15/2 Wellington Street, Edinburgh, EH7 5EE Meeting Lacrosse Scotland Board Date 09/06/2016 Start time 6:30pm Finish time 9:30pm Venue 15/2 Wellington Street, Edinburgh, EH7 5EE Chair Oliver Barsby Minutes Adam Szymoszowskyj Attendees Oliver Barsby - OB (Chair), Jane Claydon JC (President), Rikke Ermgassen (Women s Director), Georgie Greenwood GG (Treasurer) Item No. 1. 2. Also Attending Adam Szymoszowskyj ASZ (National Development Officer), Ailsa Stott AST (Outgoing Women s Director) Agenda Item/Discussion Welcome and Apologies - OB welcomed everyone to the meeting and thanked the new board appointments of RE and GG for attending. - Apologies for the meeting were received from Olivia Fulton - OF (Development Director), Brian Minikin BM (Business Director), Derek White DW (Men s Director), Felicity McCallum FM (Communications and Events Director) and Alison Craig AC (sportscotland Partnership Manager). Minutes from 2 nd May 2016 Accuracy - The minutes were approved by the board members. Review of Actions Chair - OB provided ASZ with employment contract to sign. ASZ signed and returned the employment contract. - Sent AGM paperwork out to the membership - OB to communicate statement to the Glasgow Jewish Representative Council. - OB to get in contact with LS Events to arrange a meeting. - Continue to work to develop a Finance Policy. - Continue to work with Development Director to review job descriptions for the East, West and North Development Officers after the strategic plan is released. Actions 1
- Gave FM Declarations of Interest paperwork which is to be completed. - To advertise new Rathbones Committee positions. - Continue to work with Plan4Sport to achieve foundation level of the equality standard. President - Released details of the Hall of Fame addition. Treasurer - Prepared accounts for the 2016 Lacrosse Scotland AGM. Men s Performance Women s Performance - Continue to search for a Caithness Cup League Manager. - Conduct a performance review with Coach Dave Simpson. - Assisted in developing a draft email to clubs regarding the women s and mixed league/competition format for 2016/17. Development - Continue to work with the Chair to review job descriptions for the East, West and North Development Officers after the strategic plan is released. Communications and Events - To complete Declarations of Interest paperwork. - To send out a survey to the membership to gain feedback from tournaments after the MacRobert 2016. - FM to make changes to clothing proposal and email the board members with the updated proposal. Business - Continue business operations for Lacrosse Scotland. Action: DW Action: RE Action: RE Action: RE Action: OF Action: BM National Development Officer - Updated OB on the state of the Volunteer Awards Dinner on Wednesday the 11 th of May 2016. - ASZ invited the new and outgoing board members to this board meeting. 3 c) Board Matters Updates to Conflict of Interest Registers - All directors confirmed they had no update to their registers. Declarations of Interest for this Agenda - No declarations were made of the forthcoming agenda. Staff and Director Recruitment Matters 2
- ASZ had stated that a proposal for administration recruitment had been drafted. ASZ to review draft proposal with OB. Action: ASZ & OB d) e) f) g) 4) Discussion/Approval of Policy Documents - There were no policy documents tabled for this meeting. Risk Register Review - The board reviewed the register and agreed no changes were required. Child Protection Case Review Outcomes - No cases are being investigated or have recently completed, therefore there are no review outcomes to consider. FIL General Assembly - JC stated that Lorna and Rob Powell will be in attendance at the FIL general assembly on behalf of Lacrosse Scotland. - JC stated that there have been concussion and Eligibility policies developed by the FIL. - JC to communicate Lacrosse Scotland s voting actions and views ahead of the FIL general assembly to Lorna Powell. - OB stated that he questions the forfeit and withdrawal policy proposed by the FIL. The 3-strike rule proposed does not have a timescale by which any strike would be reset. As a result, under the proposed policy any strike would be listed against a national governing body eternally. OB proposed that a time period should be set for a strike to be listed against a national governing body. OB proposed a strike should last for 12 years. The Lacrosse Scotland board members agreed unanimously. - OB stated he had a second issue with the forfeit and withdrawal policy. The proposed policy highlights that all financial penalties will be acquired by the FIL. OB proposed that the financial penalties acquired should be split in half between the host country and the FIL. The board members agreed unanimously. - OB seeks clarification on the following statement in the policy that should a nation withdraw, they will be listed as: not in good standing. OB seeks to find out what this statement implies and if there is guidance on the impact of a nation being listed as not in good standing. - OB questions the proposed FIL board of conduct. Firstly, the policy states the board is accountable to the board. The Lacrosse Scotland board members agreed that