Minutes of Bowls Devon Executive Committee meeting held at the Exeter Golf & Country Club, Wednesday 31 st October 2012, 6.00pm.

Transcription

1 Minutes of Bowls Devon Executive Committee meeting held at the Exeter Golf & Country Club, Wednesday 31 st October 2012, 6.00pm. Present: Presidential Team: Mr B. Corps (President), Mrs H. Pickard & Mr E. Melluish (S.V.P), Mr D. Butterworth (J.V.P.) Executive Officers: Mr A. Mann (Chairman), Mrs C. Horgan (Administrator), Mr D. Tucker (Treasurer), Mrs K. Page and Mr H. Riley (Assistant Administrators), Mr T. Howle (Match Secretary). Mr G. Thomas (Patron s Secretary) Section Representatives: Mr M. Rowe and Mrs L. Joachim-Rowe (Section 1), Mrs S. Trott and Mr E. Edworthy (Section 2), Mrs S. Harriott and Mr D. Coyne (Section 3), Mr B. Baker and Mrs J. Dawson (Section 4), Mr D. Mercer and Mrs M. Jones (Section 5), Mr M. Birch (Section 6), Miss S. Parnell (Section 7), Mr P. Chudley and Mrs J. Crocker (Section 8). In attendance Mr B. Smith (Website Manager) 1.Welcome: Action Chairman Alan opened the meeting and asked for apologies. 2. Apologies: Mrs C. Rockey (Lady President), Mrs D. Yeowell (Assistant Treasurer), Mrs R. Mayne (Match Secretary), Mr B. Blatchford (Bowls Development Officer), Mrs T. Day (Ladies Patrons Secretary), Mrs M. Wellington (Section 6, Mr J. Kelly (Section 7). 3. Minutes of Meeting held on 24 th July 2012: Having been previously circulated the minutes were unanimously agreed as a true copy and signed by Chairman Alan. 4. Matters Arising: None.

2 5. Correspondence: Administrator Carol, prior to the commencement of the meeting, circulated a list of correspondence received. Chairman Alan asked if any items needed clarification for the Executive. An explanation was then given by either Chairman Alan or Administrator Carol to any of the items identified. Concerning the letter from Leonie Joachim-Rowe and Sue Trott about the Administrator s speech at the Lady President s Day, Chairman Alan had responded to the criticisms by saying that the Administrator s choice of subject must be made by her freely, in the spirit of spreading Executive news to the grass roots membership. A letter received from Gwyn Johns was discussed and it was agreed that it be replied to by Administrator Carol, advising him that there is no longer a post within Bowls Devon for a County Coach. Somerset had circulated a copy of a proposal they intend to make to the Bowls England West Group regarding discontinuing the provision of food for Johns Trophy/Middleton Cup matches. It was confirmed that at the Middleton Cup matches speeches take place before the game and there is no after match sit down meal. Administrator Carol had already asked the Johns players who had also indicated they would prefer not to have a meal after the match. It was confirmed that neither squad wanted food to be provided on these occasions. /HR The Executive asked if there had been any further developments regarding the facebook issue. Chairman Alan explained that enquiries had been made via a solicitor. The Police would not be interested unless there was a threat of physical violence or fraud. Further action to ascertain the originator of the defamatory comments would require a Civil action at a cost of approximately 10,000, which makes taking the matter any further on behalf of Bowls Devon prohibitive. 6. Finance and General Purposes Committee Report: Treasurer David confirmed that the Accounts Examiner had now signed and returned the end of year accounts and a copy was presented to the meeting. The accounts showed a loss of 2, which the Treasurer had anticipated due mainly to the bad weather necessitating matches to be cancelled and extra expenses incurred with the Middleton Cup and Johns Trophy matches having to be re-scheduled. 2

