UNAPPROVED MINUTES OF THE ESMBA ANNUAL GENERAL MEETING
SATURDAY 2 JULY 2011
10.30AM
Held at Caroline Chisholm School, Northampton
Held at Caroline Chisholm School, Northampton on Saturday 2 July 2011
Present
Committee:
President - George Clarke
Chairman - Chris Hopkins
Vice-Chairman - Simon Willies
General Secretary - Paul Fisher
Treasurer - John Jackson
ICC Secretary - Keith Hawkins
Nationals Organiser - Elizabeth Carter
Umpires Director - Terry Matthews
Committee Members - Steve Allen
Elaine Willies
County Delegates:
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Avon |
NONE |
|
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Buckinghamshire |
Peter Coker |
Brian Latham |
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Cambridgeshire |
NONE |
|
|
Cheshire |
NONE |
|
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Cornwall |
NONE |
|
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County Durham |
NONE |
|
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Derbyshire |
Graham Fish |
Anne Fish |
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Devon |
NONE |
|
|
Dorset |
NONE |
|
|
East Sussex |
Dorothy Roberts |
Derek Agg |
|
Essex |
Barry Hedges |
David Faulkner |
|
Gloucestershire |
Jim Barclay |
Mat Barclay |
|
Hampshire |
NONE |
|
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Herefordshire |
Fred Jolley |
|
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Hertfordshire |
Tony Gayler |
Jeanette Gayler |
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Humberside |
NONE |
|
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Kent |
Tim Rycraft |
|
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Lancashire |
NONE |
|
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London |
David Lambert |
Martin Cluff |
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Merseyside |
NONE |
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Norfolk |
Teresa Goldsmith |
Selwyn Goldsmith |
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North Yorkshire |
Roger Green |
Rose Haynes |
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Northants |
Alan Leslie |
Rachel Pedley |
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Oxfordshire |
Joy Mills |
Ted Mills |
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Shropshire |
Herbie Bowden |
|
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Somerset |
NONE |
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Staffordshire |
NONE |
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Suffolk |
Pam Fayers |
Dennis Miller |
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Surrey |
NONE |
|
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Warwickshire |
Pauline Freeman |
Albert Freeman |
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West Midlands |
Steve Bailey |
Derek Stevens |
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West Sussex |
Muriel Winter |
Peter Winter |
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West Yorkshire |
NONE |
|
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Wiltshire |
Geoff Lane |
|
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Worcestershire |
NONE |
|
19 Counties out of 35 represented with 34 delegates eligible to vote.
Others in attendance:
|
Essex |
Vic Jones |
Craig Burgess |
|
Babs Morokutti |
|
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Warwickshire |
Ruth Reason |
Gerald Reason |
|
D Obee |
|
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West Sussex |
Carol Hawkins |
|
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London |
Jan Smith |
Peter Smith |
|
Moya Graham |
|
|
Life Member |
Bob Weafer |
|
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BDA |
Susan Cooper |
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1. Welcome by the Chairman:
The Chairman, Chris Hopkins, opened the 2011 Annual General Meeting at 10.40am. He welcomed everyone and thanked Carol Hawkins for agreeing to take the minutes.
2. Apologies for absence:
|
Stuart Southern |
Coaching Director |
|
Keith Smith |
Committee Member |
|
Roy Everitt |
Cambridgeshire |
|
Margaret Dickenson |
Cheshire |
|
Devon SMBA |
|
|
Humberside SMBA |
|
3. Minutes of the 2010 AGM:
These had been sent to all the County Associations in advance. Amendments required as follows: (i) to include Humberside in the list of counties under attendance (ii) to correct the spelling of the North Yorkshire delegate’s name to Barry Simmonite.
Proposed by Roger Green (North Yorkshire) and seconded by Brian Latham (Buckinghamshire), the delegates voted to accept the 2010 minutes as a true record and they were duly signed off.
4. Matters Arising:
There were none.
5. Adoption of Reports: These had been sent to the County Associations in advance, with the exception of the Membership Secretary and Coaching Director reports.
(A) Chairman
Peter Winter asked why the ESMBA had paid for the venue for the St George’s Cup competition setting a precedent for others to also seek sponsorship. This prompted a discussion. Selwyn Goldsmith said it clashed with the long-standing Eastern Championships taking players away from that and asked if the ESMBA would be sponsoring the St George’s Cup in the future. Chris Hopkins replied proceeds were for Great Ormond Street Hospital but only a disappointing £107 was raised, actually less than the sponsorship given. Organisers already informed further sponsorship dependent on at least £1000 being raised for the charity. Action point: Further sponsorship of this event to be reconsidered at the next Management Committee meeting.
