News from the Beckenham, Bromley & District Bowling Association

BBDBA MATCH SECRETARY RESPONSIBILITIES

Communication

Contact with Members to request their availability for selection in Matches and events,
using email, phone, text, face to face or occasionally by post.

Prior to the start of each outdoor and indoor season a ‘Request to Play’ form is
circulated to Members who have played for or been in regular contact with the
Association in the preceding 12 months.

These forms are also available to download from the Association’s Website.

Forms are also circulated to all Delegates for them to distribute within their Clubs.

Completed forms

On receipt of completed forms, details of availability are entered onto a spreadsheet.

Share updated list of Members contact information with the BBDBA Secretary.

Team Selection

Teams are selected in groups of games.

Members are informed of selection as a Player or a Reserve for the games requested.
Notifications are sent well in advance of the Match date. These notifications include details of match venues (postcodes).
These notifications include details of match venues (postcodes).

Selection is completed to ensure appropriate numbers of players for each position and with the aim of trying to give all members at least 50% of the games they requested. Selections for each triple / rink also take account of mixing
Members from Affiliated Clubs and any known ‘personality clashes’.

Individuals selected may become unavailable, they are responsible for advising the Match. Secretary if they can no longer play at any match. In such circumstances those on the Reserve list are contacted by phone to check their availability to fill the gap. Occasionally, the Reserve list is insufficient to fill the spaces and other Affiliated Members are contacted to play.

Rink Selection

In the week prior to each game suggested rink selections are prepared and forwarded to the President or Captain of the Day.

Badge Database & Playing Record

A spreadsheet is maintained to record the number of games each member has played (not including Tour or Internal matches ). As a member reaches the required number of matches the President is advised of
those who is about to qualify to receive their Badge.

Tours

Selection of players and teams from the Tour Party who are playing into teams for the arranged matches as requested by the President / Tour Leader.

Reviewed April 2025

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BB&DBA COMPETITIONS SECRETARY – RESPONSIBILITIES

The tasks are undertaken each year at specified times as outlined below.

October – December

Book use of Green for the following year for both the Semi Finals and Final with the Fixtures Secretary at the relevant Club (currently at HSBC). In additional make a booking for provision of food (meal or buffet) plus use of Bar and Tea /Coffee Making Facilities on Finals Day ( plus Semi Final dates if possible ). All costs to be agreed with the Treasurer.

January

Contact BBDBA Treasurer for details from the completed Affiliation Forms of Competition Entries for the forthcoming Summer Season. This includes preparing a list of Club Champions entering the Men’s and Ladies Singles and a list of Secretaries and Delegates of Clubs entering each of the other Competitions. These lists are shared with Committee Members. During this month the Draw for all Competitions is undertaken in conjunction with Committees Members.

ilFebruary / March / Apr

Order Winners Pennants, one for each Competition and Order the Tour Pennants. Ask the Treasurer to contact the supplier to provide the quantity required.

Emails are sent to Club Delegates outlining the Competition Draw information, the Rules of the Competitions, a list contact numbers of entrants in the Singles Championships and the Secretary and Delegate contact lists.

May to August / early September

Receive Competition results from Delegates or Individual Players. Sharing details of Next Round opponents with Winners.

Before purchasing the Winners and Runners up gifts check with the Treasurer regarding costs then order Winners and Runner Up Trophies, Collect Trophies and Shields from previous year’s winners and runners up. Arrange for engraving of the items listed above plus President chain and the BB&DBA / East Kent Trophy.

Arrande Finals Day as follows:

Chose Umpire and Markers.

Check Players involved have played in a previous round of the Competition.

Produce a Finals Day programme.

Arrange Raffle in conjunction with helpers.

Request numbers for Meals at the Finals Presentation from Clubs and Committee in conjuncton with Treasurer.

Reviewed April 2025

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BBDBA SECRETARY – ROLE AND RESPONSIBILITIES

1 AGM (due before 31st March each year).

Convene, attend and prepare minutes of these meetings.

a) Arrange a date and venue (at an Affiliated Club).

b) 8 weeks prior to the meeting request copies of Reports from Management Committee Members. These are needed 4 weeks before the meeting

c) 6/ 8 weeks before the AGM circulate a notification to Delegates advising of the date and venue of the meeting & seeking any proposals for inclusion in the Agenda. Items to be received 4 weeks before the meeting.

d) Circulate Agenda & any proposals, minutes of previous meeting and Management Committee Members Reports to delegates at least 3 weeks prior to the meeting.

e) At the meeting record attendance and apologies, details of discussions and decisions made.

f) Circulate minutes 2 / 3 weeks after the AGM. Retain the signed copy.

g) Ensure any follow up actions are undertaken.

