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AGM of Members
Saturday 7th May 2016
1. President´s Opening Remarks
2. Apologies for Absence
3. Appointment of Scrutineers
4. Approval of draft minutes of previous meeting(s)*
5. Matters Arising
6. President´s Report *
7. Captain´s Report *
8. Competition Secretary´s Report*
9. Match Secretary´s Report*
11. Activities Report *
12. Election of Officers
13. Proposal for Discussion *
*Papers will be circulated to members in advance of the Meeting
Questions on the Activities Report or matters for Any Other Business
If there are any specific questions regarding the Activities report, please notify these in writing to the Treasurer direct at least a week in advance of the meeting to provide adequate time for investigation and response.
Similarly, complex matters to be raised under Any Other Business should first be submitted to the Board for investigation, following the same timescale.
Amendments to Proposals
If you wish to propose an amendment to the Proposal, please complete the formal proposal slip, re-stating the original proposal and your suggested amendment. This document, correctly proposed and seconded, must be delivered to the Secretary no later than noon on Sunday 1st May. No amendments will be permitted from the floor. Any amendments will be published on or before Monday2nd May
• Proposal: For those attending the meeting, the proposal will be judged by show of hands, plus proxy forms, For the proposals to succeed a simple majority is required.
• Proxy Forms for voting on the proposals are being circulated with this note. All proxy forms submitted for use at the meeting will be formally recorded at the reception desk on arrival, and exchanged for a voting slip.
• Contested Elections: In the event of there being more than one candidate for any of the Titled Offices, a secret ballot will take place, and appropriate forms to allow postal voting will be issued in advance of the meeting. Where only a single candidate has been nominated for any position, that candidate will be endorsed by the meeting without formal ballot
NB: If any Titled Officer position is to be contested it will prove necessary to defer the meeting to a later date to permit sufficient time for the postal voting procedure to be fairly employed
Benitachell Bowls Club
Minutes of the Annual General Meeting of Members
held on 18th April 2015 at 10.30 am
These minutes summarise the key business of the meeting and the actions and decisions resulting. Individual presentations from officers are formally appended to these minutes. These presentations were embodied within the Annual Report and are also available to members via the Club Website
Present: From 189 eligible members, 75 were present and proxy votes received from a further 11, making a total of 86. Quorate at 2nd Call
Apologies: Received from Stuart Boud, Irene Byers, Marilyn Chamberlain, Lena Dunne, Mike & Marion Easter, Elizabeth & Peter Emmett, Len Hewitt, Bev Ives, John & Jane Lapthorn, Maggie Lawley, Margot Maclean, Jackie & Victor Munt, Paul and Angela Watson, John & Velia Wood
Scrutineers: Frank Dunne, Colin Forrester and John Ranger volunteered.
Approval of draft Minutes from 2014: Circulated in advance , approved and signed without amendment.
Matters Arising: None
Election of Officers: The President reminded members that a procedural change for the election of Officers had been agreed at the EGM in March. This eliminated the necessity for a formal ballot where only a single nominee has volunteered for a titled position.
Accordingly the following were appointed;
Club Captain John Hendrick
Competition Sec. Derek Mawson
Two Nominees had come forward for the post of Vice Captain, namely Harry Chick and Trefor Evans. Voting slips were collected from eligible members and scrutineers retired to complete the count.
No nomination having been received for the position of Match Secretary, the position remains temporarily vacant. The President and new Captain will co-opt a suitable replacement as soon as possible
President´s Address: Having been circulated in advance this address was largely taken as read. However, the President took the opportunity to add additional comments regarding the detail of the “Activities Report” with items of significant expenditure outlined.
Captain´s Report : the captain expressed a preference to deliver his lengthy report directly to the meeting He gave a detailed review of the seasons bowling activities, his thanks to all who have helped him, and comments on the issues that lie ahead. The full transcript is appended.
The President thanked Bert for his hard work and commitment over the past two years, and made a small personal presentation.
Competition Secretary´s Report: Derek delivered his report orally with the transcript now appended.He added additional comments regarding floodlighting (see AOB) and on the possible re-scheduling of the Ladies and Gents trips competition.
