The Minutes of the Executive Committee Meeting of the Suffolk Carpet Bowls Association held at Needham Market Community Centre on Monday 25th January 2010 The meeting commenced at 7.30pm. Those present: Jeremy Brown (JB)(Chairman), Keith Jolly (KJ)(Treasurer), Peter Jones (PJ), Steven Cain (SC) Marion Brown (MB). 1. Apologies for absence: Graham Robinson (GR)(Secretary), Freda Wright (FW), Neil Jolly (NJ),Mick Watkins (MW), Andy Gilder (AG), Sally Goodrich (SG), Jim Goodrich (JG). 2. Approval of Previous Minutes: The minutes of the Committee Meeting of 23rd November 2009 were confirmed as a true record, proposed by Steven Cain, seconded by Marion Brown and signed by Jeremy Brown. 3. Matters Arising: Peter Jones confirmed that from item 12.3 of the last minutes postcodes had been received from a number of clubs which were being passed to the secretary for inclusion in the next updated contact list. A reply had been sent to Whatfield. 4. Chairman’s Report: The Chairman paid tribute to Peter Boyton of Essex, vice chairman of ECBA, who died suddenly last week. It was agreed that a letter and card would be sent to his widow and, if it could be arranged, a SCBA representative would attend his funeral. JB thanked all the committee members who had attended and helped with the very successful Charity Tournament, particularly Andy Gilder and Marion Brown who organised it and those who ran the raffle which alone raised £453. The final figures to be given to the charities has not yet been finalised as some sponsorship money is still outstanding. It was agreed to repeat the event next year at Needham Market with the same format. It is believed that the venue is booked for 8th January 2011, but the secretary needs to confirm this. 5. Secretary’s Report: There was no secretary’s report. 6. Treasurer’s Report: Keith Jolly presented a balance sheet with the income and expenditure to 22nd January 2010. The bank balance was £4871. Regarding the Charity Tournament KJ explained that the final sponsorship amount from Keith Hull and the Ipswich Plumbers was still awaited. It was agreed that SCBA would cease paying the annual lottery licence fee as with the on-the-day raffle system used this year it was not needed. After discussion it was agreed that, to save time and money, agendas for meetings could be emailed to committee members (rather than posting), that updated contact lists only need to be circulated once or twice a year, and the website address should be included below the heading on SCBA Executive Committee minutes. 7. Match Secretary’s Report: The match secretary’s report had been emailed to the secretary but was not available at the meeting. There was discussion on the problems of rearranging league and cup matches postponed as a result of the bad weather. There had already been some cup and plate matches played outside the agreed window and it was agreed that under the circumstances continued slight overrun would be accepted. 8. Child Protection Officer’s Report: There was no CPO’s report 9. County Business: KJ reported that the weekend visit to Durham was on the calendar for 7th/8th August 2010, this is yet to be confirmed and Mick Watkins may have discussed this with Durham outside the ECBA meeting last week. JB to check situation with MW. Neil Jolly will organise the squad for this and any adverts for supporters/ seats etc. Persons are required to arrange and book the coach and hotel. 10. English Carpet Bowls Association: There was no ECBA report. 11. Eastern Counties Carpet Bowls Association: PJ reported that there had been no ECCBA meeting since our last committee meeting so he had nothing to report. 12. Any Other Business: 1. JB felt that the next SCBA executive committee meeting scheduled for 8th March was too close to this meeting so it is to be cancelled and the next meeting will be on 26th April. 2. Raffle arrangements for Closed Singles, Fours, Championship Finals and League, Cup, Plate Finals Day need to be confirmed. It was felt that Richard & Jane Sago would have arrangements in hand for the Closed Tournaments and Sally Goodridge for the League & Cup Finals but could they confirm this to the Secretary or Chairman. 3. It was pointed out that it does not seem to be clear to some clubs whether players are permitted to play for a different club in the cup or plate from their league club. This will be discussed at the next meeting (as an agenda item) and the league and cup rules clarified if necessary. 4. As per the last minutes it will be necessary for the Summer League invitation details to be sent to the clubs very shortly. It was agreed that the fees and format would be kept as last year. GR to be asked to prepare and circulate the paperwork with these minutes. The meeting closed at 8.20pm. The Minutes of the Executive Committee Meeting of the Suffolk Carpet Bowls Association held at Needham Market Community Centre on Monday 23rd November 2009 Those present: Jeremy Brown (JB)(Chairman), Keith Jolly (KJ)(Treasurer), Graham Robinson (GR)(Secretary), Freda Wright (FW), Neil Jolly (NJ), Peter Jones (PJ), Mick Watkins (MW), Andy Gilder (AG), Sally Goodrich (SG), Jim Goodrich (JG), Steven Cain (SC) Marion Brown (MB), Keith Armes (KA). 1. Apologies for absence: Richard Sago (RS), Jane Sago (JS). 2. Approval of previous Minutes: The minutes of the Committee Meeting of 14th September 2009 were confirmed as a true record, proposed by Andy Gilder, seconded by Neil Jolly and signed by Jeremy Brown. 3. Matters Arising: There were no matters arising. 