WESTERN PROVINCE BOWLS

MINUTES OF THE ONE HUNDRED AND FOURTEENTH ANNUAL GENERAL MEETING OF WESTERN PROVINCE BOWLS HELD AT PINELANDS BOWLING CLUB ST STEPHEN’S ROAD, PINELANDS ON SATURDAY 22ND AUGUST 2020 at 10h00

PRESENT: G Kemp (President), G van Milligen (Vice-President), J Griffiths (Treasurer) Executive: C Olivier, J Olivier, C Nurrish, T Snyman, K Hey, M Douglas Administration: L Botha, D Vermeulen

1 To read the Notice Convening the Meeting The Notice convening the Meeting was read and the meeting opened at 10h00.

2 Welcome by the President to Life Members, Past Executive Members, Council Delegates and a special welcome to Mark Gibbs of Personal Trust.

3 To call the roll of Delegates (Recorded on arrival) (29) Clubs attended: Bellville, Berglviet, Constantia, CT Military, , , , Fresnaye, Glen CC, Goodwood, Gordon’s Bay, Helderberg, , Kuilsrivier, Malmesbury, , , Mowbray, Oakdale, Old Oak, Parow, Pinelands, Plumstead, Pollsmoor, SA Police, , Stell vd Stel, Strand, WPCC Also in attendance: Exec Nominees: J Schmidt, J Phillips, M Kirsten, M Gibbs Representatives of: B Standen (Technical), S Wehrli (Selection: Ladies) Sponsors: Personal Trust (Mark Gibbs)

4 To receive apologies (3) Apologies from Clubs: Helderberg Village, , Sunningdale (2) Clubs with no apologies: Gardens, Wheatfield Other apologies: Life Members: S Martinengo, R Myers, R Delport

5 Record Obituaries for the year The President stated that there had been 30 affiliated members who had passed on during the Period 1 July 2019 - 30 June 2020. These were recorded in the Annual Report of which the delegates were in receipt of and Council stood for a minute’s silence.

6 Address by Mark Gibbs, Director of Personal Trust The President thanked the sponsors for their generous contributions to Western Province and also that to Bowls . He also thanked them for the balance of the prize money which was not used during COVID-19 which is to be used by WP as they deem fit. He further encouraged our members to support them with their financial and life insurance affairs.

Mark Gibbs thanked the President and his Executive and said it was a privilege to be sponsoring Bowls and that Personal Trust’s commitment to again sponsor WP Bowls with R145 000 for the incoming season. He also thanked WPB for distributing of their articles and webinar advices and he advised that they are looking to host talks at all our clubs. He reminded members to be their eyes and ears for Personal Trust and for those members not yet invested with Personal Trust, to get second opinions on their investments as they do not charge any consultancy fees. He wished all well for the incoming season.

7 To read, consider and confirm the Minutes of the last Annual General Meeting (17th August 2019)

The minutes of the 113th Annual General Meeting held on 17th August 2019 were taken as read. Proposed & Seconded by Fish Hoek & Gordon’s Bay BC respectively.

8 To consider and if approved, adopt the Annual Report for the Year 01 July 2019 to 30th June 2020 Proposed & Seconded by Durbanville & BC respectively.

9 To present recommendations of the Executive:

9.1 The President confirmed that the green fees / tea money would remain at R25. 9.2 WPB Affiliation Fees will remain at R190.00 for 2020-21. 9.3 BSA Affiliation Fees will remain at R250.00 for 2020-21. 9.4 The announcement of the various Standing Committees for 2020-2022 season was made:

Coaches: Jenny Griffiths (Meadowridge), Hennie Smit (Kraaifontein), Edward Phillips (Durbanville) Greens: Terry Hepworth (Constantia), Bill McCarthy (Meadowridge), Terence Drew (Bergvliet), Collyn de Witt (Durbanville), Vernon Dryden (Kraaifontein), Trevor Wheeler (Gordon’s Bay) Ladies Sel: Sandy Wehrli (WPCC), Anita Groenewald (Edgemead), Sylvia Burns (Mowbray), Nina Painter (Somerset West), Margaret Thomas (Durbanville) Men’s Sel: Graeme Elliott (Constantia), Peter Dewhurst (Durbanville), Leslie Ryan (WPCC), Peter Bryant (WPCC), Warren Hewitt (Mowbray) M&M: Taryn Bright (Mowbray), Mark Douglas (Mowbray), Lorainne Pretorius (Mowbray) Tech Officials: Claudia de Hahn (Somerset West), Gordon Patrick (Pollsmoor), Robert Standen (Durbanville), Estela Rawlins (Milnerton),

The President took the opportunity to applaud and thank the members of the various Standing Committees for their hard work over the past season and welcomed those back who had put in nominations to stand again for another two year term.