2. Committee Meetings

Convene, attend and prepare minutes of these Meetings.

a) Arrange the date and venue of meetings in conjunction with the President.

b) Circulate a draft Agenda to Management Committee Members 2 / 3 weeks before the meeting, seek details of any additional items for discussion.

c) Circulate final agenda 7 days before the meeting.

d) Record attendance, apologies and details of discussions and decisions.

e) Circulate minutes 2 / 3 weeks after the meeting. Retain signed copy.

f) Ensure follow up actions are undertaken.

3. Correspondence

Receive and prepare responses to all General Correspondence received by the Association – Letters, Emails, Text Messages and telephone contacts (excluding Financial matters which should be passed to the Treasurer).

4. Delegates Contact List

In conjunction with the Treasurer ensure each year that the delegates list is requested from Affiliated Clubs.
Maintain and update the list throughout the year.

5. Members Contact List

In conjunction with the Match Secretary ensure that the members list held is accurate and updated Twice each year.

Reviewed April 2025

BBDBA ROLES AND RESPONSIBILITIES

PRESIDENT & SENIOR / JUNIOR VICE PRESIDENT PLUS CAPTAIN OF THE DAY

PRESIDENT

The new President commences their year in the role at the end of the AGM with the handover from the preceding year’s postholder.

Duties during the year include: -

*Chair (and host) of the Association’s Management Committee

Chair of the Tour Committee - when held

Leading the Tour – Organised and arranged whilst SVP and JVP

Organising and hosting a President’s Day Event & Charity Day Activity

*Captainof the Day for all Outdoor and Indoor matches

*Attending
Finals Day and presenting Trophies

*Attending
other events representing the Association

At the end of the term of office: -

*Preparing a report to the AGM

Handing over to their SVP at the end of the AGM (or elected person taking on role)

*Presentation of cheque to chosen charity.

Items marked * could be undertaken by a person appointed as Chairperson or Lead
Organiser where no President is elected,

SENIOR VICE PRESIDENT (SVP)

During the year in this role duties include: -

Preparing the Tour Arrangements for the following year including acting as Chair of that Tour Committee

Selecting Charity for their own President’s year.

Organise Pens and Gifts for handing out during their Presidential year, including items
to Opposing Presidents / Captains and Members of the Tour Party.

In the absence of the President: -

Chair of the Association’s Management Committee if President not attending.

Captain of the Day for Association Matches if President not playing,

Deputising for the President at any other Association Events

In February before becoming President – prepare a statement for inclusion on the Association’s Website and draft a short speech for the end of the AGM once they have accepted the President’s Chain of Office.

JUNIOR VICE PRESIDENT (JVP)

During the year in this role duties include:-

Selecting a Venue for the Tour for their year as President

Proposing a Candidate to follow on as Junior Vice President

In the absence of the President and Senior Vice President

Captain of the Day for Association Matches

Deputising at any other Association Event

CAPTAIN OF THE DAY

Bring the ‘Office’ case to the match, this should contain – Stickers, Scorecards and
Holders with Pens, the Association’s Flag, Wrong Bias Certificates, the President’s
Chain of Office plus Top Rink pens and gift for opponents President / Captain

Confirm Team Selections prepared by the Match Secretary –

Check that everyone is still available on the day, then finalise Scorecards.

Working with the Opponents President / Captain to confirm which teams are playing against one another and on which Rink.

Agree Match arrangements – 1 shot on first 2 Ends? Who has the Jack? Teatime?

For all matches – prepare a short speech – hand out Top Rink prize – Gift for opposing President / Captain. Wrong bias awards !

Co-ordinate with Treasurer / person collecting money – all payments made?

Hand out Association ‘Badges’ to Members that have qualified for the award.

Share information about forthcoming BB&DBA Events

Collecting boxes for Charity donations and payment for Misdemeanours

Reviewed April 2025

BB&DBA FIXTURES SECRETARY – RESPONSIBILITIES APRIL 2025

FOR ALL MATCHES AND EVENTS – RECOMMEND PHONE CONTACT FIRST AND THEN
CONFIRM ARRANGEMENTS BY EMAIL OR POST

1. Contact
Opposition Fixtures Secretary ( this may also be the correct person to contact regarding use of the venue for AWAY matches ). You are looking to agree / confirm the following

a) Proposed date for the Fixture

b) Start time

c) Number of Rinks to be used

d) Triples or Rinks

e) Grey / White / Black ( with BB&DBA Top )

f) MEN / LADIES / MIXED

g) Venue - Bar option, parking arrangements plus any special requirements including any restrictions on numbers of players or guests

h) Tea & Biscuits at Halfway / Meal or Buffet afterwards ( including catering for any special dietary requirements ).

i) Costs ( including Tea & Biscuits, Meal / Buffet, Green Fees etc ).

