East Midlands Orienteering Association Executive Committee Meeting -18th October 2010.
Action
Present: Ernie Williams (in the Chair),John Woodall, Pauline Olivant, Derek Gale,Hilary Palmer, Ranald Macdonald, Viv Macdonald, Sean Harrington, and Bob Alderson.1 / Apologies for Absence Received from Bob Haskins, Ian Whitehead and David Olivant.
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17 / Approval of Minutes of Meeting on 21st June 2010 - agreed
Website version of minutes - Para 8 to read: ‘Grants were awarded to three juniors’.
Matters arising from the minutes:
(a)Hilary had raised the issue of coaches needing to update aspects of the requirements for their coach qualifications, but asked club reps to chase club coaches to ensure their compliance.
(b)Pauline is compiling a list of SI box numbers, and DVO provided theirs. Pauline to circulate to all constituent Clubs for the attention of the SI Co-ordinator.
(c)Forestry Commission Agreement: Mike Hamilton had communicated to Clubs the situation regarding the new FC agreement. Not yet signed but FC appear to be implementing. NOC appear to be most affected in the region. Still some clarification needed about (i) whether permits in place for future events based on old arrangements will remain in place at previous costs (ii) whether future charges are to be based on anticipated numbers or actual (iii) how to tell competitors about the £3 pp levy from FC which will affect cost of their participation. Agreed not to rush into anything just yet - as BO still on the case.
Minutes of the AGM on 19th September 2010 - agreed.
Matters arising from the AGM
(a)Need to ensure proper arrangements are made for the AGM 2011 - tent!
(b)Viv reports that in the absence of communication from Barclays Bank she has complained to the Financial Ombudsman about them.
(c)John reported that he had approached Steve Green (NOC) re becoming EMOA Vice Chair. Likely to have a successful outcome.
(d)Roger Edwards had asked for the Constitution to be reviewed as it did not reflect all aspects of EMOA spending. Ernie to check out with Roger what the precise issues are and to review this at a future date. Bob to circulate a copy of current constitution.
(e)Roger Edwards had suggested that EMOA balances be reduced, but need to review this when the implementation of the Development Plan has been undertaken and costed.
Correspondence:
(a)e-mail from Ian Whitehead asking for a club to organise PPJTR in 2011 - dated 29.6.10
(b)Club Newsletter from BO circulated 2.7.10
(c)Coaching Committee Minutes of 12.6.10 circulated on 19.7.10
(d)Events Committee minutes of 12.6.10 circulated on 21.7.10
(e)Club Newsletter (August) and Governance Regional Roadshow flier circulated on 6th September.
(f)Note from Mike Hamilton re FC agreement and copy of FC agreement circulated on 15.10.10
EMOA grants awarded since last meeting - None
Treasurer’s Report - Viv had circulated reports prior to the meeting. She drew attention to:
(a)£12,465 had been spent on Satellite clubs - more than had been drawn down. Awaiting a further £24,000 from Sport England. Pauline was discussing the situation with BO.If not resolved by end of November coaches may have to be put on notice to terminate contracts.
(b)In the General Fund, spending on JIRC in particular had fallen into this year and not last year, together with a small loss on the Regional Squad trip to Sweden changes the overall anticipated surplus of £212 into a projected loss of £1,031.
Fixtures
(a) General
Ian’s latest fixture list was circulated on 29th September and is version 07/10. In an e-mail received after the meeting to Ernie, Ian commented: I went to the fixtures meeting last Saturday. 4 tier structure arrangements still in the air, but we are making a first guess at level B events. Many events from 2012 on still need offers including BOC Middle in 2013 - WCH looking at.
The Association agreed to accept responsibility for Tier C Events with constituent Clubs solely responsible for Tier D Events with the hope and expectation of fixture co-ordination taking place between Clubs and the Association Fixtures Secretary. Tier B Events are the responsibility of the National Fixtures Committee with Tier A Events being the responsibility of Major Events Group and by invitation from MEG.
(b) Future events in EMOA Region - Midland Middle Championships 24.10.10 cancelled
(c) Future Major Events in EMOA
(i) 16.11.2011 CSCF. Longshaw - NT being very helpful and supportive. Parking and assembly secured.
(ii) British Schools Championships 2013 - DVO to host -location still to be determined.
(iii) British Sprint Championships April/May 2013 - LEI to propose a date.
(iv) British Middle Distance Champs on same weekend in 2013 as British Sprint Champs - offered to OD who declined - other potential contenders suggested to LEI by OD.
(v) YBT Final 2013 to be in LOG area (not FC!).
(vi) Midland Champs 2013 - NOC Sherwood Forest in January or early Feb. Landowner to be approached.
EMOA League
(a) 2010 - All OK
(b) 2011 - agreed all eventswill be new level C
(c) 2012 - consider possibility of including a short green course - clubs to consider.
