HORLEY BOWLING CLUB COMMITTEE MEETING
10 am 17/11/2024 CLUBHOUSE
MINUTES
- IN ATTENDANCE – Sue Hudgell (SH), Steve Aylin-White (SA-W Bob Stent (BSte), David File (DF) Denise George (DG), Colin Squires (CS), Liz Cargil (LC) Liz Conway (LCo), Bob Stockwell (Bsto), Brian Farley (BF) Brian Wilson (BW)
- APOLOGIES FOR ABSENCE: Paul Kimber (PK), Janet Ansell (JA) Alison Griffiths (AG) Jan Ledwich (JL), Alan Weller (AW),
- APPROVAL OF MINUTES OF PREVIOUS MEETING – 17/09/2024
Approved
- MATTERS ARISING from previous meeting that are not on the agenda
- Item 5 – List of proposals noted and agreed a change from buying a cordless hover to a vax carpet washer
- Item 8 -Breakdown has been clarified
- Item- Any other business. The matter of reminding non -club players to respect the green has been actioned.
DECISION ITEMS
- AGM Format and Agenda
The format and agenda for the Annual General Meeting (AGM), scheduled for Saturday, 14 December 2024, at 10:00 AM, were agreed upon (see Annex 1). It was noted that there are nominations for each of the vacant roles, which will now be confirmed en bloc at the AGM. - Proposed Constitutional Changes
The proposed changes to the constitution were reviewed and agreed upon. These will be recommended to the AGM for approval. Note if there was need for PR/Development Officer in future the committee can co-opt. - Financial Overview
The club’s year-end financial position was discussed. Annex 3. Increased income from subscriptions, match fees, and bar sales has left the club in a strong financial position. Despite certain ongoing costs, such as county and BE increasing subscriptions, it was agreed that there will be no need to increase subscription fees.
It was further agreed not to raise fees for the 2025/26 season, and members will be informed of this positive news at the AGM. - Subscription Refund Policy
Because of extraordinary circumstance it was agreed to refund a member’s annual subscription. Going forward, it was decided that the principal officers will have the authority to make such decisions based on the circumstances of the individual. - Lifetime Membership
The criteria and process for awarding lifetime membership were finalised. Two nominations were considered and approved to be presented at the AGM for ratification.
OFFICERS’ REPORTS
- 10. Secretary’s Report
- All correspondence has been acted on.
- Treasurer’s Report
- See attached annex 3
- Lawn Bowls Captain’s Report
- Men’s Captain
- Nothing to report at these times
- Ladies Captain.
- Vice Captain attend NSL meeting
- Short Mat Captain’s Report
- Hawks started well, winning their first-round cup match and first league game.
- Robins narrowly lost their cup game; issues from the match have been addressed.
- Ravens cancelled a match due to transport and illness issues but have upcoming games.
- Competitions are underway, with participants arranging matches and paying fees.
- Wednesday triples had a challenging start due to dropouts and miscommunication.
- Tuesday league is running smoothly under its captains.
- Friendship League has good participation with 26 players involved.
13.Fixtures/Match Secretary’s Report
- The Lawn bowling season dates are being arranged. There may be some issues with Thursday evenings, but the problems can be managed.
- One club has asked for an evening start and although it may be inconvenient for some members it does help those in work.
- Membership Secretary’s Report
- Membership is at 148, including: (102 Full, 10 Life, 8 Social,14 Junior, 2 Retired,12 Short Mat)
- £12,000 received in membership renewals. Waiting for responses from four Full Members and two Junior Members.
- Non-renewing members include four Full Members.
- Coaching is being organized for two potential members.
- Green/Ground Manager’s Report
- Despite weather challenges, the team maintained a high-quality green.
- End-of-season works completed with strong member participation.
- Ditch upgrades successfully completed to meet Bowls England requirements.
- Flower beds maintained beautifully by dedicated members.
- New team member Kev Beeney joined to assist with the green.
- 16. Maintenance Manager’s Report
- Equipment sheds painted and treated.
- General maintenance ongoing through the indoor season.
- Electrical installation condition report conducted, rated “Satisfactory.”
- Recommendations for electrical system upgrades (e.g., adding RCD protection).
- Health & Safety policy updated and posted.
- One-Day Events
- The end of season one days event including closing drive were well attended and were organised well.
- Social Manager’s Report
- The end of season party, held in the clubhouse, was very successful. Despite expecting a profit of £200, some attendees did not show up, leading to a final profit of only £20.
It was agreed that in future a deposits or full payments should be taken
- Bingo on 25 th October was organised by Mel Hoskins, the event was attended by 40 people and was highly successful.