Peter Winter advised he had twice asked for results of the ESMBA draw to be published but they still have not been. Action point: Elizabeth Carter to send the information to Steve Allen to publish on the website.
Peter Winter proposed the report be accepted, seconded by Jim Barclay and carried on the delegates’ vote.
(B) General Secretary
Paul Fisher reiterated that e-mail correspondence with counties had simplified his role and initial problems had been overcome but he was not standing for re-election. Roger Green said he had only received one letter throughout the season, had not received minutes from July, February or April meetings and was still awaiting updates for the Information Pack. Jim Barclay said he had not received any minutes at all. Selwyn Goldsmith had e-mailed Paul to advise that the ESMBA Constitution on the website was different from the latest hard copy, dated 2007, but heard nothing since. Action point: Selwyn to e-mail Chris Hopkins detailing the differences so it can be dealt with at the next Management Meeting. Selwyn Goldsmith proposed the report be accepted, seconded by Dorothy Roberts and carried on the delegates’ vote.
(C) Treasurer
John Jackson explained that:
· the £18,588 carried forward to 2011/12 was monies deducted from the relevant year’s account although paid out in arrears during the next year, eg £1440 set aside for the auditor fees paid in arrears, £2250 competition fees received but not spent, £6188 balance of the BDA grant, £5522 U-18 & U-21s and £3188 Management fees saved as General Secretary honorarium not paid out and Minute Secretary only received part honorarium.
· the 50% drop in the value of fixed assets was depreciation of the van and the mats.
· the cost of accommodation and subsistence for the National Championships had practically tripled from the previous year because in 2010 umpires had either travelled with their county or paid up front and claimed it back in expenses whereas in 2011 all bookings had been made centrally so the figures would be similar but accounted for under a different heading.
Bob Weafer suggested that Simon Willies, as an accountant, should assist the Treasurer to produce a proper balance sheet as his accounts were only an Income & Expenditure form.
Roger Green asked if the England player subsidy would remain the same for 2012.
Chris Hopkins explained this was yet to be discussed and decided by the Management Committee. Fred Jolly proposed the report be accepted seconded by Pauline Freeman and carried on the delegates’ vote with 3 Abstentions.
(D) Membership Secretary
There was no report and the Membership Secretary did not attend although supposed to have been bringing the membership cards to distribute. Peter Winter said it was the second year no report had been provided. Action point: Chris Hopkins agreed to provide Selwyn Goldsmith with figures for the county split of the ESMBA membership.
(E) ICC Secretary
Roger Green clarified that the Northern Zone, mentioned in the report, has been called the Northern England SMBA since 2004 and currently comprised of 9 counties.
Selwyn Goldsmith reminded the meeting that a sub-committee, to include him and Craig Burgess, had been agreed at the 2010 Forum but no meeting had been convened. Keith Hawkins explained that a questionnaire had been sent to county associations to canvas their views on changing the ICC format and 90% of responses wanted no change so no meeting was called. Less than 50% of counties had returned a completed questionnaire.
Bob Weafer asked if there was a better way to decide drawn matches: currently a county could lose without even bowling a wood if the opposition ditched the jack with their first wood. Keith advised that the rule had been recently amended taking the onus away from one player on a sudden death play-off. Action point: The rule will be reviewed by the Management Committee. Ted Mills proposed the report be accepted seconded by Roger Green and carried on the delegates’ vote.
(F) Nationals Organiser
Roger Green queried what form the Verde sponsorship took and the amount. Chris Hopkins advised £1500 was received four years ago, confirmed by Herbie Bowden as £750 from Dale Sports and £750 from Verde. Prize money was put up for the Nationals Championships in an effort to increase entries but without success so subsequently stopped. Sponsorship had also been used towards the Millennium Fours.
Elizabeth could not confirm the reduction in entries when asked as she had not brought the figures with her. Jeanette Gayler thanked Elizabeth for her work. Geoff Lane proposed the report be accepted, seconded by Jeanette Gayler and carried on the delegates’ vote.
(G) Umpires Director
No questions on the report. Chris Hopkins expressed appreciation for the umpires. Barry Hedges proposed the report be accepted seconded by Tony Gayler and carried on the delegates’ vote.
(H) Coaching Director
Stuart Southern had submitted his apology for absence and sent Chris Hopkins his report. Copies had been passed out on arrival. Time was given for delegates to read it.
