ELSENHAM BOWLS CLUB. Management Committee Meeting held at 19 Leigh Drive on 16 th December pm

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1 ELSENHAM BOWLS CLUB Management Committee Meeting held at 19 Leigh Drive on 16 th December pm Present: Trevor Hackett- Therese Clear - Secretary Roger Kendrick - Treasurer Chairman/Green keeper Colin Cherry - Bar Manager Peter Clear - Trustee Ray Franklin- Vice Chairman Do Hackett - Catering David Nunn - Social Colin Peters - Social Jean Platt Match Sec. Mike Smith Men s Cpt. 1. Apologies for absence: Brenda Kendrick-Ladies Capt./Membership Sec. Action 2. Approval to Co-opt Do Hackett to the Committee: Having already ed the proposal to the Committee and having received no objections, Do was invited to attend this Meeting. Proposed by Trevor Hackett and seconded by Roger Kendrick, all agreed and Do was welcomed to the Committee. 3. Welcome and Election of the Chairman: Therese welcomed the new Committee to the Meeting and then explained the position of Chairman and what this entailed. After discussion Trevor Hackett was proposed by Mike Smith and seconded by Colin Peters with Ray Franklin as Vice Chairman. All agreed. Trevor asked that each Member of the Committee be allowed to carry out their allocated Role without interference unless there was an obvious problem. 4. Minutes from 11 th November 2013: Accepted 5. Matters Arising: 118 A new anti-surge plug to be installed. Therese will ask that this be carried out by the Alarm Service Engineer in March. (April 13) 120 Replacing the cellar door frame/steel plate to sill. Peter Clear has now acquired the door sill and he and Colin will replace this when the weather improves. (June 13) Colin Cherry & Peter Clear 123 Metal strengthening of the side gate has been completed Closed. 129 Ken Maystre has completed the fixtures boards and has only to add to the Club Honours that Trevor Hackett is to be President of the Essex County Bowling Assoc. for 2014 as now approved by the Committee. (Oct 13) 130 Grant for the Aerator Viridor will be meeting on the 19 th December and the decision will be advised after Christmas. Roger Kendrick 131 The Premises certificate has been passed to Allan Hathaway to place in the 1

2 safe along with the original copy of the Land Lease from Elsenham Parish Council to the Bowls Club found in the old files. Closed. 6. Treasurers Report: Cash in hand at present is 9,921. Roger reported that the Pool takings were down again and it may need an agenda item at some stage to discuss if the Club should support more than one table for Match Play. 132 Aerator Purchase: at a cost of 5,181 inc VAT, if we get the grant for the aerator then this has to be paid COD and the invoice submitted to Viridor for payment. There are several other bills to be paid during this time and we do not have any concession for overdraft on our bank account. With this in mind Roger is asking if the Committee will approve the withdrawal of 4,000 from our savings account to cover this period. Committee approved and Therese will write the letter of notice to Shawbrook. We will review the return of this money to the savings account in May. Roger asked the Committee how they wished to receive the accounts. It was decided to keep it simple as at present, with any large amounts expected added to the month ending front page. Chairman and Secretary will receive the full accounts. 7. Men s Captain Report: 3 Teams will be submitted for the 2014 NWE league 27 players needed for this and we need a list of 36 players to cover availability. Trevor is to continue as delegate to Group 2 and NWE Jean will continue as Ladies delegate. We have 2 Social Members who are considering playing this year and we are all asked to encourage new members to the Club. Friendly Matches: Mike has asked if Jean would confirm a few days beforehand each of the matches for both numbers and dress code. Cost of Meals: Mike is concerned about the steep rise in the cost of match fees from 3 to 4 and suggests this may put some people off putting their names down especially as we made a profit on the catering last year. Do advised the cost of meals, though showing a profit, did not include the cost of energy and additional costs of stock items such as tea/coffee, condiments, foil/cling film etc. As the rise was agreed by the last Committee then this will be reviewed during the following season for effect. 8. Ladies Captain report: Absent no report. A thank you made to Brenda for arranging the Ladies lunch which we all enjoyed. It was agreed to hold another in April. 9. Green Keepers Report: The Green: Trevor is in process of demonstrations of aerator machines and he and David Verlander will be making a final choice when these demonstrations are complete (see A1 in Minutes file for full report on statistics as discussed at the meeting). 2