3 The Amenities fund balance stood at 13, in the Lloyds TSB current account and 18, in the Anglo Irish account. Outstanding loans as at the end of the financial year stood at 15, Clubs were currently able to loan up to 5,000 after discussion it was resolved this should be increased to 7,500. It was confirmed that loans made to Clubs were interest free but an administrative charge of 25 per 1,000 loaned was made. It was noted that the Christmas Gifts/Grants made was only in December 2011 as opposed to 1,105 in December The Administrator was asked to again write to Clubs via Section Secretaries reminding them that Christmas gifts were available to any member, including ex. Bowlers. It was recommended that Presidential and Officers allowances for 2013 should be increased by 3% as last year. The Committee felt that Officers roles should be reviewed and evaluated with regard to allowances paid and the Treasurer agreed to ask the Chairman of the Executive Committee to look at all officers duties and allowances. It was felt that some adjustment might need to be made. There ensued a discussion regarding the increase proposed in the Allowances paid to Officers. Chairman Alan asked for a show of hands in agreement of the 3% increase. Sue Harriott (Section 3 rep) asked if a similar increase should be applied to the section allowances paid. Treasurer David said that this matter was not due to be discussed by the Finance and General Purposes Committee until January It was recommended that there was an increase in the cost of County matches for Match fee to rise to 8 and if a knife and fork meal was included then the match fee would be 11. Presidents match fees would rise to 4. A funding request for the EYBDS had been received and discussed at the Finance & General Purpose Committee. Bowls Devon was not prepared to take a lead role nor provide any funding. There was no funding available through the EYBDS for anything other than the regional finals. Administrator Carol asked if the section representatives could see if anyone was prepared to take this on for the Devon juniors, bearing in mind that fund raising would be required. An had been received from Hedley Bowen, the Bowls England group Junior selector suggesting different ways in which funding could be raised. A copy of this is available from Administrator Carol. Administrator Carol to write to the EYBDS explaining the Bowls Devon decision. Carried DT A proposal from the EBUA Secretary, Rick Moore, had been circulated and was discussed. It was felt that the suggestions made were not entirely 3

4 clear and after discussion it was suggested that Bowls Devon recommend that all counties make the same contribution to the EBUA and that a sum be agreed. It was also noted that the EUBA would be responsible for all the expenses of Umpires appointed to officiate at County s Quarter/Semi/ Finals of their competitions which lead to the national finals and at Johns Trophy and Middleton Cup matches. It was also confirmed that Sections would be responsible for any Umpire s expenses incurred for section play. The Administrator was also asked to respond to Rick Moore s proposal. It was confirmed that the umpiring requirements of the County will be coordinated by Peter Churchman (sections 1-4) and Don Coyne (section 5-8). In conclusion Treasurer David asked that the Executive approve the next meeting of the Finance & General Purposes Committee take place at 5.30pm before the Executive Meeting. This would mean the Executive meeting start at 6.30pm. 7. Report from Competitions Committee: The minutes of the Competitions Committee held on 23 rd October had been circulated to all Executive members prior to the Executive meeting. Various minor rule changes were itemised, explained and agreed. The required amendments to the schedules will be undertaken by Assistant Administrator Harry and these would be available on the web site in due course. HR A proposal received from Newton Abbot regarding the Ladies Interclub had been received and discussed by the Competitions Committee (See Item 14 below). 8. Report from Bowls Development Officer: Bowls Development Officer Bernard was not at present in the best of health and in his absence Chairman Alan gave a brief report. The BDA active funding will end in March 2013 but other sources, possibly Sport England, may be able to provide future funding. There would be more to report on this in the New Year. It was asked if the BDA had fulfilled its brief within the Devon area. In reply, Chairman Alan said that 200 new members had resulted from the BDA open days, which were attended by approximately

5 9. Web site: A report from Bob Smith the Web site manager had previously been circulated to the Executive. Further to the report Bob had checked with ROKK Media, as to whether the number of visitors to the web site was felt to reflect a good degree of interest. As the potential users of the web site is in the region of 6000, ROKK Media felt the visitors figures of 15,000 viewing 90,000 pages was indeed good. All existing information for the season 2012 would now be archived and updating the site for the 2013 was underway. Bob asked for direction from the sections as to their requirements for the forthcoming season. 10. Report from Patrons Association Secretaries: Reports had been received from both the Men s and Ladies Patrons Secretaries and circulated prior to the meeting. Subscriptions were down by 321, with March 2012 receipts down by Officers and overall expenses were also down by over 800. Account figures were subject to confirmation and verification by the County Treasurer. Some matches had to be postponed due to adverse weather conditions. Terri Day (Ladies Patrons Secretary) new contact details:- New Address:- 7 Clover Drive, Cullompton, Devon EX15 1SH Telephone or mobile theresaday696@gmail.com If any club is interested in hosting either a Mixed or Ladies Patrons match please get in touch. The Cabaret Weekend 22 nd 24 th February at cost of 92 per person for two nights at The Carlton Hotel, Torquay. Booking forms available. 11. Report of Tours 2013: Tony Howell reported that the Mixed County Tour to Berkshire 2 nd 6 th September. Venues have been arranged, Coach and Hotel booked. Web site to advertise the forthcoming tours and Administrator Carol to include further details in next Newsletter. Ernie Edworthy reported that the Men s County Tour to Scotland is well under way with just some venues needing to be finalised. The arrangements for the 2014 Men s tour to the Isle of Wight have been finalised. 5