- Funds raised: £122 for club funds and £90 for the Air Ambulance,
- The Christmas dinner dance will be on Sat 7th December. There will be 45 attendees, and it will be at Gratton’s Indoor Bowls Club. All preparations are in hand.
- Bar Manager’s Report
- Bar sales and margins were outstanding this year.
- Stocktake completed, with final financial report pending from the Treasurer.
- New display chiller installed, increasing capacity and improving aesthetics.
- Discussion ongoing regarding upgrading card payment systems for next season.
- Thanks extended to the bar team for their dedication and to the maintenance team for repairs.
- Safeguarding Officer’s Report
- Nothing to report at this time. Looking back on 2023/24 we adopted BE approach to safeguarding and there has been nothing to report.
- The Fixture card and web site needs to be updated to include all 4 safeguarding officers
- Admin Manager’s Report
- 100 fixture cards were produced initially; an additional 80 have been printed and made available in the Short Mat drawer.
- Fixtures for Short Mat and friendlies are posted on boards and made available in relevant locations.
- Work on club competitions and IT support ongoing.
- Honour boards documentation nearly complete.
- Short Mat diary populated through March, with systems working efficiently.
- Outstanding actions include uploading finalised job roles and competition materials to the new laptop system
- 22. Any other business
- LC confirmed the Youth Squad will be participating in the Methodist Christmas Tree event
- BW confirmed that Horley will host a national quarter final on the 1 June 2025 and is now waiting for confirmation.
- Noted BW is to attend the Surrey AGM
- It was reported that we need tighten rules on memberships and it was agreed to act on drawing attention to the different membership available.
- LCo explained the Data statements on memberships form needed to be update.
- BW explained that he was looking at different ways to remove waste and would come back with a proposal.
- Dates of next 3 meetings:
- Sunday 10.00 19 January 2025
- Sunday 10.00 16 March 2025
- Tuesday Evening 6pm 13 May 2025
Annex 1
HORLEY BOWLING CLUB
ANNUAL GENERAL MEETING AGM
SATURDAY 14 DECEMBER 2024 at 10.00 a.m. IN THE CLUBHOUSE
AGENDA
- Apologies for absence
- To receive and adopt the minutes of the previous AGM held on 9th December 2023
- Matters Arising from the minutes
- President’s Report
- Secretary Report
- Treasurer’s report
Action: to Receive and approve the Treasurer’s report and accounts for the year ending 31st October 2024. See attached report
- To note the healthy budget position 2024/25 and the positive news that subscriptions and fees will not have to be raised in 2025/26.
- To receive reports from the men’s, ladies and short mat captains
- Election of officers and managers. See attached annex 1
Action: To agree the nominations in block
- Agree changes to constitution as detailed in annex 2
- In recognition of their standing work for Horley Bowling Club agree three lifetime membership
- Janet Ansell
- Elaine O’Malley
- Peter O’Malley
- Election of Auditor
Agree to appoint Richard Harrington as Auditor
- Any Other Notified Business
Annex 1
Nominations
| Officers | Nominations | |
| 1 | Treasurer | Mark Clark |
| 2 | Secretary | Bob Stent |
| 3 | Green Manager | Brian Wilson |
| 4 | Membership Secretary | Elizabeth Conroy |
| 5 | Women’s Captain | Denise George |
| 6 | Fixtures/Match Secretary (LB) | Bob Stockwell |
| 7 | Maintenance Manager | Steve Aylin-White |
| 8 | Bar Manager | Denise George |
| 9 | Social Manager | Mel Hoskins |
Nominations have been proposed and seconded. All terms of office are for three years except for Captains which two years
Action: Agree to appoint to roles.
Annex 2
Changes to Constitution
While making the amendments to the 2021 constitution, we identified additional inconsistencies from the original document. Therefore, propose further changes and/or the re-adoption of certain provisions.
Change 1. We no longer need to have a formal designated manager role for PR/Development.
Proposed: removing the words PR/Development from 3.1.1 of the constitution.
Change 2. There is an error in 6.2. It is Captains appointed at AGM not Vice Captains
Proposed: removing the word Vice from 6.2 of the constitution
Change 3. To revert back to original constitution and amend Section 12 to say – Changes to the constitution are made by the AGM and change the rules pages on the Website to say rules are amended by the Committee. Which would mirror what is presently done in practice
Proposed: to amend 12.1 to say no alteration to this Constitution shall be made except by a resolution carried by a majority of the members present at a General Meeting, the notice of which will contain details of the proposed alteration.
Proposed: Rules page on website to say these rules may only be amended at a full meeting of the Club Management Committee by a vote with a two thirds majority in favour.
Action To agree the proposed changes
Annex 3