Minutes from the Committee Meeting of the Army Mountaineering Association 31 October 2014

RESTRICTED

/ ARMY MOUNTAINEERING ASSOCIATION
GENERAL SECRETARY
Telephone:
Tel Mil: 9360 55627
Mobile: 07739079332
E-Mail PJHQ-J6-SO1OpsB
/
Reference: AMA/GenSec
Date: 31 Oct 14

MINUTES FROM THE COMMITTEE MEETING OF THE ARMY MOUNTAINEERING ASSOCIATION 31 OCTOBER 2014

Present / Col P Edwards MBE
Lt Col E A Dallyn MBE
Maj M Swanell
Maj R Emmerson MBE
Maj Shipley
Maj J Howell-Walmsley
Maj Thompson
Capt Lang
WO1 Edkins
SSgt Brains / Chairman
General Secretary
Vice Chair: Mountaineering
Treasurer
JSMTC
Visiting Member
Benefits Member
Journal
Website
JSMTC
Item
(a) / Discussion and Decisions
(b)
1.
Introduction / Reality of all being busy in our day jobs; however still engendering success for the AMA. Need to focus on what we think our membership will want as shape the future.
2.
Office Update / · Hired Mrs Sam Fletcher as new Office Manager; intent is for flexible hours between part to full time basis WEF Mon 10 Nov 14.
· Core focus: Members database and routine book keeping. Anything else is a bonus.
· Been given latitude request additional support on a temp basis once understands the detail of what needs to be done.
· Believe trend has been an upward trajectory in applications however unsure exactly which applications have been fully processed from an end to end perspective, therefore unsure if all direct debits have been actioned. Requires a 100% check over the next couple of months; including against Jan pay run, new members, direct debits etc.
· Lots of returned Journals; maybe from when changed database and way addresses were cut across; aim to try and get done before next run of journals.
· No drive to push forward on recruitment until get our processing of new applications sorted.
· Aim to keep the association broad and loose to allow people to take advantage of what they want to do.
· Look to identify more efficient ways of working in the future; for example, electronic DD process to make easier and more accessible, e.g. use of PayPal, however needs to be a running process. Currently have to complete on line and sign a hardcopy. Want an automated system which runs over on an annual basis unless payee actively cancels it and do not need to create an additional account. Ideas to WO1 Daz Edkins – so where possible can link to the website.
· Discussed the option of looking at Unit Membership: idea for the future however may sit in the future recruitment strategy. Need to consider package so does not detract from individuals joining. To be reviewed at the next meeting.
· IT: PC basics – trying to sort out to ensure working for Sam starting. Opportunities to improve the IT set up; ideas to use a Cloud backup system and for the Committee to have shared access to documents.
2.
Finance / · Still working through the backlog.
· Content can present 2013 accounts at the AGM
· Now need to catch up on 2014 records which needs checking with respective leads to ensure interpreted correctly and right cheques and invoices/receipts have been recorded.
· 2015 proposed budget which needs to be presented/endorsed at the AGM. Detail at Enclosure 1:
· Mountaineering
o Income: expect to retain roughly the same.
o Expenditure: content remains the same.
· Sport Climbing: General view is that anyone benefiting from AMA membership should be members of the AMA, or at least have a recruiting link into the AMA. No rep from Sports Climbing to represent alternative view, however may be that can incentivise joining through tiered levels of entrance fees for members/non-members (however ack that may cause additional overheads, will need a robust means of checking and entrance fees often paid for by a unit PRI). Do not wish to enforce membership as would put people off coming, however believe those that are members of the team, must be members of the AMA. Broadly content that 2015 figure retain the same as 2014. Potential opportunities to get more funding from G7 PAT so can differentiate between that which is ‘AMA’ versus that which is ‘Army Sport’. Concern that spending money on equipment; however believe possibly outwith the responsibilities of the AMA. Need to understand exactly what AMA funding is being used for. Leave forecast for 2015 as was for 2014; in 2013 income exceeded exp.
· Future of £10k ATG(A) grant unclear; believe unlikely to give us the money and attempts to get given directly to expeditions also not confirmed. Need to keep this as a live issue.
· Gift Aid: Est approx £6.5k for 2014.
· Web Management: Expand to Web and IT services to broaden use of the fund but keep planning figure at £3,500.
· Journal: May be able to review quantity of journals being ordered based on there being a number of members without addresses and assuming a % will be returned (which get recycled into new members).
· Subs – Est £37.5k which is what we have been paid this year. Likely to be more when all new member applications processed.
· Secretariat: Allow £20k pa.
· Bank Charges: Need to ensure that we batch direct debits otherwise get charged individually.
· BMC and MCofS: Task to ensure list up to date; keep exp as same amount.
· Delete staff travel and trg costs (inc in Staff Costs)
· Stationary and postage; JSMTC provide the exp. Need to check what has been spent.
· AMA portion account currently sits at approx. £11400. Memorial Fund at £256k; can put money in but can’t take it out.
· Decision taken last year to put £50k into the Memorial Fund; however not yet been actioned. Opportunity to review the decision before we commit the funds to the Memorial fund.
