|
HASSRA |
Annual Conference
1. Attendees and Apologies
1.1 A list of attendees is shown at Annex 1
1.2 Apologies for absence were received from the following members of the Council:
Sir Geoffrey Otton (Life Vice President)
Robin Heron CBE (Life Vice President)
Margaret Grainger CBE (Life Vice President)
Roy Alder (Life Vice President)
Brian Cooke (Finance Committee)
Matthew Fennell (Finance Committee)
John Weeks OBE (Executive Committee)
Terry Green CBE (Awards Committee)
1.3 Bernie Keay, National Chairman, welcomed everyone to the Conference, particularly those who were attending for the first time. All present were encouraged to participate fully in the meeting whilst observing the necessary protocols provided in the HASSRA Rules of Debate paper.
2. Minutes of the 2007 Conference
2.1 The minutes of the 2007 National Conference, held on 15 May 2007, had been circulated to Associations on 7 August 2007. No amendments were required and the minutes were approved as a true and correct record of the meeting. The minutes were Proposed by Steve Thorpe (Fylde) and seconded by Denise Ward (BOM)
3. Annual Report and Accounts 2007
3.1 A copy of the draft 2007 Annual Report, including the Associations accounts, was issued on 14 April 2008. Bernie Keay reported that there were three inaccuracies contained within the draft report as follows:
i. Appendix 2. Wally Steel’s term on the BOM is subject to election in 2010 and not 2007 as stated.
ii. Appendix 4. Need to include the ‘OBE’ to the entry for John Weeks as chairman of the Executive Committee.
iii. Inclusion of the correct results from 2007 Special Event.
3.2 Craig Lewis (Operations Director) introduced the report and expressed the BOM’s gratitude to everyone who had helped in taking forward the Associations business during 2007/08. He advised that he would provide a general overview, highlighting important issues, of the “Draft” Annual Report with the assistance of Dawn McDonnell, Ros Smith and George Robinson.
3.3 Craig spoke about the BOM’s activity over the year and highlighted five strands of activity:
a. Efficiencies Challenge
The national team had been restructured to deliver headcount efficiencies. This had resulted in fewer Finance Managers but two regional reserves to assist with regional workloads. It was a tremendous challenge for everyone involved but was delivered successfully.
A review of the efficiencies challenge was commissioned by the BOM and regional chairs.
b. Resources
A resource planning and management system was introduced to ensure that all expenditure was affordable, provided best value-for-money and was consistent with the Associations business priorities. As a result, we were able to come in under budget, a key challenge and objective for the national team.
Additionally, an audit of our use of T&S was commissioned which highlighted ways of reducing costs.
Finally, we also commissioned a departmental audit of our Lottery and the report confirmed that the systems and procedures we have in place are in good shape and are ‘fit for purpose’.
c. Governance
We introduced and updated a paper on roles and responsibilities to provide clarity and guidance on how various parts of HASSRA, the national BOM, Regional BOM’s, National Team, etc. should be operating and working together.
Additionally, we adopted Departmental standards for risk management, to ensure risks properly mitigated by way of an effective risk management register.
d. Business Development
We continued to work closely with Departmental colleagues on the development of a single membership database to replace the various systems we currently use for the lottery, retired members etc, which during 2009 will cease to be supported by DWP.
Additionally, we have procured training for our new Sage accounting software, which will replace Quicken during 2008.
An action plan in response to the IiP assessment has been introduced which called for better communications, an inclusive business planning process and more structured approach and commitment to Learning & Development.
e. Association development
Our national membership as at 31 December 2007 stood at 62,178, a drop of 4,600 from 2006. This reduction reflects the downtrend in Departmental/Agency headcounts and underlines the need to work on our recruitment and retention strategies.
The Headlines publishing contract was re-let in 2007 and the new look product has been redesigned to be more attractive and relevant to readers.
