BOWLS BAY OF PLENTY INC (BBOP)
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BOWLS BAY OF PLENTY INC (BBOP)
Minutes of Board Meeting held on
Monday 10 January 2022
Bill Murphy (President & Chairman), Rod Warrender (Vice
PRESENT
President), Eddie Ashcroft (Interim Centre Manager), Dave Jones,
Kathy Dempster Rivett, Margaret O’Regan, Morgan Solomon
Graham Skellern
APOLOGIES
Resolved: That the minutes of the Board Meeting held 29 November
CONFIRMATION OF BOARD
2021 as tabled be approved as a true and correct record of the
MEETING MINUTES
meeting. This included correcting the Westpac bank account balance
to $61,405.90 at that date.
Moved: R Warrender Seconded: D Jones Carried
There were no matters arising.
MATTERS ARISING FROM THE
MINUTES
Resolved: That the Inward and Outward correspondence as tabled
CORRESPONDENCE
be received and recorded.(refer attached schedule)
Moved: M O’Regan Seconded: R Warrender Carried
CENTRE VACCINATION The Centre vaccination policy has now been posted on the website
POLICY requiring all persons attending to be double vaccinated to participate
in Centre events and show evidence of that when requested.
Issues around tournament difficulties including Ministry of Health
contact tracing procedures were discussed in light of a recent
situation at a Te Puke event. The Interim Manager was requested to
follow up with clubs to ensure there were policies in place and on
record with the Centre.
Correspondence from the Katikati Bowling Club regarding an entrant
to the Omokoroa tournament on December 6 was discussed and
noted. The letter to be acknowledged.
The President circulated a Draft Work Plan for the period January
DRAFT WORK PLAN- 2022
through to September, broken into progressive monthly segments.
The plan, which needs to remain fluid where necessary, provides for
the implementation of all Centre governance and main operational
requirements through to the Annual Meeting in June, and into the
new season commencing in September.
After discussion on the main areas of the plan, the following items
were noted for referral back to ensuing Board meetings
duringFebruary, March and April.
Annual General Meeting. To be held late June, with consideration
for change to a conference type structure to include key workshops
on event programming and membership promotion.
Centre Manager Appointment. Finance and Admin Committee to
develop the Centre Manager’s contract for Board approval with the
view to advertising the position in April and have the position
operative in May.
Constitution. The Interim Manager, in conjunction with the Finance
and Admin Committee to finalize the Constitution changes adopted
at the 2021 Annual General meeting.Centre Handbook. The publishing, timetable and production of the
book to be reviewed by the Finance and Admin Committee.
Website. The President, Interim Manager and Ken Boyle to progress
the planned meeting with the Website Administrator.
Operations Committee. To prepare a two year event programme, to
include - event timings, number and type of events, venue
allocations and the Senior and Junior Representative programme
dates.
Consideration to also be given to the suitability and the impact of
artificial greens and greens inspection procedures, tournament
control aspects, and the future structure of the Baywide Sevens.
Bank Transaction Report
FINANCIAL POSITION
Account Balances at 31 December 2021
Westpac Current Account: $70,685.66
First Mortgage Trust Investment: $74,548.75
Payments made for period 1 – 31 December 2021 $7,467.22
Resolved: That the Bank report as tabled be received and payments
for the period be confirmed (refer attached schedule)
Moved: M O’Regan Seconded: R Warrender Carried
The reports for both 29 November and 31 December 2021 were
FINANCE & ADMIN REPORT
tabled and discussed.
Centre Event Entries.
Margaret O’Regan commented that there had been some Centre
event entry fee payment issues. These were noted by the meeting
and agreed that in future where there were outstanding fees the
person/club would not be eligible to compete in another centre event
until the outstanding amount is settled.
Some ongoing problems with the Stripe payment system were
outlined. The meeting agreed action be taken to have Stripe charges
assigned to the user and that reference to the payee should be
associated with the transaction. If either is not possible Stripe may
need to be removed as a payment option.
Affiliation Levies. There are currently five clubs still to pay their
levies which were due 30 November 2021. Reminder notices had
been sent out and were being followed up.
Other Payments. Payments to Selectors and Coaches, and
contributions from Rep players still required some clarification with
the rep management personnel before processing.
Sponsorship and Grants.
