Bowls Oxfordshire Executive Committee Meeting
Tuesday 9th December 2025 @ 7.00 pm.
Held at Chipping Norton B.C
Minutes
In Attendance.
Chris, Amanda, Ann, Julia, John Henwood, Craig, Alan, Ron, John Hurren, Zoe, Bryan, Georgina, Kevin, Terry.
Apologies.
All present.
Alan started the meeting by welcoming all, particularly those new to the BOE Committee, and said he hoped all would find their roles enjoyable. Alan went on to say that he was looking forward to leading the committee through the year. Recruitment especially at club level, and increasing the number of Women and Junior players taking up the game, would be areas he would be looking to improve if possible.
Minutes of the Bowls Oxfordshire Executive Committee meeting held on Tuesday 4th November 2025, having been circulated, were signed as a true record.
Proposed Ron Seconded John Henwood
Matters arising (not covered in this agenda)
Craig confirmed that through Alan he had asked for two teams to enter the White Rose competition, one team from Oxfordshire, and another team combining bowlers from Oxfordshire and Wiltshire which would be known as the ‘Oxonrakers’
John Hurren, enquired with BE if he could nominate Oxfordshire for the “Best County” award in the Bowls England awards ceremony from Oxfordshire, but was unsuccessful the reason being is that Bowls England decide who to shortlist for this award.
Ryan had nominated the Carterton Junior Development programme, which had been shortlisted earlier that week for the award.
1.Treasurers report. Affiliation and Competition entry fees.
Bowls Oxfordshire – Treasurers report, December 2025
Since the last Executive meeting, I have met with Finance Officers and had discussions with those that were unable to attend. The outcome was very positive and although all will provide me with the relevant details of section activities, I have agreed several ways of achieving this by allowing some flexibility in the processes that Finance Officers use to manage money at events. We agreed that the Treasurer would provide copies of the main account, one month before the end of the financial year and showing how this is being broken down to reflect the responsibilities of each section, which allows them to review what each section has done and whether this has been documented in the same way for the section’s costs.
Doing thinks jointly, for example running a weekend of semifinals for all four sections at the same venue, with umpires, markers etc hasn’t been done before, although there is no doubt that costs can be lowered overall, whilst creating a better atmosphere for players and supporters alike.
When we put together the original draft structure, we were aware that some of the roles may blend together at an operational level and some may not be required. With this thought in mind, it is clear that the specific role of a finance officer is not required in the men’s or mixed sections, as the Match secretary and Competition Secretaries roles encompass handling the financial elements of the activity and this is done competently by the officers involved, whereas in other sections the role of Finance Officer is separated to avoid over reliance on individuals who manage the events. I think both works well as proven and should be left to the preferences of the individuals.
Regarding the Main Bowls Oxfordshire account there has been very little activity since the start of the financial year (1st November), with income of just £ 75 for the sale of men’s shirts. Expenditure is mainly due to other expenses needed for the Annual Presentations and dinner amounting to £410 after the end of the last financial year. Payments in total amount to £468.50 which includes an auditor’s fee and bank charges.
The balance of the account today is £ 21,064.
It was confirmed that Competition Entry fees would rise from £6.00 to £6.25 for 2027 and Affiliation fees will go up 10p to £4.20.
2.Reports from Sections, any meetings updates?
John Henwood confirmed that there was a Men’s Section meeting taking place on Sunday December 14th starting at 9,00 am at Headington BC.
Ann said that there were no Ladies section meetings to report.
Terry confirmed there would be a Mixed section meeting on Wednesday December 17th.
Kevin said that there had been no Junior section meetings as yet, as he was still new to the role.
3.Update from Kit/Uniform subcommittee
Craig brought samples of the new kit which had finally been received, which consisted of four pieces of clothing, jacket, shirt, shorts and trousers
Although in the wrong shade of blue (the right color, royal blue, had been sent on another sample, the general design of the shirt was approved
The jacket (available in at least four different types, from lightweight to fully waterproof) was also thought good, allowing for the right color blue to be used
As regards the Rink 66 logo, it was felt ideally there should be none, but, if necessary, it should be removed from the front of the jacket , and below the neck on the back, but could be placed on the sleeve of the shirt and the jacket.
The trousers and short designs were dismissed and will be replaced by the current
trousers /shorts, that are Bowls England approved and are royal blue in color
It was agreed to host four “roadshows around the County for bowlers to come and take a look at these designs, dates and venues to be confirmed , but taking place in January.