6 12. Bowls England Nominations for the EGM: A nomination for Bowls England JVP has been received. Marcia Pearce of Hertfordshire and Sonya Brown of Leicestershire. Administrator Carol circulated C.V. s of both nominees. After discussion it was decided to vote for Marcia Pearce of Hertfordshire. /HR 13. Proposals for the England EGM: An in depth feasibility study had been prepared into the possibility that Bowls England relocate the National Championships & Competitions Finals to Leamington in When asked David Tucker, as a Bowls England Director, explained that the recommendation from the Board was purely on the basis of a business venture. He went onto identify the savings to Bowls England should the relocation go ahead. After discussion it was agreed that the Bowls Devon Reps vote in favour of the Board s recommendation to relocate. Harry Riley asked that thanks be passed on to the committee who undertook the preparation of the paper. A proposal had been received for the Johns Trophy to revert to a straight knockout format used prior to It was unanimously agreed that as the round robin format of playing the Johns Trophy was only introduced this season it was too early to make another change and the present format should remain in place. Minor alterations to the present Bowls England rules and regulations were also recommended and the Executive agreed that the representatives be at liberty to vote as they feel would be in the best interests of Bowls Devon. /HR /HR /HR 14. Notices of Motion for the Bowls Devon AGM: (1) Motion proposed by the Executive Committee - amendment to rule Rule Middleton Cup & John s Trophy Selection Committees. 3rd sentence starting They shall be elected annually. is replaced with: One of the three Selectors on each Committee shall retire each year, standing for re-election if nominated. The replacement shall be elected by the Executive Committee and will hold office for three years. Nominations from Sections for the replacement, together with a CV, must reach the Administrator by 1 st December and should there be more than one candidate, an election shall take place at the first Executive Committee meeting in the New 6

7 Year. Sections may nominate candidates from any Section. Rule Junior Side Selection Committees. 2 nd sentence starting The three members, who shall preferably be.. is replaced with: One of the three members of each Committee shall retire each year, standing for re-election if nominated. The replacement, who shall preferably be of County Player status, shall be elected by the Executive Committee, and will hold office for three years. Nominations from Sections for the replacement, together with a CV, must reach the Administrator by 1 st December and should there be more than one candidate, an election shall take place at the first Executive Committee meeting in the New Year. Sections may nominate candidates from any Section. (2) Motion proposed by the Executive Committee - amendment to rule 5.3 Rule 5.3 Add opening sentence: All full playing members of member clubs shall pay affiliation fees to Bowls Devon and Bowls England. (3) Motion proposed by Newton Abbot That Schedule in relation to the Inter Club be amended to read: Semi-finals to be played on a neutral green. Where possible the venue to be mid way in distance between competing Clubs. Green fees and all expenses to be shared between competing Clubs as in previous rounds. Final to be played on President s green. Please note that the Competition Committee considered the Newton Abbot proposal at their Competitions Committee meeting of 23 rd October and recommended that it should be rejected. A recommendation from the Competitions Committee Meeting of 23 rd October, concerning County shirts was not carried. Many views had been expressed during the season in favour of the men adopting the County shirt for County Representative matches, however it was noted that in view of the recommendation not being carried by the Executive, it would be necessary to keep a sufficient stock of shirts of all sizes for use, at the National Championships. A full discussion took place and the suggestion that the County shirt should be allowed to be worn for County Matches was agreed by the Executive. Schedule 9 Dress Code to be amended accordingly. Administrator Carol to contact the suppliers to check on stock held. Not carried HR 7

8 15. Reports from Sections: Section 1 - Nothing to report. Section 2 - Nothing to report. Section 3 - Suggested that both Intersectional Competitions be on a play by basis. The competitions committee agreed to look into this as soon as is possible. Section 4 - Membership down by approximately 4%. This appeared to be the trend in other sections. Section 5 - Although some clubs were not as competitive as before it was pleasing to be able to report that Kingsteignton had entered competitions for Section 6 - Competition entries for 2013 were up for the section 6 men. Section 7 - It was requested that as soon as Proposals were received by Administrator Carol, these be forwarded to sections and not left to be included as an Agenda item for the Executive meeting. This would give the clubs more time to discuss the proposals before the close of season and the clubs AGM. Administrator Carol agreed that she would operate this way for 2013 onwards. Section 8 - Nothing to report. 16. Any Other Business: Administrator Carol asked that her thanks be passed on to Derek Griffin for supplying a breakdown in ages of affiliated members. It was expected that other sections would follow suit. This information is a requirement of the BDA. Administrator Carol, confirmed that all forms for section distribution were sent direct to Section Secretaries. Should an individual club request a form, the Section Secretary will be copied into the . The Executive members asked that their good wishes be passed on to Maureen for a speedy recovery. Chairman Alan in closing the meeting, thanked Jean Crocker (Section 8 rep) for her attendance and work as a section rep and wished her a Happy retirement from Executive meeting duties, as this was to be the last time she would be attending. 17. Next Executive Meeting: Wednesday 9 th January at the Exeter Golf and Country Club. 8

9 The meeting closed at 9.05pm Signed. Date 9