Club Committee Meeting Minutes 14/3/2025

HORLEY BOWLING CLUB COMMITTEE MEETING

10 am 14/03/2025 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) Alison Griffiths (AG) Allan Weller (AW), Mel Hoskins (MH)

 

  1. APOLOGIES FOR ABSENCE: none
  2. APPROVAL OF MINUTES OF PREVIOUS MEETING – 17/01/2025
  • The minutes were approved.

 

  1. MATTERS ARISING (Not on the agenda)

Noted:

  • That the club had registered for the Bowls Big Weekend on 23/24 May. The sessions will be managed by the one-day events team.
  • Club Kit Blue Jackets were ordered.
  • Still need an update on the Hove Trip.

Action: SH to ask JA for an update on numbers and costs.

 

  1. PRINCIPAL OFFICERS GROUP (POG)

Noted action taken by POG since last meeting:

  • Purchase of the Match System.
  • Continuing with Bowlr until there is a membership module on the Match System.
  • Purchase of new telephone for clubhouse.
  • Entered for Reigate and Banstead Community Sports awards.
    • 3 Nominations: The Club, Women’s Team and Community Volunteer Women’s Team had been short-listed and were attending the presentation event on 11 April 2025.
    • As a result, the Captains’ meeting needed to be rearranged for 10 April 2025.
  • Lawn bowls start time changed to 10 am with four 2.5-hour sessions set up in the Match System.

 

DECISION ITEMS

  1. RULES
  • The proposed change to the rules on playing visitors was agreed. One change was made to the 3rd sentence on other visitors as it repeated what was above. The new rules are now ready to go on the website (Annex 1).

Action: AG to replace existing rules with new ones.

  1. ACTION PLAN FOR NEW SEASON

The action plan for the new season was updated and was agreed.

Action:

  • It was agreed that the website needed editing and AG would circulate a list of what was currently there and committee members would contact her if they would be willing to work with her on removing and re-positioning certain items and updating others.
  • Match/Fixture cards would be printed, and AG would do short runs and if necessary, do an extra print run.
  • The internal competitions recording sheets would still be placed on notice boards so players could track progress – AG to action.
  • Players would be expected to record who won directly onto the Match System.

 

  1. RESERVE

MC explained that any discussion on the reserve should be considered when the club was clearer about any new development.

  1. CLUB DEVELOPMENT
  • Ground maintenance finance plan and a new mower.

Action:  BW to purchase new mover and the implement plan.

  • Telephone

Action:  MC to purchase new telephone and circulate the new number.

SH asked for volunteers to work with her on considering expanding the club premises.

  1. EXTRA CHARITY EVENT

Paul Kimber has suggested doing a 24 hour bowling marathon for St Catherine’s Hospice. It was noted that to do an outside event this season would be difficult and would Paul consider a short mat event next season.

  1. OLD KIT DISPOSAL

It was agreed the proposal by LCa that old shirts should be given to new members for practice play and jackets sold on at £10 to those who do not play in external matches and be used for club practice.

Agreed: To sell on old jackets and gilets for £10.

COMMITTEE MEMBERS REPORTS SUMMARY

  1. SECRETARY’S REPORT:
  • All correspondence actioned.
  • Discussed request for a Lions event – agreed it was not possible as green not opened.
  • Noted the action taken on a request for accessible bowling.

 

  1. TREASURER’S REPORT:
  • £119 in outstanding competition fees; proposal to charge £2 per player in certain competitions.
  • February electricity bill (£805) still pending. Lawn mower service cost £835.
  • Clothing orders to be member-funded upfront to avoid club financial risk.
  • Civil liability and clubhouse insurance to be reviewed for better deals.
  • Push for competitive quotes on major contracts (e.g., security system).
  • Friendship League prize pool proposed to rise from £45 to £54.
  • Trade waste costs re-emerging; £250 invoice for white bags received.

Agreed: Friendship League prize money to increase.

 

  1. LAWN BOWLS CAPTAIN’S REPORT:

Ladies Report:

  • Internal competitions setup in progress, with new “Mixed Yardstick 2 woods” replacing Ladies 2 woods.
  • Fixtures entered into the Match System, with April fixtures live and May to follow on April 1st.
  • Jubilee League continues, with Ron Hudson managing. Fees £3.50.
  • New delivery mats ordered.
  • Discussed whether roll-ups could be booked.

Agreed:  Captain of the Day guidance.

Agreed: Booking guidance, and to trial non-competition roll-ups or practice rink booking. Members can book a rink two days in advance.

Men’s Report:

  • All in hand.
  • Practice session for members who want to play in leagues on 20Th April 2025

 

  1. SHORT MAT CAPTAIN’S REPORT:
  • Internal competitions reaching finals; Friendship League completed.
  • Hawks won North East Division 1, Ravens on verge of promotion, Robins relegated but staying resilient.
  • National success for mixed fours and mixed pairs reaching the last 32.
  • New Hawks captain (Denise George); Robins seeking a new captain.
  • Tuesday League concludes 25th

 

  1. FIXTURES/MATCH SECRETARY’S REPORT:
  • Fixtures entered and double-checked. Monthly publishing continues.

Agreed: Trial non-competition roll-ups or practice rink booking. Members can book a rink two days in advance.

