Bowls Oxfordshire Unification Committee Meeting
Wednesday November 20th, 2024 @ 7.00 pm.
Held at Chipping Norton B.C
Minutes
In Attendance.Chris Weller, Cynthia Bryant, Janette Berry, Julia Lambert, Pat Ray, Anne Lattimore, John Hurren, Mike Morris, Alan Scholan.
Apologies. John Henwood, Zoe Pratley, Ryan Full, David Leighfield.
Minutes of the Bowls Oxfordshire Unification sub-Committee meeting held on Wednesday 18th September 2024 having been circulated were signed as a true record.
Proposed Ron Smith Seconded Alan Scholan
Minutes of the Bowls Oxfordshire Unification Committee meeting held on Wednesday 31stOctober 2024 having been circulated were signed as a true record.
Before this set of minutes was signed off Ann said she wanted it minuted that although not present at the meeting, having read the minutes she had not been happy with the questioning by the OBA representatives of the spending of BOL funds, which they had been perfectly entitled to do, and had followed all the correct procedures in doing so. Chris said he would be happy to minute Anns comments on this issue.
Proposed Pat Ray Seconded Julia Lambert
Matters arising (not covered in this agenda 18th September meeting.)
John Hurren raised the issue from the September meeting thatKit and uniform had still not been settled, and that it had been agreed at that meeting to set up a subcommittee going forward to resolve this matter,
The problem centered on whether to buy a larger stock of the blue waterproof jacket that Men’s section members had been wearing for some time, and the Ladies section were now interested in purchasing, and the potential purchase of a garment similar to that worn by the Junior section which would identify all those playing competitive games for the County.
Those playing County friendly games would continue to wear blazers, ties etc. when arriving for games.
After further debate it was suggested that there was an opportunity at the forthcoming EGM to ask Club delegates for their views, so Chris said he would add it to the EGM agenda.
The Ladies have a system where individuals can order any item of uniform with the supplier they use and pay for it there and then.
It was agreed that this should be the model for any future suppliers
Briefing and short discussion on two additional meetings held with BOL Executive and OBA representatives.
See previous comments.
Nominees so far nominated , any confirmed late additions?
Chris went through the changes and new nominations received since the lists in each section were last reviewed.
Executive Committee
One change, with AlanScholan being nominated by his Club Witney Town for the role of Deputy President/Vice President, The remaining nominee’s stay the same as before.
Men’s Section Brian Bloomfield,although voted on at the OBA AGM as Finance Officer has since declined the role, as he says he was not nominated for this role by his Club, which a subsequent check has proved correct.
A Competition Sec is still to be found.
Ladies Section
At the BOL AGM, from the floor Pat Ray and Sue Mayo said they would share the role of Competition Secretary, and Helen Turner agreed to be Minutes Secretary
Junior Section
Tony Wright had agreed to assist as a ‘figure head’ for the section, attending games etc,whilst the Chair would now be Ryan Full who in stepping down from U25’s Men’s Manager, had left a vacancy which would now be filled by Craig Morphet. The position of Junior Safeguarding officer which had once had 2 nominees, eventually had one late nominee Jazzmin Alder, for the role, with the 2 previous nominees Dave Pearce-Jones and Jody Flitter withdrawing their nominations.The role of Finance Officer remains vacant.
Mixed Section
The roles of Minute Secretary and Chair remain vacant.
Executive Committee administration and officers.
Chris had produced a list of those officers, who according to the new Constitution would now form the post-unification Bowls Oxfordshire Executive Committee, which looked like this,
President Ann Lattimore
Vice President Alan Scholan
County Secretary Chris Weller
County Treasurer John Hurren
County Safeguarding Officer Ron Smith
County Communications Officer Ryan Full
Men’s Section Chair John Henwood
Ladies Section Chair Ann Lattimore
Junior Section Chair Ryan Full /Zoe Pratley/David Leighfield
Mixed Section Chair?
A.N other Bowls Oxfordshire Administrator?
A.N other County Sponsorship Lead?
