Committee meetings

29th November 2023

MINUTES OF COMMITTEE MEETING

Committee Meeting held on Wednesday 29th November 2023 at 103 Battle Road, Hailsham, East Sussex.

Meeting started at 14.30

  1. Apologies: Stephen Nixon, Brian Burt, Ann Robinson

1a. Present:  Suzanne Fisher, Jean Akehurst, Joy Bennett, Mary Smith, John Wood, Fran Doe, Neville Grover, Sandra Beal, Brian Charsley, Peter Lulham, David Lloyd, Jasmine Gayton, Charlie Maskell.

  1. Minutes from previous committee meeting in September, approved and signed by Chairman

 

  1. Matters Arising:
    1. List of Clubs we play and their address’ and contact telephone number is being produced for players to use, especially for new members. To be completed by the beginning of the 2024 Season
    2. Green management – Suzanne has agreed to continue to be the go between with Idverde (or whoever manages the green in 2024) and check invoices.

 

  1. Chairman’s Report

Chairman Ann in her absence sent a message to welcome the new members of the committee and thanked Suzanne and Joy for their success with recovering overpayment of funds to Idverde (more information will be given later in the meeting). Vice Chairman, Neville took the meeting.

 

  1. Secretary’s Report
    1. Wealden Lottery –We have raised £345.00 so far and are predicted to raise £457.50 by the end of the year. If everyone signed up and bought a £1 ticket each week, we would get 50p of it. The other 50p goes towards the prizes that are given out. You could win up to £25,000 or a smaller amount!! They also have other prizes like weekends away.  All you need to do is look up Wealden Lottery, set up a login for yourself and purchase a ticket nominating Hellingly Bowls Club as your preferred beneficiary.  This can be done by standing order monthly if you prefer or per week.  It is an easy way to raise some money to purchase equipment and help pay for the upkeep of the clubhouse which is an ongoing expense.  You are advised by email if you have won or the link to see who has won each week.  Please do go online and buy a standing order for a ticket each week.  

Well done everyone that is tremendous, the more people join, the more this amount will grow!!

  1. We have not heard back from Hellingly Parish Council with regards the funding we have applied for. (Addendum – post meeting we have been awarded £1,000.00 from the Council)
  2. Joy and Suzanne looked at the invoicing from Idverde for 2022 after they were advised we owed them money from that year. They discovered on checking the invoices for 2022 that we had been overcharged on two invoices and recovered £350.00. While looking through the invoices we found we had been charged for the work that had been done each month but also for a CORE amount each month.  On questioning this with Idverde they confirmed this was not correct and we recovered a further £960.00, make a total of £1,332.00!
  3. Suzanne met with Chip Mawson from Aurem Healthcare who own Hailsham House in New Road, Hailsham and was given a tour of their lovely premises that have been beautifully renovated. They showed an interest in having a banner in the club grounds and having a full page advert in our yellow club book. They will pay £175.00 for the banner (which they will provide) and agreed to take a full page in the club book – £50.00. Maybe next year when Hailsham House has become fully functional they may consider having two banners, one which we would place outside the clubhouse grounds so they get a bigger viewing from the Sports Club members. They would also like to provide a trophy for a competition game next season.  We have suggested holding a competition called Aussie Pairs within the club and inviting some of the staff and the more able members of Hailsham House to come and watch and have tea and cake in the afternoon, followed by a presentation to the winning pair. Details to follow!!
  4. Affiliation membership fee for Bowls England will be £11.00 per person this year not £9.00.
  1. Match Secretary’s Report
    1. We will be playing Buxted at home this coming season, date yet to be confirmed.
    2. Cross in Hand want 1800 for both meetings but the committee would like the home game to be at 1400 – Suzanne will request.
    3. This year we have confirmed two matches with Newhaven
    4. Sidley Martletts (Sidley) will be a new venue for us this year, home and away game.
    5. Colemans Hatch will just be doing tea and biscuits this year.
    6. Herstmonceux will only be playing in greys this year.
    7. The game we play at Saffrons normally with Herstmonceux probably will not happen as it was expensive to play there last year (£4). It has been suggested that we play the match as a charity match at HELLINGLY on this date and charge the normal £2 pp and each team provide 3-4 raffle prizes and sandwiches and cake to have after the match. Any funds raised will go to a local charity possible a children’s charity We Raise You Up. The details yet to be confirmed with Herstmonceux.
    8. Eastbourne club swapped their home and away matches with us.
    9. Guestling club – they will play at ours this year. We were planning to drop them but it was agreed that we would continue a year on year home and away game to try and keep the club functional.
    10. Barcombe are short of players this year and will only be able to provide 3T this year.
    11. The Grove would like to play a home and away game each year with us.
    12. VP match booked for 23rd They paid £60 last year but committee have decided to rise the fee to £70. Suzanne to advise them.
  2. Treasurer’s Report
  3. We have £14,543.26 in current account

£15,000 in savings account  – interest should be added at the end of this month.

Breakdown of costs attached separately.

            We made £811.00 on quiz night less cost of hall of £70.

  1. Team Captains Report

Nothing to report

 

  1. Groundsman and Green Report
    1. There have been a lot of leaves fallen on green and in ditches. Every visit recently has been cleaning out ditches and drains.
    2. Recent heavy rain has washed a lot of the top dressing and grass seed to one side of the green. May need to reseed in spring.
    3. Taken green mats out of ditches, washed off and hung up to dry. Need to consider replacing with rubber mats which would save a lot of time in future years. John Wood looking into purchasing this rubber and cutting to size. Cost approx £1000.00.
    4. Hedges have been cut but we need to confirm with the company we got a quote from to make sure they will be cutting the hedges twice next year.
    5. The following jobs need to be carried out this winter:

Some adjustment is needed to roof over covered area as it is not allowing water to fall into the gutter.

