Board Meeting - Bowls England

MINUTES
TITLE OF MEETING:
DATE AND TIME:
LOCATION:
OFFICER RESPONSIBLE:
BOARD CLERK:
EMERGENCY NUMBER:
Board Meeting
Wednesday 12th November 2014
The Angel Hotel , 143 Regent Street, Royal Leamington Spa, CV32 4NZ
Tony Allcock MBE (Chief Executive) – [email protected]
Helen Slimm (PA to Chief Executive) – [email protected]
01926 334609
Action
1.
Welcome
The Chair welcomed all in attendance
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 (INT)
Margaret Docherty – Competitions (COM)
Howard Pryse – Finance (FIN)
Tony Allcock MBE – Chief Executive (CE)
Penny Maguire – Business Services Manager (BSM)
Alistair Hollis – Operational Services Manager (OSM)
Helen Slimm – PA to Chief Executive (PA)
3.
Apologies
Adie Lloyd – Bowls England President 2014 (PRE)
4.
Obituaries
Les Millard
Norman Lockwood
Reg Sigsworth
Eric Johnston
Peggy Price
Dot West
5.
President Herefordshire 1992
President Isle of Wight 2008
President Yorkshire 2004
Bowls England Honorary Member
President Berkshire 1986
President Berkshire 1978
Declarations of Interest
None declared
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6.
Minutes of the meeting held on Wednesday 17th September 2014.
The Minutes of the Board Meeting held on Wednesday 17th September 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
None received
9.
Reports
9.1 Update by the Chair of the Board
The Chair of the Board updated the meeting on the following:
9.2
9.1a
Report on Staff Interviews
The Board Chair and the Chair of Policy and Management had successfully
conducted the Annual Staff Interviews.
9.1b
2015 Election Results
It was noted that Viv Tomlinson (Lancashire) had been elected as Junior Vice
President 2015 and Jayne Christie (Cambridgeshire) had been elected as
Women’s International Selector for the East Region for the period 2015-2018.
The results had been circulated by e-mail.
PA
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:
9.2a
Electronic Ballots
It was resolved that the format of the Electronic Ballots remain the same in line
with the Rules & Regulations.
9.2b
Storage
It was resolved that the BSM approaches WDC to investigate the opportunity of
utilising the adjoining vacant office accommodation in Riverside House which
currently stands vacant.
9.2c
The Friends of English Bowling
The Chief Executive updated Members of the Board with regard to items that
had been raised at the Friends of English Bowling Annual General Meeting in
August.
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BSM
9.2d
Warwick District Council – National Championships Consultation
A survey conducted on behalf of Warwick District Council during the National
Championships was circulated. It was noted that the majority of feedback from
players and spectators was positive.
9.2e
Bowls Development Alliance
A discussion took place following the BDA Board’s request for Bowls England to
give an indication of their thoughts post the completion of the BDA’s 2017
Sport England Funding award. It was resolved to ask the CE to report back to
the BDA Board.
9.2f
9.2g
9.3
EIBA Ltd
It was noted that the CE and OSM had met with the Chief Executive of the EIBA
Ltd to discuss a number of issues relevant to both organisations. A further
meeting is planned.
Director Training
It was resolved that a Director Training session would be held following the
Board Meeting in February 2015.
CE
CE
C/CE
Update by the Chair of Policy and Management
The Chair of Policy and Management circulated a report prior to the meeting and made
the following recommendations:
9.3a
9.3b
9.3c
9.3d
9.3e
Presidential Protocol and Clothing Protocol
Both protocols had been submitted to the Board in advance and it was
resolved, subject to the wording in Appendix E being amended, to adopt the
new protocols.
Model Constitution for Clubs/Guidance to Counties
A draft paper for guidance on County Association Constitutions is being
updated and once complete it will be presented to the Board. It was resolved
that the extra work required to finalise the Model Constitution for
unincorporated clubs be conducted via e-mail.
BSM
POL
Presidential Team Allowances
It was resolved that the Presidential Team Allowances remain unchanged for
2015 and continue to be reviewed annually.
POL
Counties Meeting
The agenda for the 2014 Counties Meeting as presented was resolved and will
be circulated accordingly.
POL
Safeguarding
The OSM gave an update on his attendance at a recent Safeguarding Bowls
meeting, with particular regard to future training for Club/County Welfare
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Officers and the submission by the BDA for the Advanced Standards to the
NSPCC.
9.4
Update by the Chair of International Events
The Chair of International Events circulated a report prior to the meeting and the
following was noted:
9.4a The hosting of all international activities in Royal Leamington Spa had resulted
in significant cost savings.
9.5
Update by the Chair of Competitions
The Chair of Competitions circulated a report prior to the meeting and made the
following recommendations:
9.5a
Regulation Changes
It was resolved to make the following amendments to the Competition
Regulations:
7a. Named entrant:
Each entry shall be made by one named player only, and that player shall be
excluded from being a substitute in the same discipline. Should the named
entrant not be available for the following season due to exceptional
circumstances and that team require a further substitute in the event, the team
may request an additional player. Such request must be made in writing to
Bowls England via the County Association for consideration.
7b. Middleton Cup and Johns Trophy Extra End, Group Stages:
The match will consist of 21 ends. Before the commencement of the match, the
nominated managers will toss a coin for choice of jack (first end), the winner
having the choice of keeping or giving the jack away. In each match a win for an
individual rink shall be awarded two points and a tie one point. The county that
wins by total number of shots of all six rinks shall, in addition, be awarded ten
points. In the event of a tie on shots, each county shall be awarded five points
each.