  1. MEMBERSHIP SECRETARY’S REPORT:
  • Renewals confirmed.
  • 3 membership enquiries received; coaching arranged.
  • Membership totals 144: 94 Full, 13 Life, 10 Social, 13 Junior, 2 Retired, 12 Short Mat.

 

  1. GREEN/GROUND MANAGER’S REPORT:
  • Green preparation ongoing for April 2nd opening.
  • Working party being assembled for final pre-opening work.
  • Flower beds prepared for colourful opening display.
  • Exploring waste collection alternatives due to council stopping trade waste service.

 

  1. MAINTENANCE MANAGER’S REPORT:
  • Repairs completed: door handle, flooring strip, roller/vertical blinds.
  • New heater installed but causing high electricity use – under investigation.
  • Visiting gents’ changing room cleared of unused items.
  • External lighting (6 LED bollards) installation underway, funded by a grant due to member safety concerns.

 

  1. SOCIAL MANAGER’S REPORT:
  • Quiz Night went well.
  • Plans in hand for other events.

 

  1. BAR MANAGER’S REPORT:
  • Bar rota finalised and displayed.
  • New Sum-up card machine set up and in use.
  • Pre-season bar cleaning session planned.
  • Sales slightly higher than last year.

 

  1. ADMIN MANAGER’S REPORT:
  • First draft of the outdoor fixture card is ready, awaiting feedback.
  • New laptop in use, encouraging members to use it for bookings/matches.
  • Ongoing work to document honour boards and integrate data into the club’s system.
  • Bowlr system temporarily retained for short mat database, but won’t handle outdoor bookings.
  • IT support requests increasing; backup support arranged.
  • Short mat diary updated; internal competitions nearing finals.
  • Job roles updated on the website and to be but on computer for back up..
  • Honour boards partially documented (15 of 26 complete).
  • Short mat and outdoor booking systems managed;
  • Bowlr retained temporarily.
  • Match System glitch for bulk bookings reported and worked around.
  • Rink bookings set for league matches and events, final checks ongoing.
  • Discussion on roll-up bookings pending.
  • Ongoing IT support and laptop integration efforts.

 

  1. ONE DAY EVENTS
  • First event is the Opening Drive on 27 April.
  • The Bowls Big Weekend is being organised by the ODE team – safeguarding for the days needs to be agreed.

 

  1. SAFEGUARDING OFFICER’S REPORT:
  • Nothing to report.
  • LCar will be attending a refresher course.

 

  1. WELFARE OFFICER’S REPORT:
  • Nothing to report

 

  1. ANY OTHER BUSINESS
  • Surrey changes to timetable. Members had asked whether they should respond. Agreed this was personal choice as it really only impacted on those playing in Surrey matches. Overall was thought to be a good move.

 

  1. FORWARD LOOK – topics for next meeting

 

  1. DATES OF NEXT MEETINGS:
  • Tuesday evening 6pm 12 May 2025
  • Tuesday evening 6pm 7 July 2025
  • Tuesday evening 6pm 16 September 2025

 

 

 

 

 

 

 

 

 

Annex 1

 

Horley Bowling Club

 

 

Miscellaneous Rules

 

Club stickers – Club stickers should be used on all bowls during matches.

 

Playing Guests – No more than three playing guests may be introduced on any single day, and these same guests may not be introduced more than three times in a calendar year. Members must record names of all guests in the Visitor Book except for match day spectators and collection of children. For open days and social events, names will be captured on entry or through the event booking system.

 

Guests in the club – Accompanied invited guests are welcome. Members shall enter the names of all guests in the Visitors Book. Regular guests should be encouraged to join the club.

 

Children – Under fourteen years of age shall be always accompanied by a responsible adult and they shall not be allowed at the bar.

 

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. Members should ensure that they and all visitors shall always conduct themselves responsibly and with care.

 

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.

 

Expenses – No purchases shall be made on behalf of the Club, (except those as part of a pre-existing allowance, authorised by the Committee) unless pre-authorised by any two of the Principal Officers and, when submitted for payment, must be supported by receipts.

 

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.

 

Smoking – No smoking or vaping is allowed within the confines of the club.

 

Litter – All litter shall be deposited in the receptacles provided.

 

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.

 

Mobile phones – Players are prohibited from using mobile phones on or around the green.

 

Club trophies – All Club Trophies shall remain the property of the club.

 

Bar opening times – The permitted hours for the supply of intoxicating liquor will be posted and the bar will be open at these hours or at such other hours as may be decided by the committee subject to any restrictions imposed from time-to-time by the Licensing Authority.

 

Settlement of accounts – A member shall settle any indebtedness 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.

 

Approved 23/03/2025

 

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