At Sport England, (The Stadium), 3Rd Floor Victoria House, Bloomsbury Square, London, EC1B 4SE
Minutes of a meeting of the Executive Board held at 11.30am on 10thMarch 2006
at Sport England, (The Stadium), 3rd Floor Victoria House, Bloomsbury Square, London, EC1B 4SE
Attendance:Phil AttwellChairman
Nigel MayglothlingVice Chair
Neil Rogers Vice Chair
Ed BlockleyVice Chair
Jeannie IvanovVice Chair
Phil WoodVice Chair
Laura Bigg-WitherLondon
Naomi AllumNorth East
Rynagh McNallyNorthern Ireland
James WilliamsonScotland
David GlossopSouth East
Matt RaynerSouth West
Bev BlackburnWales
Ash FullerWest Midlands
Nik EngineerYorkshire
Bill GardnerNon Student Northern Ireland
Niall SturrockNon Student Scotland
Ian CampbellNon Student Wales
Vince Mayne UCS
Karen BoagChair of Member Services Committee
Ian RandellChief Executive
Dave RogersBUSA - Head of Finance
Mark BrianBUSA - Head of Sports Programmes
Apologies: Al MacEwenHonorary Treasurer
Katie WildeEast
Fiona DickEast Midlands
Andy GrayNorth West
Toby EmmersonNon Student England
Catherine Marston Universities UK
Malcolm Brown Chair of International
Piers JonesChair of National Competition Sport Committee
E06/01:Minutes
Resolved
That the minutes of the meeting held on Friday 9 December 2005 be signed as a true and accurate record of the proceedings.
E06/02:Matters Arising
a)Chief Executive Officer
Ian Randell the new Chief Executive was introduced to the members and welcomed to the Association and wished good luck in his new role.
b)National Committee
E05/80BUGS
It was noted that Neil Rogers Vice Chairman and Toby Emmerson non student executive rep for England had been both been appointed as team managers for England.
C)Business Plan
E05/78 Officers
It was noted that that the census on the number of people taking part in physical activity within higher education was still on going and that Neil Rogers & Neil Moseley were still compiling the report; this would be available at the July meeting of Executive.
The Chairman thanked all the members of the Executive Board and especially Nik Engineer for all their help with regards to the Strategic Review and work done at General Council.
E06/03:Business Plan 2006
The Chairman thanked the Head of Finance for making sure that the document was up to date.Progress had been made on most of the items on the plan and work on next years plan would be started shortly.
Officers
Strategic Review,- it was noted that a small working group would be set up to look at the constitutional changes that would need to be made following General Councils decision, and to approve the findings of the strategic review. The make up of the working group would be as follow:- Phil Attwell, Phil Wood and Nik Engineer.
National Minutes
NGB Affiliation fees:- Neil Rogers apologised for not taking this item forward as quickly as needed. Work was still ongoing and a report should be available after Easter.
Domestic Representation review,- It was noted that no one had been available to take the review forward from the committee and that the review had not happened. Since the last Executive meeting, Finance and House had removed funding for domestic rep for the season 2006/07, as per the priory order set by the last Executive meeting.
There was a strong feeling from the members that domestic rep sport and especially BUGS were very important parts of the programme for our members and that we could not just stop doing them without making a strategic decision to do so.
After a long discussion it was agreed that:-
Resolved
That the office, prepare a paper on Domestic Rep and BUGS for discussion at the next meeting and that the bid document for hosting BUGS be sent out for the season 2006/2007.
It was noted that should the contract for Vodafone be finalised, SMG’s and the standing committees would be able to bid through Finance and House for funding for specific projects. It was noted that rep sport and BUGS would be looked at as a priority and would be judged on merit as with the other bids.
ACTION: BUSA OFFICE & F&H
Member Services
A verbal report was received from Karen Boag Chair of Member Services highlighting areas of progress. Members were informed that a meeting had been set up for next week to discuss the volunteer database in order to match volunteers with existing opportunities and to include data capture and possibly online entries; costs would then be forwarded to Finance and House. It was also noted that they are looking to launch this at the June General Council. The committee felt that this was an excellent project and would be a most valuable tool for the Association.
E06/04:Divisional Meetings
London27th October 2005– Items noted nothing to report to other committees.
Wales20th January 2006 - Items noted nothing to report to other committees, it was noted that only notes were required for Executive and not minutes, it was also noted that as an Association we should be careful if we mention anybody by name as it could be taken as slander and could mean that we could be taken to court.
