MINUTES. The Hilton Hotel, Paradise Way, Walsgrave Triangle, Coventry, CV2 2ST

Transcription

1 TITLE OF MEETING: DATE AND TIME: LOCATION: MINUTES Board Meeting Friday 25 th November 2016 at 2pm The Hilton Hotel, Paradise Way, Walsgrave Triangle, Coventry, CV2 2ST 1. Welcome The Chair welcomed President Michael Jennings to the Board Meeting, as a guest. Action 2. In Attendance David Mitchell Gears MBE Chairman of the Board (Chair) Adam Tanner Independent Director (IND) David Tucker Policy and Management (POL) Jeff Applegate Operational Services (OPS) Margaret Docherty Competitions (COM) Howard Pryse Finance (FIN) Norma Hazzledine International Events (INT) Tony Allcock MBE Chief Executive () Penny Maguire Business Services Manager (BSM) Alistair Hollis Operational Services Manager () Helen Slimm PA to the Chief Executive (PA) Michael Jennings Bowls England President 2016 (PRE) 3. Apologies None 4. Obituaries Patricia Crabb President Isle of Wight 1998 Frank Whadcoat President Suffolk 2000 Ray Parker Bowls England Honorary Member - Bedfordshire Jack Moore President Bowls Lancashire 1996 Dorothy Elphick President Sussex 1987 Mick Tabb President Bedfordshire Declarations of Interest None 6. Minutes of the meeting held on 21 st September 2016 It was resolved that the minutes of the meeting held on 21 st September 2016 be signed by the Chair as a true and correct record. 7. Action Points and Matters Arising (not covered elsewhere on Agenda) The Chief Executive addressed the action points and it was resolved that: PA

2 10.7 Club Loans a draft Loan values / Years table has been circulated to the Board by the Business Services Manager and it was resolved via that the table should be accepted. 8.1 Blue Blazers, 8.2 Affiliation Fees, 8.3 Middleton Cup, Championships - resolved as they appear on the agenda at the Counties Meeting Coaching was circulated by the Chief Executive to the Board Director Nominations It was noted that there had only been one nomination for each post and therefore David Mitchell-Gears would be re-elected unopposed as Chairman and Adam Tanner was reappointed by the Board as Independent Director Tournament Licenses, 9.8 Sage, 9.9 Website and 10.1 Youth Strategy resolved 8. Correspondence 8.1 President s Charity The Junior Vice President had submitted a request for the Board to reconsider the decision made at the previous Board Meeting. Following discussion it was resolved that the previous resolution remain. Chief Executive to contact the Junior Vice. 8.2 World Bowls Response from Laws Committee regarding measuring devices The Chief Executive updated the Board on the response from World Bowls following resolution at the previous Board Meeting. It was noted that Bowls England cannot add a domestic regulation to prohibit the use of the new measuring devices and that the Counties Meeting should be made aware. 8.3 Member Communication Various requests have recently been received at Bowls England by members directly and outside of their respective unified County Associations. It was therefore resolved by the Board that only appropriate requests submitted by a unified County Association should be considered and responses should be sent to members as such. 8.4 Humberside County Bowling Association The Chief Executive explained to the Board that a request for membership had been received from Humberside Bowling Association. Following discussion it was resolved that the Chief Executive would meet with the Association to explain the affiliation process and requirements. It was further resolved that the Chief Executive should write to both Lincolnshire and Yorkshire for their views. 8.5 Kent County Bowls Association A letter expressing concern about the playing surfaces of the Victoria Park Greens had been received. Following discussion it was noted that the letter did not represent the views of the Women s section. It was resolved that the Chief Executive respond. It was resolved, that in future, all County correspondence to Bowls England should be submitted from the Unified County. C/ 8.6 BIBC Championships The Board was made aware that the current National Singles Champion had withdrawn from the BIBC Singles Championships in 2017.