The first 8 positions on the list were not in doubt, although 3 people were holding 2 posts, Anne Lattimore, Alan Scholan, and Ryan Full.
Having discussed Junior section representation on the Committee with Ryan, Zoe and David, and with the dates of the BO Executive meetings agreed,
(Tues 18th Feb, Weds 26th March (AGM – delegates and any member invited), Tue 22nd April, Tues 27th May Tue 8th July, Tues 12th Aug, Tue 16th Sept, Weds 19th Nov 2025, EGM ).
It was hoped that at least one if not two of the above would be available to attend,
Of the remaining posts either Ann or the BOL Exec may want to decide who would attend on the Ladies section behalf whilst she was both President and Ladies section Chair to equalize the male /female ratio, perhaps one regular person to attend, or two? Chris said he would await the decision once it had been considered.
The Mixed Chair needed to be filled, ideally by someone not officiating in another capacity.
County Sponsorship lead, should he thought be added, if and when someone was found willing to take on the role, and Bowls Oxfordshire Administrator perhaps, although that had been appointed by the BO Executive till now.
Chris reminded everyone that it had been agreed that no more than 12 officers attend any meeting, although guests could be invited if there were vacant positions not being filled as at present.
Jeanette suggested that the roles within the post-unification Bowls Oxfordshire Executive Committee be put on the new website , perhaps under a new tab, and where known, who would be filling those positions, and an explanation of who would fill other roles, whilst vacancies were available. All thought this a good idea.
Chris requested the Ladies delegates contact details to be able to invite under separate group, which was agreed, The Club details would be sent to all Club Secretaries at the end of January 2025, requesting details of any changes within each Clubs Committee or important roles.
Projected section budgets for 2025.
John said he was gradually receiving information from sections that he had requested as he was not prepared to do a budget on guess work, most sections are finalizing their fixture lists, and the deadline for competition entries is 15th January 2025. At present all the indications were that there might be quite a drop in competitions, entries for 2025, which in turn would affect the funds available from that source.
So, John suggested to sections not to base their figures on guess work.
Chris said he had received a breakdown of costs incurred by the Junior section from David Leighfield the day before, which he had sent to John for his consideration. Chris read out Davids’s email in full , which raised several questions, not least of which was how the Junior section would be funded in 2025.
Discussion then centered on the kit given to players in the junior section, the form that was implemented last year, to give a better record of Junior Kit , and whether better record keeping needs to take place once kit is issued. As a means to ensure the kit is returned in full, and good order, when a new size is required the possibility of a small deposit paid to cover either the kit that goes missing or is damaged in some wat was debated.
Sponsorship of the junior kit is another avenue to be explored but is some way off as it has taken a while for this potential funding to be considered, due to lack of personnel to take the issue forward.
Juniors via BE pay the same affiliations fees.Their two main incomes are from matches and competitions. Juniors currently pay £2.00 match fee, and greens are currently offered free of charge but with no refreshments.
It was agreed that the next meeting in February, when hopefully Junior representatives would be present,should take the opportunity to explore the future funding of the Junior section, which has previously been funded till now by the OBA/Men’s section. New and existing ideas could be considered and put forward within that period.
Julia had a number of questions to assist her with the financial information she would send to John.
Q, Would there now be one insurance policy covering all sections and aspects of Bowls Oxfordshire, rather each section paying for their own policy
A John replied yes , there would now be just one policy covering all sections.
Q Would all section County badges now be bought centrally rather than individually.
A John again replied that badges and other “consumables” would now be purchased centrally. This would also include the purchase of bowls stickers in County colours of Dark Blue, Light Blue and White.
QWouldall section accounts be audited separately, as an independent section expense or as one.
AJohn said it had been agreed that all would be audited centrally, but a suitably qualified person would be needed to do this, as for instance the OBA accounts had only been examined, not audited by Brian Bloomfield,
Chris asked Ann and Julia if they would like a preview of the accounts before he circulated them to delegates etc, and they both said they would.
Policy amendments.
