not available, but another has been booked who sounds good. The hire of Gratton’s has already been paid and paperwork issued for the bar.
- BAR MANAGER’S REPORT: (reported in his absence by DG)
Noted:
- Four new members have joined team: Jackie Elliot, Jeanette Hodges and Sue and Andrew Munday.
- They have all successfully completed their initial training and now just need experience to be competent and confident.
- Aided by a very successful quiz night, sales are running slightly up on last year’s figures at this time.
- SAFEGUARDING OFFICER’S REPORT: (reported in her absence)
Noted
- Nothing to report at this time.
- ADMIN MANAGER’S REPORT
Noted:
- Fixture Card: 120 copies of the card have been produced.
- New Laptop: new laptop is now available for members to use.
- Club Comps: These have been charted and posted on the board and on the website.
- One Day Events: The Opening Drive charts appeared to be useful again this year but any feedback on the use of these would be very useful.
- IT Support: A number of useful sessions have been held to introduce the online systems and to assist with setting up easy access.
- Job Roles: To date – just 6 of the 16 Roles have been returned – only two of these have required any changes.
Action:
- Committee members to return draft JR.
- Note to members about use of new laptop.
ANY OTHER BUSINESS
Noted:
- Nan and Alex 2 Wood Bowls Summer competition is being developed. A decision needs to be made on where that board can be placed.
- Future committee meeting dates:
- 6pm 17 July 2024
- 6 pm 17 September 2024
- 17 November 2024
- 19 January 2025
FORWARD LOOK
- Preparing for the Short Mat Season Action Plan
- Approval Authorisation Guidance Note draft annex 2
- Club improvements – summary of requests from members
MEETING CLOSED At 11.30 am
Annex 1
Fees Policy from April 2024/5
Lawn Bowls Fees Policy from April 2024/5
Club Competitions – members | £3.00 each competition |
Match fees – home and away | £3.00 each match |
Lawn Bowls Self-organised roll-up | Free |
Social organised roll-up (Tue) | £2.00 / attendance – including tea/coffee & biscuits |
Lawns Bowls Friendship League (Thu) | £3.00 / attendance – including tea/coffee and biscuits |
Lawn Bowls Visitors roll-up | Free |
Locker rental | £10.00 |
Key for gate | £10.00 returnable |
Tea/coffee and biscuits for members | £1.00 (Tea/Coffee 50p/Biscuits 50p) |
Tea/coffee for visitors | £1.00(Tea/Coffee 50p/Biscuits 50p) |
One day events | Various depending on food being provided |
Surrey Competition entry fee (these fees are set by Surrey) | £3.50 each competition per person |
Jubilee League (these fees are set by the league) | £3.50 each match per person |
Draft Short Mat to be agreed | |
Short Mat Roll-Ups | £2.00 per session |
Short Mat Friendship League (Mon/Tue/Thu) | £3.00 attendance and Tea/coffee biscuits |
Club Competitions – members | £3.00 |
Match fees – home and away | League £3. Cup £3 paid to opponents |
Annex 2
Draft Authorisation Guidance
To ensure that purchases for materials and repairs are secured in a timely, cost effective and agile manner, the following process has been agreed by the committee on xxxxx 2024.
The process builds on the directions (1.2, 3.1.8 – 3.1.12) in the constitution and should support those members who make regular purchases to do so in efficient, timely and cost- effective way.
In Summary
- All spend over £7,500 should be agreed at an extraordinary general meeting.
- No officer or member shall commit the club to any expense without the prior approval of the committee, except that if there is a particular urgency*, this can be approved, up to a value £1,000, by any two of the treasurer, president, secretary and chair, such expenditure is to be reported at the next committee meeting.
- Smaller value payments may be delegated where required.
- All expenses and purchases must be supported by proof of payment.
*Urgency, is defined as the purchase must be made before next committee meeting.
Process
Large Annual Spends
The Officers responsible for large spends provide an annual forecast of requirements at the beginning the financial year, that is signed off at a committee meeting, which then allows them together, with Treasurer to operate flexibly and quickly throughout the year. For example, the Green/Grounds Manager sets out a summary of purchases he needs to make for the year, which is signed off by committee enabling them to spend when needed and does not have to keep coming back to the committee for approval.
One Off Large Purchases
Any large spend outside of green, maintenance and bar purchases would be presented to committee in advance with three estimates of costs and the rationale for the purchase.
Small Spends
Small spends by other club members continue as now with the member telling the Treasurer they intend to make a purchase and the payment is then made either through fees collected on the day or via the Treasurer.
Any purchase requirements under £7500 that cannot be managed under this process can be proposed and discussed at a specially convened Committee meeting.
To note:
- The normal process of two signatures on any cheques continues.
- For small purchases such as milk, the member running the session to make sure only one person is asked to make the purchase.
Annex 3
Overseeing Cleaning Arrangements
To work with the Maintenance Manger to ensure the clubhouse is kept clean and tidy.
The tasks to be covered are:-
- Drafting the annual rota.
- Taking questions from members about cleaning and rota substitutions.
- Revising the notes to members
- Overseeing the buying of cleaning materials and equipment.
- Working with the Maintenance Manager to organise one-off cleaning jobs such as windows.
- Covid precautions.