2. Contact the BB&DBA Affiliated Club to agree use of their facilities as the Venue for HOME Matches

You are looking to agree / confirm

a) Availability of Venue and facilities ( Bar, Parking and any restrictions on numbers in attendance – players and guests ).

b) Date and Start time

c) Number of Rinks required

d) Provision of Tea and Biscuits at Halfway / Meal or Buffet ability to cater for special dietary requirements

e) Costs ( including Tea & Biscuits, Meal / Buffet, Green Fees etc )

3. Inform the BB&DBA Management Committee

Share updates at Committee Meetings regarding Matches and Events agreed and any issues in finalising the schedule for each forthcoming season.

4. Contact a Coach Company

In January each year seek costs for any proposed journeys to AWAY Outdoor venues. Provide the Coach Company with details of anticipated venues, pick up and drop-off point(s), including lunch stop at the away locality of the Bowls Green, plus any potential problems with onsite parking.

Inform the Committee and Treasurer of the Costs. Obtain approval to Book.

5. Fixtures for the following season / year

Details of Matches and Events are published on the Association’s website around the time of the AGM ( end of March ), plus paper copies are made available to Members. The Final arrangements for the Outdoor Season should ideally be available for circulation following Committee discussions by the end of February.

Information on Indoor Matches should be available for circulating following Committee discussions by the middle of August.

You may be able to agree some of the arrangements for the following season at the conclusion of the current match, however, dates for County and National Competitions ( both Outdoor & Indoor ) could require a review of agreed dates and timings.

6. Actions in the 2 weeks before each match / event

a) Contact opposition to confirm – Date, Time and Venue, Playing Numbers (& Guests) for all matches. Confirm with AWAY Venue- Menu options to cover special dietary requirements, Tea & Biscuits at Halfway and Costs.

b) Contact BB&DBA Home venue to confirm arrangements - date, time, numbers of players and guests, Tea & Biscuits at Halfway, Menu options including special dietary requirements and costs.

c) Contact BB&DBA Match Secretary to confirm number of Players and Guests plus any known special dietary requirements.

d) Provide an update for the BB&DBA Home Club of Numbers and Special Dietary Requirements identified from the Opposition and BB&DBA.

e) Contact the Coach Company for travel to AWAY matches to confirm date, pick up and drop-off arrangements and Costs, plus any additional information received from the AWAY venue – parking and local travel.

f) Inform the BB&DBA Treasurer of the Costs for each match / event.

7. Charity Day Members Day Event

Agree a date, time, use of rinks at the venue, meal / buffet, Tea & Biscuits, Bar facilities and Car Parking arrangements at a BB&DBA Affiliated Club.

8. President’s Day

Confirm with the President – Date for this event. It is their responsibility to arrange the venue and organise a format
for the event including Menu options and costs.

9. Finals Day ( and Semi Final arrangements)

The Competitions Secretary makes all of the arrangements with the Venue.

You need to include Date, Time and Venue in the Fixtures schedule.

10. Documentation

Spreadsheets are currently used to record Outdoor and Indoor Fixtures.

Copies of emails and post items are held regarding the arrangements agreed with Opponents and Venues (Home and Away).

Reviewed April 2025

BBDBA COMMITTEE STATEMENT ISSUED AT AGM 24th March 2025

The Committee have composed the following statement for Delegates and Members to consider prior to the Association AGM on Monday 24th March 2025.

At present the Committee does not have a Secretary following the resignation of the previous post holders in June 2024. Whilst efforts were made to fill the role on a temporary basis since that time, the post has yet to be filled.
Nominations are required for this role, which means take notes and producing minutes at Committee Meetings and the AGM, plus handling some of the Association’s correspondence.

In recent seasons, efforts have been made to fill the roles of Senior Vice President and Junior Vice President. In the absence of nominations, the Committee suggest that filling the current Committee vacancies may appear more attractive under the role of Committee Member and occasionally acting as Captain of the Day at Association Matches.

All of the current Committee Members have indicated that they are willing to continue to serve the Association (see list below), however, most have stated that for a combination of reasons the 2025/6 seasons will/may be the last period in their respective roles and that they will stand down at the 2026 AGM.
As a result, it is most important that nominations are received to join the Committee and work alongside the current Postholders.
The Association will only be able to continue into its 80th year if people come forward.
In the absence of interest in taking any roles, the AGM in March 2026 will need to look at the actions required to ‘wind up’ the Association’s activities and dispose of any assets held.
Current Postholders:
Acting President – Peter Ferriman
Treasurer – Peter Ferriman
Match Secretary – Mick & Jeanette Singer
Fixtures Secretary – Peter Harris
Competitions Secretary – Eunice Pain