John had produced a draft of an amendment to the policy on travel contributions as discussed at the meeting on 31/10/2024. Julia and Ann reviewed and ask for two further amendments to be made. John agreed to this, and said he would forward to them both of us, once he had made the changes for their approval.
NOTE
This process has now been completed.
Chris said if there were any further amendments needed to ANY of the policy documents could all present let him know, so they can be added to the agenda and discussed at the Feb 2025 meeting
Combining Men’s and Women’s Finals in 2025.
Pat confirmed that the Ladies would now like to play both the Semi finals and Finals on the same dayas the Men, on the same weekends, at the same venue, having initially said that they just wished to play the finals on the same day as the Men. Chris asked Pat to kindly email John Henwood confirming this. It was hoped to make the same arrangement for both the Senior Fours competitions.
President/Vice President, Bowls Oxfordshire Administrator appointment EGM.
Chris said he had produced a draft agenda for the EGM , and just wanted to go through the running order and content with everyone.
Eventually after discussion it was decided that,
Chris to welcome everyone to the meeting and introduce Ann as the first President of Bowls Oxfordshire,
Ann will announce Alan as Bowls Oxfordshire Administrator as appointed by BO Exec.
Then Ann to go through the ratification of Executive Committee,
A statement then to be presented and prepared by John Hurren on the financial position of Bowls Oxfordshire.
This will be followed by ratification of all nominees in all sections , either individually or if the section permits, “en bloc”
Meeting dates of suggested delegate meetings – suggest end of season October 2025 (delegates) and March 2026 delegate meeting .
Weds 26th March 2025 EGM
Weds 15th Oct 2025 Delegate meeting
Weds 19th Nov 2025 AGM president changes at this time
Weds 11th March 2026 Delegate meeting
Weds 18th Nov 2026 AGM
A Bowls Oxfordshire Vice - President badge had been purchased earlier in the year, from Witney Trophy Centre. As this badge cost £8.50, it was suggested that further badges might be purchased for some of the positions on the Executive Committee.
To be discussed further.
Contacting original advertisers from OBA and BOL handbooks.
Jeanette said that the BOL handbook had not had advertisers for some time.
John said he would appreciate a list of people who used to advertise in the BOL handbook, to see if they were worth pursuing as potential advertisers, which is what he had done with those companies who used to advertise in the OBA handbook.
Safeguarding issues.
Ron reported that 5 Clubs in Oxfordshire had not complied with BE requests re Safeguarding survey at the moment.
Some were in the process of having AGMs and changes in officers may have happened, which may account for this.
Oxfordshire as a County though were doing well with general safeguarding compliance.
Meeting at w/e and Ron will send summary of this meeting
Alan reported that BE were making very slow progress with National compliance on Safeguarding issues.
AOB
Zoe had contacted John and Chris re advertisers from Men’s Handbook. Zoe has been in contact with Kate England and discussed with Kate England potential sponsorship
At Zoes request John had provided lots of information.
After discussion it was agreed that Zoe should be applauded for taking the initiative on this issue , and attempting to move it forward,
Ann said she would contact Zoe to discuss in more detail what Zoe and Kate had begun and see if she could offer some thoughts on the subject in a bid to make further progress.
Zoe had asked 2 questions
When we get funding and grants that are specific to a certain project, event or
section how will they be logged and kept track of? As grants are very specific that it
has to go on a specific purpose.
Answer , this hasn’t been decided yet, ie we have yet to decide precisely what it is that we want sponsored, kit, trophies etc.
Are trophies under some type of insurance by the county?
Answer No, County trophies are not insured!
Alan said that he could do with further feedback on Vacancies at BE for next week.
Ann asked if Information re mix matches would go to the clubs or individuals. John replied he hoped it would go to both
Ann also asked about the 4 Presidents game in March, as there are now only 3!
John Hurren said he would contact Terry Gripe and Mike Petersen who had instigated the event and try and sort.
There being no further business to discuss, the meeting closed at 8.50 pm.
The minutes were approved as a correct record and the President, Ann Lattimore signed the master copy.