Club Committee Meeting – 17th January 2025

HORLEY BOWLING CLUB COMMITTEE MEETING

10 am 17/01/2025 Clubhouse

MINUTES

  1. IN ATTENDANCE – Sue Hudgell (SH), Steve Aylin-White (SA-W), Bob Stent (BSte), Mark Clark (MC), Denise George (DG), Colin Squires (CS), Liz Conroy (LCo), Bob Stockwell (BSto), Brian Wilson (BW) Janet Ansell (JA) Alison Griffiths (AG) Allan Weller (AW), Peter Gay (PG) substitute, Mel Hoskins (MH) Elaine Hudson (EH) observer.
  2. APOLOGIES FOR ABSENCE: Brian Farley
  3. APPROVAL OF MINUTES OF PREVIOUS MEETING – 17/11/2024

With the addition of DG suggestions, the minutes were approved. The revised minutes would be put on the website and in the clubhouse minute folder.

  1. MATTERS ARISING
  • In response to a request at the last meeting about waste disposal, BW explained he had looked at bags versus a large bin and had spoken to the council, it was clear we did need to make a decision on this. Members asked that he confirm whether the bin could be used for other rubbish and there would be enough room left in the club entrance for electric mobile scooters.

Action: In principle, the committee thought it was a good idea to change to a bin and asked BW to produce a short overview paper for the Principal Offers group demonstrating the cost effectiveness of the proposal.

  • BW reported that BE didn’t take up the offer of using our green for national matches.
  • BW in line with agreed practice had produced a green maintenance budget.

Action: To send to the Principal Officers for agreement, which facilitates BW to source materials as required.

 

DECISION ITEMS

 

  1. ONE DAY EVENTS

JA paper on one day events was taken early so it could be discussed in greater depth.

  1. Opening Drive

It was noted that:-

 

  • Opening Drive was to be on Sunday 27th April because the original date was Easter Sunday. Bowlswear Direct will be attending in the morning.
  • Weather permitting, the green will be available from Sunday 20th April to enable bowlers to practise ahead of their early season ESL game. And for the Friendly to go ahead.
  • The Isle of Thorns match, which was due to be played on 27th April, will be rearranged.

 

  1. Open Day and Bowls Big Weekend

It was discussed whether this year, instead of an open day, Horley should join in with the Bowls England – Bowls Big weekend. Last year over 600 clubs took part. The weekend is Friday 23-26 May. The Bateman Trophy runs on 25th and 26th, plus there could be issues with players not available on the Saturday afternoon. However, HBC could still join in on the Friday and Saturday.

Agreed:

  • Further investigation should take place to see whether it was possible.
  • Committee members to attend BE webinar of the BBW.
  • JA, DG, SH to meet up to discuss logistics and registration with BE.

 

  1. Annual Outing to Hove

The outing proposed for 30 July was discussed and the funding was considered, including whether the day should be subsidised. The committee asked for further information on cost and whether demand for the day could be increased.

Agreed:

  • JA would work with the ODEG and see whether they could increase numbers.
  • JA and SA-W would provide further budget information including when they need to confirm the coach booking.

 

  1. Weekend Drives

It was proposed and agreed that more organised roll up/club drives should be arranged for weekend afternoons when the green is not being used for club matches This would give those not selected for matches a chance to play.

 

  1. Costs for one day events

Costs for one day events were considered, but in line with the decision at the last committee meeting not to raise fees it was proposed to not increase the cost of all one day events.

 

Lawn Bowling Season Key dates including One Day Events is attached as Annex 1.

 

  1. Ways of working

The new committee membership was noted (Annex 2) and it was confirmed that: –

  • Annex 2 lists the committee members and appointees. It was agreed as correct except for the President’s term of office which was been revised and Vice Captains should be placed below the committee box.
  • The names in the blue box are the committee voting members and will be invited to all committee meetings. AG will also be invited in her administrative role.
  • Vice captains and/or deputies may attend the committee as a substitute for Captains and/or in development role.
  • Other co-opted or appointed role holders can attend the committee when there is decision to be made, or when they wish to update the committee.
  • BW suggested we need to check whether we needed the lead safeguarding office at all meetings.
  • BW also raised whether the ODEG lead should be invited to all meetings.

Action:

  • Secretary (BS) to update committee invite lists.
  • Appointees and those co-opted to be told of committee meetings so they can decide whether they need to update the committee.
  • SH tol check the guidance on safeguarding and report back.

 

  1. Agree changes to the rules. (Annex 3)

Proposed rules were discussed, and changes were offered. There was further discussion on visitors to the club and it was suggested we needed to look at the constitution.

Annex 3 is a draft of the final version without a rule on visitors.

Action:

  • SH to circulate a suggestion for wording on visitors.
  • final version to be agreed at next meeting.