The BOM were delighted that CSA colleagues have the option to retain their HASSRA membership when the CSA migrates to C-MEC in July 2008 and we are working on relaying this message.
We continue to work with DWP to increase the number of workplace fitness centres and hopefully the emerging focus on Wellbeing will inject some momentum into that effort.
Finally, we continue to work closely with partners in CSSC Sports and Leisure and last year we produced a joint promotional flyer drawing out the distinctions between the two organisations.
3.4 Craig invited questions on this part of the report. Colin Reid (North East) asked if the risk register would be issued to regions and Craig advised that this would be possible.
AP01: RS to issue Risk Register to Regional Chairs and to be made available at next years conference
3.5 Dawn McDonnell highlighted the following points from the accounts:
a. The increase in membership subscriptions effective from 1st October 2007 had been successfully implemented.
b. As a result of a breach in the lottery ‘trigger’ point it had been necessary to restructure the lottery prize levels from 1st January 2008.
c. The Treasury Bond continued to increase and Dawn thanked those regions who had contributed to the Bond and the knock-on effect of sustaining the associations reserve funds.
d. There was concerns with the drop in membership subscription income as a result of falling membership. Similarly, the CSSC grant for 2007 was lower as CSSC membership within HASSRA had also dropped.
Dawn invited questions on this part of the report.
3.6 Colin Reid asked whether consideration had been given to increasing the lottery share price. Dawn advised that this is under constant reviewe but with an increase in membership subscriptions in 2007 it was felt an increase in the cost of lottery shares would not be necessary at present.
3.7 Pauline Lawrence (North East) noted that the auditor/accountancy fees appeared quite high and asked whether HASSRA could see if an alternative option, i.e. using any Departmental contact, was available. Dawn confirmed that there would be a full review of our auditing arrangements this year and all issues, including the best value for money options available, would be taken into account.
3.8 Pauline Lawrence also noted that the bank charges were high for 2007 and Dawn explained this entry related to rental of the PDQ machine within HASSRA Central Support and that the machine would be removed shortly.
3.9 With no comments or queries relating to the accounts, they were approved with Maggie Ritchie (Scotland) as Proposer and Martin Gale (FC) as Seconder.
3.10 Ros Smith spoke about the Executive Committees (EC) activity over the year and highlighted six strands of activity:
a. ‘Fun & Free’ competitions. A full detailed set of competition rules had been introduced. During 2007, over 17,800 entries were submitted with the New York competition attracting 6,476 entries alone.
b. Special Event 2008, ‘Skools Out’, to be hosted by Yorkshire & The Humber, was officially launched.
c. Reciprocal arrangements, for regional discount offers and tickets, between regions was agreed in principal with the exceptional circumstances of one region, Fylde, being catered for.
d. The National championships review group progressed a number of initiatives such as:
• Development and review of calendar, feedback and rules of National Championships, Inter-Association Events, HASSRA teams and Special Event;
• Provide guidance to hosts of the above events;
• Development and launch of HASSRA football Challenge Cup, partially sponsored by CSIS;
• Launch of Taster Days such as Small bore Rifle Shooting held in May 2007;
• Compilation of Centres of excellence within the UK suitable for national competition venues.
e. The Membership benefits and marketing group progressed a number of initiatives such as:
• Publication of its own Terms of Reference;
• To maintain a fresh perspective of the portfolio of benefits the collation of MI commenced during 2007 for use as marketing and promoting the benefits of HASSRA.
• Reviewed contracts with business partners such as Harvey World Travel, BUPA (new) and London Eye;
• Reviewed publicity material including design and development of joint HASSRA-CSSC and Buddy Draw flyers;
• Planned, costed, and launched all fun and free competitions on the HASSRA website and Headlines magazine and delivered within budget.
f. Recruitment. Given the reduction in the size of our membership catchment, the importance of sustainable, targeted, high quality membership recruitment remains a significant organisational priority and was taken forward by the EC.