 Special thanks went to the Greens Committee for their hard work and for sharing their knowledge and willingness to assist club’s green keepers.  The President stated that the Technical SC are desperately looking for more experienced members to join their committee and also those who are willing to assist when running tournaments, to please contact Bob Standen.  The M&M is a very responsible and essential standing committee who also need more members to assist as many plans are on the cards. It was further confirmed that Anina Black sits on the BSA standing committee and Taryn Bright is required to stand on our district’s committee as she is employed by WP Bowls.  The Ladies & Men’s Selection committees were applauded for their great contribution during this last season. There is a lot of work ahead and plans are to be duly discussed with the Executive.  The President also requested more members to avail themselves to stand on the Coaches committee as a matter of urgency, as this too being a vital committee for WP Bowls.

10 The Auditors Reports were presented by Jenny Griffiths, the Treasurer. To consider and if approved, adopt:

10.1 The 2020- 2021 Budget This has been probably one of the most difficult budgets to put together because there are so many unknowns. It was done in the middle of Level 3 lockdown before we were playing. Amendments were made when that changed but we still don’t know enough. We have already heard of many people who are simply not coming back to play. The budget accounted for a 15% loss in membership but it would appear that it may be higher than this. The marketing role is going to be critical in the next year – not only Taz’s job but the marketing role in each and every club. We need to retain our membership as much as possible. Our salary figure in the budget is much higher because we no longer have the funding that was used to pay our Marketing staff and so we need to fund that from general funds. As an Executive we will endeavour to include her salary in to as many funding proposals as we can to try and offset this cost. Each of us needs to help our membership in our clubs and across the board. Even if you know someone who is interested in trying it out but they would need to play at another club please encourage them – lets help each other! Back the project that is being run at the moment by the marketing team where they are encouraging sportsmen from other sporting codes to come and try out bowls. Make these people welcome in our clubs, be pro-active about this so you don’t lose any potential members. If you grow your club membership both you and your District are helped. The other high item on the budget is the cost of sending teams to the Inter District competitions. We are going to have to think hard about this one this year If we remove this from our budget we would only be showing on R 84 000-00 loss. We will definitely have to give a lot of attention as to how we can fundraise to send our teams this year. The fundraising idea presented at the Council meeting will cover the R 84 000-00 shortfall. Malmesbury BC queried the cost of the Yearbook and it was confirmed that only a quantity of 500 will be ordered and those will be charged at R10.00 a book for those wishing to purchase it. An app is being investigated. Malmesbury BC queried the Rental and proposed that WPB renegotiate. Old Oak BC asked if there was confirmation as yet whether WP would be hosting the All Cape and the Men’s Nationals. This would be confirmed at the BSA AGM but it is most likely going to be awarded to WP. In closing, I would like to extend a very big thank you to Denise Vermeulen for all the hard work she puts in to keeping our accounting records. Proposed & Seconded by Helderberg & Milnerton BC respectively.

10.2 The Audited WPB Financial Statements for the year 01 July 2019 – 30 June 2020 It is quite a daunting task to speak about the financials after the kind of year we have all experienced. It is not great presenting figures which show a loss in the first year that you are Treasurer. The financial statements have all been sent to you and so the report will only contain a few observations. As a District, we have been prudent in the past and so we have some funds invested which can be used for a “rainy day”. We have some other funds invested which can only be used for the purposes for which they were given. The audit is complete, and we have received a clean audit. Our balance sheet looks comfortable although we have already begun to see the effects of the drop in the interest rate in the last quarter of the financial year and that will continue to affect us for a while to come. Our income during this last year was severely affected by the fact that we were not able to run several of our Western Province competitions. The cancellation of the All Cape and the Men’s Nationals which we were due to host in April and May meant that we lost out on the profit that would have been gained by the District. In turn many of your clubs lost out on the extra profit you would have made this year by hosting these two big tournaments. The figures that most people are interested in are on pg 18 of the Annual Financial Statements. We managed to keep our expenses as low as possible this year, but some were unavoidable. Although it looks like the audit fee has gone up considerably this is not really true – the previous year had some accruals against the figure and so we are in line with the actual cost. There is still a concern that the audit fee is on the high side and the Executive would like to do some more enquiring to see if we can get a firm to do this at a better price. Inter District costs were higher than the previous years as some of the Districts where these competitions were held carried higher costs. So, the reality of our loss for the year is strongly linked to activities / competitions that were cancelled. Proposed & Seconded by Helderberg & Milnerton BC respectively.