Peter Winter proposed the word ‘not’ be amended to ‘now’ at paragraph 6.
Level 2 Coaching had been ratified by the Management Committee but could not be published by Chris or Keith on the website as Streamline had been having problems and Steve Allen had been away for a month.
Chris Hopkins advised that the £600 loan made to Stuart was due to be repaid after the first year. A large number were still unable to coach as they had not completed a first-aid course but in future Stuart to offer a complete package and issue first-aid certificates.
Roger Green advised he would be voting against accepting the report as it was not received in time to discuss at county committee and omitted to mention the course run in North Yorkshire. Derek Agg proposed the report be accepted seconded by Terry Matthews with a vote of 12 for 3 against 19 abstentions. This did not add up to the total eligible to vote (44) Bob Weafer said people did not have to cast a vote. Simon Willies said a no-vote constituted an abstention so the report was carried.
6. Proposals:
The letter from Dorset SMBA could not be discussed as no delegate was present to propose and discuss it.
7. Annual Subscription:
Chris Hopkins announced that the Management Committee was not recommending any increase in annual fees. Bob Weafer reminded the meeting that the proposal to increase the fee by £1 was due to take effect later in the year and had only been carried with the inclusion of the Management Committee votes and asked if they ought to have abstained and let the delegates decide on their own. Peter Winter stated that a proposition for no increase should have been sent out for counties to discuss which prompted a discussion whether or not proposals could be accepted from the floor. This resulted in a proposal from David Faulkner to reduce the annual fee by 50p. After further discussion a vote was taken on the proposal which failed by 12 for 18 against 11 abstentions. Tim Rycraft suggested the proposal be re-submitted at the 2012 AGM so counties could discuss it allowing their delegates to vote accordingly.
8. ESMBA Management Fees:
It was noted that the agenda item showed the wrong year, 2009/10 instead of 2010/11.
There was a discussion on the inclusion of a figure in the accounts for Management Fees when this had not been sent out to Counties to discuss and ratify at the AGM especially as committee members had stood down and not fulfilled their duties. John Jackson advised that it was an anticipated figure as fees were expected to remain the same. Bob Weafer pointed out that there was no proposal for fees to stay the same so Keith Hawkins proposed that motion, seconded by Derek Agg. Peter Winter said beneficiaries should abstain from voting.
Vote result: 26 for 2 against 11 abstentions
9. Appointment of Auditor:
John Jackson proposed the same Auditors be kept for next year as they held all the information. Proposed by Peter Coker seconded by Selwyn Goldsmith carried unanimously.
10. Election of Officers to serve for 2011/2012:
Chris Hopkins suggested all non-contested positions be voted en bloc where the incumbent was willing to re-stand: President - George Clarke Chairman - Chris Hopkins
Vice-Chairman – Simon Willies Treasurer – John Jackson
ICC Secretary - Keith Hawkins (Craig Burgess had withdrawn)
Umpires’ Director – Terry Matthews Committee Members – Steve Allen and Keith Smith Proposed by Graham Fish seconded by Dorothy Roberts and carried unanimously.
Bob Weafer asked if the Management Committee could be proposed by someone other than their fellow committee members for a change.
Vice-President - No nomination.
General Secretary - No nomination received. Chris Hopkins proposed Vic Jones from the floor, seconded by Derek Stevens carried unanimously.
Membership Secretary - No nomination received so John Jackson volunteered, since cheques are sent to him anyway. Barry Hedges said members also want breakdown of membership by age/sex etc. Keith Hawkins advised this was already in process. Proposed by Jeanette Gayler, seconded by Pam Fish and carried on delegates’ vote.
Nationals Organiser – No nomination received (Craig Burgess had withdrawn) so Chris Hopkins and Keith Hawkins agreed to run it together as a sub-committee.
Minute Secretary – No nomination was received. Chris Hopkins proposed Carol Hawkins from the floor ,seconded by Dorothy Roberts carried unanimously on delegates’ vote.
Coaching Director – No nomination received.
Committee Member – No nomination received. Keith Hawkins proposed Rachel Pedley from the floor ,seconded by Barry Hedges carried unanimously on delegates’ vote.
Chris Hopkins thanked the outgoing committee members for their work.
MEETING CLOSED 12.40pm.
Signed …………………………………………………………
Date …………..…………………………………………….
