Action. Welcome The Board Chair welcomed all present to the meeting.

Transcription

1 Minutes of a meeting of the Board of Bowls England held at The Angel Hotel, 143 Regent St, Royal Leamington Spa, CV32 4NZ, ( ), on Wednesday 12 th and Thursday 13 th February Welcome The Board Chair welcomed all present to the meeting. Action Present Board Chair (BC): David Mitchell-Gears Director Operational Services (OPS): Jeff Applegate Director Competitions (COM): Margaret Docherty Director International Events (INT): Norma Hazzledine Director Finance (FIN): Howard Pryse Director Policy & Management (POL): David Tucker In attendance Chief Executive (): Tony Allcock MBE Operational Services Manager (OSM): Alistair Hollis (Item 1-8 only) Business Services Manager (BSM): Penny Maguire (Item 1-8 only) PA to Chief Executive (PA): Helen Slimm Minutes President: Rosemary Ellman-Brown (Item 8.1 Onwards) Adam Tanner: Independent Director Elect 1. Apologies Board Vice-Chair: Peter Arnold 2. Obituaries Recorded Paula Newnham President Isle of Wight 1992 Hilda Keay President Worcestershire 1977 Ian Woodcock EBA President 2006 Bowls England Honorary Member President Yorkshire 1995 George Milligan President Buckinghamshire Board Members: Declarations of Interest None declared.

2 4. Minutes The Minutes of the Board Meeting held on 13 th November 2013 were approved and signed as a true and correct record by the Chair. 5. Action Points The Chief Executive addressed the Action Points from the last meeting and it was resolved that the task list be updated accordingly. 6. Chair of Board s Report The Board Chair gave a résumé following the interviews for an independent director and gave a recommendation that the Board appoint Adam Tanner as Independent Director. The Board resolved that Adam Tanner be appointed as Independent Director for the three-year period Chief Executive s Report The Chief Executive presented his report. The following was noted: 7.1 Bowls Development Alliance (BDA) Coaching Statement It was resolved that this item be considered under the Chair of Operational Services report JVP Nomination Mrs Freda Thomas had been nominated by Huntingdonshire Bowls for Bowls England Junior Vice President Clothing Protocol It was resolved that only International players jackets will be embroidered depicting status, all other jackets should remain with the Bowls England Logo and no additional detail. BSM 7.4 Arrangements for AGM and Annual Dinner The Business Services Manager presented an update on arrangements for the Bowls England AGM and Annual Dinner. 7.5 AGM Open Forum It was noted that Kent County Bowls Association had submitted three questions for response during the Open Forum. 7.6 Offices on Lyndhurst Road, Worthing The Chief Executive had visited the offices in Worthing and reported that the refurbishment by the new tenants is now complete and that the work is of a very high standard throughout. 7.7 Presidential Expenses It was resolved that there will be no increase to the Presidential expenses at the current time due to the reduction in the number of Celebration Match requests being received. It was resolved that the Policy & Management Committee monitor and review for future consideration. POL

3 8. Directors Reports 8.1 Policy & Management The Chair of Policy and Management presented his report Regulation 7 It was resolved to record the resolution as per below: In order to maintain continuity within the Committee Structure that the Board resolve that in this inaugural year the election process be as follows: Highest vote - 3 years Second highest vote - 2 years Third highest vote - 1 year This process of rotation will bring the Committee elections in line with those already followed by Bowls England for Board and Selector appointments. As there were only three Finance Committee Candidates, the Chairman of the Board drew lots for the length of service and results declared. It was resolved that an be sent to County Authorised Representatives and County Association Administrators informing them of Committee Ballot results. PA It was resolved that Regulation 7 be amended as per below: 1.6 Each of the main Committees shall be chaired by a Director. 1.7 Three County Authorised Representatives shall be elected to each Committee, by postal ballot, and ratified at the AGM. Nominations must be made in writing, signed by an authorised Officer of the County and sent to the Chief Executive not later than Monday of Standardised Week 2 each year. No Authorised County Representative may nominate for more than one Committee. 1.8 The Committee Chair may appoint two further Members, subject to Board approval, and who will not be County Authorised Representatives. 1.9 All Committee Members will serve for a period of three years, with one vacancy per annum to be filled by rotation. Any vacancy occurring during the period of appointment will be filled by the Board That notwithstanding any changes that may impact thereon as a result of county or national elections/decisions under the terms of office of Bowls England, Committee Members shall, under normal circumstances, be co terminus with the administrative year of Bowls England and their period