It was hoped that those attending one of the Roadshows would understand, after explanation, the designs needed to be considered in the correct blue, as to ask for another sample from the manufacturer in the correct blue would set the ordering process back by several weeks.
The correct style, and color blue for the shorts /trousers would obviously need to be matched with the shirts/jackets at the roadshow for the full effect.
If possible, orders could be taken ,and discount obtained for an initial bulk order, and a small number of shirts/jackets held in stock, which Julia offered to do, for anyone new playing for the County.
The lead time for delivery from order placement was 6-8 weeks
The price of the Shirts was £25.00, lightweight jacket £29.00, the waterproof 35.00, and the heavy jacket 39.00
Zoe will have a spreadsheet at road shows and so could take orders on the card machine.
Thanks were given to Craig and Zoe for their perseverance and hard work involved with the new uniform.
Zoe suggested talking to club’s F/B pages, as a means of promoting the Roadshows.
4.AGM review
Ann said she thought it was very successful, perhaps a bigger venue or more room allocated than was used as it is a bigger room. She also thought it was very well attended and those there were interested in the meeting. John Hurren said he thought there was a positive mood to the meeting.
It was asked re the voting in the ballot, as two people were not widely known to the attendees, if both nominees could have made a small speech before voting so to introduce themselves and say why they thought they were suitable candidates for each role.
Chris said he had needed to set up the ballot for three different roles, find two tellers who were not associated with the nominees, and ensure that everyone who attended had voted before the votes were counted. He still thought that asking people to register and then vote was the best system, but next year , when sending out the nomination form for nominees, would suggest that anyone who wanted to prepare a short cv that could be sent with the Agenda and all the other AGM information would be a good idea, and enable new nominees to put forward their views before election took place,
Ann pointed out that Club delegates should be voting on instruction from their Clubs and not their own personal choice. .
5. Review of policy documents in relation to Competitions. For a) new law regarding transgender b) competitions subcommittee c) Organisation of Finals and Annual Presentations.
a) Julia reported back from the BE conference that she and Alan had attended in November that they were still waiting for the BE policy to change. At the moment transgender involvement could take place in domestic competitions but not in competitions that lead to Nationals. So, club competitions were not affected but for County, National or International participation we need to change our policy to reflect this.
b) Julia said it had been suggested to her by the Ladies Competition Secretaries that all decisions on Competitions should be made by a Competition subcommittee.
John Henwood said that a date had been agreed in January for ALL competition Secretaries to meet to discuss the final dates. Dates for the finals and semifinals were agreed at a previous BOE meeting in August .
The domestic competition finals required a location with two greens ideally, which essentially meant that only one Club could offer two playable greens in the County.
Chris said to ensure the semifinals /finals were played before the National Championships there was a very narrow window for dates which was set and agreed back in August, by the BOE Committee.
c) A competitions subcommittee should be included in organizing the annual presentations, Ron apologized for miscommunications regarding the afternoon of the Presentation evening , where the organizer of the event changed just before the event was to take place and the new person in charge of the event issued new instructions to those previously given as to when those who were setting up the trophies for presentation could enter the Hall. Ron had intended to pass on these new instructions to all but had only passed on the information to two people.
Terry said that South Oxfords 2 greens were now fully booked for 2026, but they would be happy to host something in 2027.
6. Review of Policy Documents for Misconduct and Disciplinary action a) Disciplinary Officer and b) Reporting lines.
Chris said that in January the draft copy of rule 9 was released by Bowls England and was released for comment and feedback and this was sent by Alan to some BOE officers for their comments. In Oct Alan sent the 34-page document from BE listing case studies, and further information. Although Bowls Oxfordshire had recently filled the role of County Disciplinary Officer, a further two posts need to be filled, a Mediator, and a Complaints Assessor to enable BE rule 9 to be processed.
Chris said he would circulate the 34 Page BE documentation and suggested that it would be useful to invite CDO Bryan Michell to the BOE meeting in January.
Terry commented that mediation is a skill and ideally the appointment of a Mediator should be from outside of the BOE committee.
The new rule 9 started on 1st December. At the recent BE conference there were a lot of questions BE were unable to answer on this subject.
7.Updating the Website with new committee (photos and short bio)
Suggested that a Meet your committee bio and photo section on the BO website would be a good idea, It would require a Head shot of themselves , and a short bio to be sent to Zoe and Georgia.