As well as usual recruitment activity in the regions, staff proactively engaged with DWP HR teams and as a result were invited to attend a series of HR events thereby substantially raising the profile of HASSRA within our host directorate, as well as attend Conferences, and culminating in the launch of a national Buddy Draw in February 2008.
There remains considerable scope for new membership recruitment to mitigate current staffing trends. Well in excess of 50,000 staff can be regarded as ‘potential full members’ of the Association. Managed and suitably targeted recruitment activity remains an ongoing focus to ensure that HASSRA membership levels remain stable. To this end a small team are now engaged on introducing a standardised national recruitment strategy that can be adapted by regions to suit their own needs.
3.11 Ros invited questions on this part of the report but none were raised.
3.12 Dawn spoke about the Finance Committees (FC) activity over the year and highlighted three strands of activity:
a. Development and monitoring of HASSRA’s annual budget;
b. Consideration and approval of expenditure estimates relating to HASSRA National Championships, Special Event and Special Event travel proposals, ensuring both consistency of approach and achievement of best value;
c. Annual review of key elements of HASSRA’s financial policies such as membership subscription levels, HASSRA expense allowances, HASSRA Lottery prize fund levels and review of the Reserves Policy etc. Such elements were captured within the work plan.
3.13. In addition, the Committee ensured that the policies and procedures supporting these, and other areas of the Association’s finances and governance arrangements, were effective, efficient and provided best value for money. Over and above these considerable standing responsibilities, the FC has also taken forward a number of other tasks and initiatives.
3.14 Dawn invited questions on this part of the report but none were raised.
3.15 George Robinson spoke about the Awards Committees (AC) activity over the year and highlighted two strands of activity:
a. The ongoing administration of the sponsorship scheme. The number of applications during 2007 remained constant and the quality of applications had improved. Recent changes to the application form and revised publicity material will hopefully generate a greater number of applications, although George added that the scheme would benefit from wider promotion.
b. The biggest responsibility of the AC is to consider nominations for major awards. Revised criteria for the Sir Michael Partridge Trophy, to include small clubs (under 150 members) along with single activity clubs, were introduced for the 2006 awards and the change worked well as was evident with the nominations submitted for 2007. Revised criteria for the best sportsman and sportswoman, to include a reference to “making a significant contribution to HASSRA sport”, came in to effect for the 2007 awards.
3.16 George invited questions on this part of the report. Paul Adams (North West) observed that regions need to increase the promotion of the scheme with lots of lobbying in the Department and suggested there is a link with Departmental business which could be used to promote the scheme. This suggestion was noted.
Summary
3.17. Craig thanked Dawn, Ros and George for presenting their elements of the report and requested that, with the three identified amendments (see para 3.1 above) the report be approved. Catriona Patterson (Yorkshire & The Humber) Proposed the report and John Coates (Fylde) Seconded it.
4. MOTIONS
4.1 There were originally 6 Motions submitted to Conference and confirmation was issued on 4th April 2008. However, following the BOM’s approval to the recommendation made by the FC to increase the HASSRA mileage rate, one motion submitted by North East was withdrawn. Notification of the withdrawal of this motion was issued on 14th April 2008.
Motion 1 – HASSRA North West
25 Year Rule
4.2 North West is proposing that the ‘Twenty Five Year Rule’ (which is a method of allowing members who leave the Department or one of its Agencies who are not, on leaving, entitled to receive their CS pension immediately to continue to be treated as Full HASSRA members – if they can reasonably prove that they have been subscribing to HASSRA for twenty five years) is reduced to a maximum of twenty years as a method of retaining experienced activists available to serve HASSRA.