4. Chairman’s Report: The Chairman congratulated the Suffolk County Team on winning the National championship over a fabulous weekend with fantastic team spirit. He thanked selectors Neil and Sally (NJ & SG), and Shirley Watkins and her helpers for running the record breaking raffle. He thanked Richard & Jane Sago and Keith Armes for running the Closed Pairs and Triples and congratulated the Burstall triple on their win in the triples. He reported that there were just spaces for five more teams in the Charity Tournament. 5. Secretary’s Report: Graham Robinson had received a letter from John Hayward which was read out and discussed. This suggested changes to the Joe Rice Cup format because of waning interest, proposing reducing the number of players to 10 with a four, triple, pair and single. It was noted that whilst the reduction in number could encourage some clubs there was still the travelling problem. The committee had agreed at its meeting on 13th July to circulate a questionnaire to clubs about possible future format changes for league and cup. JB agreed to compile the questionnaire for early circulation, including John Hayward’s option, to gauge club views on changes. Clubs will be encouraged to reply. The committee will then consider the responses. GR write to John Hayward thanking him for his letter and explaining the situation. It was agreed that next year winter and summer league entry letters need to go out earlier than this year, in January for Summer league and June for winter league. 6. Treasurer’s Report: Keith Jolly presented a balance sheet with the income and expenditure to 19th November. The bank balance was £4501. He reported that the name of our Barclays main account had now been changed to Step Saver. He explained that league entry fees looked much lower than last year but this was mainly because this year’s did not yet include any summer league entry fees. 7. Match Secretary’s Report: Sally Goodrich asked for all clubs to be reminded that the Cup and Plate games are played to the same set of rules as the Winter league. The Joe Rice Cup and Chairman’s Plate draws are as follows:- Cup games to be played 01/02/10 - 14/02/10: Great Blakenham v Hundon, Tostock v Tuddenham St Martin, Barking v East Bergholt, Hoggards Green v Brantham. Plate first round 04/01/10 - 17/01/10: Barrow - bye, Burstall -bye (as Woolpit do not wish to continue in plate), Brockley - bye, Offton & Willisham v Bildeston, Somersham - bye, Hintlesham & Chattisham v Claydon. Second round to be played 01/02/10 - 14/02/10. Full details of both round draws and updated results can be found on the SCBA website at http://www.carpetbowls.org/suffolk. If any clubs cannot access the website updated results can be obtained by sending an addressed envelope to our Match Secretary. 8. Child Protection Officer’s Report: The committee accepted the proposed policy and forms tabled by AG. It was agreed to start implementing the policy now and submit it for inclusion in the constitution at the next AGM. GR to send out letter and package to the clubs. AG reported that he had been approached by Tony Cuthbert to see if he would act as CPO for the ECBA and sought the committee's view. It was felt that as long as AG was completely comfortable with accepting the position Suffolk would be happy particularly as it would mean compatibility regarding implementation. 9. County Business: Neil Jolly reported that the National Championships had been a fantastic weekend with a very rewarding result and he was very proud of the team. On 22nd November Suffolk played Essex at Bildeston in the first of this season’s Eastern Counties matches. Suffolk won 21-15. The next match is against Bedfordshire on 13th December. Next year’s possible trip to Durham was raised. Suffolk are keen to go but are waiting for Durham to get in touch. MW agreed to talk to Durham outside the next ECBA meeting in January. 10. English Carpet Bowls Association: Several items were mentioned for MW to raise at his January meeting. It was suggested that at the Nationals at Blackpool a representative of each county be invited on Friday afternoon to test out and adjust the carpets as some did not perform satisfactorily because of floor irregularities. JB enquired why the raffle money did not go to charity and MW was asked to raise this although it was felt that it would be argued that it was used to enhance the subsidies to the ten counties. MW was asked to seek agreement from ECBA to update the wording on the Nationals trophy plaque which still refers to Pontins Holiday Camp. There was discussion on the qualification rules for players switching counties which MW felt would probably be raised at the January meeting, clarification or common rules were required. 11. Eastern Counties Carpet Bowls Association: PJ had attended the ECCBA meeting on 15th October and circulated copies of the minutes and his notes. It was noted that Trevor Tumber of Bedfordshire is the new ECCBA secretary and that Chairperson Margaret Southgate would be stepping down at the next AGM. A successor needs to be found. It was agreed that when hosting the Teambowl or Six Counties Suffolk could supply their own carpets rather than using existing Littleport ones. 12. Any Other Business: 1. MB raised the need to organise things for the Charity Tournament. MB & AG had the entries and format organised. Some sponsorship had been agreed with Keith Hull and Ipswich Plumbers. The charities to be supported were East Anglian Air Ambulance and St Elizabeth Hospice, GR to write to both charities with event details. Supply of mats has been arranged. GR and FW agreed to arrange the catering. SCBA agreed to provide around £50 for 3 or 4 decent prizes which KA agreed to get, participants and committee members would be encouraged to donate raffle and tombola prizes, some were already promised. 