AGM 2020 News - 22 Nov 2020 @ 10.30 by Zoom
PRESIDENTS AGM REPORT 2020
This last year has been an awful year, with the pandemic, all bowls league matches were cancelled and my health declined even further.
I would like to formally thank the Committee (who had virtual meetings using Zoom) for their hard work in providing social bowling facilities, with a special mention for Tony Murphy who controlled the rink booking process. I am aware that not everyone was satisfied with the Committee decisions, but our main priority will continue to be the safety of club members, guests and users. As a registered charity we must ensure that we follow government guidelines. Our continued thanks to Ruth Speirs who audits our Bank statements every month and produces Excel income and expenditure accounts for our monthly Committee meetings.
I hope that next year we are able to resume bowling and socialising at our club, in the meantime keep safe and help each other.
Bill Irons President
Newark Town Bowls & Social Club: 2020 AGM CHAIRMANS REPORT
This has been a challenging year for all of us individually and for your committee in managing the club. I would therefore like to start by thanking all of my fellow committee members for their dedication to the club, their continuing willingness to work hard and also to act in innovative ways to ensure the club survives and even thrives in these awful times. In March, following the first lockdown, the club faced an uncertain future. Early on as a committee we decided to focus on two key aims;
To do everything possible to ensure the safety of members To take actions to try and secure the club’s future both financially and physically. Being in lockdown we obviously couldn’t meet face to face so aided by Mac Mallard we soon established a monthly committee meeting by “zoom”. Despite not bowling, the green needed to be maintained, the clubhouse regularly checked, and bills paid. The largest of these by far is insurance which costs over £1000 per year. The club started the season in good shape financially but clearly could not sustain this level of costs indefinitely. We therefore set about seeing what grants might be available to us and were successful in obtaining grants both from Sports England and Newark & Sherwood DC. Our next big challenge as the first period of lockdown eased and national guidance on limited resumption of bowling was published was to try and see how this could be applied for our green and premises. Within a week of restrictions being lifted, on 1st June we were able to open the club for limited social bowling. This took a lot of effort in thinking through how we could make things as safe as possible and then putting it into place. Thanks to everyone who contributed to this. Unfortunately, although we looked at this on a number of occasions, we could not find way both to follow the rules and make the club house safe. It has therefore remained closed. This has meant that we were unable to run any social programme or, on the bowling side, stage any home friendly matches with other clubs. Tony Murphy our Club Captain, did however manage to arrange three away matches at clubs with more suitable facilities so thanks to him for this.
The committee have put forward a proposal to the AGM that whilst retaining our existing membership fees for next year, that we will not request renewal fees for existing members. Hopefully you will support this and we will can all look forward to a better 2021!
Jeff Thorpe Chairman
Newark Town Bowls & Social Club: 2020 AGM SECRETARY’S REPORT
As ever with these reports as Secretary I echo the sentiments expressed in the other reports.
There have been new challenges in trying to minute virtual meetings accurately and in trying to ensure that the business of the club moves forward.
As you know, I have also been Chair for the last year which is not an ideal arrangement as the Secretary needs to provide a distinct voice in aiding the Chair and President procedurally. I have therefore decided not to stand again as Secretary, a job I have been doing for three years virtually ever since I joined the club. (How did I let the previous secretary, Karl Lesh, persuade me?) As I stated in the Chair’s report our twin aims as a committee have been to secure the club’s future both physically and financially and do everything possible to offer some activity for members safely. In both aims I think we have been successful aided greatly by the grants we have received in bidding for which I was glad to contribute. This is a great club with great facilities and I look forward to us being able to resume both bowling and socially in the New Year.
Jeff Thorpe Secretary
Proposals on Membership fees for 2020/21
The committee is proposing that we give free membership renewal for 2020/21 to all existing members (i.e. we will not request any money at renewal). We are proposing that for new members, membership fees stay at the same rates as in 2019/20 (i.e. Full Bowling members:£30, Social members:£15, Junior members:£10. No change to match fees: - to stay at £2 per person per match.)
NB. We will request voluntary donations by gift aid for those who still wish to contribute to club at this time when we have our usual expenditure but no income.