4 of appointment Each main Committee may appoint Sub-Committees and Working Parties as required from time to time subject to Board approval. 8.2 International Events The Chair of International Events presented her report World Bowls Bowls England had received a letter from the Chairman of World Bowls expressing disappointment that Bowls England had declined the invitation to compete in the 2014 Junior Singles. In response, Bowls England pointed out that it would be unable to support the financial obligation of participating. The Board resolved that the International Events Committee look at the possibility of entering the event in future years and to identify priorities. It was noted, however, that the Committee s budget would have additional demands placed upon it in 2015 due to England s confirmed participation in the Youth Commonwealth Games in Western Samoa. It was reported that the Chief Executive had enquired with Commonwealth Games England to ask if any funding would be available to support players participating in the Youth Commonwealth Games. INT BIBC and BIWBC The Board resolved that continued support for the British Isles Bowls Council and British Isles Women s Bowls Council be maintained. It was further resolved that the Chief Executive and the Chair of International Events continue as the Bowls England representative on the British Isles Bowls Council and British Isles Women s Bowls Council. 8.3 Competitions The Chair of Competitions presented her report National Mixed Fours and National Mixed Pairs It was resolved that from 2015 all entrants into these competitions must consist of players from the same county and that the appropriate regulation be amended. PA Warwick District Council Members of Warwick District Council Executive had agreed to continue to provide car parking in Victoria Park in line with the original contract Budget

5 It was resolved to approve a budget overspend in order to purchase new A and B County name plates for use on the scoreboards during the National Championships. OSM 8.4 Finance The Chair of Finance presented his report Bowls England Accounts for 2013 It was resolved that a meeting between the Chair of the Board, Chair of Finance, Chief Executive and Business Services Manager be held to discuss future car allowance payments. BC/CF/ & BSM Greens Maintenance Loans Following a recommendation to the Board from the Operational Services Committee it was resolved that Club Loans (formerly referred to as Development / Green Loans) be administered in the Bowls England Office. BSM Revaluation of Worthing Property Michael Jones - Worthing Commercial Estate Agents - have now revalued our former HQ property at 600,000. The explanation given was the current market price of buildings in the area Provision of Information Technology Services to Bowls England Following consideration of a report from the Chair of Finance, it was resolved that the Chief Executive along with the Chairman of the Board be responsible for overseeing all future IT contracts in consultation with appropriate professional advisors. /C Finance Committee Meetings It was resolved to support the Committee s recommendation for three Committee Meetings per annum (January, April & November). 8.5 Operational Services The Chair of Operational Services presented his report Yearbook It was noted that the County Pages within the 2015 Yearbook will be prepared using the same content that drives the Bowls England website. It was resolved that only telephone numbers and addresses for Board Members, Presidential Team and County Authorised Representatives be published in the 2015 Yearbook. OSM OSM Potters Week It was resolved to support the formation of a Sub-Committee to review the Bowls England Potters Week and future additional

