MINUTES. TITLE OF MEETING: Board Meeting DATE AND TIME: Wednesday 14 th May 2014, 3pm continuing at 9am Thursday 15 th May 2014 LOCATION:

Transcription

1 MINUTES TITLE OF MEETING: Board Meeting DATE AND TIME: Wednesday 14 th May 2014, 3pm continuing at 9am Thursday 15 th May 2014 LOCATION: The Angel Hotel, 143 Regent Street, Royal Leamington Spa, CV32 4NZ OFFICER RESPONSIBLE: Tony Allcock MBE (Chief Executive) BOARD CLERK: Helen Slimm (PA to Chief Executive) EMERGENCY NUMBER: Welcome The Chair welcomed all in attendance Action 2. In Attendance David Mitchell-Gears - Chairman of the Board (C) Adam Tanner Independent Director (IND) David Tucker Policy and Management (POL) Jeff Applegate Operational Services (OPS) Norma Hazzledine International Events (IEC) Margaret Docherty Competitions (COM) Howard Pryse Finance (FIN) Tony Allcock MBE Chief Executive (CE) Adie Lloyd Bowls England President 2014 (PRE) Helen Slimm PA to Chief Executive (PA) Penny Maguire Business Services Manager (Items 9 only) Alistair Hollis Operational Services Manager (Item 9 only) 3. Apologies None declared 4. Obituaries Roland Starkie President Cumbria 1980 Pat Powell President Hampshire Declarations of Interest None declared 6. Minutes of the meeting held on Tuesday 1 st April 2014

2 The Minutes of the Board Meeting held on Tuesday 1 st April 2014 were approved and signed as a true and correct record by the Chair. 7. Action Points and Matters Arising (not covered elsewhere on Agenda) 7.1 Task List The Chief Executive addressed the action points from the last meeting and it was resolved that the task list be updated accordingly. 8. Correspondence 8.1 Bowls England Sponsors Marquee A letter had been received in respect of the Bowls England Sponsors Marquee. The Chief Executive advised that a meeting had taken place with the Chair of Operational Services, the Business Services Manager and Volunteers and it was resolved that for 2014 the status quo would be observed as far as practicable. BSM 9. Reports 9.1 Update by the Chair of the Board The Chair of the Board updated the meeting on the following: Daily Telegraph Article An article had been published in the Daily Telegraph highlighting the growing concern of green closures, and that an action was with the Operational Services Manager to take advantage of the current interest in the article Strategic Plan It was resolved that an informal invitation be extended to the Chief Executive of EIBA Ltd to discuss the future of Bowls and joint initiative shared by both Bowls England Staff The Board Chair had informally met all the Staff and was pleased to report that all was satisfactory. It was noted that the Staff are currently under extreme pressure due to ongoing issues relating to the Competitions Software Package and its customisation, together with the interfacing of Competitions messaging via the new IT configuration. Impirius have now been involved to establish a solution / way forward. 9.2 Update by the Chief Executive The Chief Executive presented his report, containing updates from the Business Service Manager and the Operational Service Manager, in which the following were highlighted: a The date for interviewing Bowls Development Alliance posts (Independent Chair and Director) is Tuesday 20 th May. b A meeting had been held prior to the Board Meeting with Warwick District Council (WDC) Chief Executive s office; an overview of this meeting would be included in the Chair of Finance s report. c Recent changes in both current and future County personal. d An update on the current Bowls England IT systems was given, and it was resolved that talks would commence with IT advisors to identify and address C/CE C/CE CE

