/ GLOUCESTERSHIRE BOWLS ASSOCIATION
A Member of Bowls England.

G.B.A Women’s Division Delegate Meeting, Whitminster Village Hall

Wednesday 15 July 2015, 1.30 p.m.

Minutes

  1. President Gill Hodder opened the meeting at 1.30pm by welcoming delegates. A minute silence was held for Maureen Tempest (Victory Park), Freda Tuft (Cotswold) and Edith Watson (Royal Forest of Dean).
  1. Apologies 32 clubs sent representatives and 7 clubs sent apologies. 14 officers and officials were in attendance, 1 sent their apologies. Details in files.
  1. Amendments to minutes of meeting 10.3.15. None
  1. Ratification of minutes dated 10.3.15. Ratified.
  1. Matters arising None not on the main agenda.
  1. Correspondence None. Secretary indicated that she would keep this item on the agenda, but seldom received conventional postal communications. Virtually everything is electronic these days, and she opined that delegates would have little interest in the contents of her voluminous e-mail inbox.
  1. Secretary’s report

7.1Finals Day Details recently circulated; also available on Web. Christine Magee would be saying more. Would just like to encourage supporters to attend one of our main days of celebration, regardless of whether they might have club representatives in the actual matches. After all, where else better to watch bowls than lovely Falcon BC ? Parking problems for all but the earliest arrivals, so please do not use pub car park, but park in public car park on the main road, a few hundred metres away.

7.2Benevolent Triples Arrangements now in place. 9.30 am for 10.00 am for competitors, at Gloucester City/Spa. A few may start at 11.40 am, but these competitors will be advised in advance. Tea, coffee and bar will be provided through the day, but otherwise please otherwise bring food for the day. An interesting day expected. Many thanks to the Gloucester City and Spa clubs.

7.3GBA proposal for future of Presidential Team All clubs and delegates have received this document, which is as follows :

This discussion document is distilled from the minutes of the GBA Joint Executive Meeting of 6 June 2015 A very full consideration took place of the present and likely future problems in attracting Presidential candidates in both GBA divisions (WD and MD).

It was recognised that, while the WD had the most immediate problem, the MD could quite possibly be facing similar difficulties in the near future. Further, that almost every other English county association was finding it very difficult to attract men and women to their presidential role(s), and often having to adopt new solutions.

Several possible solutions for the GBA as a whole were suggested and discussed. Above all, these seemed to suggest that – possibly contrary to previous opinions on this subject – the future for the GBA might well have to be resolved by a cross-divisional solution.

Behind the issue of the GBA President(s), it was agreed that each division would have to find its own solution to administering matches and competitions, and these might very well continue to be different. The strength of the divisions was in their divisional officers and officials, and these would remain the core of MD and WD activities in the two main areas (matches and competitions) in particular. But, the GBA Joint Executive Committee was charged with taking decisions for the unified association, so had to consider carefully the way forward for the GBA as a whole.

It was accepted that concerns in both divisions, in relation to attracting new divisional Presidents, are associated with :

  • The duration of the commitment
  • The potential for quite a heavy workload for Presidents (particularly with committee membership, as well as expectations about the number of matches and other events that they would be expected to attend)
  • Costs (though English counties are now unanimous about the need to cut this down as much as possible and most have already taken steps to minimise the personal cost to Presidents).

All of these matters needed consideration, but the key disincentive - within both the present divisional structure and in considering the future for the GBA as a whole – is the duration of the commitment. With the present system, and some of the alternative proposals discussed, the perception of there being a 4 year ‘stint’ is inescapable (through JVP, SVP, President, IPP). A radical change is needed.

After a thorough consideration, a proposed model emerged with the following elements :