Lion Foundation. Confirmation of the Grant being processed was
still awaited.
Craigs Investment Partners. Rod Warrender reported on a meeting
held in December between the President, himself and Johnny
Beadle of Craigs. All aspects of the existing sponsorship
agreement had been discussed, as well as an outline of the Centre’s
restructure. A proposal for an extended arrangement involving three
years, with a mutually acknowledged upgrade of conditions, was
considered and left for referral to Craigs management board for
consideration.
Resolved: That the Finance and Admin reports for November and
December as tabled be accepted.
Moved: M O’Regan Seconded: R Warrender CarriedCorrespondence from Graham Skellern.
On the motion of the President, seconded by Rod Warrender, the
meeting agreed to move into Committee (at 11.19am) to discuss a
matter raised in an email by Graham regarding a recent comment by
the Interim Manager in correspondence to the Website Administrator.
A resolution was reached and the Meeting moved out of Committee
at 11.26am.
Fixture v North Harbour January 15. The President advised that all
REPRESENTATIVE
arrangements are in place for the Prem 1 and Prem 2 event at
PROGRAMME REPORT
Katikati. Rod Warrender would represent the Centre at the event.
The teams had been selected. A trophy was being arranged and
donated by a North Harbour manager for the event.
Prem 2 Quad fixture February 27. This fixture, originally set down
for February 27, has now been confirmed as not proceeding, but
would be further considered in discussions relating to the 2022-23
progamme.
Geddes and Kaimai Trophy fixtures 19-20 February. While
venues are still awaited from host Counties, it was the expectation
these events would proceed.
Representative Programming. Dave Jones agreed to join the
Representative programming group.
Morgan Solomon reported as follows,
OPERATIONS COMMITTEE
REPORT
Mixed 2x4x2 Pairs. No date had yet been able to be arranged for
the semifinals and final to be played.
Men’s and Women’s Triples. Entry arrangements are in place for
the rescheduled event in May.
Baywide Sevens. The finals weekend format had proved very
successful and the ensuing competition extremely close with
Tauranga Men and Ngongotaha Women winning their finals. The
host clubs, Tauranga (Day3) and Te Puke, along with the
participating teams, had handled the changing Covid arrangement
requirements very well during the lead up, and on the weekend.
Resolved: That both winning clubs receive a grant of $500.00
towards the cost of competing in the National playoffs.
Moved: D. Jones Seconded: K Dempster Rivett Carried
Men’s and Women’s Singles. 30 Men’s entries and 18 Women’s
entries were received for the event. The men’s qualifying round was
held at Omokoroa, with Katikati hosting the women’s qualifying round
and both the men’s and women’s finals. The winners were Cliff
Webber and Debbie White.
Men’s and Women’s Centre Fours. Arrangements were well
underway for these events with entries coming in steadily. The
venues confirmed as Ngongotaha for the women and Te Puke for the
men.
The meeting noted the very good number of Centre players at the
BOWLS NEW ZEALAND
recent National Singles and Pairs held at Christchurch and
recognized the notable performances by those players who reached
the quarterfinals. It was also noted that Graham Skellern had won his
classification in the Disabled section.Live Streaming Equipment. Most of the ordered equipment was on
GENERAL MATTERS
hand and a potential operator identified. Left for the Finance and
Admin Committee to further progress towards having the equipment
operational.
Coaching. Kathy Dempster Rivett briefed the meeting on progress
being made on identifying registered and active coaches within the
Centre.
Youth Bowls. It was noted that the Youth Bowls Programme
Manager is understood to not be vaccinated. The President would
follow up and ascertain any future ramifications this may hold.
Uniforms. Rod raised the desirability of the Centre having shirts or
tops available for ambassadorial use at Centre events. Current
uniform stock in the Centre Office would be checked for suitability.