Slabs need re pointing and some need relaying as they have heaved.

At least one of the sleepers need replacing around the edge of the green – they are specific size and need to be ordered £45 each.

Many of the battens round green need replacing.

The batten between the slabs and edge of green needs replacing with pavers as the battens are rotten.

A call for help is again sent out to anyone that can help Charlie and George make this happen. Thanks go to John Wood who has given up several mornings to work with Charlie and George – thanks to these two goes without saying – without them we would be spending a lot of money on labour. Please call any of these three men if you can attend on a Wednesday or Saturday morning from 8am or just turn up.

We have mice in the green shed – mouse traps have been set.

  1. New Member’s Officer Report

Roger Simmonds – treasurer of the sports club has shown a keen interest in joining us next Season

 

  1. Sports Club Report

Fran was unable to attend the last meeting.

 

  1. Webmasters Report

Nothing to report, all going well. As Match Secretary books matches they are being put up on website but these are not set in stone – many things can change.

  1. Sponsor / Publicity Officers Report

Will be approaching local companies for social funding to help pay for the work that needs doing this winter.

Jasmine has contacts with local colleges that may be able to offer student assistance with some of the work required at the clubhouse as work experience and will be overseen by the tutors.

Jasmine will canvas/mailshot suppliers and possible sponsors who may like to advertise on our club shirts with a discreet logo for a fee.

 

Any other business:

  1. Mary to order more club shirts in order that we have them in time for new season.
  2. Request was made that in order to raise more funds we hold a spider before friendly games with a prize of a bottle of wine. £1 a go.
  3. We should have leaflets to distribute around business’, houses, notice boards, The Hub, to advertise our open day at Hellingly Bowls Club in April. Jasmine Gayton is going to see what she can come up with.
  4. Suzanne applied to Hellingly Parish Council for a grant a few months ago – we are pleased to say we have been awarded £1000.00.
  5. The clubhouse needs some renovation. New carpet; skirting board; re paint of walls and ceiling. Ceiling in disabled toilet needs washing and repainting. Ceiling in ladies changing room needs pinning up; changing rooms need painting. Roof of changing rooms possibly needs re felting, further investigation needed. A call for help will go out in the new year.

Meeting closed at 1630

Next meeting will be on 17th January 2024 at 2pm at 103 Battle Road, Hailsham, BN27 1UD

 

Signed………………………………………..Chairman – Ann Robinson  Date………………….

 

MINUTES OF COMMITTEE MEETING

Committee Meeting held on Wednesday 17th January 2024 at 103 Battle Road, Hailsham, East Sussex.

Meeting started at 14.00

  1. Apologies: Stephen Nixon, Brian Burt, David Lloyd, Jasmine Gayton,Fran Doe.

1a. Present:  Suzanne Fisher, Jean Akehurst, Joy Bennett, Mary Smith, John Wood, Neville Grover, Sandra Beal, Brian Charsley, Peter Lulham,  Charlie Maskell.

  1. Minutes from previous committee meeting in November approved and signed by Chairman

 

  1. Matters Arising:
    1. List of Clubs we play and their address’ and contact telephone number is being produced for players to use, especially for new members. To be completed by the beginning of the 2024 Season – still a work in progress but will be ready for April.
    2. Hedge Cutting – Company has been found to cut the two privet hedges next season twice a year. Charlie, George and John will continue to cut the fir hedge and other areas to rear of clubhouse.
    3. Club house maintenance; Agreed to paint clubhouse; replace carpet; put in new skirting; obtain quote for new chairs; We will be looking for volunteers for the weekend of 15/16/17th March to prepare, clean and paint. Will send email out nearer the time.
    4. Other maintenance: paint changing rooms; ceiling in disabled toilet; paint fences; paint outside of toilet block (possibly be able to wash down);

 

  1. Chairman’s Report

Ann wished everyone a healthy and happy new year. We look forward to seeing you all on open day in April. Don’t forget to pay your membership fee by the end of January, either full amount or half and half on open day.

  1. Secretary’s Report
    1. Club house refurb by members weekend of 15/16/17th March – email will be sent out as a reminder and see who is available on which day.
    2. We need to be more proactive in getting new members and it was suggested we design a poster and a house drop leaflet in the Hellingly and Hailsham areas advertising our open day in April. Jasmine and others are looking at ideas to be discussed at next meeting (or possibly before). A car sticker for each member to put in their car to show we are members of the Hellingly Bowls Club with a contact email – again design to be discussed.
    3. John Wood agreed to look into what Bowls England have to offer in the way of a Bowls Bash Weekend and he has booked a couple of webinars where he can ask questions and get further information – thank you John.
    4. If we are to increase our membership then we need to offer new members a regular morning practice session. It was suggested a Thursday morning 10 – 12. Hopefully some of the regular members would come along and help and support new members as well to give them the confidence to participate in friendly games.
    5. Suzanne has been approached by the Wealden Lottery organisers for an interview to discuss how we have managed to be so successful on the lottery and how we achieved this and what we are to utilise the money we have raised. Obviously, the refurb of the clubhouse is our main expenditure this year and the money we have raised on the lottery will go towards this. The date of the meeting is 12th February 2024.

