Co-op Sports & Social Club – draft
Minutes of Meeting held on 21st June, 2018
Present Mrs B Gillen (Chair), Ms L Chambers (Treasurer), Ms M Thornburrow (Secretary), Mr D Harwood, Mr D Pedley, Mrs J Hewitt, Ms H Chambers and Mr M Ellis.
Mrs J Garner, Ms K Baker, Mr P Phizacklea.
1828 Minutes of Previous Meeting: ACTION
Matters Arising: Mr D Harwood asked for the following to be
Minuted: “Update/Correction to previous Minutes:
Health and Safety The concern over access to the Club that was
represented by Mr Dawes (see Item 1818) was prompted by the
erection by the Maintenance Manager of a Safety Notice warning
of a trip hazard and requesting that access to the lounge and
toilets should be via the front door while the trip hazard was
present. It is emphasised that by erecting the Safety Notice it
was never the intention to try to secure sole usage of the Club
for the Singers during practice sessions. The Committee
approved the display of a Safety Sign and authorised that the
wording of the Safety Notice be amended to read as follows:
Safety Warning – Trip Hazard.”
“Post-Meeting Note: An amended warning notice has been
produced in line with the approved wording”.
Mr Harwood requested that Draft Minutes be sent to Committee
Members with a cut-off date for their responses. This was agreed.
1829 Secretary’s Report:
Risk Assessment Update: The Secretary confirmed that, as
per the Club’s Health & Safety Policy and as is reasonably
practicable, she is responsible for the health, safety and
welfare of Members and visitors within the Clubhouse. Ms H
Chambers, the Club’s nominated Fire, Health & Safety Officer
said that all Committee Members are responsible for the
above when they are on the premises.
Arrangement will be made for the Intruder Alarm/
Emergency Lighting to be serviced. MT
The Treasurer said that when she takes holidays, Mrs E
Dawes deals with cash and ongoing financial issues; however
there is no cover for paying Staff and for financial
management, and that this is of concern to the Club. She
said that it would be advisable to train-up someone to cover
these aspects of the Treasurer’s role. BG
The current condition of the green was discussed and the
Committee was unanimous in the view that a consistant
approach to the green’s maintenance was vital, as it had
become recently apparent that opinions differed on how best
to return the green to better health following the extreme
hot, dry weather.
National Gas Infrastructure Notice: A national programme to
update gas infrastructure is taking place and there may be
some disruption around the Club’s driveway entrance in July,
for a day or two. Date to be confirmed by Cadent Gas.
Cabaret Admission Cost: The Committee decided against
increasing this by 50p as suggested, as this may have an
adverse effect on attendance numbers. The Secretary said
that she will keep trying to source some new artistes and
Ms H Chambers said that she will ask younger people what
might draw them to attend ? Comedy Night. Booking fees
can be a deterrent and also some local artistes are already
contracted to other clubs on Saturdays. Enquiries will be
made about having a ‘Kiddies Disco’ on a Saturday morning
or Sunday lunchtime with a view to encouraging parents of
young families who may not be Members to experience the
Club facilities and maybe join. We could then encourage any
new Members to try out bowls by offering taster bowling
Food Bank: From June to September, a receptacle for items
can be found within the Club, opposite the bar. All items
will be most welcomed.
Jim Hewitt Competition v North Scale will be held at our Club
on Sunday, 22nd July at 1pm. Mixed event. Non-bowlers are
welcome to enjoy the pie and peas, cost £3. (names please
to Mrs E Dawes). This is always a happy event.
Power of Attorney Registration Refund: Information about
the dates for eligibility can be obtained by visiting the
Gov. website www.gov.uk/power-of-attorney or you can ring
on 0300 456 0300, or see Club’s website
1830 Treasurer’s Report: Finances are looking healthy due to
increased bartakings and prudent management of stock.
The May Coffee Morning had been an excellent event, with
takings barely less than the previous one – this despite the
fact that it was the Royal Wedding Day.
Thanks had been given to Ulverston Bowling League and
Furness Bowling League for their donations of £200 each.
The Savings Account is healthy and slowly growing.
Exceptional expenditure: the website ‘hosting’ annual fee
and the Music Licence renewal. Re-negotiation of the
Club’s Insurance resulted in a small reduction in the renewal
The General Data Protection Register, introduced in May was
discussed, as technically the Club has databases holding
personal information. Membership lists contain only names,
addresses and contact numbers; the Treasurer holds
additional information for PAYE purposes. Ms H Chambers
advised that 1) a general statement be placed on the Club’s
website to the effect that we hold minimal information, 2)
a statement be made at the next Annual General Meeting
and 3) bowling Members could give their permission or
otherwise to hold data on next year’s signing-on sheet.
