SCOTTISH ATHLETICS OFFICIALS COMMISSION
Minutes of Meeting
Held at Scottish Athletics, The Gyle, Edinburgh
On 8th May 2014
Present
Vic Hockley (Chair)
Pat Hockley (Officials’ Co-ordinator)
Alistair Aitchison
Brenda Stephen
Margaret McInally
Jim Goldie
Marjory Cook
Mike Forrest
Margaret Brown (Vice Convenor)
Dave Biggin
Kenny Marshall
Margaret Ann MacLachlan
Ann Carter
Claire Archbold (Events Administrator)
Liz Wilder
1. Apologies: Joyce Rammell, Shona Malcolm
2. Chairman’s Opening Remarks
Vic welcomed Claire to the meeting and expressed the view that someone from the Events team was a good
development. Vic and Pat have sent their intimation to British Athletics that they do not want to be considered for the
proposed International Meetings Officials group.
3. Matters Arising from minutes of meeting of 20th February 2014.
No matters arising
4. Chairman’s Report.
AGM was well attended given the lack of following courses and a number of officials at Athletics meetings. He
confirmed his intention to stand down at the next AGM and that Pat would also be leaving the position of Officials
Coordinator.
Some information about the Test Event had filtered through about accommodation and it was hoped that progress
could be made soon. The two days of competition will run from 10:00 to 19:00 and the aim will be to test athlete and
official movements and perhaps some time management. It will be difficult to test much more with different officials
and a lack of the technology which will be used at the real event. It may be that different use of exit and entrances to
the field at Hampden may be necessary. Vic expressed the opinion that the Test Event may be more challenging than
the real thing.
Information on the Commonwealth Games is still limited. Hampden, however, is looking good and it is easy to
imagine an impressive event. The area round the track is wide enough to work well. Training of Sports Specific
Volunteers is due to start soon and three days so far are allocated for this task.
Alistair asked about Uniform collection – some people had not received information and the dates did not work for
most officials involved at Districts and Test Events. It was confirmed by Vic and Liz that there would be suitable
dates to come and to ensure this information went through to all officials Pat agreed to send an email to highlight
these points.
5. Education and Training (Report from Jim Goldie)
Training Update
 The National Training day was not successful despite a number of emails being sent out from the office. The only two
courses that did run were the Health and Safety & Call Room, thanks to Margaret McInally and Margaret Ann
McLaughlin for their time in delivering these courses.
 There needs to be a re-think on how we deliver the training and given the success of the regional delivery of the Level 2,
we will be continuing this in the coming 12 months. The Regional Staff have been working on promoting the training
and this has worked.
 The delivery of workshops is an area where we need to look at a better way of delivering these locally if possible. Given
the success of the Level 2, these may be a bolt on to the Level 2 training as requested.
 The UKA Level 3 courses should only be delivered once we have the numbers at the level to progress through this. The
guidance on this should come from the Peer Group Head.
Courses delivered: Shetland
Inverness
Level 2 Field
Level 2 Field
18 attendees
7 attendees
1
Inverness
EDM
East Kilbride
Level 2 S/ M
Grangemouth
H&S
Grangemouth
Call Room
Upcoming Courses
Meadowbank
Level 1
Aberdeen SV
Level 2 TK
Caledonia House Meet Manager
7 attendees
7 attendees
4 attendees?
3 attendees?
12 May
18 May
28 June
Forward planning
We will be looking at a regional model for deliver, with courses in the following areas: Dundee
Level 2
Pitreavie
Level 2 Track
Criagswood
Level 2 Field
Ayrshire
Level 2 Track and TK
Aberdeen
Level 2 Field
Inverness
Level 2 Track
Islands
As requested
This is only a rough guide and the courses may change as we discuss with the local contacts.
The Commission recognised the success at level 2, but expressed dismay that there were only 10 people booked on
any courses on the Training Day with only 3 booked onto the Level 3. The others were a mix of workshops.
The vast majority of new officials are remaining at 2a or b and many attending courses at level 2 do not even complete
the paperwork for 2a
6. Track & Field Officials’ Coordinator’s Report Pat Hockley (Track & Field Officials Co-ordinator) May 2014
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All allocations for Summer Championships were sent out nearly a month after Allocation meeting.