Background
4.3. Nicola Cowley (North West delegate) spoke to the motion.
4.4 North West consider that the existing rule should be amended for the
following reasons:-
o Continuing reductions in Headcount within Core Agencies and increases in outsourcing posts result in HASSRA losing longstanding experienced members before they reach 25 years. They therefore would no longer be able to participate as full members of HASSRA as competitors, organisers, Club Officers or Committee members.
o No organisation can afford to lose this kind of experience.
o The recent amendment from 30 to 25 years, has not kept pace with the continuing year on year reductions
o Rules should potentially encompass and benefit the majority of the HASSRA membership
o North West feels that the amendment would not result in significant numbers of members requesting full membership under this rule revision, but it will capture a number of applicants who could make a marked difference to the Association.
4.5 North West requested Conference to support the proposed amendment to the Rule with a view to implementing the revised Rule from the earliest possible opportunity.
4.6 John Coates (Fylde) proposed that the 6th line of the motion should be amended to read a ‘minimum of 20 years’ and this was seconded by Paul Wyatt (South East).
4.7 Wally Steel (BOM) spoke against the motion, outlining that the association was, through the Executive Committee, already looking at a number of ways to raise membership levels from the large catchment areas that currently exists and that the BOM felt that this rule should not be changed.
4.8 There was vote on the motion which was defeated by 8 votes to 7.
Motion 2 – HASSRA Fylde
4.9 This Association proposes that the split of membership subscriptions between National HASSRA and the Regional Associations is revised with a view to reverting back to dividing membership subscriptions between Regions and National HASSRA on a 80/20 split"
Background
4.10 John Coates (Fylde) spoke to the motion. Fylde’s proposal is made in light of the fact that T & S for the HASSRA staff is now provided through the Department, rather than by the Association which was the case at the time of the revision. The amendment to the division of subscription revenue was made solely for National HASSRA to be able to finance the provision of T & S to the original 80/20 rule.
4.11 Dave White (BOM) advised that the BOM fully understands the reasons behind the motion and suggested that before any change to the split of membership subscriptions was considered a full review by the BOM and FC was required. The review should also take into account the full national and regional programmes of activity. Bernie Keay suggested that the review should aim to be completed and it’s findings available for the BOM and Chairpersons meeting scheduled for 4 September 2008 in Sheffield.
4.12 In light of the proposed review and the timescales outlined by Bernie Keay, Steve Thorpe (Fylde) advised that Fylde would withdraw the motion.
Motion 3 – HASSRA Fylde
4.13 That by inserting a new article 8(c) of the constitution of HASSRA to read as follows: -
“8(c) The Annual Report and audited financial statements of the Association for the preceding financial year must be sent to the Operations Director to reach him/her not less than 42 days (6 weeks) before the date of the Annual Conference. The Operations Director shall give Conference at least 28 days (4 weeks) notice of the Annual Report and audited financial statements.”
Background
4.14 Martin Gale (Fylde) explained that this proposal is made in light of the fact that current arrangements can mean that Associations do not have any time to discuss the financial statements within regional BOMs or mandate their Association delegate to put forward questions, query decisions made, or the allocation of funds to specific items.
4.15 Ray Allen (South East) suggested that the motion should be amended to read:
‘The Operations Director shall give Conference at least 28 days (4 weeks) notice of the Annual Report and audited financial statements.”
4.16 Phil Jenkins (Wales) seconded this amendment and the revised motion was carried unanimously 15-0.
Motion 4 – HASSRA Fylde
4.17 That the remainder of article 8 of the constitution of HASSRA is renumbered by deleting the words “8(d)” and replacing with the words “8(e)”.
Background
4.18 In advance of Conference, the Constitution was checked and, in light of motion 3 being carried, it was approved that some minor amendments to the constitution would be necessary. The motion was therefore passed without the need for a vote.
AP02: HCS to amend the Constitution
Motion 5 – HASSRA Fylde
4.19 That the HASSRA Board of Management are instructed to review the HASSRA constitution with a view to ensuring that only committee members elected directly by the membership have the right to vote on issues affecting the Association monies. This is to ensure that democratic procedures are correctly followed in view of the changes within the departmental organisation with the fact that the officers of the Association are not required be members of HASSRA.