3 the current problems experienced. This will involve reviewing the existing software packages involving Horizon Software Ltd To ratify the resolution for Board nominated committee members 9.2.1a John Alexander (Finance) The Board formally resolved to ratify the Bowls England Committee appointment of John Alexander to the Finance Committee To ratify the resolution for John Bell s Nomination for World Bowls President The Board formally resolved to ratify the Bowls England nomination of John Bell as a candidate for World Bowls Presidency. 9.3 Update by the Chair of Policy and Management The Chair of Policy and Management circulated reports prior to the meeting and made the following recommendations: Presidential Protocol BSM It was resolved that Presidential allowances for 2015 are frozen at the current rate and thereafter reviewed annually Celebration Matches BSM a The Board resolved that from Bowls England would be prepared to consider requests for matches from Clubs celebrating 25. In addition, Clubs that had special celebrations such as the opening of a new clubhouse or green would be considered. b c d The Board resolved that during this period County Associations would be invited to apply for a celebration match against Bowls England. The Board resolved that the number of celebration matches should not exceed 35 in any year. The Board resolved that private Presidential Invitation matches/tours are to be administered and arranged personally by the President and all costs borne by them Counties Meeting BSM a It was resolved that the November 2014 Counties Meeting commences at 1 pm and concludes by 3 pm. The content to be agreed when propositions from County Associations are known. In addition it was resolved that the responsibilities for the Counties Meeting/Conference would be added to the Policy and Management Committee from the Operational Services Committee and budget headings to be transferred to reflect this. FIN b It was resolved that the contribution towards expenses for Counties should be return mileage for one car (county centre to venue) and a

4 maximum of 140 accommodation expenses, subject to at least two persons attending and that the round trip mileage is greater than 200 miles Model Constitution for Clubs BSM/FIN It was resolved that model documents for both corporate and unincorporated Clubs be prepared in consultation with the lawyers, with a budget allocation of 2,000. In addition it was noted that a set of guidance notes to assist County Associations would be produced Regulation 9 An amendment to Regulation 9, 9A and 9B was recommended and subsequently supported by the Bowls England Lawyers. It was resolved to amend the Regulations as follows: PA Regulation 9. Section 16 and Regulations 9A and 9B. Section 11. Sixth line. After Bowls England insert Should the expelled member be also a member of one or more other Clubs that membership shall lapse and the terms relating to membership, outlined above, shall also apply. Regulation 9. Section 17(a) and Regulations 9A. and 9B. Sections 12(a). Third line between Club and nor insert nor in any other Club of which he/she is a member Regulation (b) Regulation 9A and 9B. Section 12(b). Delete the whole Sub section and insert: No member, whilst under suspension by any Club or as a result of an appeal to the County Association or to Bowls England shall be admitted to membership of any Affiliated Club except with the consent of the Board of Directors of Bowls England. Should the suspended member be also a member of one or more other Clubs that membership will lapse and the terms relating to membership, as outlined above, shall also apply. It was resolved that this be uploaded to the Bowls England Website. 9.4 Update by the Chair of International Events The Chair of International Events circulated a report prior to the meeting and made the following recommendations: World Championship Personnel It was resolved not to support the request of the Committee for additional personnel to attend the World Bowls Championships in The Committee was asked in this instance, as a safeguard, to consider appointing team managers that would be able to adequately act as reserve players Hong Kong It was noted that the invitation to compete in the 2014 Hong Kong Classic IEC CE

5 did not include full reimbursement of Air fares by the hosts, although accommodation and some meals would be provided. After discussion, it was resolved that Bowls England s budget remains at a contribution of 250 for each player in addition, and that any shortfall in air fare would be the player s responsibility Social Media It was resolved that the players code of conduct be amended to include a reference to the Bowls England Social Media Policy, and that all International Players must sign and date a copy of the code of conduct and return to Bowls England. 9.5 Update by the Chair of Competitions The Chair of Competitions circulated a report prior to the meeting highlighting: Top Club It was resolved to amend for 2014 the Bowls England Top Club regulation to state extra ends will be played in all disciplines should they be tied, other than the 4 wood singles'. This will be included in the Bowls England Regulations and uploaded on the website for / PA 9.6 Update by the Chair of Finance The Chair of Finance circulated a report prior to the meeting highlighting: a Tax Issue HMRC have recently recommended that payment be made, in line with the Bowls England calculations. It was noted that to date, no interest or penalty charges have been requested by HMRC. b Contributions to Competitors calculations The Committee Chair highlighted the efficient manner in which the calculations had been completed by Tom Millership. c Budgets / Forecasts It was noted that Forecasts are currently in line with expectations. d Management Accounts These had been circulated prior to the meeting and there were no further queries. e Affiliated Members Following information that some Counties have received additional affiliations; the Board was informed that the Financial forecast (- 3%) will now be achieved. f Relocation from Riverside House The Board was made aware that cost estimates/savings have been included in the 2016 Forecast. g Club Loans A current update on club loans was given, and it was noted that new loans approved will be subject to current loans being repaid and sufficient funds available World Bowls Fees It was resolved that a letter be sent to World Bowls asking for a five year forecast and a strategic plan in support of their proposed affiliation fee increase and an explanation given. It was further resolved that if the increase is a necessity and Bowls England are satisfied with the strategic