2. MB enquired about the payment situation for county uniforms as there was not much money in the uniform fund. It was confirmed that players joining the county squad for the first time were entitled to a free uniform. The committee thanked Portmak Joinery for all its generous sponsorship over the years. It appears that Beestons might be interested in providing some future sponsorship and it was agreed by the committee that JB should write to Beestons to pursue this. 3. PJ explained that he had been having difficulty extracting the postcodes of club venues from the Post Office and other websites. He would write back to Whatfield and explain the situation. It was felt that clubs should be asked to supply their own postcodes which would then be added to the contact list. Could clubs please confirm the postcode of their playing venue to Peter Jones e-mail ptrjones@btinternet.com 4. KJ circulated a list of events with details of how any surplus income from entries and raffle is to be used. This was agreed and will be used as a template for future events. 5. KJ asked for any major proposed expenditure to be notified at committee before the money is spent. 6. JB said the Richard Sago had indicated that he and Jane wished to step down from running the county closed championships. Paul Daniels had indicated that he would be prepared to take over the running of the tournaments but not dealing with the entries etc. JB agreed to approach RS to see if he would be prepared to continue to handle the entries. GR to do a letter of thanks to Richard and Jane for the excellent work they have done in running these tournaments. The meeting closed at 9.02pm. The Minutes of the Executive Committee Meeting of the Suffolk Carpet Bowls Association held at Needham Market Community Centre on Monday 14th September 2009 The meeting commenced at 7.30pm. Those present: Jeremy Brown (JB)(Chairman), Keith Jolly (KJ)(Treasurer), Graham Robinson (GR)(Secretary), Freda Wright (FW), Neil Jolly (NJ), Peter Jones (PJ), Mick Watkins (MW), Andy Gilder (AG), Sally Goodrich (SG), Jim Goodrich (JG), Richard Williamson (RW), Steven Cain (SC) Marion Brown (MB), Richard Sago (RS), Jane Sago (JS). 1. Apologies for absence: Keith Armes. 2. Approval of previous Minutes: The minutes of the Committee Meeting of 13th July 2009 were confirmed as a true record, proposed by Andy Gilder, seconded by Sally Goodrich and signed by Jeremy Brown. 3. Matters Arising: Item 14: Mick Watkins reported that the revised date for Winter Finals clashed with a T&D bowls event. It was agreed to discus this in AOB. Item 6: Peter Jones confirmed that the wine had been given to the auditor. 4. Chairman's Report: The Chairman reported that the Durham weekend had been a roaring success. Suffolk hope that this event will continue but because of financial restrictions there may have to be changes in future. He congratulated Barking on winning the Summer League playoffs and thanked Sally Goodrich, Jim Goodrich, Marion Brown and Karla Brown for their work on the day. He welcomed Freda Wright onto the committee. 5. Secretary's Report: Graham Robinson had nothing to report. 6. Treasurer's Report: Keith Jolly presented a balance sheet with the income and expenditure to 14th September and indicated that everything was on track. He confirmed that 93 clubs were members this year plus two associate members. There was one new club - Bures. All clubs had paid their membership with the exception of Wenhaston. He raised the question of the County Squad Funds, and after discussion it was confirmed that this was not linked to the SCBA so the SCBA were not involved but the County Squad may need to discuss whether they should produce a balance sheet. The County Squad have run raffles at certain SCBA events when the SCBA has opted not to run one. There were various views on this so a list of who does the raffle for each event needs to be drawn up. The recipient of the raffle proceeds ought to be displayed on the day. KJ reminded everyone that anything with financial implications for SCBA should be notified to him as early as possible. 7. Match Secretary's Report: SG reported that there were only 20 teams entered for the Joe Rice Cup this year and she felt that the format needs looking at for future years. Ideas are invited from member clubs with suggestions about a change in format for the Cup and Plate which would encourage more entries. There had been problems this year with both the Summer and Winter League details being circulated rather late. There was a need to plan ahead and circulate the Summer League details in January and the Winter League in June. SG congratulated Barking on their Summer League win. It was noted that there had not been individual trophies for the Finals Day winners, this was an oversight and suitable trophies will be obtained by MB for the Barking players. 8. Child Protection Officer's Report: AG circulated the final final draft of the Child Protection Policy together with forms for Incident Reporting, Responsible Person Registration and Child Registration. The committee were asked to read these and let AG have any comments with a view to agreeing the policy at the next meeting. Copies could then be passed to the clubs with a view to incorporating it in the constitution at the next AGM. It was confirmed that any CRB checks needed for responsible persons would be funded by SCBA. 9. County Business: Neil Jolly reported that the Durham weekend had been a fantastic weekend, he congratulated Linda Cook and David Storey on winning the Saturday Pairs and the Suffolk Team on winning the Sunday match by 29-19 and expressed a hope that this event could continue. The numbers for the County Trials on 20th September are down on last year with only 2 or 3 new faces trialing despite efforts to encourage Heritage area players to participate. The county is starting to lose some