Reports from Formal Delegates and Correspondent Members.
(a) Coaching Committee: An extra meeting of Coaching Committee was called by the chair, Keith Marsden, so that he, the CEO, Mike Hamilton, and Development Manager, Ed Nicholas, could tell Coaching Committee about funding and staffing issues. It was explained that during summer 2010 the BOF Board became aware that funding for the Coaching programme could not include paying for a Director of Coaching on the level hitherto operating. Overall staff restructuring is taking place to reduce costs as it is possible that the Sport England grant towards the Whole Sport Plan 2009-13 may be cut. As well as the Director of Coaching post becoming redundant other office posts have been cut and more savings may be made in the future.
There is funding for coach development/training for clubs which are running regular, local activities in line with the 'Community O' targets of the WSP and the admin and staffing of these courses is being done currently by Laura Martin and Ed Nicholas. When the government spending review details are
known it may be possible to employ a 'Volunteer Manager' who would manage all volunteer training, including coaches, mappers and event officials but at the moment this post is pending any further information from Sport England about grant money for 2011-13.
(b) Rules Group - meeting 23rd October.
(c) Map Group - There has not been a Map Group meeting since EMOA last met. The Mapping Conference is on the weekend of 23-24 October.
(d) InternationalGroup - no meeting.
(e) EliteCompetitions Group - no meeting.
(f)Senior Competitions Group - Ranald tabled a paper about the proposed Masters UK cup league which members supported and offered comments. Any further comments to Ranald asap. Could be implemented in 2011.
(g) JuniorCompetitions Group - Meeting in January - any issues to Pauline.
(h) National Forest - Following comments made during discussion of the Forestry Commission Agreement, the Chair checked post-meeting for details of the future of the National Forest and their web site states:"No Bonfire for the National Forest Company: The National Forest Company is to continue in its present form, following the Government's review of arms' length bodies, Francis Maude, head of the Cabinet Office, announced on Thursday 14 October 2010”.
(i) Events Committee - meeting 6th November.
(j) British Orienteering Board Meeting - Meeting held on 21st September. Minutes will be on the BO website soon. Main issues were:
- Finance and staff restructuring
- Forestry Commission agreement
- WOC 2015 submission
- Review of Events Committee and Group Governance by Brian Porteous.
(i) BO Development Committee - Met on 25th September and minutes due out soon.
(ii) Satellite Clubs Project:
- Funding issues as noted earlier.
- Buxton now fully established and no external coach support.
- Four clubs in ‘middle’ phase with some coach support.
- Derby not doing well and may need a kickstart in 2011.
Electronic Punching
(a)All remaining equipment purchased and distributed to clubs.
(b)If equipment funded by grant aid then full insurance cover is required by funding body.
(c)Need to remove from future agendas.
Website - All OK
AOB
(a)Pauline raised EM Training Day 11th December. Location booked at NTU Clifton Campus. Map being updated to sprint standards. Would clubs promote further. Agreed EMOA to fund lunch if BO cannot.
(b)Junior Squad need to be formally represented on EMOA especially as BO funding has gone. Agreed this should be an agenda item in future.
(c)Regional squads no longer financially supported by BO. Cost of recent Regional Squad meeting at Hathersage was shared equally between all regions which was not representative of EM representatives costs. Agreed pay for this year but possibly decline in future.
(d)Hilary to put on a first aid course on 29.1.2011 as many coaches need to renew their qualification. Coaches to seek funding from club and region.
(e)UKCCL2 course on Sat/Sun Jan 8 & 9 and Sat Feb 12. People who may be
interested in taking this award are current UKCCL1, 'old' Level 2 /
Instructor qualified and 'old' Level 3/Club Coach qualified. For details of what the course entails see:
cclevel2_candidateinformationpack.pdf
(f)Any more candidates for UKCC level 1 - names to Pauline urgently.
(g)Ernie asked for views as to whether there should be a kite at the finish control or not.
Dates of Future Meetings:
29th November 2010
24th January 2011
28th March 2011
at Clifton Village Hall at 7.30 pm. / 3 Bob Alderson to inform webmaster.
4(a) Clubs
4(b) Pauline Olivant
4(c) Clubs
5. Bob Alderson to inform webmaster.
6(d) Ernie Williams and Bob Alderson
9(a) Viv Macdonald, Pauline Olivant and Derek Gale.
10(c) Clubs as appropriate.
11(b) Clubs
11(c) Clubs
11(f) All
11(g) All
13 All
14(b) Clubs
14(c) Bob Alderson
16(a) Clubs
16(b) Bob Alderson
16(c) Pauline Olivant and Viv Macdonald
16(d) (e) and (f) Clubs
19.10.2010
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