10.3 To announce the elected Auditors being True North Accounting. The Treasurer proposed that we look at alternative auditors as she felt their costs are too exorbitant. Council in favour.

11 Motions for approval and adoption: 11.1 To be presented at BSA AGM: 7.1 By Bowls South Africa Executive (WPB in favour) To request Council to approve a further term of office as President for one (1) year for Robert Forbes in terms of clause 25.3 of the Constitution of Bowls SA. 7.2 By Bowls South Africa Executive (WPB in favour) To appoint the hosting venues of the following national events taking place during 2021 at the approved 2020 venues:  The National Championships Men & Women.  The South African Mixed Pairs.  The Under 30 Inter-District Championships. 7.3 By Western Province Bowls Association (WPB in favour) - That the Veterans and B Inter Districts are cancelled for 2021. - That the intended districts for hosting of the above two tournaments in 2021 will be allowed to host them in 2022. - That the Open, U15 & U20 and U30 Inter District Championships still take place as scheduled. 7.4 By Boland Bowls (WPB not in favour) That the Inter District for Open and B Men be played at the same venues and the Veteran Men at a different venue but at the same time as the Open and B Men. The Open and B Ladies then to be played a week later in a different District, but at the same venues, and the Veteran Ladies at a different venue, but at the same time as the Open and B Ladies. 7.5 By Boland Bowls (WPB not in favour) That the current format of the Open, B and Veteran Inter District be changed from games of 21 ends to games of 15 ends.

11.2 Motion by Helderberg BC: Changes to WP Bowls Constitution 7.2.2.1 The term of office for either the President or Vice President in those specific offices shall be no longer than 4 (four) consecutive years. Where no candidates is/are available, Council can prevail upon the incumbents to remain for a further period of 1 (one) year at a time. Such period shall be based on the date on which such person commenced service in such office irrespective of the date upon which the Constitution is adopted. 7.2.2.2 No person may be elected to the positions of either President or Vice President unless such person has served at least 1 (one) term on the current executive. 7.2.2.3 No person may serve on the Executive for more than a total of 8 (eight) years which total will be calculated from the date the person commenced with office irrespective of the date upon which this Constitution is adopted. 7.2.2.4 No member of the Executive shall be entitled to any remuneration but all members of the Executive shall be entitled to be refunded any disbursement incurred by such member in fulfilling any duties or functions as required of them.

12 Presentation of Long Service Awards Trophy & Certificates None

13 To deal with any correspondence None

14 To elect Honorary Life Members None

15 To Elect Executive Committee Members for the incoming season 2020-2022 Helderberg BC questioned the nomination of Mark Gibbs whether it not being a conflict of interest with Personal Trust being our main sponsors. The President stated that there is nothing in our Constitution stipulating the nominees in this regard and also that he currently serves as President of WPCC.

Voting ballots took pace and the following Executive were announced as follows:

President: Mr G Kemp (Edgemead) Vice President Mr G van Milligen (Bellville) Treasurer: Ms J Griffiths (Meadowridge) 2020-2021 Executive: Mr C Nurrish (Fish Hoek) Mr K Hey (Old Oak) 2020-2021 Mr M Douglas (Mowbray) 2020-2021 Ms J Phillips (WPCC) Ms M Kirsten (Plumstead) Mr M Gibbs (WPCC)

16 Other matters

The President wished the Executive everything of the very best for the incoming season and thanked Council, Clubs and all members for their valued support.

With no further business the Meeting closed at 11h25.

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