older players and there are not many younger replacements coming in. He reported that the Six Counties Teambowl is on 27th September and Suffolk are fielding a strong team. The County Squad have been notified of the National Championships in Blackpool in November and a flier is to be circulated to clubs as spare seats on the coach will be available at £10 per person. There are two home league games in November/ December and Bildeston has been booked for these. This is now the preferred home venue. Richard Sago reported that entries for the County Triples and Pairs was very low so far. The closing date for the Triples is 25th September. It was suggested that the information could go onto the Bury League web site and NJ agreed to give the details to RS. 10. English Carpet Bowls Association: MW reported on the ECBA meeting of 22nd August and circulated the attached notes. It was noted that Suffolk are to supply six scoreboards and £25 worth of raffle prizes. MB agreed to get the prizes. NJ and the other selectors will sort out who mans the raffle and transport of scoreboards. AG was invited to attend the next meeting with MW as the Child Protection Policy will be discussed with a representative from NSPCC. There will also be discussion regarding whether ECBA funds the setting up of the policy by counties and the training of officers. 11. Eastern Counties Carpet Bowls Association: PJ had nothing to report but invited items for the next meeting on 15th October. It was noted that Sandra Hearn of Hertfordshire had, sadly, died recently and condolences by Suffolk would be given at the meeting. NJ agreed to get a condolence card and send it on behalf of SCBA. PJ was asked to raise the question of supply of carpets at Littleport when Suffolk host the Six Counties or Team Bowl. It was felt that the Littleport carpets were not of county standard and Suffolk would prefer to supply their own. 12. Any Other Business: 1) JB raised the question of the subsidy for the Nationals at Blackpool. The subsidy from ECBA remains the same at £541 and, after discussion, it was agreed that SCBA would fund the shortfall between the ECBA subsidy and the cost of the coach instead of a per person subsidy. KJ was aware that the payment for the coach would need to be made in advance. 2) JB said arrangements for the Charity Tournament needed to be sorted out. It was agreed, following the suggestion by AG, that the charities would be St Elizabeth Hospice and the Air Ambulance. The date was booked for 2nd January at Needham Market, it would probably be a pairs format similar to the random triples. AG and MB were given the remit to sort out the precise format, maximum entry and number of mats and give this information to JB who will get the entry forms drawn up. These will be circulated to all SCBA clubs plus other individuals with entries accepted on a first come basis. Richard Williamson offered to help on the day. 3) MB asked that all committee members be notified of the timing of events such as finals days to give them the opportunity to support them. She also suggested that she could obtain county uniforms from a cheaper supplier and she will obtain the logo master (which is ours) from Topmarks. She can then source uniforms for new county players. 4) MW explained that, regrettably, he would be unable to continue the Portmak Joinery sponsorship. The committee extended its thanks to MW for his past sponsorship. Keith Hull had offered to discuss with Ipswich Plumbers the possibility of repeating their charity sponsorship. 5) The date for Winter Finals Day (see matters arising) was discussed to try and avoid a clash with the T&D Hemsby event. It was regrettably agreed that, because of date congestion, it would have to stay at 18th April for 2010. Apologies are extended to T&D Bowls and every effort will be made to avoid a clash in future years. 6) JG had received a letter from Whatfield Carpet Bowls Club suggesting that there should be a list of the post codes for club venues. This was felt to be a good idea and PJ agreed to try and extract the relevant post codes from the Post Office web site, they can then be added to the contact list when next revised. 7) NJ reported that there were two minor errors in the recently circulated revised Rules for Winter League & Cup. Would clubs please note that in items 2q and 2s it should read minimum of 8 bowlers not 10. 8) GR said that the arrangements for the Suffolk League v Heritage League match at Needham Market on 1st November needed to be sorted out. FW agreed to do the refreshments. GR & JB agreed to select the clubs to supply teams and to clarify format and mat requirement. JB and NJ will run the event on the day.   The meeting closed at 9.30pm. The Minutes of the Executive Committee Meeting of the Suffolk Carpet Bowls Association held at Needham Market Community Centre on Monday 13th July 2009 The meeting commenced at 7.30pm. Those present: Jeremy Brown (JB)(Chairman), Keith Jolly (KJ)(Treasurer), Graham Robinson (GR)(Secretary), Neil Jolly (NJ), Peter Jones (PJ), Mick Watkins (MW), Andy Gilder (AG), Sally Goodrich (SG), Jim Goodrich (JG), Richard Williamson (RW), Steven Cain (SC) Keith Armes (KA), Marion Brown (MB). 1. Apologies for absence: Richard Sago, Jane Sago. 2. Approval of previous Minutes: The minutes of the Committee Meeting of 27th April 2009 were confirmed as a true record, proposed by Mick Watkins, seconded by Keith Armes and signed by the Chairman. 3. Matters Arising: AOB - It was confirmed that the racking was now fitted and completed. Thanks were extended to MW for this work. 4. Chairman's Report: The Chairman welcomed Marion Brown back onto the committee. 5. Secretary's Report: Graham Robinson had nothing to report. 