Newark Town Bowls and Social Club Treasurer’s Report Period ended 13th August 2020
Covid19 has had a huge impact on the world and our everyday activities. For the Bowls and Social Club this has meant almost everything has been on stop since the end of March 2020 due to the restrictions put in place by the government. It is hoped that activities will be recommencing as soon as there are safeguards in place in line with government guidance and members and users of the Club will not be at risk. The impact can also be clearly seen in the financial statements. This is in addition to shortening the accounting period end from October to August in order to better fit the financial statements and AGM with the bowling season. Many streams of income have been affected by Covid19 as seen in the monthly analysis on the financial statements. Subscriptions have not been significantly impacted as the renewal period was at the start of the UK crisis. Bowls subscriptions have increased due to new members from Farndon Bowls Club, whilst Social subscriptions have decreased due to less members. Room hire income has been affected but some income has continued thanks to the partnership with Newark Patriotic. The 100 Club has remained possible throughout and has generated the same annual income as 2019 although expenditure on prizes is lower due to some being kindly returned back to the Club. Green and property maintenance costs have had to continue throughout but variable costs have ceased due to inactivity. A bar stock write off has occurred of £185 due to stock not being sold prior to its best before date. All of this together explains the £2,518 loss in the Social club. However, due to successful grant applications, the Bowls club gratefully received an N&SDC grant of £10,000 and a £2,000 Sport England grant in the year, being shown as grants on the Bowls profit and loss account. It is the Club's intention to use these grants to maintain and improve the whole facility The balance sheet has remained fairly steady throughout the year up until the receipt of the grants where the cash balance increased. - Accounts and annual returns. DATA FOR FINANCIAL YEAR ENDING 13 AUGUST 2020
Activities - how the charity spends its money Providing the facilities for the local community to use the clubhouse and participate in the seasonal game of lawn bowls.
Income and expenditure
Total income: £17,274
Total expenditure: £6,498
Total income includes £12,000 from 2 government grant(s)
People
5 Trustee(s)
11 Volunteer(s)
Employee salaries over £60,000 No employees earn over £60k for this charity
Fundraising
This charity does not raise funds from the public
Trading
This charity does not have any trading subsidiaries.
Trustee payments
No trustees receive any remuneration, payments or benefits from the charity
Minutes of
Newark Town Bowls & Social ClubMinutes of Virtual Committee Meeting held on 1st October 2020at 10.35 a.m. by Zoom
In Attendance: Jeff Thorpe (JT), Paul Hatherley (PH), Tony Wise (TW), Brenda Wright (BW), Sue Parker (SP), Mac Mallard (MM), Tony Murphy (TM)
96/20 Welcome by the Chair The meeting opened at 10.35 a.m. and JT welcomed everyone to the virtual meeting of the club committee. Thanks to MM for hosting.
97/20 Apologies were given by Bill Irons, Val Swain.
98/20 Minutes The notes of the meeting held on 3rd September 2020 were agreed as a correct summary.
99/20 Treasurer’s Report
TW reported on the balances in each of the monthly accounts. The club continues to be in a healthy position due in large part to the grants received from Sports England and Newark & Sherwood District Council.
Annual Accounts to the 13th August 2020 had been reported to the Charity Commission (This is in line with the decision at the last AGM to bring forward the year end to facilitate an earlier AGM)
The chair asked for a clarification on what needed to be published to the AGM on the accounts. Apparently all that was required was the summary reported to the Charity Commission which does not include any detailed analysis of the income and expenditure. It was also agreed that a copy of this be posted on the club website.
JT thanked TW for his report, and to pass on the committee’s continuing appreciation of the work done by himself and Ruth Cropper in supporting the club accounts.
BW reported on the “100” club winners who were Bill Irons (1st) and Kevin Clayton (2nd) and agreed arrangements for getting cheques to the winners.
100/20 Progress on engaging potential new committee members
Currently we have 7 actual committee members and ideally this should be nearer to 12.
TM confirmed Angela Hardwick had agreed to be nominated but not for any specific post. BW had now approached Bill & Flo Edlin who had been suggested as possible nominees but they had felt that they were too new to the club to be elected. All members of the present committee (except BI who wasn’t present) agreed to stand again for the committee if nominated. JT however informed the committee that since the last meeting he had now sold his house and would be leaving Newark. In consequence he would now be standing down at the AGM as both as Secretary and Chair.
101/20 Nominations Process - JT took members through the proposed process details of which had been circulated prior to the meeting. Members agreed the process proposed. Formally nominations could be received up to 14 days before the date set for the AGM (i.e. up to 8th November) but time needed to be allowed to run the pre voting stage of the virtual AGM process. It was therefore agreed that nominations would open today (1st October) and initially close on Sunday 25th. This would then allow the nominations to be put into an on-line/postal questionnaire format and for the committee to assess and if necessary, take action where there were crucial vacancies.
102/20 Annual Reports Reports would be required from the President, Treasurer, Chair and Secretary. JT had already received reports for President and Treasurer.
In addition, JT asked that TM also produce a report as club captain to give members an overview of what bowling had been possible during the season and provide a look forward to next season when hopefully bowling and leagues can resume normally.
103/20 Newsletter Messages - JT asked if there was anything that committee members would like including in the monthly newsletter.
TM asked if we could mention again the three friendlies played and thank those involved. He also mentioned that he was putting forward a proposal to the LCBC on behalf of the club to allow substitutions during games.
BW asked if we could include some words for social members to remind them that we haven’t forgotten them!