Meeting closed: 1.30PM
Next Meeting: 21 February 2022 Venue: Ngongotaha Bowling Club
Signed: __________________________________ Dated: _____________________
(President)Correspondence: Board Meeting held 10 January 2021
Inwards: Outwards
WHS Re cards Clubs Vaccination Requirements
WHS Re cards Clubs Ngongotaha Covid Policy
Chris Lander Doubtless Bay Fours WSL Re cards
Spark Account Scott Invimey Event venue
Chris Lander Doubtless Bay Fours Ken Kennedy Triples Refund
Spark Account Carol Hubert Re venue Centre Singles finals
Scott Invimey Event venue Doug Russell Centre Titles
Ken Kennedy Triples Refund Laurie McLeay Umpire bank accounts re payment
Scott Invimey Event venue All Entrants Event venue advice
Ken Kennedy Triples Refund BTS Resend Levy Invoice
Jocelyn Holten Entry payment details (2) Debbie White Account Details
Jocelyn Holten Entry payment details (2) Alan Gordon Account Details
Xero Newsletter Fwd MOR Richard Lavis Singles Entry Payment Request
Stripe Newsletter Fwd MOR Clubs Muzzy Shirts promo
Xero Newsletter Fwd MOR Dean Manson Accounr re Triples refund
Stripe Newsletter Fwd MOR Jonny Beadly Invitation to North harbour event
Chris Lander Intercentre confirmation Andrew Re meeting for Website
BTS Levy Invoice resend request WHS Cards
Chris Lander Intercentre confirmation Ngongotaha BC Club Levies
BTS Levy Invoice resend request Turangi BC Club Levies
Wellington Newsletter Katikati BC Club Levies
Wellington Newsletter Opotiki BC Club Levies
Debbie White Account confirmation Omokoroa BC Re 7s Entry
Alan Gordon Account confirmation AJ Potroz W4s Entry
Debbie White Account confirmation Carol Hubert Umpire 15Jan
Alan Gordon Account confirmation Neville Canute Umpiring/Lunch
Dean Manson Triples refund confirmation
FMT Statement
Dean Manson Triples refund confirmation
FMT Statement
Xero Invoice
Xero Invoice
Sport BOP Covid - traffic light settings
Sport BOP Covid - traffic light settings
Opotiki BC Club Levies
Carol Hubert Umpire 15Jan
Opotiki BC Club Levies
Carol Hubert Umpire 15Jan
Katikati BC Covid policy implementationAgenda: Bowls Bop Board Meeting - Ngongotaha Bowling Club – 10.00 am Monday 10
January 2022.
1. Welcome/any Apologies
2. Confirmation of Meeting Minutes 29 November, 2021
3. Centre Vaccination Policy
- Website / Circulation
- Covid impact re Tournaments
4. 2022 Draft Work Plan
5. Finance and Admin
- Correspondence, not otherwise on Agenda
- Report from Convener for November and December
- Affiliation Levies – returns to date
- Accounts for Payment and Cash position for November and December
- Lion Foundation Grant / Craig’s Investment Partners updates.
- Other Sponsorship and Fundraising Affiliation Levies – returns to date
- Bowls BOP Constitution update – refer 2022 Draft Work Plan
- Correspondence from Graham Skellern re ICM comment.
6. Representative Programme
- Bay of Plenty v North Harbour 15 January
- North Harbour re 27 February.
7. Operations Committee
- Mixed 2x4x2 – completion
- Men’s and Women’s Triples -rescheduled dates May and entry arrangements
- Bay Wide 7’s – Questionnaire/Review /Assistance to BNZ finals
- Men’s and Women’s Singles 18-19 December-review
- 2021 -2022 venues
- 2022-2023 Programme
8. Bowls NZ
- BOP Players at National Championships
9. Other Programme/Working Areas
- Club Growth Forums – refer 2022 Draft Work Plan
- Media/Communications/Live Streaming
- Youth Bowls/ Programme Manager
- Coaching/ Umpires/ Green Keepers –refer 2022 Draft Work Plan
10. General
- Ambassadorial - Centre Fixtures and Events
- Quarterly updates for Clubs – refer 2022 Draft Work Plan