6. Treasurer's Report: Keith Jolly did not present a balance sheet as the year had just started. He confirmed that subscriptions and insurance payments were being received. He reported that Richard Jones had agreed to audit the accounts again next year. The meeting agreed that Richard Jones be bought a bottle of wine to thank him for his work. Peter Jones to supply. 7. Match Secretary's Report: Sally Goodrich had nothing to report. 8. Child Protection Officer's Report: Andy Gilder reported that he had attended the one day NSPCC training course which had been useful and had confirmed that SCBA are proceeding correctly. The Child Protection Policy, code of conduct and procedures have been revised and are currently with Sarah Fane for her agreement. Once this committee has approved it the recommendation is that it be included in the SCBA constitution at the next AGM. He reported that it was recommended that the CPO and possibly one other attend a more intensive two day course. Forms for clubs to complete should be available at the next meeting. 9. Change to rules re Offton's letter: A number of letters and emails had been received following discussion at the AGM and these were all considered in a lengthy discussion. At the end it was proposed by MB, seconded by PJ that the changes supported by the majority of clubs at the AGM whereby a 5 shot penalty per bowler short, instead of the two point penalty, should be adopted as a trial for one year. This was approved. This will apply to all winter league, cup and plate matches, with cup and plate matches being played for10 points each for both matches. The written rules will be updated by Neil Jolly to reflect the changes but a précis of the new rule is attached. A questionnaire will be sent to clubs later in the year. 10. County Business: The following positions on the committee were confirmed - County Captain - Neil Jolly. Proposed by GR, seconded by JG. County Selectors - Neil Jolly, Sally Goodrich, Steven Cain. Proposed by GR, seconded by JG. ECBA representative - Mick Watkins. Proposed by AG, seconded by JG. ECCBA representative - Peter Jones. Proposed by JG seconded by SG. Closed Tournament Sub Committee - Richard & Jane Sago. Proposed by KA, seconded by MW. Child Protection Officer - Andy Gilder. Proposed by KA seconded by MW. 11. English Carpet Bowls Association: MW reported that the main item from the AGM was the level of travel subsidy for the national county championships as there was concern by one county and it was to be discussed again at their August meeting. A note to delegates from Tony Cuthbert was discussed. The meeting voted that Suffolk should support the status quo. 12. Eastern Counties Carpet Bowls Association: PJ reported on the ECCBA AGM held in June. An apology from Suffolk on an inadvertent breaking of the substitution rule was accepted by Hertfordshire and there will be no further action or penalty. A revised agreed list of ECCBA rules was circulated. There had been some organisational deficiencies at the ECCBA Champion of Champions, particularly the failure to arrange a draw, which must not be allowed to happen again. SG made it clear that she had not been asked to organise this. 13. Space on Committee: Following the AGM there was one space to be filled on the committee. MB suggested that another lady on the committee would be good for balance and GR said that Freda Wright might be interested, particularly as she already does much of the catering for the county. There were no other suggestions and the committee agreed that GR should approach Freda and invite her to join the committee. 14. Any Other Business: A letter had been received from Martlesham Carpet Bowls Club regarding Item 3 of the minutes of our 9th March meeting. The minutes may have given the impression that Martlesham were complaining about an infringement of the rules. The SCBA would like to make it clear that this was not the case, Martlesham were requesting a change in the rules and were not alleging that Stanningfield had infringed the rules. An email had been received from Rita Daniels thanking the SCBA for expenses assistance and the support given to her team while representing Suffolk at the ECBA Champion of Champions. A letter had been received from Great Blakenham suggesting that the finals day be moved closer to the end of the winter season. After discussion it was agreed to change the date to 18th April by swapping dates with the County Juniors event subject to Needham Market being available on 18th April. GR to book Needham. NJ reported that arrangements for the Durham visit were proceeding well. Trophies for the pairs event on Saturday still needed sorting and SG agreed to get the trophies and the draw prizes. AG had obtained quotes for the coach to the Nationals in November. It was agreed to accept the cheaper quote. This year the payment for the coach must be made before the trip. SC reported that additional trophies ordered following finals day were still awaited. GR reported there had been a delay with the supplier but it was all in hand. JB suggested that one person should be responsible for organising all the trophies and MB agreed to take on the job for this next year. KJ asked about the engraving of trophies as some clubs have returned trophies unengraved. It was agreed that it should be highlighted that winning clubs should get their trophies engraved and return them to an SCBA committee member well before the following year's event. The listed date for Marion's Fab Fours in 2010 should be 25th July not 26th July. It was confirmed that SCBA pay for the Suffolk League v Heritage League when they host it and there was a need to discus catering and club selection at the next meeting. The committee agreed to pay 75% of the cost of a new