South West – Equity Seminar will institutions get money back for the cancellation and will the event happen next year, convention programme to be looked at to see if space can be made available to cover equity issues. National, Indoor finals clashing with other NGB events, No BUSA rep at Karate, noted S Fowlie, ex BUSA staff had been at the event on our behalf.
Resolved
At the SMG meeting in April, SMGs will be asked to discuss with NGBs to prioritize calendar of events to try and avoid clashes.
North East and Yorkshire–York St John possibility of not entering because the Association has become too expensive due to basketball fines. Service level agreements also discussed.
Scotland – SUS update, two staff members appointed subject to contracts, office location Edinburgh contact numbers forwarded in due course, branding and sports specific items 1st April.
E06/05:National Committee
The minutes from the National Committee on the 23rd February 2006 were presented and noted.
NSC 05/05 Points Review
It was noted that the review was still ongoing and that the next meeting of National in April would discuss final proposals before presentation at the May Executive Board meeting and General Council in June.
ACTION JI
NSC 05/06Executive Board Minutes
It was noted that National committee could not change Executive Board minutes as it was a higher committee, unless it was a direct minute, Minutes in General needed to be a little more clearer in future, as this particular issue was only a wording change it should not have been much of a problem for National Committee.
In the absence of the Chairman, Jeanie Ivanov had chaired the meeting and she was thanked for her efforts.
E06/06:International
The minutes from the National Committee on the 6th February 2006 were presented and noted.
ISC 06/04 International Priority
It was noted that the priority for International sport was WUGS and then other International activities.
ISC 06/07Deputy Chef de Mission Summer Games
It was noted that Jan Patterson had been appointed.
ISC 06/08Deputy Chef de Mission Winter Games
It was noted that Emma Strachan had been appointed.
ISC 06/05University Games Funding
It was noted that TASS had agreed to fund World University Games and Championship athletes. The committee asked if the changes within TASS would effect our funding, it was noted that it would not and that the money would still be forthcoming.
ISC 06/05FISU Basketball Age Limit
A recommendation from FISU had been received for reducing the age limit in Basketball to 25, it was felt that FISU may wish to reduce the age limit across the board, GB has always tried to keep the age limit higher, as we are one of only a few countries that have post graduates.
Resolved
That Alison Odell our rep on the FISU Executive Committee, be asked to try and persuade FISU to keep the status quo and keep the age limit at 28, and to argue the Associations case, at the next FISU Executive meeting.
E06/07:Management Accounts
The management accounts for the period to 31st January 2006 were presented to the members with explanatory notes attached by the Head of Finance highlighting areas of interest.
It was noted, that committee meeting costs were up due to unbudgeted working parties mainly relating to the Strategic Review.
Building related costs would be higher due to the office move, and also that depreciation would be higher due to the building being in at the correct level.
It was noted at this stage the final budgets were difficult to predict, and as yet the projected deficit for the year was unclear. The position at the July meeting would be much clearer.
E06/08:Finance and House
A verbal report was received form Nigel Mayglothling of the Finance and House Committee Meeting of the 2nd March 2006, highlighting the following items.
Website:-
Minor problems still with site, tender document had gone out, no replies from NGBs or Divisions, ongoing discussions with current supplier.
Debtors:-
Concern expressed at level of debts over 90 days old, mainly companies and governing body grants, some outstanding universities, certain teams will be suspended if payment is not forthcoming, The BUSA office to chase outstanding debts vigorously.
Sponsorship:-
Discussions with Vodafone were on-going and there may be a slight delay in funding possibly until the next financial year.
Work was progressing with Fixtures Live / Sub TV ticker tape for the scores on bottom of TV screens in student union’s. £10,000 a year for three years may be received although in the firstyear £7,500 may be top sliced to fund set up costs. There was also potential income from sponsorship on site.
The Youth Hostel Association have expressed an interest in becoming, an associate sponsor, and discussions were ongoing.
Budgets:-
The first draft budget showed a deficit of about £58,000. The deficit was mainly due to new building related costs, in particular depreciation. The Head of Finance was still reviewing office costs to reduce the deficit, and this work will be presented to next F&H and May Executive before June Council.
E06/09: Options Appraisal Group
A verbal report was received from the Chairman on a meeting of the options appraisal group on the 2nd March 2006. Items discussed and noted were as follow:-
The Chief Executive would be looking at the implications of the staffing review and how a new staffing structure would look, with the possibility of regional/conference posts..