Ann reported that both Zoe and Georgia would be helping her, with the communications role this year.
Ann requested access to website – news pages etc, Ann will email to John Hurren what access, she, Zoe and Georgia will require.
Zoe and Georgia will deal with most of the Social media and Ann will look after the website and PR,
Ann had produced the first issue of a monthly newsletter which she passed around for everyone to review, and which was well received by all the Committee.
Alan said he would be happy to have his mobile number on website, although he acknowledged that others may not.
8. Presentation Dinner. Further review.
All agreed that this had mostly been covered at the last meeting, Ann said she had a very nice thank-you from one of the volunteers who served meal, thanking her for the gift card she received.
9.Action on disaffiliated Clubs
Alan said that last year Oxfordshire had lost two clubs , who for different reasons had disaffiliated.
BE were now carrying out a review of reasons that affiliated club numbers were falling. Various reasons were offered. Chadlington had only 10 members which mean there were insufficient members to cover posts. Wychwood had 25 members but had substantial repairs to their club roof and couldn’t therefore afford the affiliation fees to BE.
Chadlington have now managed to get donations and are now growing in number and are hoping to re affiliate.
Alan suggested approaching these clubs about reaffiliating again and had also been contacted by Lower Heyford recently about becoming an affiliated member once more, although they were again short of members and possibly finances.
Ron said that because of potential insurance issues that some clubs are not happy to play with nonaffiliated clubs.
Alan then raised the question of the benefits of being affiliated, and Zoe read from the BE website what the governing body thought the main benefits were.
It was suggested the Bowls Oxfordshire might come up with a similar list to send to Clubs who were thinking of affiliating again.
10.Junior Academies
Chris said that brief comments had been made recently about setting up further Junior Academies in Oxfordshire, perhaps in Witney and Oxford itself. Chris wondered if in the week that Carterton had been shortlisted for the Junior programme of the Year by BE for their awards ceremony in February, whether there was a requirement for another academy in West Oxfordshire with Charlbury also having a Junior Academy of their own.
Zoe said that the Junior Section was encouraging Juniors in all Clubs. Zoe suggested talking to the clubs in Witney, who have 3 Clubs, about something similar to Banbury. Similarly, an Academy in Central Oxford might serve a number of Clubs. BE has received additional funding to encourage Juniors, 12- 15 yr olds.
11.County Sponsorship Lead.
Zoe said she had no update at present.
12.Bowls England matters.
Alan said that at the County conference the BE voting was chaotic. Counties voted against the BE position on recruitment of a President which had a major effect on the rest of the ,meeting.
The schedule for Leamington has been issued. Parking is chaotic at Leamington, especially for disabled bowlers and spectators.
The proposed amalgamation of EIBA with BE by Nov 2027, is still in consultation, the aim apparently that as one unified body it has a better chance of more sponsorship, and additional funding from Sports England. Bowls is hoping to be seen as one sport, rather than indoor and outdoor. Terry commented on the demise of DBE which was subsumed by BE, rather than amalgamating.
13.Safeguarding issues.
Ron said he had now completed an updated safeguarding list, 27 out of the 29 BO clubs have now have a safeguarding Officer, which is above the National average.
A new details form has been sent out, and Chris will send out the Club details form in January.
14.Bowls Oxfordshire Executive WhatsApp group.
Chris said that his own Committee at Witney Mills had recently set up a WhatsApp[pp group , which had worked well, and was a more instant form of communication than sending emails. So, he wondered if members of the BOE Committee would be interested in doing the same. Zoe said she would be happy to set it up, the only person who said they did not wish to be included was John Henwood.
15. Dates for Bowls Oxfordshire Executive meetings,
Chris said he had sent out the list of provisional dates for BOE meetings for next year. Some said that they did not remember seeing it, so Chris said he would send it again, The date of the next meeting was agreed as Tuesday 13th January 2026 at Headington BC, starting at 7.00 pm.
AOB
- At a recent BE Delegates meeting there was a proposal for the dates for County comps for 2027, and whether domestic games should be played before or after the Nationals. BE are dictating the dates for these.
- Craig said that Kay England from Charlbury who was involved with the Junior section there had been approached by someone re a CBBC documentary on Junior bowls, Craig was speaking with the person who wishes to make the film later in the week.
- John Hurren had compiled a new set of criteria for the Officers Cup which he read to the Committee.
Some minor changes were suggested, but otherwise it was approved.
There being no further business to discuss, the meeting closed at 21.10 pm.