PUBLIC MINUTES OF THE MEETING OF COUNCIL - September 2005
Public Minutes of Council Meeting held 3rd September 2005 at NCVO
Present:
Marcus Allen MA
Mary Tetley MT
Clare Peddie CP
Tony Marshall TM
Mike Todd MKT
David Dixon DD
Deric Ellerby DE
Keith Lawrence KL
Edward Haynes EH
Bob Healey BH
Adrian Hall AH
Anne Clark AC
Tony Reed AR
John Pederson JP
Ian Irvine II
Apologies for Absence
Harry Gould, Ernie Crook, John Betts, Mark Allen, Andy Moll
Minutes of previous meeting
3 quotes for Auditor are being followed up by Audit Committee.
A few people have suggested that there is a shortage of information about the 12 year old members initiative. It was pointed out that there was adequate information available for those who needed it.
Email ratification
There were no motions for e-mail ratification.
CRM Update - Marcus Allen
The CRM team are tasked with action on the proposed CRM plan. A final scoping plan has been sent to Integra and a final proposal has been received.
The aim is to improve the overall service to members. There will be available a "one-stop" shop with full access to a member's records and details. Records held will be fully updated and held on a single integrated system. It will be possible to use Branch direct debit and this should help retain members.
Better information should produce better reporting and better statistics. We will be able to track members electronically. It will improve volunteer support and encourage people.
It is promised that the system will be very "user friendly" and reliable.
The system will handle any growth of membership in the future.
CRM Update - Adrian Hall
It would be appropriate for a "new" Council to take on a new project that will bring BSAC into the 21st century. By careful planning it should be possible to afford and manage the CRM project. It might take several years before the full benefits are felt.
AH was certain that project was achievable and should be progressed.
MA proposed that Council adopts the Integra system as per their quotation (version 6) for installation at HQ. This was seconded by AR. Unanimous.
Chairman's Report (circulated)
MA stated that the Council packs via e-mail have been well received. KL and EH asked if a simple overall view could be produced. II suggested a traffic light report would be useful - green leave alone, yellow pay some attention, red see to at once.
We now have a new contact at the MCA and the ability for BSAC to issue boat-handling licences will be put back on course.
Council were asked to consider the possible appointment of additional Vice Presidents.
Council were reminded that, except in certain cases, Council members were not expected to attend Dive Shows. If they wished to attend, a ticket would be provided but expense claims for attending should not be submitted.
Hon. Treasurer's Report
AH expected a deficit by the end of the year due to additional, unplanned projects.
A discussion then took place about possible sources of increased income - subscriptions, selling more products/courses, etc. MA then explained that the Finance Team were looking into this.
NDO's Report (circulated)
There were no questions to CP on her report.
Volunteer Status
This topic came about because of the need to remove the "active" status of a member (i.e. suspend rather than remove from membership).
Up to date, the BSAC has had no formal documented system in place to suspend a member from activities. The proposal put forward by CP allowed provisional suspension of a member with a review to consider reinstatement.
CP proposed that Council adopted the "BSAC Volunteers - Procedure for Change of Status", as presented, seconded by DD. Unanimous.
Operations Manager Report (circulated)
Interviews are taking place for the position of Technical/Coaching Adviser.
Well over 150 Branches have enrolled, so far, for the "Come and Dive" campaign.
Attempts are being made to further the "Branches in touch" campaign.
Team Reports
Team leaders were asked to include the names of the members of their teams on the Report Grids.
I T Team (circulated)
There were no questions to KL.
Communications Team (circulated)
There were no questions to MT.
The mission statements outlined in the Minutes of the last meeting were accepted by Council.
Finance Team (circulated)
There were no questions to AH.
Business and Membership Development (circulated)
There were no questions to MA.
Insurance Team (circulated)
AC proposed that Council agree to a minimum limit of £2m for Branches with Boat Third Party Policies. Council agreed unanimously. This needs to be publicised (AC).
The Insurance Team are actively seeking suitable insurance for BSAC Schools.(AC/CP)
International Team
TM reported that BSAC China has recently had an upsurge in enthusiasm and are taking 2 stands at the Shanghai Dive Show. They will support 2 people in China and will provide one air fare.
Web Advertising Proposal
A proposal had come via Graeme Gourlay with regard to allowing adverts on the BSAC web sites. It could generate reasonable amounts of money for the BSAC (£20,000 per year). There would be a small set-up charge.
It was felt that it could be a good thing provided that the BSAC carefully monitored the class of advertiser accepted.
Council decided to set up a working party (KL, AR, MA, MT) to progress the project with a view to generating income. Unanimous.
AOB
DD suggested a short presentation be produced about the workings of HQ and/or Council. The Communications team will investigate.
DE pointed out that there was a possibility of getting revenue from our publications held in public libraries. TR will investigate.
MKT offered to take on the task of organising a centre for the 2006 AGM.
KL pointed out that there was a problem with annual oxygen cleaning of diving cylinders and inspections/testing of cylinder every 2.5 years. MKT, KL and TM will try to find a simple answer.
TM announced that LUEC (Leicester) has won the Heinke Trophy.
KL suggested that we consider a small cash-back incentive for Branches using PTPs. This would encourage Branches to inform us when they use PTPs and enable us to track bookings.
Date of Next Meeting
26/27 November, this will be a 2-day meeting at BSAC HQ, where the main business will be Budgets and Projects for 2006.