The county gaining the greatest number of points in each section shall be
declared the winner of that section. Should two counties be equal in points and
also in shot difference then the winner will be ascertained on the result of the
match already played between the two counties.
In the group stages, should a match end as a tie (both shots and points) after 21
ends then an extra end or ends will be played by all six rinks simultaneously
until there is a winner. The Team Managers must toss for jack before the start
of the extra end. The total number of shots on all six rinks will count on the
extra end and the winning team reported to Bowls England. The extra end will
not form part of the score within the group stages, but will ONLY be used to
separate the two counties if they are level at the conclusion of the group stages
after points and shots have been taken into account.
When it is not mathematically possible to win the group by playing a scheduled
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COMP
tie and subject to this being ratified by Bowls England, such a tie may be
cancelled. The Counties concerned must be in mutual agreement and would
each be responsible for the reimbursement of expenses incurred by the venue
booked.
7c. National Championships:
County Championships leading to National Championships shall be
administered by the County Association under the Rules and Regulations of
Bowls England.
11b. National Competitions:
National Mixed Pairs Competition (reword below for mixed fours as
appropriate)
This regulation should be read in conjunction with Regulation 53 – National
Competitions.
1. The competition shall be open to all members of clubs affiliated to Bowls
England.
2. A team shall comprise of 1 man and 1 woman. Either player may skip.
3. The two players must be members of an affiliated club within the same
county.
4. Players are not required to play from the club/county in which they play their
National Championships.
11d. Amy Rose (amend to include):
Dress: All players will wear the same whites or registered county shirts, trousers
or skirts, in all rounds.
9.5b
9.5c
9.6
Bowls England Licensed Apparel
It was resolved that Bowls England Licensed/Authorised Apparel (for example
shorts) may be worn in events under the jurisdiction of Bowls England. It was
further resolved that the Director of Competitions consider the exact wording
for inclusion in the regulations and these be presented to the Board. It was
noted that discussions are currently ongoing between Bowls England and a
number of potential suppliers.
Amy Rose
It was resolved that the Board request the Counties Meeting discuss a possible
change in the Amy Rose Competition format to 15 ends. This will enable the
event to be completed during the course of one weekend.
Update by the Chair of Finance
The Chair of Finance circulated a report prior to the meeting and made the following
recommendations:
9.6a
2016 Affiliation Fee
It was resolved that there would be no increase to the affiliation fee in 2016.
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COMP
POL
9.6b
Working Groups
It was resolved that a Working Group be formed to consider the future
provision of accountancy services. This would consist of the BSM together with
John Alexander and Kath Lloyd as members of the Finance Committee.
FIN
It was resolved that a Working Group be formed to look at the implications of
potential future capital gains tax, this would consist of Kath Lloyd and John
Alexander.
9.6c
9.7
10.
Youth Strategy
An update was given on the first meeting of the Youth Strategy Working
Group. It was resolved that the Independent Director be appointed to be the
portfolio holder of Youth Strategy on behalf of the Board.
IND
Update by the Chief Executive on the Disciplinary Committee
No update
Update on Sub-Committees/Working Groups and Ongoing Tasks
10.1 Relocation Working Group
10.1.a Riverside House relocation
A chart highlighting potential future plans was distributed to the Board for
information.
10.2 Competition Management Software
It was resolved to support, in principle, the replacement of the current software used
to manage National Competitions. It was resolved that the Working Group engage in
detailed discussions with the preferred supplier and Bowls England’s IT consultant with
regard to final specification. It was resolved that the Chair of the Board and Chief
Executive, on behalf of the Board, give final sign-off providing the total project costs do
not exceed £10,000.
11.
BSM
Update by the Chair of Operational Services
The Chair of Operational Services made the following recommendations:
9.7a
9.8
Hotel Allowances
It was noted that the BSM is reviewing the Hotel Allowance Policy.
Recommendations will be presented to the Board for consideration once
complete.
Standing Items
11.1 Appointment and Review of Sub-Committees
No update
11.2 Management Reports
The Management Reports were presented to the Board for information.
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C/CE
11.3 Risk Management
The Board considered the Risk Register and it was resolved to update as per
recommendations.
11.4 Strategic Plan
The OSM gave a presentation on the Strategic Plan and the following was resolved:
11.4a The Vision remains the same.
11.4b The Strategic Priorities remain the same.
11.4c To remove the National Membership Scheme target.
11.4d To amend the target with regard to the future administrative base for Bowls
England in light of ongoing discussions with Warwick District Council.
11.4e To include an additional target with regard to ‘future work with associated
bowls bodies’.
11.4f That the Actions for 2014/15 remain.
12.
Discussion Items
None
13.
Any Other Business
It was resolved that any other business is removed from the Agenda for future meetings.
14.
Next Meeting
The next meeting of the Board of Bowls England will take place at the Angel Hotel, Royal
Leamington Spa on 11th February 2015 at 1pm. The 12th February will be used for a Director
Training session. (Accommodation and room already booked).
Signed: ______________________________________
Date: ______________________________________
Bowls England, Riverside House, Milverton Hill, Royal Leamington Spa, Warwickshire, CV32 5HZ.
Telephone: 01926 334609 E-Mail: [email protected]
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Board
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OSM
OSM
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OSM

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