6 pm – Clubhouse
Minutes
- IN ATTENDANCE: Sue Hudgell (SH), Steve Aylin-White (SA-W), Paul Kimber (PK), Bob Stent (BSte), Alan Weller (AW), Alison Griffiths (AG) Jan Ledwich (JL), David File (DF) Mark Clark (MC) Denise George (DG), Colin Squires (CS), Janet Ansell (JA)
- APOLOGIES FOR ABSENCE: Liz Conway (LCo), Bob Stockwell (BSto), Brian Farley (BF),
- APPROVAL OF MINUTES OF PREVIOUS MEETING – 17/07/2024
Approved
- MATTERS ARISING FROM PREVIOUS MEETING THAT ARE NOT ON THE AGENDA
PREPARING FOR AGM ON SATURDAY 14 DECEMBER 2024 AT 10 AM.
Terms of Office
- Noted the Terms of office of Committee Members and those roles that were up for renewal or new appointments at the AGM.
- Noted that in line with the Constitution, if the term of office is not complete then those posts would not be voted on. The AGM would vote on renewals and new appointments only.
Action:
- To draw up a nomination sheet for vacancies and renewals.
- The sheet to be put up in the clubhouse for nominations a month before the AGM.
- A sheet showing membership and term of office dates would also be put up so members could see the full committee.
- To check the position for appointing Vice-Captains.
Constitution
- The updated Constitution is now on the website. This version takes on board the changes agreed at the AGM 2023. It was noted the item on vaping would be better in the rules. The rules need to be reviewed to be in line with the Constitution.
Action:
- A review of the rules will be undertaken by PK with other committee members.
- CONFIRM PRINCIPAL OFFICERS’ DECISION ON THE CLUB DEVELOPMENTS – ANNEX 1- LIST OF PROPOSALS
Noted:
- The principal officers met and prioritised the list. Annex 1
- Three items were agreed by the principal officers – new mats for short mat, new indoor bins, emergency folding wheelchair. These have been or are about to be purchased. Action SA-W
- New mats for outdoors were discussed and agreed for next season.
Action: Captains
- Since the list was created three further items have been added – green machinery, new fridges, sum up machine and making safe the ditches. These items were also agreed.
Action: BW and DF
- GREENSPACE CONSULTATION
Noted:
- Reigate and Banstead are asking for views and comments to inform their Greenspaces Strategy. This strategy covers all the parks including Horley recreation ground and our club.
Action:
- Members to be asked to fill in the survey by Sunday 29 September 2024.
- SH to speak to the Lead Councillor to explain our thoughts on the park and request they consider giving Horley Bowling Club more space for development.
Officers’ Reports if required:
- SECRETARY’S REPORT:
- All correspondence and communication requests have been actioned.
- TREASURER’S REPORT:
- PK presented the budget to date. The club is in a good position, but too early to know about subscriptions for next year. There were questions about income from the Surrey Days and clothing. PK to provide a breakdown of the costs.
- LAWN BOWLS CAPTAIN’S REPORT:
- Ladies Captain’s Report: The Ladies Section was enthusiastic and supportive throughout the summer. Despite the weather, all ESLW matches were completed, and the team finished 3rd, only 4 points behind the winners. Many players participated in the NDL friendly matches and the Jubilee, contributing to positive results. Thanks to Denise, a new league called the Nellie Mercer will be introduced next summer, offering more matches. Tuesday roll-ups were successful, and congratulations go to those who competed in Surrey and Marathon events, producing fantastic results.
- Men’s Captain’s Report: The men’s team had a successful season, winning the Border League unbeaten and securing the cup after a tough match. They also finished 4th in the ESL, with 8 wins out of 16 games. Special thanks to team members and congratulations to Denise, Jacqui, and Grahame on their achievements. Overall, it was a remarkable season.
- SHORT MAT CAPTAIN’S REPORT:
- The pre-season gathering is set for 27th September, and internal competition applications close on 21st September. The WSCSMBA-affiliated members total 41, with plans to introduce a triples league for non-regular evening players. Friendship and evening leagues are progressing well.
- FIXTURES/MATCH SECRETARY’S REPORT:
- The club has been invited to join the East Surrey Men’s Triples League, offering more opportunities for members who don’t regularly play in other leagues. The joining fee is £10 per club, and matches will be scheduled flexibly. Joining the league is recommended.
- MEMBERSHIP SECRETARY’S REPORT:
- Too early to give numbers for next year.
- GREEN/GROUND MANAGER’S REPORT:
- The green is holding up well despite heavy rainfall. Upgrades include replacing parts of sprayers and ordering a new seed spreader. End-of-season work is scheduled from 30th October to 2nd November. Rose has continued excellent work clearing weeds, and flower beds maintained by Jill and Guy look great. Hosting Surrey matches brought positive income and praise. However, the logistical effort was immense, and there is a need for an evaluation of future commitments.
- MAINTENANCE MANAGER’S REPORT:
- Major maintenance is planned for after the lawn bowls season, with general upkeep ongoing. Rose Pursey’s work on clearing weeds is noted, and Rob, a new member, has been assisting with various projects. New waste bins have been installed, and there are plans for improved shelving in the gents’ changing room.
- ONE DAY EVENTS:
- This season’s events went well, with plans for amendments next season. Last weekend’s charity day raised over £100 for St. Catherine’s Hospice. Thanks to Ros and Paul Tozer for their contributions. The Alex and Nan Bennett 2 Wood competition finals are this weekend, with the Closing Drive and Prize Giving on 28th September.
