HORLEY BOWLING CLUB COMMITTEE MEETING
10:00 AM 20/01/2024 CLUBHOUSE
IN ATTENDANCE: Sue Hudgell (SH) , Bob Stent (BS), Steve Aylin-White (SA-W), Paul Kimber (PK), Brian Wilson (BW), Liz Conroy (LCo), Brian Farley (BF), Dave Martin (DM), Jan Ledwich (JL), Denise George (DG), Liz Cargill (LCa), Colin Squires (CS), Janet Ansell (JA), Alison Griffiths (AG)
1 APOLOGIES FOR ABSENCE: Bob Stockwell (BS), David File (DF)
2 WELCOME NEW COMMITTEE MEMBERS: (list of names and roles as Annex 1)
Noted:
- SH welcomed new committee members.
- The roles as written in the constitution.
- SH thanked previous Chair for his work.
3 APROVAL OF MINUTES OF PREVIOUS MEETING:
Noted:
- There needed to be one amendment to the minutes. JA requested the end of sentence to be completed.
- With that change the minutes of the last meeting were proposed by BW and seconded by SA-W
4 MATTERS ARISING FROM PREVIOUS MEETING THAT ARE NOT ON THE AGENDA:
Noted:
- No matters arising.
5 WAYS OF WORKING:
Noted:
- The Bowls Development Alliance example of Chair’s Job Description. SH explained how she intended to work to the Bowls Alliance JD.
- Other JDs can be found at Education – Bowls Development Alliance
SH circulated JDs for Treasurer, Secretary, Safe Guarding Officer and Captains.
- There was a discussion on whether these short JDs should be expanded or merged into existing work that Peter Hawksley (PH) had done.
Action:
- BW offered to contact PH and offer the Committee’s best wishes and to see if PH would like some support in finalising the work he has carried out on the Job Descriptions.
Noted:
- The times and dates of future meetings were discussed.
Agreed:
- 6 meetings per year. Winter meetings would be held on Sunday morning (10-12 am) and Summer meetings on Saturday morning (10-12 am) – suggested dates would be circulated.
- Papers on substantive decision-making items, or issues that involved the whole committee and/or officers’ reports should be circulated by the Secretary in advance of the meeting.
- Officers’ reports in advance would still be welcomed.
6 NEW KIT NEXT STEPS:
Noted:
- DG went through where we are with the change of KIT project.
- Although an extraordinary general meeting had been proposed for 27 January that was now not needed.
- There had been a very good response to the choice exercise, but no clear winner when the youth vote was removed. In line with the paper presented to the committee in October, there would now be a session on 27 January to see actual shirts and members would be given the chance to change their minds.
- On 27 January, members would be able to try on sample shirts, decide on size and place an order.
- This session would be followed by a KIT reveal session on 14 February where the winning shirt would be revealed. This will be a social event and a time for members to determine their size and place an order.
- There was a discussion about trousers and, although it had been previously agreed to wait for the change from the grey to navy, it was thought as the tops had been designed to go with navy trousers, the majority agreed trousers should go to navy from April 2024.
- In line with the existing dress code, jeans were not to be classed as navy trousers.
Agreed:
- Cut off date for members to receive a free shirt would be 1 February, after which new members would be expected to buy a new shirt.
- Navy to be used for shorts and trousers from April 2024 – these could be purchased from various suppliers – members would be responsible for doing that themselves.
- The working party was thanked for all their hard work.
7 LAWN BOWLS SEASON DATES:
Noted:
- The annual trip to Hove would be 31 July 2024.
- There was a discussion about Bowls England’s Big Bowls Weekend, but it was on 26-29 May which is the Bateman Trophy weekend which couldn’t be moved.
- The Open Day was discussed and whether the club could cope with a tranche of new members.
- It was noted that the number members is currently 135 and still some room for expansion. However, this was an important subject which should be discussed as a substantive item at the next committee meeting.
Confirmed and Agreed:
- Dates for Lawn Bowls Season 2024 (see Annex 2).
- Open Day will be 6 May 2024.
- Future size of the Club would be a substantive item to be discussed at next committee meeting.
8 GETTING READY FOR LAWN BOWLS SEASON (see Annex 3)
Noted:
- The Chair with the help of others on the committee had drafted a plan for the new season detailing the jobs needed to be completed and who would be doing them.
- The draft was discussed in detail and additions made.
- The updated draft is attached as Annex 2. This draft will stay as a live document and will be added to as new work arises and built upon to encompass next Short Mat season (2024/25).
- Communication procedures were discussed.
- Communications to members were confusing as it wasn’t always clear who they were from.