printer for JG to replace a defunct one as it was used primarily for printing league tables for the clubs. GR reported that Neil West from Bury League had suggested the date of Wednesday 12th May 2010 for the Bury League v Suffolk League match. JB confirmed that, with the Rector's Plate now finished, the date and venue had been booked for an SCBA charity tournament. The format would be similar but revised and all clubs would be invited. If any member reading this has a particular suggestion regarding a relevant charity to support please contact the committee. It was agreed that the raffle would just be on the day so raffle books would not be circulated. The meeting closed at 9.08pm. The Minutes of the Executive Committee Meeting of the Suffolk Carpet Bowls Association held at Needham Market Community Centre on Monday 9th March 2009 The meeting commenced at 7.30pm. Those present: Jeremy Brown (JB)(Chairman), Keith Jolly (KJ)(Treasurer), Graham Robinson (GR)(Secretary), Neil Jolly (NJ), Peter Jones (PJ), Mick Watkins (MW), Andy Gilder (AG), Richard Sago (RS), Jane Sago (JS), Sally Goodrich (SG), Jim Goodrich (JG), Richard Williamson (RW). 1. Apologies for absence: Margaret Southgate, Keith Hull, Keith Armes. 2. Approval of previous Minutes: The minutes of the Committee Meeting of 26th January 2009 were confirmed as a true record, proposed by Graham Robinson, seconded by Jane Sago and signed by the Chairman. 3. Matters Arising: Item 12). Jeremy Brown reported that he, Sally and Jim Goodrich had met with Martlesham and discussed their letter and explained that no rules had been broken. GR and JB to get together and draft a reply as discussed. 4. Chairman's Report: The Chairman thanked Richard and Jane Sago for running the County Fours Qualification Day which ran very smoothly. He also extended thanks to all clubs and individuals who had loaned equipment throughout the year. 5. Secretary's Report: GR reported that he had a new computer which was improving the quality of correspondence. 6. Treasurers Report: Keith Jolly presented an income/expenditure sheet to 9th March 2009 with current assets at £6392. KJ raised several points which were discussed in detail: 1) It was agreed that the SCBA should have a capital account with a list of all the association's assets (carpets etc.) with their current value which would then be adjusted annually and presented at the AGM. Mick Watkins agreed to make a list of current items to enable KJ to produce the account. 2) It was agreed that the annual letter advising clubs of the AGM should be modified to ask for all items for discussion, not just constitution changes, to be submitted in writing. The letter should be sent by 1st May and there would be a pre-AGM committee meeting to prepare responses if necessary. GR to provisionally book committee room for 15th June. 3) KJ asked for all outstanding expenses and income to be given to him before 30th April so they can be included in this year's accounts. MW confirmed that he expected the new carpet racking at Needham to be completed by then. 4) It was explained that the County Squad Uniform Fund came under the SCBA for reasons of accountability. 5) When the insurance renewal is due SCBA needs to ensure that the 8 sets of county equipment (or as per list to be prepared in 6.1 above) are included. Keith Armes to be consulted regarding whether Endsleigh remains the best deal. 6) The signatories for cheques is now fully sorted out. A letter of complaint has been sent to Barclays, a holding reply received and a full reply promised by 26th March. 7) Fees will be reviewed at the next meeting but is not expected that there will be an increase. 7. Match Secretary's Report: Sally Goodrich reported that the Chairman's Plate semi finals were Belstead v Brantham and Great Blakenham v Needham Market. The Joe Rice Cup semi finals were Brockley v Barking and Barrow v Hundon. There were 27 entries to date for the Summer league, but with 2 weeks still to go it should end up close to last year's 37 entries. A club had suggested adding e-mail addresses to the contact list and this will be considered as an option when the list is next revised. 8. Child Protection Officer's Report: Andy Gilder reported that, having taken advice, he felt that the most suitable CPO training course would be the one day NSPCC course held at Leicester at a cost of £199. This was approved by the committee. He has drafted a Child Protection Policy for SCBA (based on the ECBA draft) which was discussed and circulated to the committee for consideration. It is strongly advised that once fully approved this should become part of the constitution. AG has drafted a note to keep clubs updated which will be circulated with these minutes. AG was asked to look at the possibility of getting someone from the NSPCC to address the AGM on this matter. 9. County Business: NJ reported a very good 21-15 home win over Norfolk, and if Suffolk beat Hertfordshire in the last home game we should secure second place in the league. RS confirmed that the qualifiers for the County Fours Finals were Bealings, Brockley, Claydon, East Bergholt, Gt Blakenham, Knodishall, Nayland and Old Felixstowe. At Finals day on 5th April SG volunteered Claydon to do the raffle and JS agreed to get the raffle prizes. Volunteers are required to get milk/tea/ biscuits etc. and get it prepared at the start. There was discussion on the reducing numbers entering county tournaments and the need to encourage clubs to supply mats without discouraging teams to enter. The next meeting will consider the possibility of recompensing clubs or individuals who bring carpets to tournaments. To encourage more participation from West Suffolk teams, next year's pairs and singles will have a venue at Risby if it is available on the required dates. GR to check availability and book if free. RS to supply NJ with scores from the discipline events so average scores can be worked out. Confirmed that the latest approved summer league rules are 2007, SG to respond to request from a club for a copy. 10. Eastern Counties Carpet Bowls Association: PJ reported that the next meeting was on 12th March, after discussion it was agreed there were no issues to be raised on the agenda item 'Review of Tournaments - National Championships'. ECCBA are planning to review rules agreed at previous committee meetings with a view to putting these together into one document. 