 

 

  1. Match Secretary’s Report
    1. Cross in Hand will be played at 2pm on the home game as requested by Captains at last meeting.
    2. The game we play at Saffrons with Herstmonceux will change this year and be held alternate years home and away. This year as we are the cup holders it will be at Hellingly. Tea and biscuits will be provided by home team and the day will be called the Angear Cup Trophy Day going forward. It will start at 10am and if we collaborate nearer the time and members wish to have a meal afterwards at the Kings Head this will be organised.
    3. Indoor bowls games – we have just played Eastbourne (Hampden Park) at a cost of £7 pp with tea and biscuits. Quite a few members thought it was too expensive and would not put their name down to play again. A separate email will be sent out by Suzanne to gauge how members feel about this game for next year and also how they feel about playing indoor bowls at all.
    4. Meeting with Jean and Sandra to take place on Monday 22nd January to discuss friendly games with Hailsham, fish and chip supper drive night and any other inter house games we will play this year. This will include some dates to offer Hailsham House for the new trophy we will play Aussie Pairs for.
    5. Lifeboat Triples to be played on 28TH June and the final will be 2nd July – an application form will be put on the notice board by Chris Andrews I am sure.
    6. Eastbourne Open week is 14-19th July – will try and find out how we can apply to enter.
    7. Most of the games for the 2024 Season are now set, but there are a couple of clubs that have not responded. Suzanne will ring them and chase them up.
  2. Treasurer’s Report
  3. We have £13,904 in current account

£15,000 in savings account  – interest should be added at the end of this month.

£460.00 Wealden Lottery in total since we started – brilliant achievement – keep buying the tickets

Breakdown of costs attached separately.

  1. So far 20 people have signed up and paid their membership fees
  2. Dates for Bingo and Quiz nights for 2024/25 have been booked at the Hub Hellingly, however, the cost of the hall hire is to increase to £75 for the 3 hours from April.
  3. Team Captains Report

Nothing to report

 

  1. Groundsman and Green Report
    1. Weather has impeded work around the green, but there have been a lot of worm casts which have kept the team busy sweeping off.
    2. Need to get new sleepers in (Peter is looking to obtain and get cut to size the sleepers that are required) some of them have completely rotted away.
    3. Paving needs lifting around the green and relaying and repointing. The slabs have heaved and become a trip hazard. If anyone knows anyone that can do this sort of work can they get in touch with Suzanne so we can get some quotes in.
    4. Fence and outside of toilet block has become grubby, may need painting again if it will not wash clean.
    5. Double doors next to the gate entrance also needs painting.
    6. Perspex roof is leaking in the join of the two sheets. Decision taken to have it replaced with a one sheet length. Quote to be obtained.

A call for help is again sent out to anyone that can help Charlie, George and John on Weds and Saturday mornings. make this happen.

 

  1. New Member’s Officer Report

Nothing to report

  1. Sports Club Report

Nothing to report

 

 

  1. Webmasters Report

Nothing to report, all going well. As Match Secretary books matches they are being put up on website but these are not set in stone – many things can change.

  1. Sponsor / Publicity Officers Report

Looking at poster and car sticker designs

Advertising possibilities like Hailsham FM and free paper.

 

Any other business:

  1. New club shirts will arrive this week, please contact Mary if you wish to purchase a new club shirt – 01323 848009.
  2. Raffle – will do as last year with a member doing a month at a time. It was proposed as follows:

Ann – May

Joy – June

Jean – July

Sandra – August

Jean – September

  1. Sandra said she would be willing to do the shopping for tea, coffee and biscuits and cleaning products. If you are doing tea rota and find something is running out please let Sandra know.
  2. QUIZ – 16th March 2024 – £9 per person – please contact Mary Smith if you wish to book a table. It will include a ploughman’s supper. Bring your own drink. This is a good way of club members getting together for the last time before we start the new outdoor bowling Season in April.  Give Mary a ring on 01323 848009.
  3. Thanks were given by Mary on behalf of the committee to Suzanne for hosting these committee meetings and providing tea/coffee and (sometimes cake) or biscuits.
  4. A Hellingly Bowls Club calendar was put forward as an idea for raising funds. David Lloyd looking into photographer and costs to produce. More details to follow in the next few months.
  5. Tea Rota – if and when you book a holiday can you let Jean know so she can plan the tea rota around those dates for you.

Meeting closed at 1610

Next meeting will be on 13TH Marc 2024 at 2.30pm at 103 Battle Road, Hailsham, BN27 1UD

 

Signed………………………………………..Chairman – Ann Robinson  Date………………….

 

Minutes of Extraordinary Meeting held on 5th February 2024 at 103 Battle Road, Hailsham at 2pm

Present: Suzanne Fisher, John Wood, William Wheeler, Mary Smith, Sandra Beal, Joy Bennett, June Stone, Pete Lulham, Ann Robinson, Brian Charsley, Jenny and Tony Relf

Apologies: Jean Smart, Wendy Walker, Alan Walker, Roger Simmonds, Pauline Crisp, Steve Nixon, Ann Pearce, John Lusted, Joyce Burt, Brian Burt.

At the last committee meeting in January, it was decided that we would investigate what Bowls England could offer with regards helping the club to get more members. John Wood agreed to attend two webinars that Bowls England were holding which he did and reports as follows:

The webinars with Bowls England were on initiatives to promote and attract new people into playing bowls.  In the last three years these initiatives have been launched with Bowls England branding:

  1. Bowls Bash
  2. Play Bowls Platform
  3. Bowls Big Weekend

Bowls Bash is a new format pairs game over 2 sets of 5 ends with a 1 bowl decider if required. Jack is put in a fixed spot. Scoring is 3 points for closes bowls to jack, 2 points for second and 1 point for third and 3 points if jack is hit. You can use a ‘power play’ (like a joker) for double points during the game. Match takes approx 1 hour.

Play Bowls Platform is an online platform (website based) where anyone across the country can book/pay for rink time at clubs that have registered with the platform provider. Our green has approx 9000 plus playing hours available (weather permitting); matches use perhaps 400 hours and competitions 1000 hours. When the green is free it could earn money and bring in new members that way.