· Balance on outline of income/exp for 2015 ends up with an outline deficit of £6k for 2015; which may be bought out by ATG(A) and deemed well within the funds current risk tolerance.
· Leaves a financial reserve of c£54k; working capital and risk.
· BMC: Have previously made donations to the Access Fund. Extensive discussion on whether should have Club Membership versus leave as an individual choice. Would necessitate an uplift in individual subs which may price people out the market and is a view that membership of the BMC should be an individual choice. Propose a donation of £2.5k to the Access Fund based on a rough planning figure of £1 per member as part of our ‘corporate social responsibility’.
· 2017=60th anniversary therefore may wish to have additional reserve funds to do more.
· Given roughly breaking even and have a working surplus, propose to retain membership fee as £15 pa.
3.
Proposed Committee Changes / Structure: Proposed changes to the overall structure:
· Aim to have a larger General Committee to ensure representative.
· Addition of a ‘technical advisor’ to provide high level SME advice and guidance for expeditions. Provides a potential opportunity to forge closer links with the JSMTC should the incumbent come from them, however the priority still needs to be the best person for the job.
· No requirement for a Social Media Rep or an Eqpt Manager
· Should invite all Committee Members and those leading a Major Expedition to all future Committee Meetings.
· Keen to ensure that decisions are taken by a suitable respective corum of members and cross representation.
Committee Members:
· Vice Chair Mountaineering: Maj Swanell leaving the Army in Jan 15 therefore will be stepping down from the Committee at least until settled in civilian life. 3 volunteers for the post: Maj I Thompson, Maj J Howell-Walmsley and Maj P Carrotte.
· Terms and Reference of the Constitution were discussed at length to ensure candidates being considered were deemed eligible in line with the AMA Constitution. It was recognised that the form of wording in the Constitution could be interpreted in different ways therefore needed to be reviewed.
· To determine the eligibility of the 3 candidates, a vote was taken by the Committee which resulted in the decision that all 3 candidates were deemed as being eligible to be considered for the appointment.
· Subsequent vote taken on whether it was best for the Committee to propose a preferred candidate or to allow the AGM to decide based on candidate representation. Through a voting process it was decided to allow for the AGM to decide rather than Committee.
· Meets: WO2 Dave Cross willing to stand again.
· Grants: Maj Chris Wright willing to take over the position. Supported by Committee.
· Cadets: Maj Kev Edwards to remain in post.
· Equipment: Delete position as no longer deemed required.
· Technical Advisor: No immediate candidate
· Ski Mountaineering Rep: SSgt Brains preferred candidate.
· Gen Sec: Lt Col Liz Dallyn to continue. If due to work commitments unable to continue the role, Capt Ryan Lang a volunteer.
· Treasurer: Maj Rachel Emerson standing down as feels cannot do the task justice; Maj Tarquin Shipley a volunteer to take over.
· Journal Editor: Capt Ryan Lang willing to continue.
· Benefits Member: If Maj Thompson is not elected for Vice Chair Mountaineer, he confirmed he would be willing stay as Benefits Member. In the event of being selected as VC Mountaineering a replacement would need to be identified, however no confirmed candidates at this stage.
· Sports Climbing: Lt Col Pete Skingsley willing to stand again; and various other Sports Climbing appts filled.
4.
Expeditions and Meets / · Maj Matt Swannell gave an overview of slides intends to cover at the AGM.
· WO2 Dave Cross will give an update on Meets.
· Draft Safety Framework update needs to be summarised as part of the AGM. Important for non-serving members to understand they need to be a member of the AMA and have the appropriate indemnity insurance. The Safety Framework may also need to include a participation statement in addition to the BMC statement (already included). Need to ensure that it is appropriately scrutinised.
· Need to make a plug for AMA Exped leaders in 2016.
5.
Sport Climbing / Not represented however will Maj Tom Odling will be requested to give an update on what been up to this year and look forward next year.
6.
External and Internal Comms / · Journal:
o Generally content with how going.
o Still struggling to get some of the expedition articles; taking time to chase people down. Editor still believes should have a financial hold over them until fulfilled their side of the agreement. This discussion regularly goes around the same buoy; perhaps an opportunity to use Maj Chris Wright as Grants Members to help chase down articles.
o Deadline for articles for next Journal: TBC (Spring 2015)
o Mail Chimp: Working well. Now above 2000 address limit. Cost £35 a month. Absorb into the Website and IT services budget.
7.
AOB / · President’s Dinner: Date 21 Nov 14. RMAS Indian Memorial Rm.
· Cotswolds: Still working to try and get them to fund a Membership Cards.
· Benefits: DMM relationship working very well
· Need to get Tower Gate Wilson and other key sponsors on front page of Website where possible.
9.
DONM / · Date of Next Meeting: 21 Nov at RMAS prior to the Presidents Dinner

Original Signed

E A DALLYN

Lt Col

General Secretary

Army Mountaineering Association

Distribution:
Action:
AMA Committee Members / Info:
AMA Website

RESTRICTED