- SOCIAL MANAGER’S REPORT:
- Celebration Party (5th October): A DJ has been hired, and the event includes fish and chips for £20 per person.
- Bingo (25th October): Mel will lead this event, with assistance from Elaine Fawcett and Sue Pears.
- Christmas Dinner Dance (7th December): To be held at Grattons Bowls Club with a 3-course meal and DJ.
- BAR MANAGER’S REPORT:
- Bar sales are set to surpass previous years. The centre bar display fridge is leaking, and a replacement is recommended, along with a second Sum Up machine due to connectivity issues. Card sales have overtaken cash transactions.
- SAFEGUARDING OFFICER’S REPORT:
- Nothing to report
- ADMIN MANAGER’S REPORT:
- Work on the Short Mat Card has started, and it will be ready for the Meet & Greet on 27th September.
- A new laptop is being updated with general and competition items over the winter.
- Templates for Short Mat competitions will be created after registration closes.
- Organising one-day events has become easier with last year’s references.
- IT support demand has decreased significantly.
- Job roles are finalised and added to the cloud.
- Documentation for 25 of 26 honour boards is complete.
- Short Mat sessions are pending instructions from Elaine F, and regular pre-booked sessions will be printed.
Action:
- Sponsorship brands to be removed from Short Mat Card if there has been no contribution.
ANY OTHER BUSINESS
1 Surrey Competition Schedule
- BW explained Surrey wishes to change schedule of Competitions.
Action:
- BW/DG/MC to discuss a reply ensuring any changes work for the club.
2 Surrey Request to hold Surrey days at Horley
- BW expects to be asked about giving over the green next year for more Surrey matches.
Action:
- BW to bring a paper to next committee setting out the benefits and risk. Including how we ensure Surrey players respect our surrounds and green.
3 Succession planning
- BW is keen to start to consider succession planning and is thinking of setting up a buddy system.
Action:
- BW to take forward the idea.
4 Match Days
- SA-W reported that the green and surrounds were not cleared up after match days.
Action:
- Captain of the day information sheet to state that Captain should make sure the equipment is put away and sheds are shut and locked.
5 Path Lighting
- SA-W reported that the council is to put timed bollard lighting on the path.
6 Crawley Boys Trophy
- The CBT was established for those who had not won a singles competition. However, that criteria needs to be clarified with a statement that explains that if a new member has won competitions in their previous club they were not entitled to play in the CBT.
Action:
- CBT competition criteria to be expanded with a statement for existing and new members that if they have won a singles competition in 12 years then they should not enter.
Forward look
- Confirm agenda for AGM
- Sponsorship
Dates of next meetings:
- Sunday 10.00 17 November 2025
- Sunday 10.00 19 January 2025
- Sunday 10.00 16 March 2025
- Tuesday Evening 6pm 13 May 2025
| Annex 1 | ||||
| Horley Bowling club 10/08/204 | ||||
| Category | Suggestions for Improving the Club Environment | Cost | Priority
(1 high 10 low) |
Authority to buy |
| Playing Equipment | 1. Lawn Mats replaced with darker colour and white edges. Sponsorship possible. 2. 4 new mats for short mat, a different colour from lawn bowls, to be kept indoors. |
14 x£20@
4 at £20 @
|
1
1 |
Captains
AW/CH |
| Prizes | 3. Improved cups and prizes. | 8 more information needed | ||
| Green Surround | 4. More steps onto the green – each corner | 5 To costly | ||
| 5. Bases for benches. | 1 could be covered by external bid | |||
| 6. Fitted outdoor cushions for benches | 7 | |||
| 7. Improved eco planting. | 1 could be covered by external bid | |||
| 8. Weed burner. | 1 could be covered by external bid | |||
| 9. Safety – improve edges around green or replace paving with a modern slip-proof surface. | Moved to future plans | |||
| 10. Create sitting area with tables to watch matches or socialise. | 8 | |||
| 11Club barbeque. | 6 Donation | |||
| Green Maintenance | 12a. As planned (see forward look) | 1 | BW | |
| 12b Repair Ditches | £900 | 1 | BW | |
| Safety and Welfare | 13. Compact wheelchair for emergencies | £150 | 1 | S A-W |
| 14. Barrier railings in front of green to prevent falls into ditch. | 8 costly moved to future plans | |||
| Cleaning and Bins | 15. Handheld Dyson or equivalent for easier cleaning. | £199 | 1 | S A-W |
| 16. Hire cleaning service like other clubs. | 10 | |||
| 17 Share Café bins and pay a small charge when the café reopens. | To speak to Council | |||
| 18 New bins in kitchen and reception area | 1 | S A-W | ||
| Club House | 19. Renew chairs – some are heavy to move, others are dirty. | 8 | ||
| 20.. New carpet or floor covering in the clubhouse. | Move to future plans | |||
| 21. Air Fryer for the kitchen. | 10 | |||
| 22. Lighting – clubhouse dimmer switches | 3 | S A-W | ||
| Bar | 23. Sum Up machine | 1 | DF | |
| 24. New refrigerator for bar | £900 | 1 | DF | |
| Storage | 25. New shed or larger sheds. | 6/7 | ||
| 26. New storage in Ladies and Gents changing rooms or the room behind bar. | 4. Reorganise what we have | |||
| 27. New cupboard/shelves for bowls | 2. Look to put a bowls rack in shed | |||
| Other | 28. Online booking for roll-ups. | Committee to discuss | ||
| Building Plan for Future Expansion |
|
To pursue lottery funds but before any action is taken – determine what is needed – discuss with council and contribute to Reigate Parks review
Action
|
||