- The mailing list was developed and updated by LC and sent to BS and PK.
- There are a few areas that needed member support such as catering green team and Jubilee league
- The Internal Competitions Group’s actions were discussed, more specifically how handicaps are worked out. It was confirmed that this group is made up of the captains, vice-captains, co-opted members and AG. BW said he would look for the paperwork on the role of the group.
- AW said he was looking for someone to take over the Jubilee League.
Agreed:
- To adopt the Action Plan and add to it to cover the next short mat season.
- All communications from the committee should go through the Secretary.
- To let new members know that we were looking for new members to help with catering and to run the Jubilee League and also to join the Green Team.
Officers’ Reports
9 SECRETARY’S REPORT:
Noted:
- BS had actioned all correspondence and was waiting on further information to complete the updated constitution.
- Minutes of the AGM were now available.
10 MATCH SECRETARY’S REPORT
Noted:
- Most of the fixtures for next season have been confirmed and AG will be producing the fixture cards again.
- The committee requested we have a change for our annual outing next season. I have arranged for us to play Hove and Kingsway Bowling Club on Wednesday 31 July, and I understand Paul has informed the coach company accordingly.
11 TREASURER’S REPORT:
Noted:
- PK tabled the finance report.
- The table detailed the expenditure and income to date.
- PK drew the committee’s attention to the increased cost of heating over the Winter months.
- SA-W would be purchasing more effective heaters for the back wall.
- The paper demonstrated that the club was in a healthy financial position.
12 LAWN BOWLS CAPTAIN’S REPORT:
Noted:
- Men’s Captain (BF) reported that everything was in hand for the new season.
- The pre-season captains meeting would also include a draw, so applications needed to be in before that meeting. The meeting would also be used to give out last year’s winner cups.
- He was considering establishing a two woods competition in the latter part of season.
- BF thought the committee should consider a suitable tribute to Alex Bennett.
Agreed:
- The new two woods competition.
- To discuss event(s) to celebrate Alex Bennett’s amazing contribution to the club to be discussed at next meeting.
Noted:
- Ladies Captain (JL) reported everything was in hand for the new season.
- They would continue with the Tuesday evening sessions for training and development of women players.
- L Ca was now the contact point for all coaching and will be arranging a meeting with coaches shortly .
13 YOUTH TEAM
Noted:
- JL reported the Junior squad was growing and is now 11 players.
- There were some very good players.
- They were doing their own internal competitions.
- Because of the popularity of the Youth Team and the time it takes to organise sessions and the admin it involves it is proposed that JL is appointed as Youth Team Co-Ordinator and SK is Youth Team Coach.
- Any enquiries or questions should go to Jan first and I have asked Jan to update the committee on the way forward for the Team as we are looking to increase our numbers this coming season.
14 SHORT MAT CAPTAIN’S REPORT:
Noted
- Everything seems to be running smoothly thanks to the Team Leaders and Allan Weller.
- The Friendship League has proved so popular that it has been suggested that next season it runs on Monday morning as well as Tuesday and Thursday mornings in order to accommodate the players.
- Finals Day will be held on 7th April and the Triples have been selected. The list will be going up on the board next month.
- Congratulations to David File and Denise for getting to the National Finals and good luck on 25th Also to David Denise Tessa and Paul who are playing in the over 55s at Westergate.
15 MEMBERSHIP SECRETARY’S REPORT:
Noted
- Membership was 135. (94 Full, 11 Life, 2 Retired, 12 SMB, 12 Junior and 12 Social)
- We had 3 new full members, including one county player, 1 short mat and I renewal.
- Process was working well passing names onto coaches and/or captains.
16 GREEN/GROUND MANAGER’S REPORT:
Noted:
- BW reported it has again been a challenging few months for the upkeep of the Green, with the wettest late Autumn and early Winter, but we have been able to keep the Winter preparation work on track.
- Only 13 weeks to go until the Opening Drive. Between now and then we also have Green surround works to carry out, the required material is ready to be delivered and, when its warms up a bit, we will make a start.
Action:
- BW will be writing out asking for volunteers to help with the green preparation and he needs to find another person for the Green Team.
17 MAINTENANCE MANAGER’S REPORT:
Noted:
- Due to the holiday season and the inclement weather, all the larger external works have been delayed. They will re-commence in due course.
- All minor issues have been addressed as and when identified.
- A new more efficient heater has been installed in the club, replacing the old defective heaters. We are now looking to replace the four old heaters on the rear wall with two of the new type.
- The external sensor lights have been fitted with LED lightbulbs giving a more effective illumination to the path.