  1. There would be two Presidents, one from each division, in parallel and each for a single year. Thus only a single year of commitment, which it is hoped will be an attraction to potential candidates. The down-side will be the lack of a ‘learning year’ for incoming Presidents, but their role and duties will be well documented and also guided by previous Presidents and by the divisional officers.
  2. If either President wished, and if there were no other candidate, he or she could be re-elected.
  3. The Presidents would have a lower order role in terms of committee membership, being seen first-and-foremost as figureheads and promoters of our county. They might each still sit on their Divisional Management Committee, however, if their division so decided. If they were part of the Management Committee, they would not necessarily chair it – also only if so decided by the division.
  4. The Presidents would not be automatically involved in selection (so unless otherwise elected as selectors in the normal way). The Divisional Selection Committees would in future be chaired by an elected Team Manager, or through some other structure agreed by the relevant division.
  5. During their year, Presidents would attend as many matches – of all types - as possible, but – it is acknowledged - would not be able to attend all. Presidents might well expect to play in quite a few friendly games in their division, as agreed by their selectors. ‘Match officials’ would be drawn from each Divisional Management Committee and possibly Past Presidents.
  6. The role of the Immediate Past President in each division would be left totally flexible. Though it is anticipated that IPPs would often wish to continue to be involved during the year immediately after their Presidential year of office, this might vary from individual to individual, so the remits could be decided by the appropriate Divisional Management Committee and agreed with the individual(s) in question. As noted, IPPs might still be of considerable help to single-year Presidents
  7. It is hoped that Presidents would attend the National Championships to support competitors from Gloucestershire, but the high cost of doing this is recognised, and it would have to be up to each President to do what they feel is possible and suitable for them. Other county officers would no doubt attend Leamington when available, but it is hoped that successful Gloucestershire players would be well supported and definitely have a county presence if they reached the later stages of their events.

This proposal is very much a starting point, but the must be discussed at Divisional Delegate Meetings, and at Divisional Management Committees, with the aim of refining it for the GBA Joint Council Meeting in November and voting on agreed changes at the GBA 2016 AGM. It is additionally felt that a thorough update of the main GBA Constitution and Rules (along recent Bowls England guidelines) requires firstly that this Presidential and (slightly) altered management structure is agreed.

Discussion took place on the proposals, though all contributors – mostly after having looked the matter with their club committees – were of the opinion that the solution offered was the best available. The Secretary made five additional points :

a)The matter was rendered slightly less pressingfor the WD as Maddie Hale had been proposed for WD President in 2015/6. This was universally welcomed by the delegates. Her situation was de facto as described in the proposal, as she will not have been JVP or SVP.

b)The solution proposed was for the GBA as a whole, so would also be considered by the Men’s Division. The proposal allowed, however, for tailored solutions for each division, as long as a single President for each is involved. That is, the exact role of the divisional President would be determined by the management committee of the relevant division.

c)The role of the Immediate Past President would be entirely flexible and subject to the wishes of the IPP herself, and by agreement with the relevant management committee.

d)The solution proposed does not in itself guarantee that more Presidents will come forward, in either division, but hopefully increases the likelihood of such an eventuality.

e)Since one of the proposals is that the President will not be the chair of the Selection Committee, or even on that committee - unless otherwise elected - there will be a requirement for a Team Manager to chair that committee and run the selection side of the organisation. This suggestion was discussed further, but was generally accepted by the delegates.

7.4Club proposals for changes in GBA Constitution and Rules These are required from clubs by 31st August 2015 and must be submitted by a proposer and seconder. The same applies to competition rule changes in the WD.

7.52016 nominations for WD officers and officials Same deadlines for this as for proposals. Once preliminary nominations are known, these will be circulated to clubs again with those nominations and roles/positions where officers or officials are still needed. In general, the County WD needs nominations for suitably-qualified individuals in a number of roles, but if we have multiple nominations for a single role, an election would take place at the October Delegate Meeting. Most position holders have been contacted, but there are still a few uncertainties. Would those people please confirm their intentions in the near future.

Anyone wishing for more information on any role, please feel free to contact the Secretary. At this point the Secretary introduced Avril Hole of Cotswold BC, who had agreed to become the GBA WD Treasurer next year and had been suitably proposed and seconded.

7.62015 Annual Luncheon & Presentations (Hatherley Manor Hotel, Sunday 18th October 2015) All necessary details had been sent in advance to Club Secretaries. Hard copies had today been provided for delegates and an extra copy to go on club notice boards. The points on which there were organisational changes this year compared to 2014 were amplified by the Secretary, who exhorted as many people as possible to attend this annual celebration. Summary of changes :

  1. The capacity of the dining room at Hatherley Manor Hotel is significantly larger and it is expected will be very adequate for our requirements.
  2. There is a bar in the actual dining room.
  3. Presentations will be organised with the aim of speeding up the actual presentation process, with winners lined up in advance and being fed through at an appropriate and much quicker pace. The two GBA presidents will be undertaking the presentations.
  4. Associated with (c), no photos will be allowed until after the complete presentation sequence is completed, when they may then be done in a pre-arranged location, with the assistance of the Presidents if so requested.
  5. There will be no outside guest, so no speeches beyond what the GBA Administrator has to say.
  6. Attendees will be asked to limit their applause and celebration solely to the actual moment of presentation, again to streamline the process.
  7. Subject to the sizes of the tables available, every attempt will be made to keep club groups together.
  8. Preliminary notice on 2016 Affiliations and Competition entries Soon it will be time for 2015/6 affiliations and for 2016 competition entries. The former is a GBA 2010 responsibility and will come from the GBA Treasurer, Peter Bowles, in the next few weeks, to Club Secretaries. The latter is a WD responsibility. More of relevance on this will follow later in the meeting.
  1. WD Treasurer’s report