  1. Average cost of using green per hour is £5 per person; the booking platform takes 30-50p for management costs.
  2. We would have control when the green could be booked with us making sure someone from the clubhouse let those that book get in and possibly loan some bowls and equipment.
  3. This could be tied up when we have a practice roll up ourselves (possibly Tuesday and Thursday mornings and maybe an evening)

 Bowls Big Weekend (24-27th May) – this does not have to be a weekend event but just a day – and we have picked Sunday 26th May 2 – 4pm and registered with Bowls England to hold this event. Like our Open Day it provides the opportunity for people to come and have a go! It needs to be fun and welcoming with tea/coffee/squash and cake and biscuits. (Ice cream/alcohol drink to purchase). We are not teaching them the rules at this stage just advising them –

  1. How to hold the bowls
  2. Deliver the bowl
  3. The line/bias the bowls take

We could have ‘fun’ games with 3-4 bowls each –

  1. Pointless – 0 Pts for up to 2.5 metres of the jack

50 pts for long 2.5m – 7.5m of the jack

75 pts for short or behind 7.5m of the jack

 

  1. Match of Day – Childs goal as a target
  2. Target – bullseye target
  3. Big Jack – large jack as target eg football

To be a success it needs to be advertised –

  1. Local press
  2. Social network – facebook
  3. Local Hailsham Radio
  4. Leaflets – left at local hubs, halls, clubs, supermarkets, schools, guides, scouts etc
  5. Reminders on social media, website in the run up to the event
  6. Publicise on Bowls England and our website

At the event –

  1. Create a friendly environment
  2. Play background music (not boombox!)
  3. Direction at first gateway to parking area
  4. Plenty of members welcoming guests and directing them to the event
  5. Tea/coffee/cakes/bar available (bar payable)
  6. Decorate club/hedges with bunting etc.

I have to emphasise this is a Bowls England initiative. It is to be delivered with their branding. They are putting money into advertising; providing a pack to help us with local advertising. Many clubs across the country are doing this and have done in previous years with good results.

And to finish off –

Club membership has shrunk since last year according to the last figure I have had. Increasing club membership is the only way we will afford to maintain our facilities and keep the club vibrant and attractive to others.  The Open Day and the Bowls Big Weekend on Sunday 26th May – we need your help to make those days a success – John Wood

We discussed with those present after and all agreed that unless we work as a club team to encourage new members our lovely club is in danger of going the same way as many clubs this year with reduced matches due to financial constraints with ever increasing costs.

A sub committee was formed headed by William Wheeler, Suzanne as note taker, Ann and Sandra, Peter Lulham, John Wood will support when he is able working around his St John’s Ambulance duties. We need two more active and able members for this sub committee who have the time to see this event become a great success. This does not mean the sub committee does all the work but encourages others in the club to help get the word out where needed; set up the green/grounds/clubhouse prior to the event and being present on the day to welcome, make tea etc, help the visitors. Please email Suzanne if you wish to be a part of this sub-committee. Your club needs your support!

For potential members that may wish to join we will take to the next committee meeting the possibility of a reduced membership fee as another incentive for people to join for the first year as we will be a third of the way through the season.

Meeting ended at 3.15pm

 

MINUTES OF COMMITTEE MEETING
Committee Meeting held on Wednesday 13th March 2024 at 103 Battle Road, Hailsham, East Sussex.
Meeting started at 14.00
1. Apologies: Stephen Nixon, Brian Burt, David Lloyd, Jasmine Gayton
1a. Present: Suzanne Fisher, Jean Akehurst, Joy Bennett, Mary Smith, John Wood, Neville Grover, Sandra
Beal, Brian Charsley, Peter Lulham, Charlie Maskell, Ann Robinson, Fran Doe
2. Minutes from previous committee meeting in November approved and signed by Chairman
3. Matters Arising:
a. List of Clubs we play and their address’ and contact telephone number is being produced for
players to use, especially for new members – still a work in progress but will be ready for April.
b. Club house maintenance; We have a number of volunteers for the weekend of 15/16/17th March
to prepare, clean and paint.
c. Carpet samples obtained from Spencer – chosen a carpet, but need to discuss with Spencer
the door matting. (Seeing him Tuesday evening 19th March)
i. Skirting board – may defer until end of season if we decide to tank the lower half of the walls
to prevent the damp coming in.
ii. Disabled toilet ceiling is to be painted but may be we will not get done before the season
starts but will in due course
iii. Ceiling in ladies changing room needs replacing as fallen down – had quote for £295.00 but
may get another. Both changing rooms need decorating and carpet replacing on floor and
benches.
iv. Uneven slabs and removal of loose pointing needs doing before the start of the season. We
have had a quote of £2375.00. For safety this work needs to be carried out so will confirm with
builders.
d. Drop leaflets for open day – decided not to go ahead with this as not a viable option.
4. Chairman’s Report
Ann hoped that everyone was looking forward to the new season. She thanked Suzanne for the extra
works she has done looking for builders; getting quotes for carpets; arranging materials for painting of
the clubhouse; arranging a visit by Rainmaker to commission the watering system; communicating with
the greens men Idverde and looking into other quotes for the upkeep of the green.
5. Secretary’s Report
a. Idverde called to say they were withdrawing their services for the green for this season. I
contacted Andy Butler from Isle of Wight and met with one of his workmen on Saturday. They
have agreed to service the green this season but at the present time we only have an estimate
of the costs £9,450.00 – £10,000.00. Idverde are pulling out of other greens too, so I knew I had
to work quickly to get someone on board before they were overloaded with work. I have asked
for a breakdown of the costs but due to the wet weather they have delayed coming over until
week commencing 26th March. They will do an assessment of the green at that time and we will
get a better idea of the actual cost. In the meantime I have negotiated with Ideverde to do
some of the pre season work that is required as we are fast running out of time. The green has
been verti cut two ways and had one cut to clear the thatch that has been removed. We have
been reassured that the green will be ready in time for the new season.
b. It is that time of year when the paperwork has to be sent into Bowls England for the affiliation
membership. Once our open day is over we will know final numbers to present.c. We have had two banners made to advertise our open day. One will go up on the hedge facing
the White Hart pub and the other on Suzanne Fishers fence in Battle Road where there is
footfall, traffic and bus stop opposite. (Now in place)
d. Suzanne wrote a piece for the Hailsham Eye which has been printed in the March/April edition,
copies can be obtained from Waitrose.
6. Match Secretary’s Report
All matches booked and the yellow book has been printed
7. Treasurer’s Report

