AGM 2007 Minutes
Minutes of AGM held on 12th May 2007 in the Lecture Theatre, Glenmore Lodge.
AGM 2007 minutes.doc
Present
Ken Daly (INT)
Donald Grassie (GRAMP)
Lynne Walker (ECKO)
Donald Petrie (CLYDE)
Mel Perry (AYROC)
Theresa Perry (AYROC)
Les Dalgleish ESOC)
Margaret Dalgleish (ESOC)
David Nicol (FVO)
Roger Scrutton (ESOC)
Ann Walder (INVOC)
Ray Walder (INVOC)
Lindsey Knox (RR)
Jim Knox (RR)
Paul Frost (ECKO)
Kate Robertson (GRAMP)
George Esson (GRAMP)
Keith Slater (INVOC)
Dave McQuillen (SOLWAY)
Jane McQuillen (SOLWAY)
Alastair Lessels (ESOC)
Katy Lessels (ESOC)
Jim Clark (ESOC)
Janet Clark (ESOC)
Ian Pyrah (ESOC)
Eleanor Pyrah (ESOC)
Iain Turner (SOLWAY)
Diana Turner (SOLWAY)
Christine Patterson (CLYDE)
Donald Smith (TAY)
Lillian Davidson (INVOC)
Ken Davidson (INVOC)
Marsela Mcleod (INVOC)
Alan McLeod (INVOC)
Caroline McCarthy (BASOC)
Bill McCarthy (BASOC)
Hilary Quick (MAROC)
Robert Hickling (GRAMP)
Graeme Ackland (INT)
Jane Ackland (INT)
Jan Bryan-Jones (FVO)
Maureen Brown (FVO)
Brian Bullen (FVO)
Robert Philp (KFO)
Alan Grosset
(SportScotland)
Catherine Goodfellow
(SportScotland)
Apologies
John Colls (Melbourne)
Liz Frazer (Tay)
John Emeleus (KFO)
Anne Hickling (MAROC)
Ross MacLellan (CLYDE)
Bill Melville (TAY)
Catherine Melville (TAY)
Ben Hartman (INT)
Heather Hartman (INT)
Graeme Verra (MAROC)
Sue Harvey (FVO)
Phil Smithard (KFO)
Dick Carmichael (TINTO)
Trish Carmichael (TINTO)
Mike Atherton (BASOC)
Norma Atherton (BASOC)
Margaret Dearman (MOR)
Evelyn Hall (MAROC)
Terry O’Brian (STAG)
Phil Smith (AYROC)
Gareth Brian-Jones (FVO)
Bob Climie (MOR)
Ann Haley (INT)
Eddie Hardwood (MOR)
Paul Caban (INT)
1. Acceptance of 2006 AGM Minutes
Acceptance of the Minutes was proposed by Lynne Walker, seconded by Robert Hickling.
2. Matters arising from minutes of 2006 AGM
None
3. Annual Reports
President
Ken Daly stated that his report stood as written in the booklet. He continued by thanking everyone that had helped him and Scottish Orienteering in anyway during his years on the Executive; all volunteers, squads, the executive team, professional officers, SportScotland, etc.
Six years ago Ken agreed to join the Executive provided it was not in the role of president but things turned out differently. However, he has met lots of wonderful people and has had a lot of fun.
Ken requested support of the proposal to move to a limited company.
VP Performance
Lynne stated that her report was provided in the AGM booklet. She will stand down and she thanked everyone for their support.
VP Administration
Donald thanked Paul Frost for his efforts on modernising the SOA website and Anne Hickling for all of her work on Score. He congratulated Hilary Quick for being appointed as the new full-time Assistant Professional Officer from 1 May predominantly to look after development and the National Centre.
Donald described the successes achieved with the development programme in 2006 with £20000 being awarded to half the SOA clubs, with a focus on the smaller clubs.
The work on Modern Governance was described. He thanked the club participation and the support of David Nicol, Tim Pickles and more recently Alan Grosset. This work led to the AGM proposals to restructure and incorporate.
Events
Graeme Ackland stated that the sprint format has been successfully re-introduced.
Professional Officers
Donald Petrie referred everyone to his report in the booklet.
Hilary stated that she had nothing more to add to her report printed in the booklet.
6 day company
George Esson referred everyone to his report in the AGM booklet. George stated that the success of the 6 day event is due to the orienteers. He then thanked AYROC, CLYDE and EKCO for supporting the 2011 event to be held at Oban.
Treasurer
Les Dalgleish provided copies of amended accounts to everyone present. The budget plans for the SOA are to break even. The surplus for the 2006 accounts was due to SNH access funding of £3000 and a 2005 item of £6000 was added. For the first time the SCOTJOS funding was shown on the SOA accounts in preparation for possible incorporation.
The accounts were explained.
Robin Orr was thanked for his advice on accounting and for auditing the accounts.
Maureen Brown explained that the SCOTJOS underspend was due to comparison with an estimated budget. Good financial management by booking flights very early, use of school minibuses, staying in school halls etc, had resulted in particularly good savings this year.
Adoption of the accounts was proposed by Graeme Ackland and seconded by Ken Davidson.
4. Subscriptions and Levies
Les Dalgleish proposed that there should be no change in subscriptions or levies since these were increased in 2007. The motion was proposed by Alastair Lessels and seconded by Janet Clark.
Discussion took place as a result of an email from BASOC recommending that free BOF membership in the first year be followed by free SOA membership in the second year. The idea being to smooth the cost of membership. If the SOA was willing to offer free SOA membership in year 1, this new proposal would change the present charges of £4 in the first year with £19 in the second and subsequent years to £13 in the first year, £10 in the second year and £19 in subsequent years.