6 plan, a counter proposition would be submitted of an staged affiliation fee increase on an annual basis between 2016 and Riverside House relocation An update on a meeting between the Independent Director, Chair of Finance, Chief Executive and the Chief Executive s Office of WDC was given. The Board was updated that the relocation timescales provided by WDC had moved and therefore the WDC relocation date was projected as early It was however, indicated that WDC would need to know Bowls England s decision on whether they would wish to relocate with the Council. A report would be provided to the Board once further details were known. 9.7 Update by the Chair of Operational Services The Chair of Operational Services circulated a report prior to the meeting and made the following recommendations: Social Media Policy It was resolved that, subject to an amendment, the Social Media Policy be approved Coaching Update It was resolved to adopt the report and to carefully monitor future developments. CE/IND/FI N 9.8 Update by the Chief Executive on the Disciplinary Committee The Chief Executive gave an update on current Disciplinary cases. 9.9 Update by the Operational Services Manager (Thursday 9am) Risk Workshop The Operational Services Manager updated members of the Board on a recent forum that he had attended with the Business Services Manager. To enable an update of the Bowls England Risk Register, Members of the Board were asked to give their views on a number of potential risks that Bowls England faces, together with controls already in place to mitigate those risks that may otherwise be of the greatest concern. It was resolved to update the Risk Register and Risk Strategy. It was further resolved that the Business Continuity Plan be updated following relocation to Royal Leamington Spa Update by the Business Services Manager (Thursday to follow 9.9) The Business Services Manager addressed a previously circulated report giving updates and the following was noted: National Championships General arrangements including marquees, changing room plans, banners, setup, staff and volunteer rota. It was resolved that any County who had not responded to the request for a design of their County Flag by the given date would have to accept a design produced by Bowls England Corporate Hospitality The venue would be at the Royal Naval Association Club and that Sea Cadets would serve as volunteers Car Parking Costs for parking and availability for complementary parking tickets in BSM

7 Victoria Park were currently being negotiated Accommodation Bowls England administrative requirements were discussed National Championship Protocol It was resolved to make an amendment to the details of the 2014 National Championship Protocol. BSM 10. Update on Sub-Committees/Working Groups and Ongoing Tasks 10.1 Relocation Working Group This was covered under agenda item County Complaint (Equity) This was being investigated by the appointed sub-committee. 11. Standing Items 11.1 Appointment and Review of Sub-Committees None appointed Management Reports Incorporated in various reports submitted Risk Management This was covered under agenda item Strategic Plan This would be revisited at the next meeting. 12. Discussion Items None 13. Any Other Business None 14. Next Meeting Wednesday 17 h September pm to continue, if needed, on Thursday 18 th September at Angel Hotel, Royal Leamington Spa- Accommodation booked. Bowls England, Riverside House, Milverton Hill, Royal Leamington Spa, Warwickshire, CV32 5HZ. Telephone: enquiries@bowlsengland.com THE AGENDA IS AVAILABLE IN LARGE PRINT ON REQUEST PRIOR TO THE MEETING.