8. Team Captains Report
Nothing to report
9. Groundsman and Green Report
a. New sleeper is to be installed Saturday 16th March.
b. There are other sleepers that will need attention in the very near future.
c. Area at the side of the clubhouse through the gate has been strimmed and cleared.
d. Jobs still to carry out:
i. Green edge needs painting
ii. Fences need painting
Iii.Toilet block needs painting
iv.Watertank fence needs repairing
v. More sleepers are rotting and will need attention soon
vi. Ditch needs clearing of debris behind clubhouse
Thanks to Charlie, George and John for the work they have carried out at the green so far. They have worked
very hard and without them our costs for maintenance would be much higher.
A call for help is again sent out to anyone that can help Charlie, George and John on Weds and Saturday
mornings – we only have four weeks before we open. There is still a lot of work to be done around the green
area – painting of fences, toilet block and the wooden area around the green.
10. New Member’s Officer Report
We have had three new members already and welcome them to the Hellingly Bowls Club
11. Sports Club Report
Nothing to report
See separate email from Suzanne with regards the piece of land at the side of the driveway to green.
12. Webmasters Report
Nothing to report, all going well..
13. Sponsor / Publicity Officers Report
Nothing to report.
Any other business:
a. Reminder – new club shirts have arrived please contact Mary if you wish to purchase a new b. Fund raising – we need to do everything we can to raise funds for the club as we have some
heavy expense before the season starts on the clubhouse and grounds. With a new company
managing our green which is going to cost considerably more than last year we must come up
with new ways of raising funds where we can. The sports club have kindly donated £100 to the
cost of materials for painting the clubhouse. A letter of thanks will be sent. Previously it was
suggested we hold a Spider before friendly games with a prize (perhaps a bottle of wine). One
person from the Hellingly team that day would be responsible for running this. In 5-10 minutes
we could make a quick sum of money.
c. Advertising for our open day – we have covered new areas by writing a piece in the Hailsham
Eye and putting up banners. We are also in the process of making bunting in yellow and blue to
attract people to read the banners and for use at future events.
d. Bowls Big Weekend – the first minutes of that meeting have been sent out, however, the
committee decided that 30% reduction of the cost of membership should be reduced to 25%.
We were looking to give a good incentive to new members that we may get after the BBW
(Bowls Big Weekend).
e. Trans and Gender Diverse policy – please see attached.
f. Tea Rota – if you haven’t already given holiday dates that you have booked already to Jean,
can you please let her know so she can write up the tea rota.
g. Table cloths need replacing – permission to purchase these.
Meeting closed at 1630
Next meeting will be on 15th May 2024 at 2.30pm at 103 Battle Road, Hailsham, BN27 1UD
Signed………………………………………..Chairman – Ann Robinson Date…………………

 

 

MINUTES OF COMMITTEE MEETING

Committee Meeting held on Wednesday 15th April 2024 at 103 Battle Road, Hailsham, East Sussex.

Meeting started at 14.30

  1. Apologies: Brian Charsley, Brian Burt, David Lloyd, Charlie Maskell , John Wood

1a. Present:  Suzanne Fisher, Jean Akehurst, Joy Bennett, Mary Smith, Neville Grover, Sandra Beal, Peter Lulham, Ann Robinson, Fran Doe

  1. Minutes from previous committee meeting in March approved and signed by Chairman

 

  1. Matters Arising:
    1. List of Clubs we play and their address’ and Secretary contact telephone number – now sent out to all members.
    2. Club house decorating – alll painted and looks amazing – thank you to everyone that came and helped.
    3. Carpet laid, door mats to be completed this week.
  2. Skirting board – going to put deep plastic skirting on window wall, around the entrance areas both ends of the clubhouse. We have someone in the club who is willing to put on with assistance.
  3. Disabled toilet ceiling – washed and painted – thankyou to all those who got this done,

iii.  Ceiling in ladies changing room is to be replace by the time we have our first home match. The changing rooms have been painted and look very smart. We removed the carpet off the benches as they were very scruffy and sanded the benches. The carpet is to be removed and a vinyl put down which will be easier to sweep and clean.

  1. The work round green with the slabs is going well. Should all be completed before Saturday. New ceiling in ladies changing room still to be done.
  2. Chairman’s Report

Ann thanked everyone who came for their tireless work within and around the clubhouse in the last few weeks. Particular thanks were given to Suzanne for pulling it all together and Roger Simmonds (a new member) for his help over the past few weeks. Thanks to everyone else who has spent time at the club  painting in the clubhouse and in and around the green and cleaning. It’s all looking very fresh and smart.