2011 FORUM
Held at Caroline Chisholm School, Northampton on Saturday 2 July 2011
The Chairman, Chris Hopkins, opened the meeting at 13.05pm
1. ESMBA Bowls Development Alliance (BDA)
Presentation by BDA Manager Susan Cooper
Chris Hopkins introduced the Manager of the BDA, Susan Cooper, who addressed the meeting giving an overview of the BDA including:
Board of Directors made up by 2 representatives from each code:
BE - Tony Allcock MBE and Norma Hazzeldine EIBA - Peter Thompson and David Murley
BCGBA - John Crowther and Alan Whitworth ESMBA - Simon Willies and Keith Hawkins
Their vision is for bowls to be the number 1 participation sport from the cradle to the grave
Their aim is to be recognised as the body that drives the development of the sport of bowls across the whole country.
Their objectives are (i) to grow the sport (ii) to sustain membership of clubs (iii) to develop a unified coaching framework (iv) to develop the bowls workforce – coaches, referees, umpires and volunteers (v) to improve access to the sport
Sport England (SE) has set the BDA 2 main targets;
(i) to get 12,000 new players aged 65+ playing bowls for a minimum of 1x 30 mins per week by 2013 - other ages are not excluded but for funding SE only recognising 65+ as the Government want to keep the population active longer. Funding is available elsewhere for juniors etc
(ii) to ensure 83% of club members are satisfied with their sport – by delivering a satisfaction score survey year on year to 2013
Susan continued by advising how they intend to meet their targets:
· Developing County Intervention Areas, each of whom to produce a delivery plan how they can increase participation
· Funding to deliver key interventions eg “Bowls4Free” and “Have Mat Will Travel”
· Support development of new coaches
· Funding and support for clubs wanting to obtain Club Mark accreditation
· Focus work in local authority areas with high density of 65+
· Work in partnership with key agencies eg Age Concern
Further information can be found on their website – bowlsdevelopmentalliance.com
Susan then took questions from the floor.
2. ESMBA ICC Competitions
Keith Hawkins advised that only 10 of the 35 counties replied to the survey asking if they wanted change made to the ICC format and of those replies there were only minor amendments suggested so the sub-committee was not called to meet. A discussion followed about putting forward suggestions for discussion, seeking guidance from players rather than counties, ½ hour roll-up at ICC matches and play-off to decide a drawn match in the ICC final.
Outcome: County contacts’ list needs updating so all information is received. Half- hour roll-up is not compulsory but must be agreed by both teams and is not just the Home side’s decision. Selwyn Goldsmith and Craig Burgess to meet then put their ideas forward to the Management Committee for consideration.
3. Dorset SMBA Proposals 1 & 2 of attached letter
Proposals could not be discussed as no Dorset county representative was in attendance.
4. East Sussex SMBA See attached letter
Dorothy Roberts requested ICC fixtures be published earlier as venues need to be booked a year in advance. Chris Hopkins responded that county entries were not submitted until November yet fixtures had been published on 8 December. Keith Hawkins had received letters suggesting counties arrange their own fixtures. Barry Hedges suggested ICC weekends be fixed dates to accommodate other competitions or amendments kept to a minimum. Peter Winter suggested counties enter earlier. Outcome: to be discussed at the seminar 23-24 July 2011.
5. West Sussex SMBA Date of Under-18s Final
Peter Winter asked for U-18s’ final not to be held on Mothering Sunday in the future, although too late to amend this year as it is already arranged.
6. Administration
Simon Willies gave a presentation on administration with a breakdown of the tasks that could be taken off of Committee members and the benefits it would have if the paperwork was outsourced and centralised. These included:
· Improved flow of information
· Reduced burden of administration on some Officers
· Amalgamation of Officer roles
· More effective committee meetings
· Compensatory savings – eg reducing amount of committee expenses
Simon had sourced a quote from EIBA to undertake the work. Their figure was £15,000.
A discussion followed as to whether the ESMBA administration should be done by another bowls association and on getting quotes from elsewhere. Simon Willies and John Jackson pointed out that less volunteers were coming forward to take office so all the work was being done by the same few.
Outcome: Jeanette Gayler suggested that a package be put together and sent out to all counties.
7. Future Developments
Keith Hawkins gave a short presentation on the future development of the ESMBA which prompted ideas from the floor on how to increase membership. These included: benefits for individuals, marketing initiatives, health initiatives, over 60s competitions.
8. Any Other Business
Chris Hopkins announced that with hindsight the Information Pack should have been retained in hard copy and this would be resurrected for the benefit of clubs to refer to.
Membership cards had been printed and are to be issued by the new Membership Secretary.
Next year’s AGM date was set as July 7th 2012.
Meeting closed at 15.10pm