the FIL board should be accountable to their membership. Secondly, the policy states that if a member of the board believes that they are being forced to act in a way which is illegal, improper or unethical, is in breach of ethical code or improper administration, members should raise this matter with the board. OB proposed that there should be an independent audit committee which FIL board members can report to. The Lacrosse Scotland board members agreed unanimously. - OB stated that if any Lacrosse Scotland board members have further comments after reading the FIL general assembly paperwork, comments should be sent to JC through email by Wednesday the 15 th of June 2016. sportscotland Update Update from Partnership Manager - ASZ and GG informed the board members that the sportscotland investment was deposited into the Lacrosse Scotland bank account. Action: JC Action: JC 3
5. 6. c) d) e) f) g) h) i) Lacrosse Scotland Priorities Annual Target Tracker - OB stated that Lacrosse Scotland are on course to achieve their annual targets. KPMG Action Plan - OB stated that all targets had been met. Director Reports Chair - OB stated that he will continue to work on his ongoing actions. President - JC stated that he will continue to work on her ongoing actions. Treasurer - GG stated that the annual report to companies house had been completed, signed and returned to companies house. Men s Performance - The Men s Director was not present at the board meeting. Women s Director - AST stated that David Simpson had asked for timescales to be set for reviewing the eligibility criteria. OB to review eligibility committee candidates and to chair first meeting. Development Director - The Development Director was not present at the board meeting. Communications and Events Director - The Communications and Events Director was not present at the board meeting. Business Director - The Business Director was not present at the board meeting. National Development Officer - ASZ reported that all candidates who attended the tutors course had passed and are now capable of delivering the Level 1 course. Two tutors have been identified as being capable of delivering the Level 2 course. - Summer League registration is open. AST proposed that the membership should have the option to play just one game for a reduced price. ASZ agreed and is to communicate this to the membership. - ASZ reported that himself and RE had been in attendance at the school s fixtures meeting. ASZ stated that the first Rathbones Scottish Schools Finals will take place in March 2017. - ASZ stated that a partnership agreement had been drafted with Scottish Student Sport. ASZ and OB are to review this draft and to communicate this with the board via email. Action: ASZ 4
- ASZ revealed that 7 members had applied to sit on the eligibility committee. ASZ & OB are to review candidates and appoint members to the committee. OB is to chair the eligibility committee. - The annual fixtures meeting will take place on Tuesday the 5 th of July 2016. ASZ to communicate the date and time to league managers and relevant board members. Action: ASZ & OB Action: ASZ 7. 8. A.O.C.B Marketing Materials - ASZ and OB proposed that Lacrosse Scotland invest in marketing flyers which can be utilised by all member clubs and schools to promote their activity. The board members agreed unanimously. ASZ to get design drafted. Date, Time and Venue of Next Meeting - ASZ to communicate details of the next board meeting. Actions Chair - To communicate statement to the Glasgow Jewish Representative Council. - To get in contact with LS Events to arrange a meeting. - Continue to work to develop a Finance Policy. - Continue to work with Development Director to review job descriptions for the East, West and North Development Officers after the strategic plan is released. - To advertise new Rathbones Committee positions. - Continue to work with Plan4Sport to achieve foundation level of the equality standard. - To review administration recruitment draft proposal with ASZ. - To review eligibility committee applications with ASZ and chair first meeting. President - To communicate Lacrosse Scotland s voting actions and views ahead of the FIL general assembly to Lorna Powell. - Collect board member comments on FIL general assembly paperwork. Treasurer - No current actions. Men s Performance Women s Performance - Continue to search for a Women s League Manager. - Conduct a performance review with Coach Dave Simpson. Development - Continue to work with the Chair to review job descriptions for the East, West and North Development Officers after the strategic plan is released. Action: ASZ 5
Communications and Events - To complete Declarations of Interest paperwork. - To send out a survey to the membership to gain feedback from tournaments after the MacRobert 2016. - FM to made changes to clothing proposal and email the board members with the updated proposal. Business - Continue business operations for Lacrosse Scotland. National Development Officer - To review administration recruitment draft proposal with OB. - To communicate details of the 2016/17 fixtures meeting. - To communicate details of the next board meeting. The Meeting Closed at 9:30pm. 6