EXECUTIVE COMMITTEE MEETING

7.00pm 15 June 2017

Duffus Park Bowling Club, Cupar.

MINUTES

Attendance Present:

Rona McCraw – Chair

Philip Mould - Secretary/Treasurer

Michael Kavanagh – Sports Development Officer

Graeme Paton – Active Schools Coordinator

Ian Bell – Falkland Tennis Club

George Sharp – DPBC

Welcome and Apologies

Rona welcomed the attendees. Apologies came from Councillors Andrew Arbuckle, Margaret Kennedy, Donald Lothian, Robbie Nellies and Gary Anderson.

2. Minutes from last meeting

The minutes of the last meeting on 29th Mar 2017 were approved; being proposed by Michael Kavanagh and seconded by Rona McCraw.

3. Matters Arising

There were no matter arising.

4. Secretary/Treasurers report

The Secretary started by confirming that the Grants Committee had confirmed the award of £100 to Eleanor Greenwood (St Andrews Lawn Tennis Club) in support of the Fife Olympiad. The sum of £240 had been awarded to Claire Penman (Shukokai Karate Academy) in support of her expenses in Feb 2017 at the UK Universities Karate Competition.

The Secretary further explained that the last period had been dominated by the Awards Ceremony which had been successfully completed with 180 persons in attendance. He made reference to attending regional Sports Hub meetings in Cupar and Waterstone Crook and meeting with Emma Broadhurst the Physical Activity and Legacy Manager at Fife Council. It was confirmed that any such future Fife Council meetings that covered Sports Strategy should also be attended by the Chair.

He confirmed that the updated EFSC insurance policy for 2017/18 with Zurich Insurance was now in place and affiliation with SALSC for the coming year had also been completed.

The Secretary that business concerning annual affiliation was ongoing together with the development of the new Sports Council website.

Income and Expenditure

The Secretary produced spreadsheet copies of the account supported by a bank statement as at 12 Apr 17. The main point of effort was to prepare the accounts for audit in readiness for the AGM in Sep 17.

The Secretary outlined a recent request for possible grant assistance from Mrs Gaynor Davidson on behalf of her talented son (gymnast). It was an example of a parent attempting to by-pass an affiliated club (Tiggers Trampolining). In this case the club in question had yet to re-affiliate and the Secretary was engaged in ensuring affiliation was in place and an application for a grant came through the correct club channels.

5. Correspondence

There was no specific correspondence to deal with under this heading.

6. Sports Development Officer Report

Michael Kavanagh reported on SLA matters and input necessary to update the document for the coming year. He spoke of the requirement to identify training needs for clubs and the accreditation of Child Protection Officers for all clubs. The need to better integrate the link between school activity and club opportunities was also to be a priority over the next year. Finally, he spoke of Active Fife pursuing better guidance and resources for club officials as a further priority for 2017.

7. Active Schools Report

Graeme Paton outlined a range of summer activities being organised in the East Fife region in the school holidays for both secondary and primary school children. He also outlined the events at the forthcoming East Neuk Invitation Day on Sat 17th June 17.

8. Evaluation of Grow Your Club Programme

The collective comments received from the 11 Clubs that participated in the above programme indicated that additional assistance was not needed and that it was not prudent to spend more money on further visits from Sports Marketing Network. The Secretary was to wind up this project and finalise any remaining outstanding costs with Svend Eikjaer.

9. Evaluation of Awards Ceremony

It was agreed that the Awards Ceremony had been a success with a larger than anticipated audience on the night. It was now necessary to consider and recce the prospect of a larger venue for next year. A complaint from St Andrews Table Tennis Club had been dealt with after guests arrived on the night to find they were not on the list. This oversight was to be more closely screened next year. The Secretary thanked Graeme Paton for his sterling work in producing the Schools Film for the Awards Ceremony.

10. Report on Sports Council Website

It was confirmed that Alan Tomkins was currently on holiday but that work was ongoing. It was hoped to go live before the AGM in Sep. The acquisition of suitable photos for the web pages was an issue due to data protection and parental consent. It was agreed that a Sports Council publicity drive should accompany the launch in due course.

11. Affiliation Update

The Secretary reported that there were still 39 Clubs that required to re-affiliate. A further reminder had been despatched to the Clubs in question. Completion of Affiliation Forms for DPBC and Shukokai Karate Academy were also requested.

12. Summer Workshop Training Programme

The Chair raised the prospect of a Health & Safety Workshop for Clubs with Clubhouse and catering responsibilities. Peter Aggar was identified as a suitable individual to deliver this programme. Dates for such an event were discussed and it was decided that school holiday periods should be avoided. Firstly, the Chair was to pursue the availability of the above speaker.

13. Sports Hub Programme

It was confirmed that Active Fife, in conjunction with the various Sports Hubs, were engaged in a busy programme of activities throughout the summer. The Chair asked to be kept informed of all dates and activities underway.

14. AOCB

The Secretary confirmed the following forthcoming events:

28 Jun 17	Secretary to St Andrews Rotary Lunch to collect Awards Ceremony sponsorship cheque (£100).

10 Sep 17	SALSC Seminar and AGM (Chair & Sec to attend).

13 Sep 17	EFSC AGM to be at DPBC.

03 Nov 17	EFSC Quiz Night venue TBC.

The Secretary made reference to possibly getting one of the Fife Olympiad participants to make a video diary of the experience; subject to parental permission. This project was to form the video input at next years’ Awards Ceremony.

Finally, the need to find more willing volunteers to join the Executive Committee was raised in preparation for the forthcoming AGM.

15. Date of Next meeting

Thursday 24th August 2017 at 6.30pm for the grants committee (as required) and 7.00pm for the full committee. Venue – Duffus Park Bowling Club.