MANAGEMENT MEETING WEDNESDAY 11Th FEBRUARY 2014

MANAGEMENT MEETING WEDNESDAY 11th FEBRUARY 2014

LOCATIONSACU Office, Uphall. Commencing 7pm

PRESENTP. Carlyle (Chairman)

M. Marshall

I. Barnes

N. Lamont

M. Pedden

B. Abel

C. MacKenzie (Mins)

CONF.PHONES. Campbell

A. Shand

1. ApologiesH. Ward

E. Syme

I. Neill

D. Paton

1. Minutes of Previous Meeting

MoM14th January – Proposed M. Marshall, Seconded I. Barnes

1. Matters Arising

None

1. AGM

1. Vote Allocation. The vote allocation received by some members was challenged. This identified an interpretation issue with the Constitution. It further identified the need that papers must be presented for approval prior to issue.
   A proposal to reschedule the AGM to a later date allowing corrections to be made was rejected.

The number of Members affected and in all cases it was a shortfall in votes allocated as opposed to over allocation. As such it was agreed that those affected be sent the additional voting papers and asked for their acceptance on progressing as planned with voting at the AGM. All those present at the AGM would also be appraised of the situation and asked for their acceptance or otherwise of the AGM progressing as scheduled.

Individuals and the Office are tasked with double checking the corrected vote allocation, posting of the additional voting papers and direct communication with the members affected for their acceptance or otherwise. Same individuals also tasked with communicating the fact that postal votes are only acceptable if the member is represented at the AGM. The alternative is for a member to qualify an individual to represent them by Proxy in which case the services of N Lamont are to be offered.

1. Constitutional Review. Amendments in line with Motions carried at the 2013 AGM, the review of the Constitution and this latest issue have compounded to carry the process beyond the time limit that would have made it possible to present amendment motions to the AGM.
2. Presentation. The proposal to do a presentation on the Constitution and the review process was circulated prior to the meeting. It was not considered appropriate or at best too long. An alternative presentation will be considered if it is felt that this is an appropriate way to cover the need for a Constitutional review.
3. A general discussion followed which highlighted the need for specific changes and the fact that there is confusion over some definitions
4. Amendments to AGM 2013 minutes noted. Point 6 – D Dyce fee rate £50 not £20 and new Membership fee start date should be 2014 not 2015
5. Vote counting to be overseen by Treasurer and office staff at AGM

1. Magazine

Agreement being developed with the editor. Agreement based on 50/50 ownership with the SACU part being licence to the editorial business. Agreement should be clear on liability and control in the event of any issue or termination of the publication. The subscription provision introduced in Issue 5 of 2013 to be covered by the editorial business. Acton; Agreement to be developed and presented for approval.

1. Coaching

Assessor training scheduled for 2/3 March. It was noted that there is a need to develop a Scottish programme to meet the SQA criteria.

1. Finance

1. AGM accounts preview
   Draft accounts circulated to all Board members.
   Heat and light costs – to be reviewed.
   Review of annual accounts – Exceptional items noted and discussed.
   Changes to licensing and insurance costs for 2014 noted.
   
2. £500 donation to Macmillan Cancer Charity approved.
   

1. AOCB

1. Scottish Motor Sport (SMS) working to finalise a funding for sport resource guide. To be issued to clubs at AGM. Document already in draft.
2. SMS to setup an online survey for Members to complete.
3. Beach Race officials. Office to procure formal confirmation that the nominated officials have the correct qualifications / tickets.
4. Meeting made aware of a PR event associated with the Scottish RR Championship. The SACU have not been approached for involvement.
5. There is an opportunity to display SACU banners at Knockhill was presented with costs. This is to be carried over to the March meeting for review.
6. It was asked that the SMS grant from Sport Scotland be qualified against a budget. It was further asked if the associated income and expenditure should or should not be included in the Annual Accounts to December 2013.
7. It was asked if we can authorise IOPD licences. To be discuss further with respect to 2015 licences.
8. There is a limit to Member Clubs willing to host a round of the Scottish MX Championship. Various options being considered.
9. Office to investigate details of Knoydart Road run and possible insurance provision.
10. Three Stewards required for the SSDT. Passed to Trials committee for discussion.
11. Chairman and Office Manager scheduled to attend the ACU Chairman’s meeting 15th February.
    

There being no further business the meeting closed at 9.45 pm with a vote of thanks to the chair.