The track at Grangemouth is being relayed which has necessitated change in venue for the Combined Events & Age
Group Champs. Claire part of the Events team in the office using Trinity sent out emails informing officials & asking
again for Availability. Most officials did not receive this email & so I sent out the same email to all officials who had
offered availability for any Championship this Summer. The returns were sent to Claire & availabilities sent to Discipline
heads at the end of April. It would have been helpful if officials knew that accommodation would be available for
Aberdeen when asked for their availability. When I have the reallocations for these meetings I will inform officials. At
present I have Track ,Field & am awaiting Starter/Marksmen , Timekeeping /Photofinish & Admin which cannot be
sorted until all other disciplines have completed lists.
Looking at availabilities it appears that we will have difficulties in selecting full teams for Aberdeen & especially Admin
officials.
I have been working on the Trinity database to try to pass on to my successor next March a more usable database with
just Track & Field officials.
7. Recruitment Retention and Rewards Sub group Report Dave Biggin
This group has not met since the last Commission meeting due to demands on member’s time.
The intention is to include the advertising poster in all summer event programmes as happened during the winter events. This will
convey the ‘need to recruit message’ to readers at events.
Mark Munro’s video has been produced and contains many clips of officials actually officiating. It was felt however the script
needed to accurately convey a precisely worded message and delivered by a credible presenter. An approach has been made to a
suitable presenter.
It was interesting that one of the candidates at the recent L2 s/sa course was an athlete who had very recently stopped competing,
and four were teachers.
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Dave asked the view of the Commission on the continuation of this group with Regional Managers now charged with
recruitment in their area. It was the feeling of the meeting that Dave was best placed to decide in consultation with
other group members, but that although recruitment at Level 2 was growing; progression and retention were a huge
problem and an area which might provide a new challenge.
8. Discipline Heads’ Reports.
Track – (Report from Alistair Aitchison)
2 x Level 2c Officials hoping to attain Level 3
2 x Level 2b are hopeful of attaining Level 2c
Still the same number of Level 2a (9) officials making progress to Level 2b
Unfortunately very few of the Level 2b & 2a seem to be in a hurry, not helped by their reluctance to travel too far to meetings.
Field –
Upgradings
We still hope to have 3 L 2Cs going forward for L3 this year. One problem is that one has not attended an EDM course - which
was not available at the training day, possibly due to lack of numbersand that will need to be addressed. This is going to be an
ongoing problem which will need to be looked at. We are not going to have large numbers attending L3 modules at the same time.
EDM training will need to be looked at.
A number of L2 officials are hoping to upgrade this year, dependent on their attendances/experience.
Championships
The change of championship venues has caused a large drop in numbers of field officials. Aberdeen is especially hard hit with the
Birmingham GP and IPC European championships taking away a large number. We may need to use newer local officials to help.
Administration. –
Major concerns at lack of identified personnel for Admin Roles. It was discussed and largely agreed that the
minimum needed were 2 officials at each of Declaration, Seeding and Call Room and that with this minimum
volunteers might be used effectively. These officials need to be selected first rather than as Disciplines spot a
‘surplus’.
Starter / Marksman – (Report from Dave Biggin)
Eight candidates attended the Level 2 course in East Kilbride on 23 rd April and Barry was the main tutor.
More time is required for this course in future which aims to cover the prescribed disc content and two practical sessions.
Hopefully some of these candidates will eventually offer availability.
Plans to obtain reports on a L3 candidate have been disrupted with the change of venue and subsequent unavailability of our
candidate.
Under strength teams will officiate at the Districts with two starting and two marking. This is not sustainable. Hopefully the Call
room is well staffed!!
Hopefully the mentoring plans can be progressed soon also.
Timekeepers/Photo Finish-(Report from Mike Forrest)
Mike reported no new upgrading information.
He wanted to clarify the position re. ‘Record of Experience’ forms in place of Logbook. It was discussed and it was
clear that different disciplines were giving slightly different advice. It is to be stressed that anyone looking to progress
– through to Level 3 or for consideration for the International Meeting Officials group and Active List must complete
their forms with as much detail as possible.
