Surfing GB meeting 19th January 2012
Present: Kev Smith, Bob Freshwater, Kevin Cook, Phil Williams, Darren Parish, Geoff
Swallows, Bruce Daniels. Rob Tibbles. Alex Williams. Ester Spears. Ray Trebilcock. Nigel
Semmens. Isabelle Bromham. Rob Tundish. Matt Knight. Kerry Powell. Andy Sturt.
Apologies: Dave Reed, Gail Sheath, Paul Barrington, Tony Good. Late Arrival Rob Tibbles.
Not Present; Sam Lamiroy
Intro: Phil Williams.
Brief covering of meeting in Exeter at which directors of BritSurf were invited to become
Directors of Surfing GB plus Darren Parish as Finance Director.
Overview of Directors meeting prior to this meeting ;- outcomes. All directors and Darren
Parrish signed on as directors of Surfing Gb and bought £1 equal shares in the company.
TBC; Date for directors meeting,
Roles
Constitution
Set AGM
To move on from the past and set forward in right direction. Very positive from Exeter and
working together.
Statement from Alex Wade;
Bruce Daniel takes over as Chair of meeting in Alex Wade's absence.
Declarations of interest;
Bruce – child in running for selection
Geoff – child in squad
Darren – outstanding creditor
Bob – paid judge
Kev Smith – Son competetive surfer
Andy – ESF
Kerry – UKPSA events and membership management, paid judge, writer
Matt – child in running for selection
Rob Whitney – Chair Croyde Surf Club
Nigel Semmens – surfboard manufacturer, runs surfing business
Ray Trebilcock – Grandson competetive surfer
Ester Spears – Paid judege for UKPSA and Surfing GB
Rob Tibbles – Website developer
Book for registration of interest to speed up process
3rd meeting minutes discussed – Darren and Geoff not yet seen so will be sent and signed off at
next meeting. Ray Trebilcok – Rachel Trebilcock. Kerry thinks ISA fees listed as $15 not $500 –
TBC. List of directors includes Sam Lamiroy – to be noted didn't sign up due to becoming new
father and thus commitments.
Structure of Organisation
Update with Surfing GB – No further points to be added.
Diagram of roles and how 2 organisations link together to be made and shown on website. I.e
Darren added and Brit surf directors invited on board.
Second directors meeting to decide individual roles.
Second directors meeting to follow lead of steering committee
Geoff asked for description of plans. - board of directors (legal fiduciary etc responsibilities of
company)
management committee / exec larger body i.e. steering group.
they then chair sub committees incl. members of steering committee incl. members or anyone
wishing to partake.
perfectly clear in everyone's roles.
Once money comes in to employ someone removed from management.
GS still has diagram for Surfing GB
Raised that need for more national involvement to the management roles. Reprisentation from all
across UK – noted that MK has been sending minutes to interested parties asking to be kept
informed currently.
Steer terminology of description of positions so that all can understand. Remove the 'executive'
roles to one of management.
Clear that the Directors take their charge from the steering committee.
Set date for elections so that anyone can put themselves forward.
GS suggests federations get to put forward electorate, plus clubs etc etc. electoral college.
Skype to be utilised for people unable to attend in person.
Discussed in directors meeting previously.
Try and define different levels in new org and put to paper. Explanation of roles and
responsibilities in future to evolve and involve all parties and decide 'court'.
*AGM – unable to decide on a date but aware necessary for the need to have one.
*Dates for British Schools etc to be decided.
Noted Chris Thomson has been 'removed from duties' re: Surfing GB I.e no longer signatory on
B Acc.
*New signatories on Surfing GB account to be named.
4.Website progress. Website; Branded as GBS. Lots of content required.
* List from Gail – list of surf clubs. GS SurfClub members current.
*List of schools – registered ones off GS.
Populate map of schools, clubs etc.
Detailed break down of packages and offers for various memberships.
Coaching manuals
Qualifications.
Can use current material off the Surfing Gb website.
Marketing and logos held and ready to launch.
Branding to come from Surfing GB – used sponsorship in kind £10,000 in May. Design Guys
from London to work with RT
MIS;
MK and RT – SLGB in Exeter and viewed website work. Very detailed website. Incorporate
into our website. Membership logged on website.