- Next MeetingBANK TRANSACTIONS REPORT Bank Balances @ 31st December 2021 Westpac Current Account $ 70,685.66 First Mortgage Trust Investment $ 74,548.75 Payments made from 1st to 31st December 2021 Sandra Burrows - Refund Centre Triples 75.00 Dianne Smith - Refund Centre Triples 75.00 Carol Hubert - Refund Centre Triples 75.00 Greg West - Refund Centre Triples 75.00 Richard Guy - Refund Centre Triples 75.00 Reg Sim - Refund Centre Triples 75.00 Xero Subscription 53.48 Lillie McGregor - Representative Travel 78.80 Christine Allan - Representative Travel 138.00 Noel Sutton - Refund CentreTriples 75.00 Liam Peters - Refund Centre Triples 75.00 Ken Kennedy - Refund Centre Triples 75.00 Carol Hubert - Umpire Baywide Sevens 120.00 Nita Cowper - Umpire Baywide Sevens 30.00 Ron Duckworth - Umpire Baywide Sevens 30.00 Gordon Allan - Umpire Baywide Sevens 60.00 Annette Kidd - Impire Baywide Sevens 60.00 Te Puke Bowling Club - Hosting Baywide Sevens 700.00 Tauranga Bowling Club - Hosting Baywide Sevens 175.00 Bowls Tauranga South - Hosting Baywide Sevens 350.00 Ngongotaha Bowling Club - Hosting Baywide Sevens 350.00 Arawa Bowling Club - Hosting Baywide Sevens 350.00 John Wood - Umpire Baywide Sevens 60.00 Muzzy Shirts - Representative Bowls Stickers 421.94 Lance Hoete - Refund Centre Triples 75.00 Eddie Ashcroft - Centre Manager Remuneration 2500.00 Eddie Ashcroft - Mobile Pgone Reimbursement 120.00 Alan Gordon - Umpire Centre Singles 30.00 Debbie White - 1st Prize Centre Singles 100.00 Kellie Afaua (paid to P Dickison) - 3rd Equal Centre Singles 25.00 Matua Bowing Club - Hosting Centre Singles 100.00 Omokoroa Bowling Blub - Hosting Centre Singles 175.00 Katikati Bowling Club - Hosting Centre Singles 275.00 Neville Canute - Umpire Centre Singles 60.00 Carol Hubert - Umpire Centre Singles 30.00 Katarina Stepec - 3rd Equal Centre Singles 25.00 Jocelyn Holten - 2nd Prize Centre Singles 75.00 Doug Russell - 3rd Equal Centre Singles 25.00 Steve Beel - 3rd Equal Centre Singles 25.00 G Ricketts - 2nd Prize Centre Singles 75.00 Cliff Webber - 1st Prize Centre Singles 100.00 Total Payments for December 2021 $ 7,467.22
FINANCE & ADMIN REPORT – 29 NOVEMBER 2021 Interim Manager (Eddie Ashcroft): The Contract for the Interim Manager’s position is place and is rolling over on a 3 monthly basis. The current 3 month period continues through to 18 January 2022. As we may not hold another meeting before the current period of the contract terminates we should consider extending the term for another 3 months i.e. from 19 January to 18 April 2022 to give the Board time to approve the Terms of the Contract and Job Description for the incoming Manager. It should be noted that the Contract Manager is just that, an independent contractor, responsible for his/her own Tax and ACC Levies. Invoices for services are being provided on a monthly basis. Lion Foundation: Additional information was requested by the Lion Foundation Audit team. The information requested has been emailed to them. Stripe: A refund to a player who used Stripe when entering the Open Singles has been made. The amount received once the fees had been deducted was $23.97 whereas we are obliged to refund the whole $25.00. Eddie will liaise with Andrew from Whattheheck to ascertain whether or not there is an alternative method for using Stripe whereby the player is charged the fee when entering instead of it being deducted before it is paid on to us. 2x4x2 Mixed Pairs: All entry fees have been received. Tauranga South and Tauranga Club’s have been paid their hosting fees. Three Umpires who officiated at the preliminary games have not yet been paid. One Umpire declined payment. Further hosting and umpire’s fees will be paid once the finals have been completed. Centre Open Triples: The Triples were postponed due to inclement weather. The Operations Committee are searching for another date and once that is established Eddie will contact all Skips with the new dates.