He reported the success in the use of volunteers on the radios at PF which seemed to make the operation run very
smoothly. There are still issues with sourcing radios for championships.
He expressed concerns as to the ‘skillbase’ when officials are split over three district championships and in general
numbers are still too low.
9. Service to Members (Report from Ann Carter)
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Ann has been trying to locate suitable venues for an officials’ get together (Curry Night) and has a few ideas which
she is working on but perhaps with a date in the winter most likely. A couple of names for waterproof jackets and
trousers were passed to Ann at the meeting.
10. Facilities Report form Liz Wilder
Large number of venues checked
Hutchieson Grammar – certificate now
Ravenscraig, Greenock – limited certificate
Grangemouth – upgrade to go ahead– track improvements, bend and drainage addressed, work on toilets,
possibility of track from Hampden. No Pole Vault move viable.
Emirates – storage cages for equipment, track etiquette
Linwood – new equipment including wind gauges. Improvements made to Long Jump, Shot, Port cabin for
throwing equipment.
Wishaw – track maintenance (weather impeding progress) No High Jump equipment at present (Linwood may
provide suitable alternative)
Pitreavie – repairs but not very successful – shot particularly poor surface. Weed problem at the venue. Cage is
only usable with considerable attention. Suggested net would benefit from being brought down when not in use.
There will need to be consideration as to the viable events held here and major rethink for Districts with moving
of events to Kilmarnock a possibility.
11. Health & Safety Report
Margaret Ann is continuing delivery of courses. Some concern over details on Accident Forms re addresses to
send (Jim to check). Margaret Ann will contact Michael Hunt re. possible report about accident form sent from
Pitreavie (YDL)
12. Track & Field Representative’s Report.
Kenny delivered apologies for the breakdown in communication on change of venues for CE and Age Groups.
13. Road Running & Cross Country.
There is another course pencilled in for the autumn. Marjory reported that both the Convenor and Secretary have
announced their intention to step down.
AOCB
 Meet Manager Training – Stewart has been working with Janet Nixon with the intention of setting up training
sessions. The individuals involved are yet to be decided, but it was felt that only those with a working
knowledge of seeding could be selected initially and that obviously numbers have to be small. Margaret
McInally agreed to work with Stewart to clarify course content and the most suitable candidates.
Essentially there is a need to have people with the skills to Manage the System (Main Computer Operator) as
well as a group able to work on specific parts at Declaration, Seeding etc.
 Volunteers for Summer Championships – after success indoors we need to coordinate an effort to have
volunteers working alongside officials at championships. The Events Team will be working with the Clubs
and Regional Managers on this issue. Liz is also keen to try to engage Front Runners – before as training
for the Commonwealth Games and after once their interest is ‘sparked’.
 The proposals coming from the Indoor Debriefing meeting were discussed and those who had volunteered to
undertake work were asked to send to Claire so that it can be circulated (to those at the meeting and the
Commission) before publishing to all officials concerned. Brenda agreed to send a list of emails for
Commission.
Claire was pleased to report the progress made on Information Sheets to achieve uniformity of practice at
Declaration, Seeding and Call Room. New remit descriptions for Management Roles is ready and the
Information to Officials letter has been completed. Stewart is trying to address issues with radios. There is a
new website in the pipeline and it is hoped that the ‘Officials Area’ will give easy access to all relevant
paperwork when it is completed.
 A concern was expressed that an official already committed to officiate at an event had been asked to tutor a
coaching course. This was not felt appropriate for a number of reasons.
 Ann asked for clarification on issues about Aberdeen accommodation – Claire promised to ask Stewart to
look into all issues and to again check that emails are being sent to all officials.
 Pat asked to check the early date set for Timetabling meetings and therefore the earlier release of officials’
lists.
 Liz checked that information had been sent out to NTD/MM about proposed dates for Timetabling Meetings
and a couple of Commission members were able to confirm receipt of invitations.
NEXT COMMISSION MEETING –
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Proposed Next Commission Meeting – Wednesday 17th September 2014 (Please note change of day)
It was felt that August may be a little busy.
Brenda Stephen
May 2014
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