- It is proposed to place a sensor light at the entrance to the club to illuminate that part of the external footpath immediately approaching the entry gate, also for the gate to be covered.
- SA-W has approached the company who worked on the Honours board to return, with a view to re-doing the 2022 updates and add the 2023 winners. This was November last, but to date they have not got back to me, therefore I am assuming they are not going to do so. I am currently in the process of finding another company.
Action:
- SA-W to find the best approach to correct the Honours board.
- Purchase new heaters.
18 ADMINISTRATIVE MANAGER’S REPORT:
Noted:
- AG would be known as the Administrative Manager and her role would include producing the match fixture booklet and the competitions and match cards, and collecting and publishing results.
- AG reported everything was in hand, but her work was hindered by a lack of a modern computer. She requested permission to buy a new computer to help in running the administrative systems of the club.
Agreed:
- That AG working with PK should purchase a new computer or laptop for the clubhouse.
19 SOCIAL MANAGER’S REPORT:
Noted:
Gratton’s Christmas Dinner
- JA is looking to give up the role next year and has agreed that Mel Hoskins MH will shadow JA this year. Gratton’s has been booked for either the first or second Saturday in December and (MH)will deal with the booking of the Christmas venue and the bar and JA will handle the food side directly with the chief.
Aussie Pairs Charity Day
- This event will now be an annual one and dealt with by a combination of the Social Committee and One Day Events Group.
Elvis Curry Night
- Numbers for this are good and although it won’t make any money for the club will be a great social occasion.
Quiz – Saturday 13th April
- This date has been chosen as it is between short mat ending and lawn bowls starting!
PARTY – Saturday 5th OCTOBER
- This party will be to celebrate our success over the summer! Again the date is between lawn bowls ending and short mat beginning.
Bingo
- The date for this will be decided when we know the short mat fixtures for this year.
Other
- During the summer months there are a lot of one day events which the social committee will be involved in but if a particular social event is required we will handle it.
- Mel is looking at both UK and overseas bowling holidays. The trouble is then interfering with league matches etc.
20 BAR MANAGER’S REPORT
Noted:
- DG reported that the bar was running well. However, since there was now free tea and coffee, the bar takings were down because more members were making a free cups of tea/coffee rather than buying a cold drink from the bar.
21 SAFEGUARDING OFFICER’S REPORT:
Noted:
- No issues to report.
- There needs to be change of lead person.
- LC and SK will be the two named persons.
22 ANY OTHER BUSINESS
Noted:
- That the minutes for AGM were yet to be finalised but will be completed soon and placed on the members website.
- Dates for the next 6 meetings would be circulated.
- Forward look – next meeting to include substantive items on:
- Size of the Club.
- Alex Bennett’s recognition of life event.
- MEETING CLOSED
- Chair closed the meeting and thanked everyone for their wonderful work
Annex 1
HORLEY BOWLING CLUB COMMITTEE 2024
| Principal Officers | |
| President | Steve Aylin-White |
| Chair | Sue Hudgell |
| Secretary | Bob Stent |
| Treasurer | Paul Kimber |
| Officers | |
| Green Manager | Brian Wilson |
| Membership Secretary | Elizabeth Conroy |
| Men’s Captain | Brian Farley |
| Men’s Vice Captain | Dave Martin |
| Women’s Captain | Jan Ledwich |
| Women’s Vice Captain | Denise George |
| Short Mat Captain | Liz Cargill/Alan Weller |
| Fixtures/Match Secretary (LB) | Bob Stockwell |
| Fixtures/Match Secretary (SM) | Colin Squires |
| Maintenance Manager | Steve Aylin-White |
| Bar Manager | David File |
| Social Manager | Janet Ansell |
| Administrative Secretary | Alison Griffiths |
| Appointees | |
| Coaching Coordinator | Liz Cargill |
| Health & Safety Officer | Steve Aylin-White |
| Safeguarding Officer | Liz Cargill |
| Safeguarding Officer | Sarah Keller |
| Welfare Officer | Cherie Banfield |
| One Day Events | Janet Ansell |
| Junior Section | Sarah Keller/ Jan Ledwich |
Annex 2
LAWN BOWLS SEASON 2024
CAPTAINS PRE-SEASON MEETING: Friday 19 April at 6.30pm
(note the prizes for last season’s Lawn Bowls will be awarded)
OPENING DRIVE Sunday 21 April
OPEN DAY Monday 6 May
RAY BATEMAN Sunday 26 & Monday 27 May
HUGH THORNTON Sunday 23 June
AUSSIE PAIRS Saturday 6 July
ALAN CAPPER Sunday 14 July
AWAY DAY Wednesday 31 July at Hove and Kingsway Bowling Club
PRESIDENTS DAY Sunday 4 August
ROY CROXTON Sunday 25 August
FINALS WEEKEND Saturday 7 & Sunday 8 September
CAPTAINS FUN DAY Saturday 14 September
CLOSING DRIVE Saturday 28 September
ANNEX 3
PREPARING FOR THE NEW SEASON 2024 (UPDATED 21/01/224)
| Action | Lead Person | Date | |
| Action summary | Chair | ||
| Pre-Season Green preparation | |||
| Pre-season Green preparation and Club preparation | Brian Wilson and Green Team | 14 April | |
| Ordering any new equipment such as rink markers, mats, jacks, bowl pushers etc. | Steve A-W | ||
| KIT | |||
| Managing the transition to new kit
New club kit ordering |
Denise/Tessa/Colin | ||
| Dates | |||
| Agreeing the seasons key dates including opening and closing drive, league fixture dates and one day event dates.