Further suggestions were made such as free club fees, the need for a smoother change without a dip in the second year, that the SOA should fund the second year to BOF through match funding. It was pointed out that BOF may have difficulty administering some of these ideas. It was suggested that clubs were best placed to offer incentives to new members.
Ken Daly suggested that the SOA should consult with the clubs before the next membership year starts.
A further suggestion was made that monies not paid in the first year were used to create instructional material.
A vote was moved on the BASOC proposal; for 2, against many. Proposal rejected.
A vote was moved for the SOA to look at alternatives; for 6, against 12. Proposal rejected.
Donald Grassie highlighted to the members that Hilary Quick is working on a leaflet/pack for newcomers to the sport. This can be personalised by the clubs.
5. Proposed Changes to the SOA
John Colls sent an email in support of the proposals for change. This was read out by Ken Daly.
Donald Grassie explained that BOF and the 6 Day company are Limited. There will be no noticable impact to orienteers. The main objective was to modernise the running of the sport and to protect the officers. Currently there are 23 sports in Scotland that have either completed the Incorporation process, or are working towards it.
Proxy voting was discussed. Alan Grossett warned against this, as it can give rise to an opportuniy to create control inappropriately.
The proposal to move to a limited company was agreed unanimously.
The second proposal in the AGM booklet was explained by Ken Daly and Donald Grassie as a need to restructure to improve efficiency. Responsibilities would also be matched with a four year rolling plan.
This proposal was carried unamiously.
The next proposal was for constitutional changes. The timescale for incorporation is likely to be to match the financial year end and thus the launch would be in December 2007. The main effect to members would be that advance written nominations would be required for positions on the board.
Various constitutional changes were discussed. The first was ammendment 4d. Add ‘resident’ was discussed and held until a vote was made of the other changes. These were carried unanimously.
Re-wording of clause 4d was debated to lead to: ‘First claim club which is used for paying BOF …. actively competing first claim club. Votes for: majority, against 1.
A vote was passed by a majority to add a definition in the constitution for a first claim club.
Constitutional changes were agreed by a majority with 1 vote against.
6. Elections
The AGM had agreed previously to the restructuring plans. However, The Constitution meant that we were constrained by the current Executive structure
The following positions were proposed by Donald Grassie
Position: Holder, Seconder
Secretary: Mel Perry, Brian Bullen
Treasurer: Les Dalgleish, Lindsey Knox
VP Admin: Kate Robertson, Rob Hickling
VP Performance: Sarah Dunn, Marsela McLeod
Competitions : Phil Smith, Graeme Ackland
Fixtures: Paul Caban, Hilary Quick
Honorary President: Bob Climie, Alastair Lessels
Honorary VPs: J Colls, S Harvey, C McNeill, W A Robertson, Dave McQuillen (Proposer), Alastair Lessels (Seconder)
President: Donald Grassie , Proposed – George Esson, Seconded – Lynne Walker
Presidents Medal.
Ken Daly presented the Presidents Medal to Lynne Walker for her services to orienteering. Full details of the award
7. Presidents address
Donald Grassie spoke about his five years on the Executive with former Presidents Ken Daly and previously Mike Atherton – two gentlemen who he was privileged to work with and learn from.
People who volunteer for the Executive are like all the other SOA members, we are all orienteers wanting to be in the forest - we just wish to give a little more to the sport through serving on the Executive.
Incorporation and Restructuring mean that there are exciting times ahead. To guide us through these changes, the Executive would be supplemented by several other members.
The Executive which would guide us through the changes would be supplemented by three Additional Officers, appointed under item 3.c.d. in the Constitution.
The people who will form the new Executive will include:
President: Donald Grassie
Secretary: Mel Perry
Treasurer: Les Dalgleish
Performance Director: Sarah Dunn
Marketing & Communications Director: Kate Robertson
Development Director: Marsela McLeod
Partnership Director Ian Pyrah
Operations Director: Paul Duley
The priorities are for the new directors to become established in their roles, to develop a new 4 year rolling plan in August, prepare for the Sportscotland grant bid and to complete the Incorporation process.
8. AOB
Liz Fraser sent an email which was read out as part of AOB. This asked that thought be given to the timing of the AGM as an evening was considered inappropriate due to the need to pay for accommodation for the overnight stop. Liz supported her suggestion with the low turn out for the 2006 AGM. Donald Grassie explained that the low numbers in 2006 were probably due to the time the last AGM took place while some competitors were still in the forest for the 2006 Scottish Championships. Discussion took place which agreed the current format was preferred; i.e. link with events and hold in the evening. This year had the best level of attendance for many years. However, the new Executive will review this
Discussion took place around proxy voting with an acknowledgement that postal voting was preferred if either was to prevail.
The second point raised by Liz Fraser was with respect to BOF and the clubs. The SOA are not seen as offering anything as BOF has all the contact with members and only uses the BOF logos. The website does not summarise the benefits to members. Donald Grassie acknowledged the issue, and stated that this will be reviewed as part of Hilary Quick’s work on the development of the sport.
Ken thanked SportScotland and Catherine Goodfellow for all their help. He also thanked Tim Pickles, Alan Grosset and Dave Nicol for their work on modernisation.
Posted on 10th Jun 07
by Admin -
Filed under: Administration • Executive
Other items in the same category
President’s medal awarded to Donald Petrie
Start Clocks
BOC 2008 budget
List of Controllers
Help Needed - Trophies and Certificates Coordinator
Executive Minutes
AGM 2008 Minutes
SOA Marketing questionnaire