11. English Carpet Bowls Association: MW said that the next ECBA meeting would be the last one before their AGM. It was decided that Suffolk had no proposals to put forward for the AGM. The job of ECBA Secretary will become vacant for next year and interest is sought. MW put forward a request on behalf of ECBA that they borrow sets of SCBA equipment for demonstrations which MW would carry out. This was agreed by the committee. 12. Any Other Business: It was confirmed that Jeremy and Marion Brown would be running the ECCBA Champion of Champions event on 10th May. The clash of dates with the Bury League Finals Day was known as it occurs most years. The general feeling was that the Bury league would be unlikely to alter their dates in future years. GR asked what was happening about trophies for the Suffolk championships. JB agreed to get those for the Closed Finals on 5th April. SG to approach Margaret Southgate to see if she can help her get those for League, Cup & Plate. GR to ring Copdock to arrange return of their trophy. NJ circulated final draft copies of revised rules for league and cup matches incorporating comments received since the last meeting. These will be submitted for approval at the next meeting if there are no further comments. MW suggested, and it was agreed, that the level of subsidy for county representatives at the National Champion of Champions should be discussed at the next meeting. The photocopier quotes had been assessed by JS and she recommended to the committee a basic model capable of double sided and collation at a cost of £646 + vat. This was approved. GR to order. JG presented a request from Brantham to play a rearranged league match 3-4 days after the closure date. After discussion this was agreed. SG said that the Holiday Inn had now been booked for the Durham visitors together with the joint meal. If any Suffolk players are planning to stop overnight a special bowls rate has been negotiated but accommodation is limited so early booking is recommended. JB and RS to discus and agree who will be invited to represent the Suffolk league in the Bury v Suffolk match on 13th May. The meeting closed at 10.06pm. The Minutes of the Executive Committee Meeting of the Suffolk Carpet Bowls Association held at Needham Market Community Centre on Monday 26th January 2009 The meeting commenced at 7.30pm. Those present: Jeremy Brown (JB)(Chairman), Keith Jolly (KJ)(Treasurer), Graham Robinson (GR)(Secretary), Keith Hull (KH), Steven Cain (SC), Neil Jolly (NJ), Peter Jones (PJ), Mick Watkins (MW), Andy Gilder (AG), Richard Sago (RS), Jane Sago (JS), Keith Armes (KA), Margaret Southgate (MS), Sally Goodrich (SG), Jim Goodrich (JG). 1. Apologies for absence: None. 2. Approval of previous Minutes: The minutes of the Committee Meeting of 17th November 2008 were confirmed as a true record, proposed by Andy Gilder, seconded by Jane Sago and signed by the Chairman. 3. Matters Arising: Item 11) SCBA now have a 'gmail' (google mail group email account). Mick Watkins has the password and Paul Daniels also has access. If anyone else needs access they should contact MW. Item 6a) Jim Goodrich reported that he had been contacted by Pat Lindley as the report regarding the Somersham match was inaccurate. It appears that the player who could not climb the stairs did not go to Brantham as she was aware of the stair problem. A letter has been received from Maureen Lindley of Brantham explaining the situation. The access problem is being looked into. Item 5) Graham Robinson had obtained quotes from two suppliers for a replacement photocopier which he presented at the meeting. JS agreed to get the quotes assessed and advise the chairman on the most suitable machine. In the meantime GR would get the next set of minutes copied commercially. In future, after approval by the chairman, Peter Jones will print a letter quality headed master of the minutes and deliver it to GR, this should ensure that good quality copies get circulated. 4. Chairman's Report: The Chairman reported that he had been approached by David Schofield following the final Rector's Plate and that David Schofield & Jane Pitcher had generously donated a quantity of measures, callipers and mat numbers to SCBA. This was appreciated by the committee and it was agreed that JB should send a letter of thanks to David & Jane. 5. Secretary's Report: GR's report regarding the photocopier had already been discussed. MW expressed concern that the entry forms for the Random Triples did not seem to have been received by all clubs. GR confirmed that entry forms were sent to all clubs. 6. Match Secretary's Report: Sally Goodrich reported that some Cup and Plate results were being received with scorings of 8 points (missing the shots score). She asked for Clubs to be reminded that scoring for Cup and Plate matches is exactly the same as for league matches. The draw for the second round of the Chairman's Plate is: Martlesham v Belstead, Hoggards Green v Brantham, Woolpit v Great Blakenham, Needham Market v Tuddenham St Martin. 