 

 

Committee Members Reports Summary

  1. Secretary’s Report:
  • All correspondence actioned.
  • Information on Surrey competition circulated.

Action:

  • BS and MC to discuss payment collection methods.
  1. Treasurer’s Report:
  • Budget snapshot presented, showing a healthy position.

     Discussions and Decisions:

  • Annual trip to Hove.
  • Use of £100 petty cash for small value items approved.
  • Telephone costs: Agreed for MC to explore a cheaper option or removal.
  1. Lawn Bowls Captain’s Report:
    • Captains’ 2025 Welcome Meeting: Proposed for Friday, 11 April @ 6 pm.
    • Ladies Pairs Competition:
      • Majority favour including this competition.
      • Options: Replace Ladies 2 Woods competition or add as a new one, considerations include board space, trophy, scheduling.

Nellie Mercer League:

  • Tentative dates: Thursday, 5 June – Thursday, 31 August (may shift depending on participating clubs).
  • Matches potentially subject to venue or time adjustments.

Jubilee League:

  • Discussions ongoing about its continuation. Redhill BC approached to manage it. Proposal: If cancelled, create an internal Monday evening league.

Match System Demo:

  • Scheduled for 24 January. Mixed opinions on Surrey Match System; further evaluation needed.
  1. Short Mat Captain’s Report:
  • Short mat is going well. There was difficulty with one match – players not knowing whether they were to play – but was sorted and AW has set up other forms of communication to ensure players know and requests that players check.
  1. Fixtures/Match Secretary’s Report:
    BSto explained:
  • That fixtures are nearly settled, just waiting on one club.
  • That Thursday might still be an issue, but it can be solved by relocating matches to away games.
  • He has had requests for more Friendly/s but feels there is uncertainty about availability.

                Agreed to turn down the extra Friendly/s.

  1. Membership Secretary’s Report:
  • New Members: 1
  • Resignations: 2
  • Membership Statistics:
    • Total: 144 (95 Full, 13 Life, 9 Social, 13 Junior, 2 Retired, 12 Short Mat).
  • Personal Data Consent Form: Updated and recirculation planned.

Action: SH to provide comment.

  1. Green/Ground Manager’s Report: nothing new to report.

 

  1. Maintenance Manager’s Report: Nothing new to report.

 

  1. Social Manager’s Report:
  • Upcoming Social Events:
    1. Quiz Night:
      • Date: Friday, 28 February.
      • Cost: £5/person (includes nibbles and prizes).
      • Team size: Max 6 (teams can be formed on the night).
      • Registration: Online or via club notice board.
    2. Easter Treasure Hunt:
      • Date: Sunday, 13 April @ 10am.
      • Activities: Outdoor treasure hunt or clubhouse games for mobility issues.
      • Cost: £3/person (includes prizes, refreshments, and cake).
    3. Future events will include Christmas dinner in December.

 

  1. Bar Manager’s Report: nothing new to report.

 

  1. Admin Manager’s Report: nothing new to report.

 

  1. Safeguarding Officer’s Report: nothing new to report.

 

  1. Welfare Officer’s Report: nothing new to report.

 

  1. Any Other Business:
  • The Tony Allcock Trophy.
  • MC raised the question on who should pay entry fee for an HBC entry to The Tony Allcock Trophy competition run by BE.
  • The competition is open to all club members who have attained their 60th birthday on the 1st April in the year of the competition. It is two rinks of four; two bowls each player/18 ends. Each rink to contain two men and two women.
  • Winner is the team with the highest aggregate score.
  • Clubs compete regionally and then national finals.

Agreed: As it is a club entry not an individual entry it was agreed the club should pay entry fee of £32.

 

  1. Forward look – topics for next meeting
  • Reserve and what should it be used for?
  • Club development requirements – update list.

 

  1. Dates of next meetings: 
  • Friday morning 10 am 14 March 2025
  • Tuesday evening 6pm 13 May 2025
  • Tuesday evening 6pm 15 July 2025
  • Tuesday evening 6pm 16 September 2025

 

 

 

 

 

Annex 1

 

 

Lawn Bowling Key Dates 2025
Date Start time
Friday 11th April 6.00 Captains 2025 Welcome Meeting
Sunday 20th April Green Open for Practice
Sunday 27th April 1.00 Opening Day Drive
Monday 5th May 10.00 Open Day
Sunday 25th May 10.00 Bateman Trophy
Monday 26th May 10.00 Bateman Trophy
Sunday 22nd June 1.00 Hugh Thornton Trophy
Saturday 5th July 10.00 Aussie Pairs Charity Day
Sunday 13th July 1.00 Alan Capper Pairs
Wednesday 30th July 2.00 Annual Outing – Hove & Kingsway
Sunday 3rd August 1.00 Presidents Day
Sunday 24th August 10.00 Ray Croxton Triples
Saturday 6th September 9.30 Finals Day
Sunday 7th September 9.30 Finals Day
Saturday 13th September 1.00 Captain’s Fun Day
Saturday 20th September 9.30 Alex & Nan 2 Wood Trophy
Saturday 27th September 1.00 Closing Drive