Background
4.20 Martin Gayle (Fylde) outlined that the proposal is made so that colleagues can consider amending the constitution so that only those HASSRA members who are elected to National committees have the right to vote on how the National HASSRA funds are made, i.e through subscription levels and the HASSRA lottery.
4.21 Bernie Keay advised that the BOM would be not supporting this motion. HASSRA has a strong partnership with the Department and the BOM act as a consensus. Its finances are a mix of association and departmental and therefore it would be almost impossible to differentiate the decision making processes as one has a direct impact on the other. There would be an impact on regions in the same way.
4.22 Paul Wyatt (South East) said that as to pass the motion would put people in an impossible position and he proposed opposing the motion. However, Martin Gale said that under Australian law, a World Bowls Tour member was not allowed to vote as he was not an elected member of their committee. He thought that this law would have some impact on UK Association law. Bernie Keay invited Martin Gale to clarify the legal position.
AP 04: MG to clarify the legal position
4.23 The meeting tried to move to a vote but Paul Adams (North West) suggested that the association might wish to consider taking legal advice to ensure that there are no legal implications to be taken into account. Steve Thorpe (Fylde) agreed that Fylde would withdraw the motion subject to the BOM making the necessary legal enquiries. This was agreed.
AP03: BOM (CL) to make legal enquiries
5. ELECTIONS
5.1 Craig Lewis advised that the nominations received for vacancies on national committees were circulated on 14 April 2008. There was one vacancy on the BOM as Donna Spillane was not seeking re-election and two vacancies on the Finance Committee – one a term of appointment and the second to fill the post from which Peter Marshall had resigned from. Craig recorded the BOM’s thanks to both Donna and Peter for their contributions to the respective committees.
i. Board of Management
There was one vacancy for the BOM and no nominations had been received. Craig advised that the BOM would therefore be looking to co-opt a member in due course.
ii. Awards Committee
George Robinson was elected unopposed for a term of 3 years.
iii. Finance Committee
There were two vacancies for non-HASSRA staff posts. Craig advised that Brian Cooke was seeking re-election for a further term of three years and, as Peter Marshall had resigned from the Committee, a vacancy had been created and would be for the remainder of Peter’s term - one year. Craig confirmed that, in addition to Brian’s nomination, Nicki Stowe was also nominated and therefore a vote was needed to determine which nominee would fill which post, the nominee receiving the most votes filling the 3 year term and the nominee with the fewer votes filling the one year term.
5.2 Following the vote, Craig Lewis confirmed that Nicki Stowe was duly elected for a period of three years, and Brian Cooke for one year.
6. NOMINATION OF PATRONS, PRESIDENT AND VICE-PRESIDENT
6.1 The list of Patrons, President, First Vice-President and Vice Presidents, as listed within the draft annual report, was approved.
AP04: RS to amend annual report in light of some recent changes
7. APPOINTMENTS
i. CSSC representative.
Conference agreed that Craig Lewis would be the Association’s CSSC representative.
ii. Auditors
Dawn McDonnell requested that, as there would be a full review of our auditing arrangements this year, that a decision is made which takes into account the reviews recommendations. This was agreed.
8. PROPOSED 2008/09 BUDGET
8.1 Dawn McDonnell outlined the draft 2008/09 budget and invited any questions.
8.2 Colin Reid (North East) asked if, now that HASSRA was included on the Departments ‘Wellbeing’ agenda, there would be a financial commitment to the association. Dawn advised that at this early stage it was not possible to assess the financial implications but it was something that she will keep in view.
8.3 With no other questions on the paper, the proposed budget was proposed by Steve Thorpe (Fylde) and Seconded by Paul Adams (North West).