3 Trevor has purchased a soil probe which will give us an ongoing assessment of the green condition which at present shows some improvement of moisture and root penetration into the compacted layer. Sherriff Amenity: soil samples have been taken for analysis and these will determine a programme of needs for the summer season. Bank repairs: Quotes have been received for the bank replacement inclusive of the supply of wood, artificial turf with necessary cutting and joining fees. Trevor then decided in conjunction with Evergreens UK that this could be achieved by gluing the turf to the concrete with weatherproof glue which would negate the need for a wooden base and its need for future replacement, and the joining cost. This idea will reduce the cost of replacement to VAT. (from VAT) Committee agreed. Irrigation: Trevor highlighted again our need for new sprinkler heads to improve the efficiency of our green irrigation. After speaking to the previous evaluator, he contacted TORO direct and they quoted each + VAT for 3 DT55 replacement heads with a contact in Norwich who can install them. As it is likely to be May before we need to use this it gives us plenty of time to decide whether to replace the heads and who will do it. 10. Match Secretaries Report: Griffin cannot agree a date so there will be no match this year. We await confirmation of dates from several Clubs at present. 11. Bar Managers Report: Bar opening hours for Christmas period are agreed, Christmas eve 7pm- 11pm, Closed from 25 th to 30 th and then New Year s eve from 7pm-1am. 133 Bar keys are still kept with Colin but the origin of the lock/keys and the authorisation for copying needs to be confirmed and if necessary updated. 12. Allocation of Fire Safety Officer: 134 As Colin is involved with all the interim checks he will do the annual assessment as well. Secretary to forward form to Colin. /Colin Cherry 13. Appointment of Social Team and Magazine Correspondent: Social Committee: Colin Peters, David Nunn and Mike Smith have agreed to do this and will liaise with the Bingo Team to see if any help is needed. Advised that the Secretary keeps the hire diary and we need to make sure that this, the Bar diary and planner are kept reconciled. Magazine Correspondent: David Nunn has agreed to do this as he is also involved with the magazine production. He will also check that the Magazine Diary of events is updated as well. 14. Christmas Decorations: Jean advised that she had displayed a Christmas tree at the church as a Bowls Club exhibit thank you Jean. Thanks also to Barbara Cherry, Lindsey Peters, Pauline Martin and Chris Nunn for decorating the Club Hall it looks very festive. 15. Kitchen and Catering report: Do Hackett will continue as Catering Manager for the following year. 3

4 She has made a request that from now on no thank you drinks are to be issued to helpers on event days from Club Funds. There is little point in doing the catering to boost funds and then paying out a substantial amount of those funds for drinks. If any organiser wishes to do so from their own pocket then feel free to do so. Committee agreed. 16. Future Bookings: December 31 st New Year s Eve Jacki Tipton s Vinyl Night January 4 th and 25 th - Bingo January 11 th - Whist January 18 th Bowls Club Quiz Tables of 8, bookings to Jean Platt as normal on Request from Lindsey Peters to have another fund raising Coffee Morning in March on behalf of Dementia UK date TBA agreed. 17. Correspondence Received: i) Blavo and Co. Solicitors advertising rejected. ii) PRS/PPL Licence we have been requested to complete a questionnaire - these two music licences will be combined as of our renewal date in February. Secretary confirmed responses with the Committee and will send off completed form. AOB: A vote of thanks was given by the new Committee to the retiring Committee for all the work carried out in the last year. 135 Peter Clear will attend to the air lock/vibration noticed when using the Peter Clear kitchen tap. Annie Webb has confirmed she will continue as Child Protection Officer details on the notice board. Trevor will put out a newsletter shortly and invites contributions from the Committee by the 6 th January. Roger advised of a cloud account now set up for the Bowls Club and targeted to different groups (not individuals) of Members to advise of events at the Bowls Club ie: All Members, Playing Members, Social Members, all Ladies, all Men etc. The Minutes will be sent out via this medium once they have been approved by the Committee. Do Hackett asked about the door alarm code changes this will be done on the 6 th January. 136 Keys need to be collected from ex-committee Members, Ray Jones, Pauline Cunningham, and Rosemary Rumball and distributed to current Committee Trevor Hackett/ Members, David Nunn, Colin Peters and Ray Franklin. 137 Roger handed the bank mandate to the Secretary for completion. Next meeting 6 th January 7pm at 1 Coriander Drive Thanks to Jean for her very festive hospitality, the meeting closed at hrs. 4

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