Minutes of the English Orienteering Council AGM

held at the Gilpin Bridge Inn, Bridge End, Levens, Kendal LA8 8EP,

on Saturday 5th May 2012

Present:

Philip Gristwood Chair

Lesley Ross Treasurer

Helen Gristwood Kit Officer

Chris Morris Secretary

Simon Greenwood SEOA

Henry Morgan WMOA

Alistair Tinto YHOA

Brenda Morgan Observer

Helen Morris Observer

Meeting opened at 5:31 pm
1. Apologies

Apologies were received from the following: Tim Tett, Arthur Vince, Jackie Hallet, Keith Marsden, John Rye, Trevor Bridle, Hilary Palmer and Jeff Butt.

2. Acceptance of 2011 Minutes
The minutes of the 2011 meeting were accepted as a true record.

3. Matters Arising
All actions complete.The change to the Constitution had been carried out by the Secretary.

4. Chairman’s Report

• After  last years victories in all competitions the Scots unfortunately beat us into second place in the SHI, but our other teams won their matches except for the VHI relay which was voided. Congratulations are due to all team members, team managers and selectors.

Earlier this year the Chairman took the opportunity to write to Mike Hamilton to lobby for continued funding for 2012.  As yet no reply has been received, but the treasurer asked BOF a few days ago and was informed that they would not be able to provide any funding this year and probably not next year either.

• Last year it was reported that the National Fixtures Group had briefly discussed the sustainability of HIs in their current format and made a suggestion that there should be a review of the competitions.. John Rye had suggested sending a short briefing document to the (English) Fixtures secs.  He produced this and it was handed around to all Fixtures Secs at the following meeting.  It was very well received and there is now a much better understanding of what HI’s are about.  Now that all BOF committees have been disbanded there appears to be an acceptance of HI’s as they are, although any new committees may consider them again in future.  We, and probably the other home nations, consider that they are not BOF’s events and will make a case for them if it becomes necessary.  For the time being the Fixtures Group are scheduling them as normal. Looking to the future, the rota for English regions theoretically would lead to the same regions doing the same competitions, albeit on a very long timescale.

5. Treasurer’s Report

• The statement of accounts for 2011 was issued to everyone, also a forecast for 2012.• Propose we keep petrol rates as currently – single occupancy of car 11p, cars with 2 athletes 20p, car with 3 athletes 28p and 2p more per athlete. And return to a travel cap for flight/train of £75.

• By the end of year we need to try to achieve balance of at the very least £2200 to cover 2013 Interland costs – coach, accommodation deposits etc.

• Expenditure this year is expected to be less than last year – the juniors are competing in England, veterans in Northern Ireland and seniors in Scotland. The juniors will have to hire a couple minibuses to  provide transport for the weekend but no flights involved this year.

• British Orienteering have received less money from Sport England and others this year so they have decided not to support English international orienteering. As a result we need to raise the £2000 from elsewhere that they have previously passed on.

• In terms of the regional member contributions it was proposed to increase the adult member capitation from 65p to 105p to pick up the shortfall from the British Orienteering grant. This should give enough money to support this year’s competitions (including Interland 2013).

• To raise sufficient remaining funds from the athletes the treasurer proposed that their personal contributions for Home Internationals be £80 for juniors and seniors and £95 for veterans as they are competing in Northern Ireland (although the entry/accommodation costs are low it is necessary to account for flights).

• The budget and forecast and the increase in regional contributions were proposed by the Treasurer and seconded by Henry Morgan. Carried unanimously.