9. EFFICIENCIES REVIEW
9.1 Bernie Keay confirmed that, in September 2007 the joint meeting of the BOM and regional chairpersons commissioned a review of the impact of efficiencies challenge. The review was carried out by Stan Godfrey, recently retired Senior Civil Servant, President of North East and a long-standing active member. The review found efficiencies mostly worked well but identified a number of issues for further consideration, most notably:
o Adoption of standard business model for all aspects of National team business.
o Adoption of departmental best practices and standards in host of areas, ranging from flexi-time to financial management
o Closer working between National Team management and regional boards
o Clearer definition of National Team and regional association roles and responsibilities
o More effective business planning processes.
9.2 Bernie acknowledged that some of the issues are already being addressed through the national team’s IiP Action Plan and that others will be picked up through modernisation work which a dedicated team will be carrying out this year.
9.3 Finally, Bernie stressed that the key challenge is to take on board all the issues raised within the review and to deal with them, identifying workable solutions which will raise efficiency and effectiveness, and ensure that the national team can provide the best possible support to Association.
10. OPERATIONAL PRIORITIES 2008/09
10.1 Craig Lewis referred to the 2008/09 Business Plan which had been issued in advance of the meeting and explained that the Plan is built around priorities set by BOM.
10.2 In view of the reduced headcount for 2008/09, these focus on delivering
core business, including:
• A strong national and regional programme
• Recruitment and retention
• Encouraging and supporting volunteers
• Working with DWP to develop Wellbeing delivery partnership, and
• Effective management and planning of Association finances
10.3 Craig added that work was continuing to modernise how the national team works, which includes the creation of a small project team that will be looking to develop a standard business model and optimal organisational deployment, as well as modernising our financial accounting and other IT systems.
10.4 Tim Smith (West Midlands) asked whether the review would be circulated within the association. Craig confirmed that this would be possible and that it would be issued with a paper that would capture the thoughts of the mornings syndicate group who looked specifically at the review.
11. HASSRA’s 3 YEAR STRATEGY
11.1 Bernie Keay outlined that HASSRA is working with other government departments to develop a three year strategy involving wellbeing, partnership, and people. Price Waterhouse Cooper consultants are involved and much of the ground has been covered already but exciting times are ahead of HASSRA and the Strategy will be published when available.
12. ANY OTHER BUSINESS
12.1 With there being no items of business raised, Bernie thanked everyone in attendance for their contributions and closed the conference at 3.35pm.
ANNEX 1
ANNUAL CONFERNCE: TUESDAY 13 MAY 2008
Attendees
Bernie Keay (Chairman)
Paul Adams
Ray Allen
Moz Baker
Peter Blinston
Lynn Bowman
Dorothy Brookfield
Harvey Clarke
John Coates
Nicola Cowley
Matt Davis
Mike Docherty
Sarah Fairclough
Paul Fitton
Lorraine Fudge
Martin Gale
Irena Gorbun
Andy Graham
Steve Groom
Cherry Hanson
Sharon Hartland
Tracy Hennah
Kathy Holley
Colin Ithurralde
Phil Jenkins
Steve Julians
Pat Kilner
Pauline Lawrence
Alison Leggett
Ann Leppard
Craig Lewis
Janice Marsden
Shirley Mathieson
Kevin Mcclorry
Dawn McDonnell
Bill Mcmenzie
Robert Millin
Patrick Morris
Andy Nash
Di Neale
Martin O’Brien
Michael O’Hara
Wendy Oliver
Catriona Patterson
Gary Readman
Rob Redwood
Colin Reid
Jen Richardson
Lindsey Richardson
Maggie Ritchie
Ashley Robertson
George Robinson
Sue Scrivener
Owen Smith
Ros Smith
Tim Smith
Lisa Spencer
Wally Steel
Nicki Stowe
John Strachan
Tina Street
Carolyn Taylor
Nigel Thomas
Pat Thomas
Steve Thorpe
John Vallely
Denise Ward
Keith Waters
Lesley Webster
Dave White
Helena Whitehead
Paul Whiteley
Trevor Whittle
Corrine Williams
Mel Williams
Nigel Williams
Suzanne Witton
Paul Wyatt
