Management Board Report - 17 Nov 2007

REPORT OF MANAGEMENT BOARD MEETING

Meeting date: 17 November 2007

Present:          Alex Gray (Chairman Elect and Convenor of meeting)

                        William Whyte (Convenor, GP & Finance Committee)

                        Jim Healy (Convenor, Membership Services Committee)

Roy Bain, Wilma Brown, Neil Copland, Allana Creighton, Christina France, Jimmie Hill, Pat Houghton, Craig Houston, Roderick McLachlan, Jeff Robertson, Roz Scott-Huxley, Andrew Smith, Pia Walker.

In attendance: Elspeth Gray (Secretary)

Apologies:       Irene Bennett, Alan Carr, Helen Russell.

Introduction

The Convenor welcomed everyone, especially new members, to the first Board meeting of the constitutional year. He informed members of the decisions taken at a Convenors’ meeting the day before concerning the MB meeting structure.

·          MB agendas would be prioritised to deal with financial matters first, followed by priority items.

·          The first MB meeting after the AGM in future would be a “lighter touch” meeting, including some induction procedures.

·          To ensure smooth running of MB meetings there would be regular Convenors’ meetings, brief notes of which would be circulated to the MB.

Notes of previous meeting

With a minor amendment the notes of 22 September 2007 were accepted as an accurate record.

Financial Statement

·          The new Convenor of General Purposes & Finance Committee (GP&F) had been examining the accounts, and so far had no reason to believe that the budget forecast of approx £150,000 deficit was inaccurate.

·          GP&F are to review the current magazine distribution methods to ensure that the best possible prices are being obtained, and report back to next MB meeting. An advertising manager (voluntary) had been appointed with a remit to attract more advertisers.

·          GP&F to look at the reserves policy and bring recommendations to the next MB meeting.

·          Consideration of alternative methods of raising funds other than subscriptions led to a request to GP&F to consider how the Jean Milligan Memorial Fund (JMMF) could be used more effectively and to investigate the Gift Aid position further.

·          The Board agreed that the administration fee for HQ members for 2008-09 would be £10. Subscriptions for 2008-09 would therefore be as follows:

                                                                              Branch members       HQ members

Basic subscription                                                 £15.00                    £25.00

Half-year subscription (new members only)                £7.50                    £17.50

Under 25s (20% discount on basic sub)                   £12.00                    £22.00

Future CD Production

The position regarding the seven CDs needed to complete the digital recording of the music for all the books was discussed.  One of the seven had already been recorded, and it was agreed to continue with the next two as arrangements were too far advanced to stop their production. In view of the present financial position, alternative means of funding the last four CDs were then discussed.  It was agreed that production of these four would be reviewed at the next MB meeting when there would be a better understanding of the financial position and that Membership Services Committee (MS) should investigate alternative means of funding them.

Digital Distribution of Recorded Music

There was discussion about the merits of making available tracks for download from RSCDS CDs that were no longer available. It was decided to consider this further at the next MB meeting when further information would be available on the financial position and the proposed tracks to be used.

Governance

Provisional advice from the Society’s lawyers on issues of governance was considered. The issue of roles and responsibilities had been clarified, and the working group’s review of the Office of the Scottish Charity Regulator (OSCR) governance checklist had been considered. The lawyer’s view was that there were no matters to be dealt with as urgently as this MB meeting, although there were some issues to be addressed during the coming year.

The remits of the Management Committees were agreed, as was a protocol and schedule for the production and distribution of Board and Committee papers, notes and reports.

Procedures

The working group would be meeting the next day, following which the first tranche of procedures would be distributed to appropriate members of the MB for comment before the next meeting.

Management Board Sub-Committees and Working Groups

Standing groups would now be named ‘panels’, and the term ‘working group’ would be reserved for groups formed for a limited term/specific purpose.

Conference Weekend &AGM

The report from the Members’ Forum would be circulated to the committees as soon as it was available and consideration of the issues raised in it would be a standing item on all committee agendas until reports were made to the MB on these issues.

Technique Sub-Committee

A report by the retiring co-ordinator of this committee was considered along with a proposal from E&T and MS as to its future structure and role. It was agreed it would now be known as the Technique Panel and would be a joint E&T and MS responsibility, with the panel being selected by the two relevant Convenors.

Strategic Plan 2007-2010

The plan presented was agreed and the Management Committees now had responsibility for updating their areas of the Action Plan prior to the MB meeting in February. This plan would now be managed by a panel, who will ensure it is reviewed and updated annually.

Dance Scottish

The Board agreed that another Dance Scottish Week would be held in 2008 , to include a self financing dance/ball, and a lower-key launch at Headquarters. Notice of the dates would be included in the December Branch mailing. There would also be a second Scottish Branches conference, self-financing, on 9 February 2008 in Cluny Centre, Edinburgh.

Outside Scotland

The event in Geneva is now planned for July 2009. A draft programme will be brought to the next MB meeting.

Education and Training Committee

Lucy Smallwood and Ann Dix were appointed to the two vacancies for one year. The post of a Youth Events Co-ordinator (voluntary) was agreed to help support the Youth Director. 

Membership Services Committee

The online database was now up and running and had generally been very well received by Branches. Anne Carter was appointed to the vacancy on the Committee for one year.

Affiliated Groups

An application for affiliation from the Seahouses Scottish Country Dance Group, Northumberland was approved.

Correspondence

Four items of correspondence were considered.

CRBS Disclosures

Following on from the AGM motion, this matter was discussed with a number of ways forward being identified. It was agreed that there would be one further attempt by letter to the Head of CRBS to arrange a meeting.