Baywide Sevens: It was disappointing that only 8 clubs had paid their entry fees before the tournament commenced. Entry fees were received from Papamoa, Katikati, Matua, Te Puke, Ohope, Tauranga, Kawerau and Tauranga South. Eddie is contacting the clubs that have not yet paid. Centre Open Singles – 18th December 2021: To date we have entries from 3 women and 14 men. Last season the Women’s Singles generated a loss and it would appear that this year will be no different. Levies: To date only 8 clubs have paid their annual levies. The invoices sent to club’s state that payment is due by 30 November 2021. Eddie is sending reminder emails to the club’s who have not yet paid. Representative’s Team Outgoings: Mileage claims for both Premier and Junior mileage claims for travel to Te Aroha and Waihi respectively will be processed and paid as soon as they are received. Mileage is paid at .40cents per kilometre. Representative Fixture at Katikati – 15th January 2022: Provision will be made for reimbursement to Katikati club for Green Hire and also for catering afternoon tea. Umpires will receive payment for their services. Craig’s Investment Partners will be invited to attend the fixture and speak during the lunch break. Budget: The budget has been updated as much as we can forsee. We will have a clearer idea once we know if we will receive funds this season from Lion Foundation and Craigs Investment Partners.
FINANCE & ADMIN REPORT – 31 DECEMBER 2021 Baywide Sevens: Ngongotaha still owes $400.00 being the balance of their Baywide Sevens entry fee. Umpires - No payment has been made to Ricky Martin – Is this Regg Martin? Affiliation Levies: To date 5 Clubs have still not paid their annual levies, these being Katikati, Ngongotaha, Opotiki, Te Puke and Turangi. The invoices sent to club’s state that payment is due by 30 November 2021. Eddie has sent reminder emails to the club’s who have not yet paid. Budget: No further update until Lion Foundation and Craigs Investment Partners Grant/Sponsorship has been confirmed. Coaches/Selectors: Need to establish payments. Last year $2500.00 being 5 payments of $500.00 Players Contributions: Need to establish Players Contributions and advise/invoice them
BANK TRANSACTIONS REPORT Bank Balances @ 30th November 2021 Westpac Current Account $ 72,090.37 First Mortgage Trust Investment $ 73,586.42 Payments made from 1st to 30th November 2021 Bowls Tauranga South - Hosting 2x4x2 350.00 Tauranga Bowling Club - Hosting 2x4x2 100.00 Xero Subscription 53.48 Spark - Nobile Phone 39.99 Eddie Ashcroft - Centre Managers Remuneration 2500.00 Eddie Ashcroft - Mobile Phone Reimbursement 120.00 Warehouse Stationery 97.91 Adrienne Reid - Centre Singles Refund 25.00 Total Payments for November 2021 $ 3,286.38
BOWLS BAY OF PLENTY INC. – 2022 DRAFT WORKPLAN
January February March April May June July August September
General Admin:
Board Meetings 10 January 2022 Mid February End March 3rd Week April 3rd Week May Pre AGM Meeting? Early July Early August Early September5
September 2022
Annual General Meeting Notice to Clubs - Last day to receive 19 June 2022 Bowls NZ - AGM BOWLS NZ AGM
AGM & ask for Remits/Motions Requirements
Remits
Centre Manager Review Contract Advertise Position Appoint Manager Manager Start
Appointment
Update Constitution Update/Redraft Board Draft Circulate Draft to Review comments Confirm Changes Notify Changes to
Constitution Approval Clubs from Clubs on at AGM Co Office
Draft
Centre Handbook Book Publisher Request info from Draft Program for Content/Edit Print Distribute
Clubs review
Website Upgrade
Financial:
Annual Accounts Draft Financials for Draft Financials Confirm Financials Annual Return to
31/03/2022 inc. EOY @ AGM Co Office
Adjustments
Budget Draft Budget Budget July 2022 –
2022/2023 June 2023 for
AGM approval
Centre Event Projections Projections for
Budget
Sponsorship/ Grants Lion Foundation Craigs/Other Budget inclusions Lion Foundation App.
Operations Committee:
2022-2023 Program 2022-2023 Plan Board To Clubs
Confirmation
2022-2023 Venues Prepare Schedule AGM Workshop Publish Venues
Baywide Sevens Survey Review Board To Clubs AGM Workshop
Confirmation
Tournament Control AGM Workshop
Representative:
2022-2023 Program Draft Rep Program Zone Meetings Finalise
Selector/Coach/Manager Appointment Appointments
Positions. Policy
Clubs:
Membership Promotion Strategy Options AGM Workshop
Affiliation Requirements Review Protocols Board Paper AGM Workshop
Information Bulletin Quarterly Update Quarterly Update Quarterly Update
Other:
Coaching Forward Plan Strategy / Goals AGM Workshop
Umpiring Meet with Assoc. AGM Workshop
Greenkeeping
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