Discussions began on how a new organisation may look. This item would be discussed at the joint day at the BUSA convention in Cardiff in June, with the possibility of another symposium day in September / October 2006.
E06/10: Officers Meeting
A verbal report on last night meeting was received from Vice Chair Ed Blockley highlighting certain areas:-
UCS / BUSA Collaboration:- officers considered the latest report of the Options appraisal group.
Regional Post North East:- Appointment had been made and a meeting was scheduled to discuss conditions of work and key performance indicators
Fixtures Live:- Tender document had been circulated with a closing date 27th March 2006. Nothing had been received from NGBs or membership. It was suggested that a rolling contract with one years notice should be introduced, but the CEO would be left to negotiate final details.
EUSA Executive:- PJA elected to Executive and has been given the task of carrying out a sporting offer review for all EUSA sports.
SMG chairs meeting:- Date set for meeting as the morning of the BUSA rugby final at Twickenham at 10.00am.
Butterfield Lecture:- David Sparks, British Swimming had agreed to speak; efforts being made to secure a speaker from 2012. NM to contact Colin Moinihan, and JI to speak to a contact with regards to talking about the profile of student sport.
Queens Birthday honours list:- It was agreed that the Association would nominate G Gregory Jones for his services to university sport.
The Chairman thanked all the BUSA staff for there efforts on Tuesday with the visit of our patron HRH the Princess Royal and getting the office ready after the office beak in. All the computers had been replaced and everything was now up and running again. The Chairman also thanked the membership for its patience over a very difficult week for the Association.
Basketball Affiliations and Suspensions / Fines:- It was agreed that this situation could not happen again and had not been handled as well as hoped.
Resolved
That the office would produce a key list of dates and punishments for not meeting theses deadlines at the start of the season. The membership would have to adhere to this and it would be on the website, e-mailed to institutions and discussed at training convention. The Association would be very strict on the failure to meet these dates and the punishments would be adhered too.
E06/11: Discipline Committee
The minutes of the meetings of discipline from the 20th January 2006, 9th February 2006, 20th February 2006 and an Executive Board appeal panel meeting of the 23rd February 2006, were all received and decisions noted.
Members discussed at length the circumstances surrounding the imposition of Basketball fines, where an appeal from a number of institutions had resulted in an increase in fines for institutions who had not appealed
It was also noted that the decision made adversely affected two Scottish institutions, resulting in them not being able to compete in the knockout rounds
After a very long discussion the following was agreed:-
Resolved
That the office would produce a key list of dates and punishments for not meeting theses deadlines at the start of term that the membership would have to adhere to this would be on the website, e-mailed to institutions and discussed at training convention. The Association would be very strict on the failure to meet these dates and the punishments would be adhered too.
The handbook and rules must be adhered too, and that discipline must do the same, and stick to the rules. It was agreed that the following would happen:-
Discipline can not contravene general regulations and that discipline can only make judgements on matters received by them.
When an appeal is received during a knockout round and there is not enough time to have a discipline meeting under the strict terms laid out in the handbook, the office must secure the support of the officers before setting up an ad hoc process..
Mark Brian to write to the two Scottish institutions to inform them of the process and to explain the office decision and to apologise where necessary for the decisions made by the office.
The office to collate for this year a list of discipline decisions, so that some form of case law can begin for future panels.
It was also agreed that with regards to the basketball fines imposed by discipline that the following should now happen.
Resolved
That the fines for the institutions that did appeal remain as per discipline committees decision, and the fines for the institutions who did not appeal be reduced back to the original level of £100 each.
E06/12:Date of Next Meeting
Members noted that the next meeting would be at 11.30am on Friday 5 May 2006 at Sport England.
E06/13:Any other urgent business
Nigel Mayglothling tabled the revised F&H paper with regards to the 10% levy, which had been removed by Finance and House Committee as it was felt that it would discourage SMG’s form obtaining much needed additional funds. He also highlighted some areasof concernexpressed by a few of our SMG’s with regards to thefinal proposal.
After a long discussion the following was agreed:-
Resolved
That the Chief Executive and the Head of Finance would decide on a case by case basis a service related levy on any new sponsorship agreement in the future, to cover staff costs and administration and BUSA brand value.
E06/14:Close of Meeting
There being no further business the Chairman thanked members for their attendance and closed the meeting at 3.00pm.
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