  1. Secretary’s Report
    1. We talked in the past about possibly doing a Hellingly Bowls Club Calendar in the format of the ‘Calendar Girls’. The committee felt if we went ahead they didn’t think anyone would buy them. Thank you to David Lloyd for doing the research into the costings for this.
    2. We have received a letter from County Bowls with concerns about councils covering Hastings and Bexhill areas cancelling their contract with bowls clubs to maintain their greens and buildings. There is not much the County Bowls can do but advised that there is help on Bowls England website on green management and loan funds. Next year there could be several clubs that will struggle to maintain their membership and maintain their greens.
    3. The plans the Hellingly Parish Council have for the piece of land alongside the sports ground means that if the plans go ahead and we have a pathway around the green and nearby parking and a proper roadway to the club we could use the clubhouse in the winter for social events. however, we would need heat in the clubhouse. Suzanne is going to investigate what would be involved to put in electric heaters and of course the cost.
    4. Insurance for the year has been paid
    5. We have been approached by 3 people that wish to come and meet us with a view to joining on our open day. We have already had two people join since Christmas. Also a friend of Steve Hicks is interested and Roger has a couple of guys who are interested too. So watch this space!!
    6. We purchased new chairs for the clubhouse and we have sold 37 of the old ones to the Sports Club for £5 each making us £185.00.
    7. The Bowls Big Weekend event is well under way but we would like to purchase two banners advertising the event – we are waiting on the Bowls England pack with the advertising material to understanding what they recommend we do.
    8. Jasmine Gayton has resigned her position due to an increase in her business – we wish her well in her venture.
    9. The AGM Parish meeting is to be held at the hub on 16th May and we have been invited to promote our club as users of the hub. We will be attending before the AGM with a table to promote our club and the Bowls Big Weekend.
    10. The changing rooms have had a facelift with being painted and a new ceiling in the ladies section. The carpet has been removed and new vinyl laid for easy cleaning. The new carpet has been laid in the clubhouse with new door matting.
    11. All the wooden signage has been up cycled by being sanded and revarnished and the lettering re painted – thank you to Fran and her husband – grand job.
  2. Match Secretary’s Report
  3. We entered a team into the Gullivers League on their new two rink indoor building. We came 3rd which for our first attempt was very good – well done team.
  4. Please adjust your yellow books with the following changes:

Deanland – Matches to start at 2pm – 30th May and 11th July

Horam – 23rd July – 2pm

Battle – 9th July – away

 

  1. Treasurer’s Report
  2. We have £14,007.38 in current account

£15,000 in savings account  –

£500 Wealden Lottery in total since we started – brilliant achievement – keep buying the tickets.

Breakdown of costs attached separately.

  1. Team Captains Report
  2. Plans going well for open day.
  3. Holding a social event for the night of the draw of the Hellingly Bowls Club competitions,
  4. Cheese, pate, french bread and biscuits (£3.00) 8th May at 6pm
  5. Prize money for Open Triples to be increased to £120 for the winning team and £60 for the runners up – to bring in line with what other clubs are offering.
  6. Club shirts are available from Mary Smith
  7. Groundsman and Green Report

The grounds are looking good and thanks go to Charlie, George and John and the many helpers that have come up and painted. Looking after the surrounding area of the green and clubhouse is an ongoing task and any helpers that are free on a Wednesday and Saturday morning 8 – 10 am would be gratefully appreciated.

 New Member’s Officer Report

            Packs and application forms are made up ready for any new people that attend our open day.

 

 

  1. Sports Club Report

Nothing to report

 

  1. Webmasters Report

Nothing to report, all going well..

 

  1. Sponsor / Publicity Officers Report

Position open

 

  1. Any other business:
    1. New fridge required under the counter as ours has sprung a leak – new one purchased.
    2. Skirting board to be bought and put along the window wall and entrance areas either end of the clubhouse.
    3.  

           

Meeting closed at 1620

Next meeting will be on 5th June 2024 at 6pm at Clubhouse

 

Signed………………………………………..Chairman – Ann Robinson  Date………………….

MINUTES OF COMMITTEE MEETING

Committee Meeting held on Wednesday 5th June 2024 at Hellingly Bowls Club house.

Meeting started at 1805

  1. Apologies: , David Lloyd, Charlie Maskell, John Wood, Ann Robinson

1a. Present:  Suzanne Fisher, Jean Akehurst, Joy Bennett, Mary Smith, Neville Grover, Sandra Beal, Peter Lulham, Brian Burt, Fran Doe, Brian Charsley

  1. Minutes from previous committee meeting on 15TH April 2024 approved and to be signed by Chairman

 

  1. Matters Arising:
    1. Big Bowls Weekend was deemed a great success – minutes of the last meeting of the sub committee to be sent under separate cover.
    2. Would we do it again next year – yes
    3. Could we follow a similar format for our open day using the fun element of games using bowls – weather dependant and condition of green.
  2. Chairman’s Report

Ann was unwell and therefore there was no report

  1. Secretary’s Report

Nothing to report

  1. Match Secretary’s Report

Nutley have requested that we only play 3 triples as they are short of players due to illness

Isle of Thorns have requested we play 5 triples instead of four – Jean felt we could raise enough players.

  1. Treasurer’s Report
  1. Team Captains Report
  2. At the moment a lot of names are being put up for the home games so it is making picking games difficult to give everyone a fair share of the chance to play.

Groundsman and Green Report

  1. The green has been running well for playing
  2. The new Greensman are doing a grand job keeping the grass cut to 6mm. We have had more verti-cutting, liquid fertiliser and wetting agent applied. There has also been some granular fertiliser put down which caused difficulties with the games played this week.

New Member’s Officer Report

            We have had two people apply to be social members – Paul and Julie Crump, with a view to joining next year. They were accepted and once they have signed their applications we will welcome them to the club.