The Treasurer said that she is experiencing difficulty in
getting Utility Bills sent to her at the Club’s address rather
than to the previous official’s home address. She recently
submitted a VAT Certificate of Declaration to enable the Club
to pay 5% rather than the current 20% – this has now been
actioned and a refund of the VAT paid from the commence-
-ment of the contract is awaited.
RIGBY TAYLOR, from whom we buy chemicals for the Green
maintenance have high delivery charges. The Treasurer
advised that where possible bulk purchase – rather than
small quantities could be made.
With regard to security and personal safety, the Treasurer
said that on a number of occasions when she arrives early
in the morning, the Intruder Alarm has not been set, the
water heater and music centre have been left on, and the
blinds have been left open. It was suggested that a timer
for the water heater might be useful.
The Treasurer apologised for her delay in contacting BT
about the TV in the kitchen, and will follow this up. LC
1831 Maintenance Manager’s Report:Mr D Harwood said that
the actions he had been allocated have been completed. A
new safe has been installed, a new trailer lighting board was
purchased and fitted and a replacement trailer wheel clamp
was purchased. Two defective walkway lights were replaced.
1832 Bowling Secretary’s Report: Mr D Pedley said that it has
been busy lately with both internal and external comps on
the green. First up was the Club Society Cup open to all
Co-op bowling Members, which saw Derek Southward
defeat Pete Garner. Next up
was the Barrow Rotary Open, which saw 31 players contest
on a fairly lively green with Billy Harding defeating Ben
Wright in the final. Competition was keen all day, with the
home bowlers getting no further than quarter finals. The
performance of Glenis McDonald – the only lady in the field
in reaching the semi losing out to Ben 21-20 has to be
commended. The Cumbria Senior Merit followed next, and
again on a fast, tricky green the bowlers from Barrow and
Kendal took a while to get to grips with the green, but
produced some excellent games – it was unfortunate that
Co-op bowler Chris Johnson reached the last four on the
Roose green, meaning that the latter rounds had to be
played at Roose because of BCGBA rules – a loss of some
takings on the bar.
The Open Ladies Pairs followed this and 26 pairs had a long
day’s bowling, causing a delayed start to the men’s league
match. This was the first time that this has occurred but we
will need to possibly arrange with league to
ensure there will be no fixture on this day in future.
Along with the numerous league games, the Club has also
had league cup matches on every round showing how
popular the green and facilities are with the leagues.
All teams are doing better than expected, especially in the
The next competition will be the Open Mixed Pairs on July 8th
with spaces still available for any players interested. Also on
July 15th Cumbria Ladies will be playing a County game
against Cheshire and finally on the 22nd we have the Jim
Hewitt match against North Scale.
1833 Advertising Boards: Mr M Ellis said that he is chasing-up
two late payments from advertisers.
1834 Bar Manager’s Report: Nil.
1835 Fundraising Report: Nil.
1836 Health & Safety Issues: Nil.
1837 Any Other Business: At this point in the Meeting,
Mr D Harwood made the following statement:
“Please be advised that after a recent review of my life
choices and priorities I have concluded that I cannot devote
the time and energy required to effectively discharge the
responsibilities of CSSC Maintenance Manager. Therefore,
regrettably with immediate effect I hereby resign as
Maintenance Manager. Going forward, I may be able to
provide support to general maintenance activities on an
opportunity basis, but I do not wish to retain any
responsibility for them.
Clearly my position on the Committee is directly linked to
this appointment, therefore as of now (with the exception of
receiving a draft copy of my final Meeting Minutes for
comment) I expect to take no further part in Committee
Pending appointment of a dedicated Website administrator,
I will be prepared to update the Club website if requested
and pending the appointment of a replacement Maintenance
Manager I am prepared (in the short term) to be the point
of contact for any significant urgent emergent defects. If this
is acceptable, then I think it would be sensible for me to
remain a key holder. Please let me know if this arrangement
I will of course be happy to brief the new Maintenance
Manager on relevant details and any outstanding or ongoing
issues once the appointment is made.
D B Harwood MBE”
Members have been asking when the Club photos would be
going up on the kitchen wall. The Secretary said that she
will follow this up. MT
Date of next Meeting: Thursday, 9th August, 6 pm.
Meeting closed at 7.50 pm.