Present:
Marcus Allen MA
Mary Tetley MT
Clare Peddie CP
Tony Marshall TM
Mike Todd MKT
David Dixon DD
Deric Ellerby DE
Keith Lawrence KL
Edward Haynes EH
Bob Healey BH
Adrian Hall AH
Anne Clark AC
Tony Reed AR
John Pederson JP
Ian Irvine II
Apologies for Absence
Harry Gould, Ernie Crook, John Betts, Mark Allen, Andy Moll
Minutes of previous meeting
3 quotes for Auditor are being followed up by Audit Committee.
A few people have suggested that there is a shortage of information about the 12 year old members initiative. It was pointed out that there was adequate information available for those who needed it.
Email ratification
There were no motions for e-mail ratification.
CRM Update - Marcus Allen
The CRM team are tasked with action on the proposed CRM plan. A final scoping plan has been sent to Integra and a final proposal has been received.
The aim is to improve the overall service to members. There will be available a "one-stop" shop with full access to a member's records and details. Records held will be fully updated and held on a single integrated system. It will be possible to use Branch direct debit and this should help retain members.
Better information should produce better reporting and better statistics. We will be able to track members electronically. It will improve volunteer support and encourage people.
It is promised that the system will be very "user friendly" and reliable.
The system will handle any growth of membership in the future.
CRM Update - Adrian Hall
It would be appropriate for a "new" Council to take on a new project that will bring BSAC into the 21st century. By careful planning it should be possible to afford and manage the CRM project. It might take several years before the full benefits are felt.
AH was certain that project was achievable and should be progressed.
MA proposed that Council adopts the Integra system as per their quotation (version 6) for installation at HQ. This was seconded by AR. Unanimous.
Chairman's Report (circulated)
MA stated that the Council packs via e-mail have been well received. KL and EH asked if a simple overall view could be produced. II suggested a traffic light report would be useful - green leave alone, yellow pay some attention, red see to at once.
We now have a new contact at the MCA and the ability for BSAC to issue boat-handling licences will be put back on course.
Council were asked to consider the possible appointment of additional Vice Presidents.
Council were reminded that, except in certain cases, Council members were not expected to attend Dive Shows. If they wished to attend, a ticket would be provided but expense claims for attending should not be submitted.
Hon. Treasurer's Report
AH expected a deficit by the end of the year due to additional, unplanned projects.
A discussion then took place about possible sources of increased income - subscriptions, selling more products/courses, etc. MA then explained that the Finance Team were looking into this.
NDO's Report (circulated)
There were no questions to CP on her report.
Volunteer Status
This topic came about because of the need to remove the "active" status of a member (i.e. suspend rather than remove from membership).
Up to date, the BSAC has had no formal documented system in place to suspend a member from activities. The proposal put forward by CP allowed provisional suspension of a member with a review to consider reinstatement.
CP proposed that Council adopted the "BSAC Volunteers - Procedure for Change of Status", as presented, seconded by DD. Unanimous.
Operations Manager Report (circulated)
Interviews are taking place for the position of Technical/Coaching Adviser.
Well over 150 Branches have enrolled, so far, for the "Come and Dive" campaign.
Attempts are being made to further the "Branches in touch" campaign.
Team Reports
Team leaders were asked to include the names of the members of their teams on the Report Grids.
I T Team (circulated)
There were no questions to KL.
Communications Team (circulated)
There were no questions to MT.
The mission statements outlined in the Minutes of the last meeting were accepted by Council.
Finance Team (circulated)
There were no questions to AH.
Business and Membership Development (circulated)
There were no questions to MA.
Insurance Team (circulated)
AC proposed that Council agree to a minimum limit of £2m for Branches with Boat Third Party Policies. Council agreed unanimously. This needs to be publicised (AC).
The Insurance Team are actively seeking suitable insurance for BSAC Schools.(AC/CP)
International Team
TM reported that BSAC China has recently had an upsurge in enthusiasm and are taking 2 stands at the Shanghai Dive Show. They will support 2 people in China and will provide one air fare.
Web Advertising Proposal
A proposal had come via Graeme Gourlay with regard to allowing adverts on the BSAC web sites. It could generate reasonable amounts of money for the BSAC (£20,000 per year). There would be a small set-up charge.
It was felt that it could be a good thing provided that the BSAC carefully monitored the class of advertiser accepted.
Council decided to set up a working party (KL, AR, MA, MT) to progress the project with a view to generating income. Unanimous.
AOB
DD suggested a short presentation be produced about the workings of HQ and/or Council. The Communications team will investigate.
DE pointed out that there was a possibility of getting revenue from our publications held in public libraries. TR will investigate.
MKT offered to take on the task of organising a centre for the 2006 AGM.
KL pointed out that there was a problem with annual oxygen cleaning of diving cylinders and inspections/testing of cylinder every 2.5 years. MKT, KL and TM will try to find a simple answer.
TM announced that LUEC (Leicester) has won the Heinke Trophy.
KL suggested that we consider a small cash-back incentive for Branches using PTPs. This would encourage Branches to inform us when they use PTPs and enable us to track bookings.
Date of Next Meeting
26/27 November, this will be a 2-day meeting at BSAC HQ, where the main business will be Budgets and Projects for 2006.
Page last modified: 1st Nov 2006 - 12:17:49