  1. Sports Club Report

Fran attended the recent Sports Club meeting and reported that the Cesspit was recently emptied; fire extinguishers were refilled. The sports of American football and cricket games are going well. They have Gunners Brewery sponsoring them on their shirts and they have supplied the cricketers with 18 match balls. Football season has finished. Rugby club have ten new players together with a new chairman and captain. The sports club has received a grant to replace the decking. Our Roger Simmons is a part of the team putting together the proposal as to what the ground adjacent to the sports ground should be used for. It was felt we should invite him to next committee meeting to give a resume of proposals and what we would like to see the ground and amenities offer.

 

 

  1. Webmasters Report

Club competition sheets are on the website under competitions

 

  1. Sponsor / Publicity Officers Report

Position open – if anyone would like to apply for this as a joint position or as separate positions please get in touch with the secretary – Suzanne.

 

  1. Any other business:
    1. Club triples day was a great success as was the BBQ and raffle
    2. Gullivers Bowls Club has appealed to Bowls England after they were banned from play for four years. At present it seems that only the members who were registered in 2023 are included in this ban and those who joined in 2024 could join another club and play. We are unable to play an out side match with this club at home or away.
    3. St Wilfrids charity day raised £144.00 and a cheque was sent
    4. As the Air Ambulance charity day was cancelled due to wet weather a cheque was sent for £100 – we hope to play this at a later date.
    5. Horam Open Triples day has been cancelled due to lack of applications to play – 30th
    6. Social members are only entitled to have 3 roll ups, one of which could include one of the club drives.

 

Meeting closed at 1915

Next meeting will be on 5th August 2024 at 12 midday at Clubhouse

 

Signed………………………………………..Chairman – Ann Robinson  Date………………….

 

MINUTES OF COMMITTEE MEETING

Committee Meeting held on Wednesday 5th August 2024 at Hellingly Bowls Club house.

Meeting started at midday

  1. Apologies: , David Lloyd, Charlie Maskell,

1a. Present:  Suzanne Fisher, Jean Akehurst, Joy Bennett, Mary Smith, Neville Grover, Sandra Beal, Peter Lulham, Brian Burt, Fran Doe, Brian Charsley, John Wood, Ann Robinson

  1. Minutes from previous committee meeting on 5th June 2024 approved and signed by Chairman
  2. Matters Arising: Nothing to discuss
  3. Chairman’s Report

Ann was pleased to see that new members were participating in some friendly games and the Ladies v Gents game held recently. The Ladies v Gents afternoon was a great success with many supporters coming to cheer on the teams. Lovely sausages in rolls were enjoyed on a very pleasant afternoon. The result – The Ladies won!!

  1. Secretary’s Report
    1. Thankyou letters were received from Air Ambulance and St Wilfrids Hospice – put on notice board.
    2. A Bowling Tours company have contacted us to see if we are interested in having tours next summer. We have said yes and wait to see if we get anybody interested. They also do arrange tours for clubs like ourselves and perhaps we may consider one in 2026 rather than go to Potters.
  2. Match Secretary’s Report
    1. We have a match arranged with Balcombe on Tuesday 27TH August at home 1400 4T in grey. Next year we will go to them.
    2. Hailsham House Trophy – Saturday 31st August 2024. The semi finals will be played at 10am and the finals at 2pm. Hailsham House have said they will provide sandwiches and gateaux for tea. We need to advise them how many people will attend in the afternoon. Please put your name on the sheet in the clubhouse. There will be a presentation at the end of the afternoon.
    3. It has been suggested that we consider having a club evening where we play bowls (a drive or an internal competition) possibly two evenings a month so we can have a get together more often in a more relaxed atmosphere. What are your thoughts?
    4. Air Ambulance Charity day will be held on Tuesday 24th September – re arranged due to bad weather earlier in the season.
    5. Roger has advised that we are able to use the Sports Club facilities at any time (providing they do not have an event on). Maybe of interest in the winter months.
    6. Hampden Park have been reminded that it is mixed triples we are playing and not ladies and gents teams when they come to us on 16th
  3. Treasurer’s Report
  1. Team Captains Report
  2. At the moment a lot of names are being put up for games so it is making picking games difficult to give everyone a fair share of the chance to play. However, putting a rink of players together on the home games means that most people get a game. Many clubs are reducing the number of rinks they play as they are short of players, this also impacts on picking teams if there are less rinks to be played.
  3. Groundsman and Green Report
  4. The dollar spot on the green is to be treated this week.
  5. Hedge has been cut and looks great. This will be done again in October weather permitting.
  6. Sleepers are an ongoing concern around the green and will need attention possibly before next season as they are rotting. It will cost about £1000.00 for materials per side to replace, plus labour. This is going to be an expensive procedure.  We need to consider how we are going to raise the funds.
  7. The roof over the sitting area by the changing rooms has not been successful as it leaks in the middle. To replace with 6ft corrugated plastic will cost in the region of £1,100.00.
  8. The cement/resin filler between the slabs has not all set. Suzanne to write to the builder to get him to come back and redo those areas.
  9. Around the edge of the green between the slabs and wooden edge there is a cemented piece. Please be careful when putting the score boards out that they do not stand on this area as it is breaking the cement up. Make sure they are set back onto the slabs.

New Member’s Officer Report – nothing to report

  1. Sports Club Report – Fran and Ann to attend meeting on 11th August at 7.30.
  2. Webmasters Report – nothing to report.

 

  1. Sponsor / Publicity Officers Report

Position open – if anyone would like to apply for this as a joint position or as separate positions please get in touch with the secretary – Suzanne.

 

  1. Any other business:

Open Triples – the ladies met to discuss what food we needed and who would make what. Great turnout! Everyone is welcome on the day. If you want a lunch it will be £5 and tea (cake, sausage roll and a cuppa ) will be £2. Please let Jean know as she needs to calculate food for the day.

Meeting closed at 1340

Next meeting will be on 26th September 2024 at 2pm at Clubhouse

 

Signed……………………………………Chairman – Ann Robinson            Date………………….