7. Treasurers Report: Keith Jolly presented an income/expenditure sheet to 26th January 2009 with current assets at £6070. KJ expressed concern that he was unable to do his job as Treasurer properly because the bank change of signatures had still not been approved by the bank. The bank had indicated that another 'repair' was needed and JB agreed to contact the bank mandate team by telephone to try and resolve the outstanding matter as a letter they say they sent to him had not been received. Concern was also expressed that no reply had been received to our letter to Barclays Bank, Needham Market which had requested an urgent reply. KJ will not be at the Singles Championship so it was agreed that NJ would collect any money (raffle etc.) and pass to KJ. 8. County Business: NJ reported that after a disappointing loss against Cambridgeshire at Risby there had been good away wins against Essex at Braintree and Bedfordshire at Cople. With home matches to come against Norfolk and Hertfordshire it is hoped that Suffolk can secure second place in the league. Durham will be visiting Suffolk this year and volunteers were sought to find suitable accommodation and liaise with the Durham Secretary. Margaret Southgate and SG volunteered to do this with assistance from NJ. It was confirmed that, as usual, SCBA will pay for 24 meals for the Durham team as part of this goodwill exchange. 9. Eastern Counties Carpet Bowls Association: PJ reported that there had not been a meeting of the ECCBA committee since our last committee meeting so there was nothing to report. 10. English Carpet Bowls Association: A report of the meeting held at Rotherham on 10th January 2009 and attended by MW is attached. During discussion it was agreed that when the issue of allowing counties to bowl with less than 24 players is further discussed at ECBA the Suffolk view should be that the rule recently adopted by the ECCBA should be used as the basis and adapted to suit the National playing format. It should be noted that the date for the 2009 Nationals at Blackpool has been changed to 13-16th November. The SCBA committee meeting scheduled for 16th will now be changed to 23rd November. The issue of training/retraining of referees was discussed. It is with David Storey to progress this. MW and JG will take on running training courses if required. After discussion it was agreed that SCBA would not support the idea of reducing the number of ends in the Nationals from 11 to 10. MW reported that it was Suffolk's turn to hold the English Triples in 2010 and the date for this, 12th September 2010, clashed with the Summer play-offs. It was agreed that GR should book East Bergholt for that tournament (both rooms from 08.30). Also he should cancel the Needham Market booking for 12th September 2010 and if available book for 5th September 2010, if unavailable let JB know. If the 5th September is booked for Summer play-offs it will be necessary to bring forward the end date for summer league matches. 11. Child Protection Officer's Report: AG gave a general report on progress so far. There are still grey areas regarding child protection requirements and he will present a draft proposal at a later date. AG is trying to arrange to go on the required two day Child protection officer training course. 12. Any Other Business: RS reported that the entries for the County Singles was 36 entries down on last year. MW has received a quantity of carpet bowls rule books from ECBA. He is holding these. Any clubs which do not have a copy of the rule book should contact Mick Watkins for a copy. The SCBA website is now much more comprehensive and Paul Daniels would welcome any relevant information to put on the site. MW and AG have looked at upgrading the mat storage facility at Needham Market. It is proposed to make a racking system for safer storage. The cost will be £180 + vat (materials cost only charged). SCBA will pay MW, who has generously agreed to donate this amount to the county uniforms fund, which is in deficit. SC reported that Dick Williamson was interested in joining the committee. It was proposed by Steven Cain that he be co-opted on, seconded by Richard Sago, unanimously approved. JB to contact Mr Williamson. The calendar of dates has some dates missing for late 2009, including Essex (22nd Nov.) and Beds (13th Dec.) county matches, Closed Triples (18th Oct.), Closed Pairs (proposed 8th Nov.). MS reported that the ECCBA 6 Counties tournament in 2010 has been booked for 6th April at Littleport and the Teambowl at Braintree in September 2010. All relevant dates to be available at next meeting so calendar can be updated and reissued. NJ tabled the proposed amendments to Winter and Summer league rules. Committee members were asked to review these and let NJ have any comments by end February. JB has booked the date previously used for the Rector's Plate at Needham Market for 2010. It was agreed that SCBA would run an event, possibly an open charity pairs tournament. Invitation list for Rector's plate to be obtained if possible. JB reminded the meeting that the Summer League forms would need to be sent out before the next meeting on 9th March. GR was asked to revise the form (with this year's dates) and send out with these minutes. A letter has been received from Martlesham expressing their concerns about the rule which allows clubs to play matches with less than 16 players. The content of the letter was discussed and it was agreed that JB and JG would talk to Martlesham when they meet shortly. A written reply will only be sent if required after that meeting. The meeting closed at 9.55pm. SCBA Executive Committee Meeting 17th November 2008 Please note that the minutes for this meeting are only available in PDF format and will require Adobe Acrobat (or a similar program) to view them.