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex 2

 

24/25 Horley Bowling Club –

Committee, Officers and Appointees

Terms of Office

  • Terms of office for officers and managers is for three years, and they can be renewed for another 3 years.
  • Captains term of office is 2 years.
  • Vice captains are decided by the captains
  • Co-opted officers – term is decided by the committee
  • Blue box is committee and are the voting members.
  • Appointees and Coopted can attend committee meetings as required
Committee
Principal Officers      Appointed End
President Steve Aylin-White Dec 2022 Dec 2025
Chair Sue Hudgell Dec  2023 Nov 2026
Secretary Bob Stent Dec 2024 May 2027
Treasurer Mark Clark Dec 2024 Dec 2027
Officers
Green Manager Brian Wilson Dec 2024 Dec 2027
Membership Secretary Elizabeth Conroy Dec 2024 Dec 2027
Men’s Captain Brian Farley Dec  2023 Dec 2025
Women’s Captain Denise George Dec  2024 Dec 2026
Short Mat Captain Allan Weller Dec  2024 Dec 2026
Fixtures/Match Secretary (LB) Bob Stockwell Dec  2024 Dec 2027
Fixtures/Match Secretary (SM) Colin Squires Dec 2023 Dec 2026
Maintenance Manager Steve Aylin-White Dec 2024 Dec 2027
Bar Manager Denise George Dec 2024 Dec 2027
Social Manager Mel Hoskins Dec  2024 Dec 2027
Appointees /Coopted
Admin Assistant Alison Griffiths Dec 2023 Continuing
Health & Safety Officer Steve Aylin-White Dec 2021 Continuing
Safeguarding Officer Liz Cargill Dec 2021 Continuing
Safeguarding Officer Sarah Keller Dec 2021 Continuing
Welfare Officer Cherie Banfield Dec 2021 Continuing
One Day Events Janet Ansell Dec 2023 Continuing
Junior Section Sarah Keller/Jan Ledwich Dec 2022 Continuing
Auditor Richard Harrington Dec 2024 Dec 2025
Men’s Vice Captain Peter Gay Dec 2024 Dec 2025
Women’s Vice Captain Elaine Hudson Dec 2024 Dec2025
Organisers
Friendship league Brian Hudgell Continuing
Roll up Marilyn Shaw Continuing
Cleaning Coordinator Liz Cargill Continuing
Website and Social Media Paul Kimber Continuing
Links
Surrey Brian Wilson Continuing
Horley Council Steve Aylin-White Continuing

 

 

 

Annex 3

 

Draft Horley Bowling Club

Miscellaneous Rules

 

  1. Guests in the club– rule to be agreed and should be in line with constitution.
  2. Children – Under fourteen years of age shall be always accompanied by a responsible adult and they shall not be allowed at the bar.
  3. Liability for damage or loss etc., of personal property– The club does not accept liability for any loss or damage to personal property of persons using the club premises, or stored at the Club, including that left in lockers.
  4. Financial responsibility– It is the responsibility of members to ensure that all monies, including those from the Bar, Green Fees, Match Fees, and the proceeds from the fund-raising activities, are remitted to the Treasurer of the club. Where requested, the names of donors shall be known only to the Treasurer, to preserve confidentially.
  5. Expenses– No purchases shall be made on behalf of the Club, (except those as part of a pre-existing agreement authorised by the Committee) or in emergency pre-authorised by any two of the Principal Officers and when submitted for payment, must be supported by receipts.
  6. Bowler’s personal equipment– It is the responsibility of every member to ensure that bowling bags and clothing do not interfere in any way with the comfort or free movement of players and spectators. It is strongly recommended that fullest use be made of the dressing rooms and coat hanging facilities provided. No bowls bags or personal equipment shall be left on seats, or in foyer/bar area.
  7. Smoking– No smoking or vaping is allowed within the confines of the club.
  8. Litter– All litter shall be deposited in the bins provided
  9. Damage to the club premises or its fittings– Members shall reimburse the club for any wilful damage caused by them or their guests to the club premises and/or articles therein.
  10. Mobile phones– Except in emergency players should not use electronic devices on or around the green.
  11. Club trophies– All Club Trophies shall remain the property of the club.
  12. Bar Opening Times– The permitted hours for the supply of intoxicating liquor will
  13. Settlement of Accounts– A member shall settle any account for refreshment or otherwise before leaving the club premises.

 

Amendments to the rules – Amendments to these Rules may be proposed by a member at any time. All proposals shall be seconded by one other member and submitted in writing to the secretary for consideration by the committee.

 

 

 

 

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