 

1
MINUTES OF COMMITTEE MEETING
Committee Meeting held on Thursday 26th September 2024 at Hellingly Bowls Club house. Meeting started at
2pm
1. Apologies: , David Lloyd, Neville Grover, Brian Burt, Ann Robinson
1a. Present: Suzanne Fisher, Jean Akehurst, Joy Bennett, Mary Smith, Sandra Beal, Peter Lulham, Fran
Doe, Brian Charsley, John Wood
2. Minutes from previous committee meeting on 5th August 2024 approved and are to be signed by
Chairman. In the Chairman’s and vice chairman’s absence the Hon Secretary took the meeting.
3. Matters Arising:
a. HELLINGLY Open Triples day report – we made £1,586.44. This as always was a great
success and we had some new teams this year. Jean tells us that we have a small waiting list
of other clubs that would like to attend. Food as always was amazing – thankyou to all those
that contributed.
4. Chairman’s Report
Ann was unable to attend but reported that at this time she had nothing to report.
5. Secretary’s Report
a. The polycarbonate roof has had a new seal put on. This unfortunately still produced a few more
drips but Roger had another go and sealed the leaks and put up a gutter underneath to catch
any further drips should they occur. Thank you to him for taking the time to try and solve this
problem for us.
b. Since the last meeting I formally advised the committee that I would not be standing for Hon
Secretary this coming year.
c. We have nominated Charlie Maskell for the Michael Newth Trophy in recognition of the extra
mile he has gone in maintaining the green and surrounding areas come rain or shine for the last
23 years. We will not know the result until the Men’s AGM in December.
d. We have the grant form from Hellingly Parish Council and we will be applying again for
equipment; hedge cutting; radiators for the clubhouse and new mats for the bowling green. We
also need to consider the impending issue we may have with the sleepers that support the
surround to the green. The shed in the back area also needs replacing and we need to raise
funds to replace this too and put down a solid base.
e. I advised the green people that we had finished playing and they advised they would be putting
down iron dressing next week.
f. Neville Grover advised that he would not be standing for vice chairman or vice captain for the
next season.
6. Match Secretary’s Report
a. William would like to look into holding an evening league in house during the next season –
more details to follow as they develop. Will discuss at the AGM to get a feel of who would like
this.
b. What do we want to see changed in the programme next Season? It was suggested to try and
not have more than two league games in a week if possible or not consecutively.
c. Can anyone let me know the dates of the Eastbourne Open and the Lifeboat Triples so I can
avoid booking too many games during that time. Also the dates of the County games that some
of our members play.
d. We will look to having a home and away game with Balcombe who we played for the first time
this year.
e. Wealden Indoor Bowls club has advised that the game and meal will be £14 per person and
visitors will be £10. We need to advise if there any allergies to food. Post the committee
meeting it has been found that a number of players will be away on holiday when this match is
booked so I will try and re arrange the date.
2
7. Treasurer’s Report
a. Please see your emails for details
8. Team Captains Report
a. It has been difficult picking teams for home games as there has been a lot of names to
choose from, where as the away games can be a bit thin on the ground. Also the last minute cancelling
of rinks by visiting teams at the last minute makes it difficult to stand people down. Holding the ‘Xtra’s’
teams has helped more people get a game.
9. Groundsman and Green Report
a. The green was verticut 3 ways recently
b. The area round the green (slabbing) has been repaired where the gaps had not been filled well.
c. Charlie thanked John Wood and George Ibbotson for their continued regular support every week
come rain or shine. He couldn’t do it without you.
d. Hedgecutting should be done Feb and July (before open triples day). Suzanne will ask them to come
in February weather permitting.
10. New Member’s Officer Report – nothing to report
11.Sports Club Report – Fran and Ann attended recent meeting in August. The cricket and Rugby clubs
are doing well. We were reminded about the 50th Anniversary they were holding on 28TH September with
icecream van; bouncy castles; BBQ and of course a rugby match. We are invited to attend.
10. Webmasters Report – nothing to report.
11. Sponsor / Publicity Officers Report
Position open – if anyone would like to apply for this as a joint position or as separate positions please
get in touch with the secretary – Suzanne.
12. Any other business:
a. AGM – Nominations sheet has been up and many of the positions have had a nomination in
place and seconded.
b. Can we remind members that Bowls Etiquette requires no one to walk behind a rink when a
player is bowling towards them. This goes for when moving equipment at the end of your
game. Not every one’s game may be finished. If it is a league game do not put the score board
away in the shed but leave displayed. Whoever is on equipment duty for the game should just
check at the end of the game that all equipment is away and the shed locked.
c. The Honours board has been updated for 2023 and 2024 is ready to put up when John Wood
has a free moment. Thank you to John for doing this.
d. If you have a grievance of any kind please bring to the Captain of the day or to a committee
member in the first instance. If it cannot be resolved by the committee it can be escalated to the
Sussex County committee. Any Safeguarding issue if cannot be resolved by the committee this
would be escalated to Bowls England.
e. It has been suggested that we hold a prize giving evening with a meal where the winning
trophies would be presented with winners name engraved on it. The cost of this towards the
end of the year with Christmas looming can be expensive but perhaps could hold in the new
year. To be on AGM agenda to get members opinion.
3
f. Suzanne to write to Hellingly Rugby Club to ask about the rugby ball net that has been in place
in the past. Damage to our hedge and rugby boot studs on green when ball is retrieved.
g. A list of tea duties will be put together before the next season to show what is required of the
tea persons on that afternoon.
Meeting closed at 16.15
Next meeting will be decided at the AGM on 9th October 14.00 promptHellingly Hub 
Signed……………………………………Chairman – Ann Robinson Date………………….

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