Match Secretary´s Report: Clive opened his address with an amusing bowls related version of “IF”, then reviewed the major activities undertaken and the arrangements for the imminent Open Competition. The transcript is included in the Annual Report.
Proposals For Discussion
The following proposals were discussed:
“This meeting wishes to record the meritorious achievements of those very special members who have achieved national status, by displaying on a permanent basis those distinguished members names.”
Proposed by Trevor Rush, Seconded by Bob Bailey
Proposal 1 (amended)
“The Club will introduce this year an Honours Book which will include future meritorious performances, including those members who achieve status as a representative in a national Bowls team or who win a “Champion of Champions” Title
Proposed by Brian Doggett, Seconded by Rod Warnes
In keeping with usual Club procedure this amendment was debated first. Although intended as a clarification and practical means of achieving similar objectives to the original proposal, it was argued that it represented a new and different proposal.
By show of hands the amendment was substantially rejected.
The original proposal was then debated and certain issues regarding siting were clarified.
By show of hands there was a substantial majority in favour and Proposal 1 was accepted
The practical details of implementation will be agreed outside of the meeting
“It is proposed that the Club Captain selects 3 members of each Cats team, those 3 names are then circulated on a voting form to ALL members of the individual teams.
The members then select 2 names ( their 1st and 2nd choice ). Name with the highest number of votes would become Captain and the 2nd highest would be Vice- Captain.”
Proposed by Trefor Evans. Seconded by Sheila Fairburn
In response to this proposal the Incoming Club Captain explained why he deemed this proposal undesirable and impracticable. Discussion ensued, and the point made that similar proposals had been considered previously and not accepted. The point was made that it remains within the authority of the Club Captain to adopt a system on such lines at any time should he believe it helpful.
By show of hands there was a substantial majority against the Proposal which was rejected
12. Confirmation of Election Outcome
The Scrutineers having completed their task, the President announced that Trefor Evans has been elected as the new Vice Captain. Thanks were expressed to both candidates.
13 . Any Other Business
13.1: Floodlighting: The Club´s inability to benefit from our past investment in the lighting system was debated, with a clear division of opinion regarding the value of further expense to enable us to extend our playing hours during summer months. Various options and ideas were put forward, and it was accepted that there should be a detailed feasibility study undertaken to look at all of the financial, engineering and practical implications including the issues of relationships with the owners of neighbouring properties. A suitable group will be convened to investigate and report.
13.2: The difference in treatment of the lunches for Winter league and other matches was raised. An explanation of the costing implications was given to the meeting, and it was accepted that it was difficult to arrive at a solution likely to be favourable to all players. However, the costings for offering an extended meal provision for league matches will be revisited, and published.
13.3: Reg Cutts took the opportunity to respond to the thanks given to him for his excellent management of the website. He in turn thanked all those who assist with prompt submission of the information which he publishes
13.4: John Hendrick as incoming Club Captain made some initial announcements and confirmed that Derek Mawson will captain the Jaguars next season, and Bob Bailey will captain the Tigers. Decisions regarding the Lions and Winter league remain in abeyance. He also confirmed no relaxation in dress code in envisaged, nor change to existing procedures relating to the (now moribund) 7 day Rule.
13.5 Bob Bailey offered a vote of thanks on behalf of the members to the retiring and incoming members of the Bowls Committee and to the Board
Meeting closed 13.25
Appendices to the Minutes
App 1 President´s Address
App2 Captain´s Address
App3 Competitions Secretary´s Report
App4 Match Secretary´s Report
MAGM 2016 – Proposals Received
Proposed that Northern League meals are put back on a par with the Winter League
Proposed by Len Petty, seconded Malcolm Sprawson
The status quo for meals was taken from Northern League by B O D´s on 5th August 2014 without consultation with the membership
NB. A second proposal was received from Tony Lawley relating to Winter league coach travel. This proposal did not specify to which meeting it was addressed, and has been re-directed by the Board for discussion at the Title Holders meeting in view of its significant financial implications.