6 opportunities Youth Development It was noted the Committee had approved the Bowls England Youth Development Strategy and potential implications for future membership of the EBYDS. The Committee s recommendations were resolved Annual Conference It was resolved that during the Open Forum at the AGM, attendees be asked for their views regarding the future of the Annual Conference given that the Counties Meeting will replace the EGM Performance Management It was reported that the Operational Services Committee was undertaking a pilot scheme with regard to performance management Insurance It was noted that more clubs were making use of the Bowls England Civil Liability Insurance service. Sutton Winson, who provide the Civil Liability Insurance service, had also reported an increase in the number of clubs and individuals taking out other insurance policies as a result of their association with Bowls England Coaching It was resolved to support the formation of a Sub-Committee to consider the potential future administration of the Coach Bowls scheme. OPS Championship Marquee It was resolved that the corporate lunches would not be available on two days during the Championship to allow for the Friends of English Bowling to receive hospitality. It was also resolved that the Chief Executive discuss the timing and financial impact on BE, of the delay in the renovation of the cricket pavilion with Warwick District Council Operational Services Meeting Dates It was resolved to support request for an additional Committee Meeting in Website It was resolved to support overspend on Bowls England website

7 that had been caused by potential security breach and additional developments outside original scope of previously agreed tender. It was resolved to consider the future needs of Bowls England with regard to the provision of electronic communication. 8.6 Disciplinary It was resolved to reappoint John Durston (Chair), Bill Smith and Chris Smith as Bowls England s Disciplinary Committee. It was further resolved that the Board could appoint an additional member of the Disciplinary Committee should it be necessary during the course of the year. 9 Recommendations from Director Training/Workshop It was resolved to approve the following recommendations from the Director Training & Review Session held on Wednesday 12 th February: 9.1 County Representation The county nominated representatives will in future be referred to as County Authorised Representative. County Associations may nominate a proxy of either gender to attend a Company Meeting. 9.2 Absence of Chair and Chief Executive The potential risk of the Chair and Chief Executive being absent jointly had been identified and, in such cases, responsibilities would lie with relevant Director and/or Manager. 9.3 Committee Roles & Responsibilities The roles and responsibilities of Committees will be revisited, including their powers to either recommend to the Board or resolve. 9.4 Director Job Descriptions, Evaluation and Training Directors job descriptions will be reviewed and updated accordingly. A process of collective evaluation for all Board Members will be implemented. The document Legal Obligations of Directors will be recirculated for information. All Directors must update the Skills Matrix to assist with identification of any future training requirements. 9.5 Management Team Roles & Responsibilities The roles and responsibilities for the Chief Ex ecutive, Business Services Manager and Operational Services Manager had been resolved. It was re affirmed that all communication with Bowls England from Board Members and County Associations should be directed to the Chief Executive in the first instance. 9.6 Administration of Bowls England Meetings The responsibility for all administrative matters relating to Company, Board and Committee Meetings will be allocated to a member of staff by the Chief Executive. This will include preparation and circulation of agenda and

8 minutes within agreed timeframe. From 2015 onwards, Committee meetings will be held on set dates, which will be agreed in consultation with the Chief Executive. A standard pro-forma for all written reports will be created for future use. 9.7 Board Meetings Standard Agenda Items The following will feature as standard items at all Board meetings until further notice: Declarations of Interest Strategic Plan Management Reports Appointment and Review of Sub-Committees Risk Assessment 9.8 Visitors to Bowls England Offices Provision will be made for visitors to the Bowls England Offices to be hosted in a room dedicated for such purpose, and should not under normal circumstances enter the General Office. 9.9 Code of Conduct The Code of Conduct applies to Board Members and Committee Members and must be adhered to at all times. It was resolved to circulate this to all concerned Declarations of Interest The Declarations of Interest Policy applies to Board Members and Committee Members, and all must complete and return on receipt from Bowls England. 10 Any other business 10.1 Appointments It was resolved to reappoint Spofforths as the Bowls England Accountants. It was resolved to reappoint Blythe Liggins as the Bowls England Lawyers. 11 Date and Venue of Next Meeting It was resolved that the next meeting of the Board would be at The Angel Hotel, Royal Leamington Spa, on 1 st April 2014 from 3pm. Following the meeting Susan Cooper, BDA Manager, presented an update on the work of the Alliance to members of the Board. Signed... Date...