|
Bob Stockwell in discussion with Brian Wilson about start of season, Janet A for one day events and club captains for finals weekend | ||
| Dates to be published in fixture cards | Alison | ||
| Putting all key dates on website | Paul | ||
| Website | |||
| Website – any upgrading needed? | Paul with support of committee members | ||
| Electronic Rink diary ready for April to October 2024 | Elaine and Colin | ||
| Internal competitions registering set up on google forms | Paul | ||
| Surrey Matters | |||
| Surrey competitions and affiliations | Paul | ||
| Determining a new competition entry system google forms | Paul | ||
| Liaising with Surrey | Brian Wilson | ||
| League Games Organisation | |||
| Producing ESL, BL, NDL, and other leagues lawn bowls programme and liaising with other clubs on fixture issues | Bob Stockwell
|
||
| Producing fixture booklet for 2024 and circulating
Website entry |
Alison
|
||
| Producing match cards
|
Alison | ||
Match day organisation for ESL, BL, NDL and Friendly
|
Captains and Vice Captains | ||
| Welcome Meeting | |||
| Start of lawn bowls season – Welcome meeting 2024 | Ladies and Mens Captains with support of vice captains | ||
|
Internal club competitions |
|||
| Organising the draw for club competition matches, determining handicaps, producing match sheets and ‘must be played by’ dates for website and clubhouse notice boards | Competitions Committee made up of Captains, Vice Captains, coopted members and Alsion | ||
| Organising Club competition Finals weekend | Captains | ||
| Prize giving at end of Finals weekends | Captains | ||
| Recording results | Alison | ||
| Jubilee League | |||
| Organise the league | Alan Weller – note replacement lead needed | ||
| One Days Events | |||
| One Days Events: opening and closing drives,
Bateman Trophy, Hugh Thornton, Ray Croxton, Alan Capper, President’s Day, Aussie Pairs |
One Day Events Group (ODEG)
Janet, David File, Steve A-W, Cherie, Alison -optional attendance Club Captains and Vice Captains |
||
| Roll Ups | |||
| Organising Tuesday roll-ups starting May 2024 | Marilyn | ||
| Friendship League | |||
| Organising Thursday Friendship League | Brian Hudgell | ||
| agree start and end date | |||
| Youth | |||
| Organising Youth coaching and matches | Jan L. | ||
| Promotion | |||
| Organising Open Day, 6 May 2024 | One Day Events Group | ||
| Coaching | |||
|
Coaching team- Liz Cargill | ||
| Social Bowls | |||
| Friday evening social bowls starting May | |||
| All year Social Events | Janet A | ||
| Promoting and organising the inter-club trip to Hove | Bob S and Paul K | ||
| Catering | |||
| Preparation of rota for any catering | Vacancy | ||
| Special matches, such as County requests for catering | Liz Cargill | ||
| Clubhouse and Grounds | |||
| Preparation of cleaning rota – April to end of September | Denise | ||
| Support for the Bar Manager with the bar rota April to September | David File, Denise | ||
| Clubhouse maintenance – ensure book for recording issues and action is available | Steve Aylin-White | ||
| Health and Safety and Accident log | Steve A-W | ||
| Flower beds in the grounds | Peter and Eileen O’Malley | ||
| Maintenance of the competition boards and arranging for the engraving of the Club Competition Trophies | Committee, Steve A-W | ||
| Governance Matters | |||
| Letter to members introducing Chair and committee | Sue H | ||
| Job Descriptions for committee members and officers | Sue H | ||
| Annual General Meeting, | Bob Stent | ||