104/20 Maintenance and Projects - PH reported that routine maintenance on a Tuesday remains suspended. Work by TM on redecorating the club room and bar is proceeding. The new shutters for the bar area are due to be delivered on the 7th October.
105/20 Correspondence A further letter has been received from the NSA regarding the EGM on 12th October regarding the NSA finances.
Confirmation has been received from Newark & Sherwood DC regarding the club’s comments on the change of use of the old club house. Our stance was neutral but laid out our concerns about possible effects of the change of the use. No other correspondence was reported.
106/20 Any Other Business “Siggy” is leaving the area and moving to the Isle of Mann. The club wishes him all the best for the future.
PH will be out of the country in the next few weeks but still on email/zoom.
No other business reported.
Meeting closed at 11.28 a.m.
The next virtual meeting was arranged for Wednesday 28th October at 10.30 a.m.
Newark Town Bowls & Social ClubMinutes of Virtual Committee Meeting held on 1st October 2020at 10.35 a.m. by Zoom
In Attendance: Jeff Thorpe (JT), Paul Hatherley (PH), Tony Wise (TW), Brenda Wright (BW), Sue Parker (SP), Mac Mallard (MM), Tony Murphy (TM)
96/20 Welcome by the Chair The meeting opened at 10.35 a.m. and JT welcomed everyone to the virtual meeting of the club committee. Thanks to MM for hosting.
97/20 Apologies were given by Bill Irons, Val Swain.
98/20 Minutes The notes of the meeting held on 3rd September 2020 were agreed as a correct summary.
99/20 Treasurer’s Report
TW reported on the balances in each of the monthly accounts. The club continues to be in a healthy position due in large part to the grants received from Sports England and Newark & Sherwood District Council.
Annual Accounts to the 13th August 2020 had been reported to the Charity Commission (This is in line with the decision at the last AGM to bring forward the year end to facilitate an earlier AGM)
The chair asked for a clarification on what needed to be published to the AGM on the accounts. Apparently all that was required was the summary reported to the Charity Commission which does not include any detailed analysis of the income and expenditure. It was also agreed that a copy of this be posted on the club website.
JT thanked TW for his report, and to pass on the committee’s continuing appreciation of the work done by himself and Ruth Cropper in supporting the club accounts.
BW reported on the “100” club winners who were Bill Irons (1st) and Kevin Clayton (2nd) and agreed arrangements for getting cheques to the winners.
100/20 Progress on engaging potential new committee members
Currently we have 7 actual committee members and ideally this should be nearer to 12.
TM confirmed Angela Hardwick had agreed to be nominated but not for any specific post. BW had now approached Bill & Flo Edlin who had been suggested as possible nominees but they had felt that they were too new to the club to be elected. All members of the present committee (except BI who wasn’t present) agreed to stand again for the committee if nominated. JT however informed the committee that since the last meeting he had now sold his house and would be leaving Newark. In consequence he would now be standing down at the AGM as both as Secretary and Chair.
101/20 Nominations Process - JT took members through the proposed process details of which had been circulated prior to the meeting. Members agreed the process proposed. Formally nominations could be received up to 14 days before the date set for the AGM (i.e. up to 8th November) but time needed to be allowed to run the pre voting stage of the virtual AGM process. It was therefore agreed that nominations would open today (1st October) and initially close on Sunday 25th. This would then allow the nominations to be put into an on-line/postal questionnaire format and for the committee to assess and if necessary, take action where there were crucial vacancies.
102/20 Annual Reports Reports would be required from the President, Treasurer, Chair and Secretary. JT had already received reports for President and Treasurer.
In addition, JT asked that TM also produce a report as club captain to give members an overview of what bowling had been possible during the season and provide a look forward to next season when hopefully bowling and leagues can resume normally.
103/20 Newsletter Messages - JT asked if there was anything that committee members would like including in the monthly newsletter.
TM asked if we could mention again the three friendlies played and thank those involved. He also mentioned that he was putting forward a proposal to the LCBC on behalf of the club to allow substitutions during games.
BW asked if we could include some words for social members to remind them that we haven’t forgotten them!
104/20 Maintenance and Projects - PH reported that routine maintenance on a Tuesday remains suspended. Work by TM on redecorating the club room and bar is proceeding. The new shutters for the bar area are due to be delivered on the 7th October.
105/20 Correspondence A further letter has been received from the NSA regarding the EGM on 12th October regarding the NSA finances.
Confirmation has been received from Newark & Sherwood DC regarding the club’s comments on the change of use of the old club house. Our stance was neutral but laid out our concerns about possible effects of the change of the use. No other correspondence was reported.
106/20 Any Other Business “Siggy” is leaving the area and moving to the Isle of Mann. The club wishes him all the best for the future.
PH will be out of the country in the next few weeks but still on email/zoom.
No other business reported.
Meeting closed at 11.28 a.m.
The next virtual meeting was arranged for Wednesday 28th October at 10.30 a.m.
