PORTSMOUTH & DISTRICT WOMEN`S BOWLING ASSOCIATION  
                         
  Minutes of Officers Meeting  
  Tuesday, 30th March 2021  
                         
  Present   Name   Office   Present   Name   Office  
      Cyndy Goldacre   President       Gillian May   Treasurer League Secretary  
      Penny Hopkins   Vice President       Brenda Clay   Competition Secretary  
      Carol Reynolds   Secretary       Lyn Clayton   Co-opted Member  
                         
  1   President                  
      Inroduction was inapplicable as contributions were obtained from Committee members and dealt with via group e-mail due to Covid-19 restrictions.  
  2   Apologies                  
      Not applicable.  
  3   Minutes of Previous Meeting  
      Minutes of meeting held on 7th January 2020 were accepted as a true record  
      Proposed by: Brenda Clay  
      Seconded by: Carol Reynolds  
  4   Matters arising from the Previous Minutes  
      7b (12.2.19) The Data Protection and Safeguarding Policies are on the wbesite. The BE Transgender Policy and Advice has been removed from the website pending receipt of their new guidelines.  
  5   Secretary`s Report  
      Nothing to report.  
  6   Treasurer`s Report  
      6.1 Petty Cash and Bank Account Statements attached. Petty Cash owes Gill 2 (P&D WBA Website package).  
      6.2 Entry for the `friendly` Triples League is free. Clubs and ladies who have entered competitions but withdraw before the end of April will not be charged for their initial entry. Gill feels it is unfair to charge due to the uncertainty of the Covid-19 situation and genuine fear of ladies. Accounts will be sent to clubs at the end of April.  
      6.3 Gill felt it is essential for the P&D WBA to be affiliated to Bowls Hampshire, thus having extra support and legal advice when dealing with matters such as the recent Transgender issue. Gill asked Bowls Hampshire if this could be achieved and the following is an extract from the BH Executive Meeting:  
      "8. AOB Julie raised a question on the affiliation of the P&D to Hampshire following a query from the P&D secretary. Carl said this had been raised previously and all associations within Hampshire were not affiliated but were members of Bowls Hampshire. They were affiliated to Bowls England and followed their rules and guidelines".  
      The P&D WBA Constitution will include the words "and members of Bowls Hampshire".  
  7   League Secretary`s Report  
      The `friendly` Triples League has been set up and a number of clubs are participating. To cut unnecessary travelling the clubs in C & D Leagues were amalamated and divided into areas to establish the East and West Leagues. League rules wtill apply but clubs may change the dates of the games to accommodate their club`s commitments. Results will be `phoned, e-mailed or texted to Gill - scorecards to be retained by the clubs.  
  8   Competition Secretary`s Report  
      Club Challenge: Clubs who have entered the Club Challenge have been contacted to confirm they still wish to participate.  
      Two Wood Singles: The two wood singles has been rescheduled to the 23rd and 24th June. There are currently 22 entrants for this competition.  
  9   Any Other Business  
      Lyn Clayton: Now that Havant Ladies League comes under the umbrella of P&D WBA do they still play in greys? Gill: Yes they still play in greys and have tea and biscuits after nine ends.  
                         
                         
  PORTSMOUTH & DISTRICT WOMEN`S BOWLING ASSOCIATION  
                         
  Minutes of Officers Meeting  
  Monday, 24th May 2021  
                         
  Present   Name   Office   Present   Name   Office  
  P   Cyndy Goldacre   President   P   Gillian May   Treasurer League Secretary  
  A   Penny Hopkins   Vice President   P   Brenda Clay   Competition Secretary  
  P   Carol Reynolds   Secretary   P   Lyn Clayton   Co-opted Member  
                         
  1   President                  
      President Cyndy opened the meeting and thanked Gill for hosting it in her home. She said there is a communication problem with some clubs as information sent out by the P&D WBA is not always shared with their members and vice versa.  
  2   Apologies                  
      Apologies were received from Vice President Penny Hopkins  
  3   Minutes of Previous Meeting  
      Minutes of meeting held on 30th March 2021 were accepted as a true record  
      Proposed by: President Cyndy  
      Seconded by: Brenda Clay  
  4   Matters arising from the Previous Minutes  
      1. The Bowls England Transgender Policy is now on their website (the links are About Us Rules & Regulations - Trangender Policy). Gill suggested that we should all retain a printed copy on file for future reference.  
  5   Secretary`s Report  
      Nothing to report.  
  6   Treasurer`s Report  
      Balance in Petty Cash Account: 1p (it still owes Gill 2) Cash in the Bank: 5300.02 cheques held: 566. Three Clubs waited until they received their accounts to withdraw from competitions, two deducting the amount without speaking to Gill. Despite informing clubs the league fees would be waived, on receipt of their accounts a few asked if they should add it to the account and indeed one club did, thus incurring unnecessary work to refund 6.  
  7   League Secretary`s Report  
      Firstly I want to thank President Cyndy for coping with numerous telephone conversations with me, on one or two occasions up to 4 times a day. I don`t think anyone appreciates how much work I put in to the P&D WBA and I think it has been a real eye opener for President Cyndy.  
      A few years ago I introduced the system whereby Secretaries inform the P&D WBA of members who are ill or bereaved to enable us to send appropriate cards. This has worked well over the years and the ladies are very appreciative of our actions, but unfortunately the Secretaries do not always tell us. At this time we are aware of two ladies undergoing serious cancer treatment.  
      Similarly, whilst I am pleased with the number of ladies across the clubs who wanted to play in my `friendly` triples league I am very concerned that having sent out the contact list, the rules for the friendly triples league, (3 wood triples, dress code whites, league fee would be waived) and another that the ladies should be registered by 1st May I received a large number of queries all from the same Captains or Secretaries who received the emails. Had my emails been printed off/saved into a folder these queries would have been unnecessary.  
      Communication should be an important item to put on the Executive Meeting Agenda, when we can obtain an overview of the way information is disseminated to their members. As the website is widely used consideration could be given to publishing a newsletter or the Minutes of Executive and AGM Minutes.  
  8   Competition Secretary`s Report  
      Due to the withdrawal of so many clubs from the Club Challenge competition it was necessary to redo the draw.  
  9   Any Other Business  
      9.1 Presentation of Trophies  
      As the P&D WBA luncheon on 5th October 2021 has been cancelled due to the uncertainty of the pandemic restrictions Gill suggested that as it will only be a presentation of competition trophies Brenda and Carol should research venues and organise the event. Pembroke Gardens and Leigh Park have offered to host it but Gill recommended that an email is sent to all the clubs to give them the opportunity to offer their facilities and what their terms would be. While Victory can offer hot food, clubs cannot without an outside caterer but Gill felt we should try and support a club affiliated to the P&D WBA especially those who have had huge expense updating their clubhouse.  
      9.2 Executive Meeting and AGM  
      Gill asked Carol to book the Portchester Community Centre for the Executive Meeting on Monday 16th August 2pm and the AGM on Monday 14th February 2022