6. Home Internationals
• JHI (Florencecourt, N Ireland)  - results: England – 140 Scotland – 87 Ireland – 68  Wales – 63
• SHI (Merthyr Common  - SWOC) – results:  Scotland – 54 England  - 46 Wales – 24 Ireland  - 13
• VHI (Birsemore Hill & Coull, Scotland) – results: England  - 139 Scotland  - 136 Wales  - 79 Ireland  - 61

Overall trophy was not awarded as the relay was declared void.
Dates of all 2012 HIs have now been fixed in the summer and autumn and can be found on the EOC website.
7

. Interland
• Another win at Habay-la-Neuve in southern Belgium making 18 in a row.  Thanks to John Rye for all his efforts in managing another successful trip.
• EOC – England  - 218VVO – Vlaander  - 205    FRSO – Wallonie  - 204LNPCCO – N.France – 128NOLB – Nederlands  - 71WTB – Westfalen – 48
• NOLB have proposed that Interland 2013 in The Netherlands be held on 10th March and this should be confirmed soon.
• It was suggested that the permanent trophy be awarded for the most outstanding performance by a Junior in the competition. This will be put to the team managers.

8. Appointment of Selectors & Team Managers

All selectors have said they are content to continue.  Current selection panels are named on the EOC website.John Rye has stepped down as Senior Home International Team Manager.  This will be discussed with the selectors and other TM’s and then the position may be advertised on our website.

9. Selection policies

• All three selection policies for this year are in place and published on our website.

10. Website

• The EOC website is still running successfully.  In relation to previous problems with posting pictures we had an offer via Judith Holt to assist with this if necessary.  This offer was taken up and John Cooke has been very helpful in  arranging the posting of pictures into organised galleries, and we have sent him our thanks.  If anyone can provide any further historic information, previous results, etc. we would be pleased to have it to add to the site

• Over the last year the counter shows we continue to have an average of nearly 1000 visitors each month.  In that time we have had over 3600 different visitors.  As before there are peaks corresponding with competitions.  We have had visitors from 64 countries, down from 78 last year.

• Tim Holt has continued to support us over the past year and we record our thanks to him for this. We have written to Tim to say thank you and to confirm that he is willing to support us in future.

• The WJHI 2012 organising team wish to host their event page on our website.  This would include bulletins, final details and results.  Agreement sought (and gained) for this, and to allow someone access to do the work.

11. Team Kit

• There is a large quantity of kit in hand at the moment in order to try and avoid last year’s problems with late delivery and the consequent problems of getting kit out to Team Managers. This is unavoidable as ordering on demand is not feasible. Not knowing the sizes that people will order means holding a good range of everything.  We also get a discount of 5% and free postage for ordering in bulk.

• With the increase in VAT last year, prices have gone up:• O tops are selling for £36.• Hoodies are selling for  £20• T shirts are selling for  £9

• We had to buy a new supply of badges during the year, and they cost £304.74, but the stock will last for many years.

• In stock at the moment:

• O tops 1  x XL, 6 x  L, 17 x M, 15 x S, 9 x XS.

• Hoodies   11 x S,  8 x M,  10 x L

• T shirts   8 x S, 8 x M,  10 x L

• This will see us through this year and most of Interland next year.

12. Election of Officers

• All officers were willing to stand and Philip Gristwood, Chairman, Chris Morris, Secretary and Lesley Ross, Treasurer were re-elected unopposed after being proposed by Simon Greenwood and seconded by Brenda Morgan. Chris announced that he would not seek re-election next year and would find a replacement before standing down.

13. AOB

• EOC Funding

Possibility of raising money as sponsorship • Possible advertising on our website as this had a large number of visitors• Neither of the last two items was actioned again during the year. We need a volunteer or sub-committee to take this on.

• Constitution

It is not clear how many regions must be present at an AGM to have a quorum.  It says that a majority of regions are required for a decision, but whether this means 5/9 or just a majority of those present is not clear. The situation will be considered for possible discussion at next year’s meeting.

14. Next meeting

• The 2013 British Champs will be hosted by SEOA just south of London. The Chairman is safety officer for the event and may not be able to attend a meeting that weekend.  However, the JK next year will be held in SCOA in the Henley area at the end of March and it was proposed that the meeting be held on the Friday evening at Reading University.  Further details will be issued in due course.

• Meeting closed at  6:31 pm