AGM 2009 Minutes-Scottish Orienteering

AGM 2009 Minutes

Minutes of the AGM held on 23rd May 2009 Lecture Theatre, Glenmore Lodge.
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Minutes of AGM held on 23rd May 2009 Lecture Theatre, Glenmore Lodge

These are draft minutes which will be approved at the next AGM.

Present

Hilary Quick, Lynne Walker, Paul Frost, Paul Duley, Theresa Perry, Melvyn Perry, Phil Smithard, Eugueni Chepelin, Trina Rogerson, Lindsey Knox, Jim Knox, Oonagh Grassie, Donald Grassie, Brian Bullen, Leslie Dalgleish, Ian Pyrah, Roger Scrutton, Sarah Dunn, Jon Musgrave, Arvid Agren, Francis O’Reilly, Andrew Tullie.

Apologies

Douglas Condy, Liz Fraser, Margaret Dalgleish, Andrew Dalgleish, George Esson, Lindsay Esson, David Esson, Marjory Craig, Benedict Bate, Marsela McLeod, Alan McLeod, Marjory Foreman, Brian Porteus, George Esson, Lindsay Esson, David Esson, John Colls, Sue Harvey, Paul Caban.

1. Acceptance of 2008 AGM Minutes

Acceptance of the Minutes was proposed by Robert Philp, seconded by Hilary Quick.

2. Matters arising from minutes of 2008 AGM

Donald Grassie highlighted various points that arose from the 2008 AGM:

Section 4 (Accounts) - The issue with Scottish club discounts for new members not being handled correctly – this has been highlighted to BOF, but has not yet been resolved as this is an issue arising from changes in a BOF system.
Section 4 (Accounts) - Subscriptions and levies will be covered in the Treasurer’s report.
Section 5 (Bye Laws) - BOF is the official name but British Orienteering is the preferred term.
AGM booklet page 8 (under items of expenditure) - the money held for junior squad reserve is still under review.

3. Annual Reports

Donald Grassie stated that the reports would be as presented in the AGM booklet. Any highlights that have arisen since that time will be presented.

President

Over the last year documents and structure have been put in place which now allows for focus on people in posts; the need to fill positions for trophies and competition coordinator, etc.
Donald commented on this being the first full year for the new Professional Officer (Scott Fraser) and praised both Scott and Hilary for their support. Scott has introduced new ideas for the 6 Day event and provided significant support for major events.
Hilary has delivered the UKCC Level 1 courses in Scotland. This is now approved by the SQA, and for running courses and conferences.

Sportscotland continue to provide substantial funding and for this to continue, we must continue to attain consistent growth in the key metrics – membership; participation; events; and results from our national squads. A review of BOF membership figures reveals a 50% increase in membership, which is encouraging.

A marketing strategy has been produced by Kate, draft coaching pathway by Scott. Communication with BOF has been improved who are supportive of SOA activity. We have developed a major events draft strategy starting with the Park World Tour leading to a request to hold a World Championship event.

Kate Robertson and Marsela McLeod announced that they would stand down. A thank you was extended to Kate and Marsela for their support over the past two years during the move to the new Board structure.

A letter had been received from BOF regarding a new awards scheme that recognises work done for orienteering. This letter recognised Paul Frost for his active support to Orienteering through the SOA website and route gadget.

President’s Medal
Donald presented Paul Frost with the Presidents Medal for his work in promoting orienteering.

Operations – Paul Duley

Paul first spoke about changes in the fixture registration process which is now easier and no longer requires two people. Paul Caban will continue with fixtures and Moira Laws has resigned but moved to support the 6 Day event. Thanks were extended to Moira.

The SOL events are running smoothly. The series must be completed before carrying out a review to decide if any changes are required in 2010.

There continue to be problems with embargoes – there is an ongoing discussion with BOF to resolve the issue.

Performance – Sarah Dunn

Sarah reported that it had been a good year for all age groups; Jamie getting Gold, a win in the VHI in Ireland, a win for the seniors in Scotland and a second for the Juniors.

Coaching – Coaching is important as it underpins performance. UKCC is now up and running. Course costs are covered by Sportscotland and SOA. It is hoped that the Level 2 courses will be ready later this year.

The SEDS training events were better attended.

Marketing and Communications – Kate Robertson

Donald highlighted the key issues in Kate’s report.

Thanks were extended to Douglas Tullie for seamlessly taking on the position of Score editor.

Tay and Moravian clubs were getting orienteering reports into the press. It is important to share some ideas on how to extend this success to other clubs.

Development – Marsela McLeod

Donald highlighted the key issues in Marsela’s report.

Partnerships – Ian Pyrah

A response had been provided to the Scottish Government’s “Pathways in Sport” initiative.

Ian commented that he and Scott can only respond to the various bodies if they are made aware of the issues that members face and requested that members and clubs forward any issues or opportunities.

Professional Officer – Scott Fraser

Scott stated that he wished to see a major event come to Scotland. The first part of this strategy was to bring the Park World Tour to Perth. This would show case our abilities to stage a European or World Championship event.

Support has been provided to the 6 Day company.

Pathways – more coaching and development officers are needed.

All access agreements are now up to date. RSPB for Capercaille. Relationships with SNH and are in place. An ecology study at SSSI sand dunes (Barry Budden) for 3000 athletes will take place during the 6 Day event.

Scottish 6 Day Company – Lynne Walker

Lynne was pleased to announce that Day 1 at Tay 2009 has been awarded world ranking status. This is very important as it brings elites to the event which often means that Scandinavian Club members will follow.

The Oban 2011 event was progressing and is known to be different to Tay 2009.
The event in 2013 will be at Moray.

4. Accounts – Les Dalgleish

Up to date accounts were provide at the AGM.

Income

Subscriptions are up due to an increase in membership.
The Sportscotland grant was reduced to account for Scott’s salary which did not cover a full year.

The accounts have not yet been approved but the auditor does not foresee anything that will prevent approval. This would be completed shortly and be available for inspection if required.

Subscriptions and Levies

Subscriptions will not change in 2010. Levies were increased on 1 January 2009.

Local events – no levy.
Regional events – £1 per adult and 40p per junior.
National events – £1.40 per adult and 55p per junior.

The overall impact is expected to be a 10% increase in levy income.
The levy is based on entries not on the results list.
The levy changes were proposed by Paul Duley and seconded by Hilary Quick and voted in unanimously.

5. Elections

Marsela and Kate are standing down.
Roger Scrutton and Oleg Chepelin applied for these positions are were unanimously voted onto the board.

Mel announced that he would be standing down due to work commitments. Donald expressed thanks on behalf of the Board for his work over the passed four years. An advert would be posted to the web.

6. AOB

A discussion took place on map scales for shared courses using two different scales; e.g. 1 to 15000 and 1 to 10000 or 1 to 10000 and 1 to 7500. Any decision will be difficult and controllers will have to make recommendations.

Photo of author Posted on 27th Jan 10
by Kate Robertson - Secretary

Filed under: Executive/Board • News

Scottish Orienteering