[ Supplied as separate EXCEL document ]

  1. Match Secretary’s report

There is not a great deal to report on at this time in the season, so a brief run down on how we have been faring up until present time will be presented :

9.1 Friendly matches – played 5, won 3 and lost 2. MEL matches – played 5, won 5.

9.2 Currently the leaders in the MEL table with one match to play, versus Notts. The current table is available on the Web site.

9.3 Mixed matches – played 1, won 1. Two still to play

9.4 John’s trophy – won 1, lost 2, but we ended up second in the table.

9.5 Walker Cup – played, won and lost on last end, with an unintended shot. But Wiltshire went out in Regional Finals to Somerset on last end with a similar shot ! Justice is done.

9.6 Dates for next year’s matches are being looked at because all changes will involve going back a week. They will stay on corresponding dates except for the Warwickshire Mixed, which is being moved to 2nd June 2016 due to Warwickshire having problem with the original date.

9.7 Thanks all the supporters who come along to our games. It is so nice to have them there on the bank.

9.8 Also must thank all the Gloucester clubs for the use of their premises and the lovely meals we have had this season. Without these clubs and all the ladies who help we would not have any county matches.

  1. B.E Delegate’s report

Mostly the playing season, so much activity, but little to report here, in July.

  • The English National Championships start on Saturday 1st August for two weeks. Encouragement to attend and sample what is a really good event.
  • Rachel Hughes (Royal Forest of Dean) to be congratulated on being invited to an England squad session.
  • Information given by LC about the new Bowls England ‘Competition Portal’, effectively a separate web site for BE competitions, for updates and result submission, but also current information on the National Championships once under way. LC would supplya Web link to this with these minutes (actually Will enable delegates to keep up to date with how Gloucestershire’s representatives are faring.
  • The ‘Marking Course’ on 20th September 2015 at Bristol Indoors again noted. Places still available.
  1. Competition Secretaries’ report

11.1By now you will all have had the notice for Finals Day. A slight glitch occurred in that the notice to competitors was issued generally rather than the one for supporters. It is not a great problem as the reminder about the etiquette surrounding possession of the rink and also not giving advice to players during the course of play should not go amiss for anyone.

11.2What should have been issued is : “We would not wish to dampen any enthusiasm of players/supporters/officials’ duties at the completion of a game but as in the early part of the day other competitions may still be in play we ask that everyone respects the right of those players to continue their game/s without undue disturbance. “

11.3We would encourage you to make the trip to the National Championships at Leamington Spa to encourage and support our Gloucestershire players. It is always a good day out as the atmosphere is enthusiastic and there is usually some very entertaining bowling going on. The schedule is on the BE Web site and the detailed draws on the ‘BE Competition Portal’ ; the first named player or team on the Finals Day programme enters as Gloucestershire A and the second named is Gloucestershire B.

11.4We would like to thank Frampton-on-Severn BC for hosting the semi-finals and plays offs of these competitions. We rely on the goodwill of clubs like Frampton in order for our games to be able to be played and run smoothly so ‘Thank You Frampton’.

11.5Following the discussion at the March 2015 Delegates Meeting the Competition Secretaries were given the task of putting together a timetable for the 2016 Competitions to comply with Bowls England’s directive regarding ‘equality’. At the end of June a proposal was issued to all clubs. If anyone has any constructive comments they need to be aired now otherwise this meeting should ratify the proposed changes. Summary of report (actual projected 2016 dates not included here, but already supplied to all clubs) :

It is, therefore, put forward for the Rinks, Triples, Pairs & 4 Wood Competitions leading to the National Championships that (in order to reduce travel [costs]) ‘going into the hat’ is postponed to the last 8 [from the present last 16]. This will mean that the ¼ finals will be played on challengers’ greens, as at present with the same time rules. The semi-finals of each competition will be played on a neutral green booked by a Competition Secretary with a 6.00pm start time. The semi-finals will be played in the area for which each Competition Secretary has the responsibility for receiving the later stage results.

[2016 Programme would be :-

Rinks – Bristol Section (Jan Cooper) – Monday 23 May, Venue TBA

Pairs – Cheltenham Section (Val Major) – Friday 10 June, Venue TBA

Triples – Stroud Section (Myra Savage) – Thursday 30 June, Venue TBA