3 9. Reports 9.1 Update by the Chair of the Board Staff Interviews The Board Chair reported that the Staff Interviews had been completed successfully Coaching The Board Chair requested that the Chief Executive liaise with Coach Bowls in order to ascertain from County Associations geographical areas within their County where Coach Bowls courses would be well supported. 9.2 Update by the Chief Executive JVP Ballot The Board Chair declared the result of the 2017 Junior Vice President ballot and it was noted that Hazel Marke (Hampshire) was successful IT Project Review Update The Operational Services Manager presented a report on the IT project. The Board resolved the project would need to make provisions for a system that could incorporate a membership scheme in the future Office Relocation The Operational Services Manager gave an update to the Board on a recent visit to Stoneleigh Park. As it was made known to him that any available properties would be for rent, it was resolved that further enquiries be made with respect to long term lease/purchase Board Appointment Independent Director The Board resolved to reappoint Adam Tanner as Independent Director from February World Bowls Appointment of Regional Director (Europe) The Board noted that Garry Collins (Guernsey) had been elected following the recent World Bowls Ballot Counties Meeting The Operational Services Manager presented the slides that would be utilised for the Counties Meeting. A discussion ensued in respect of arrangements for the same Women s Annual Dinner and Presentation of Prizes The PA informed the Board of the final arrangements for the Women s Annual Dinner and Presentation of Prizes Meeting with English Bowls Umpires Association The Chief Executive gave an update on a recent meeting with the Umpires Association in relation to the future of umpiring and marking. It was resolved that the future availability of umpires at the National Championships, in addition to County Events, be added to the risk register. The Chief Executive was asked to investigate, on behalf of the Board, an umpires and markers training course within a radius of Warwickshire with a view to providing more umpires and markers for the National Championships. It was further resolved that the Chief Executive

4 would contact the English Bowls Umpires Association in respect of this and in particular to recommend the relaxation of the dress code for markers at the National Championships Committees It was resolved that Committee nomination forms should still be circulated. If there are no nominations received the vacancy does not have to be filled. It was further resolved that there will be a dedicated day arranged for the Board to review the Bowls England Committee roles and responsibilities, Director portfolios and job descriptions th Anniversary Celebrations The Board was updated on current plans for the 10 th Anniversary Celebrations on Monday 21 st August It was resolved that both the Operational Services Manager and Business Services Manager would lead the project with the Chief Executive having the final sign off. PA /BSM 9.3 Business Services Manager Update Salver Report The Business Services Manager gave the Board an update on the current position on the purchase of new Salvers for Championship and Competition Winners Year End Account Update The Business Services Manager informed the Board of recent HR changes. It was resolved that the Board Chair sign a final copy of the Audited Accounts when finalised. It was resolved that the Bowls England Committee Mileage rate would be increased from 34p to 38p with immediate effect. BSM VAT Periods The Board resolved that the Business Service Manager adjust the VAT periods to coincide with the year end. 9.4 Operational Services Manager Update Safeguarding The Operational Services Manager informed the Board that the Safeguarding Panel had achieved Advanced Safeguarding status. It was resolved to add this to the risk register due to the panel including additional bowls groups Update on Facilities Strategy The Operational Services Manager gave details on the work carried out with Sport England and EIBA Ltd on Club Facilities and a report had been circulated. This had been warmly received by clubs. 9.5 Update by the Chair of Policy and Management The Board resolved to support the reappointment of Mary Trevennen (Cornwall) as Committee Member for a further year. BSM

5 9.6 Update by the Chair of International Events The Chair of International Events had submitted a report prior the meeting which was discussed. 9.7 Update by the Chair of Competitions The Competitions Committee had not met since the last Board Meeting and therefore there was nothing further to report. 9.8 Update by the Chair of Finance The Chair of Finance had submitted a report prior the meeting which was discussed. All Directors were asked to review their appropriate section of the management accounts. He asked for any unplanned expenditure to be submitted. It was further resolved that there will be no increase in Competition Fees and Affiliation Fees for This will be recommended to the AGM. 9.9 Update by the Chair of Operational Services The Chair of Operational Services gave an update on the increased number of submissions for Club of Year. It was resolved that the Chief Executive seek legal advice as to whether all traders and staff would need to obtain a DBS check in advance of the National Championships in Update by the Chief Executive on the Disciplinary Committee The Chief Executive gave a brief report on current matters being reviewed by the Disciplinary Committee. 10. Update on Sub-Committees/Working Groups and Ongoing Tasks 10.1 Youth Strategy Report by Independent Director Youth Strategy was discussed at length and it was resolved that the Independent Director should undertake the portfolio for a trial period. IND 11. Standing Items 11.1 Risk Management to be updated for the February 2017 Meeting Strategic Plan to be updated for the February 2017 Meeting. 12. Next Meeting The next meeting of the Board of Bowls England will take place at the Hilton Hotel, Coventry, on Friday 24 th February at 2pm. Signed.. David Mitchell Gears MBE Chair of the Board