Data base not to be owned by SLGB. Platform owned by Sales Force, SLGB cannot use the data
unless Surfing GB agrees. SLGB licensed – memorandum of understanding. If they wanted to
approach a sponsor would have to approach first.
Very simple to use for admin person. Surf Clubs manage their own lists.
Different levels – assessors etc.
Andy – affiliation to federations. Tick box for federations. Auto-generated emails with receipts
and generated membership cards.
50p-£1.50 per member. 1Month of testing.
Non-operational pages – content coming soon.
Isobelle – RESEARCH heading? To spread out details of surfing progression etc.
GS to send contact details for guys in London.List of S.Clubs and Schools
*media sub-committee to feed RT details.
*dates to be sent – clubs, local, national levels etc.
Next Thursday – front page, photos, statement structure, vetted by directors meeting on thurs
prior to Mon 30th – media and web release.
Work with SLGB for back end of website.
SurfingGB branding to be put into website, existing logo.
Find out logins and who owns domain names for website.
Take over hosting of website.
Feed back to marketing people.
Consultation and surveys
Survey's live and ready to go. Largest one is individual one, need to register and pay. Need to
make sure that we have live website to launch with surveys. Minimum front page and
photo/structure of who we are.
Deadline of 10 days from meeting to go live.
MK to write draft for launch
Content to be run through by Chairman.
Director's meeting to be held before 26th January.
Progress with coaching and accreditation.
Qualifications amnesty. Pending reconsideration of group, meeting to discuss and decide which
awards will be recognised and awarded which Surfing GB levels.
. Keen to contribute wish to review – Surfing GB, ISA, ASI. After a certain date (TBC) only
specific creditations will be recognised.
Register surf schools and use current system until able to put new one into practice.
Frame work to be put forward for funding plan.
Meeting of interested parties after survey completion. KC to write invite and statement for
website
GS to give list of people contacted and not in receipt of qualifications. KP to adminster
certificates.
Amnesty as long as lifeguard qualifications up to date.
Judges registration with ISA.
BF has compiled list of judges wishing to be registered. Need bank details etc to make payments
to progress forwards.
Can work to workshop of own standards for judges wishing to train but not pay to be ISA
registered – not to appear elitist as plenty of good judges non-ISA.
As part of this need to ensure that qualified head judges are present at events and can sign off
hours for judges. Train head judges. Create log book that recognises at what level hours were
ammassed.
Recognise the need for a judging career path.
KP ES BF to undertake workshop to agree career path for judges and approval of head judges,
create training scheme and log book to recognise hours. Other interested parties welcome.
Grant funding opportunity:
European project £20k to re-establish SurfingGB. Deadline Monday. 65% need to match 35% £7k
Has to be spent by the end of March. Need match funding and to be spent.
Development work and development time. - Re-establishment of business. Equipment. Can be
used for MIS payment??
Resource packs.
SLGB – letter of intent from Ester, to be put forward as match funding. Or Offshore insurance
offer.
£10k trailer.
£3k employed person
£5k MIS and Website.
£2k coaching and accreditation seminar/workshop/initial visits.
*Development officer; phone answering etc re-engagement.
*MIS – TBC if can be funded.
*Workshops.
*Resource pack or branded equipment.
Junior Squad
3 events ran, self funded by kids. Really good, keen, coaching good – 1 more to come February
half term, at end of this it will be team to send to Panama for WJSG.
Panama games will have to be self funding unless sponsor comes forward specifically interested
in putting money into this.
Calypso still interested in supporting GS thinks deal still on the table as signed 3 year agreement
and didn't pay all funds last year. MK clarifies that Calypso will not be paying any money owed
from past year as did not see any return.
GS asked if he has kept ISA registration live as he was liasing with them. Invoiced for affiliation
to ISA. $600 for affiliation. Entry fees for team to be paid also £1600 entry fees. TBC from ISA.
PW – asking who liaising with Joey Buran. Need to Re-enforce relationship.
MK clarifies -Not coming over to last training. Last heard was not sending a team due to 2
seperate companies trying to send teams etc.
Idea to paddle down the river to Whitehall to raise awareness and funds for the team.
MK to go back to Calypso tomorrow to arrange meeting.
GS to email Matt breakdown of ISA games costs.
KS to Organise paddle. Speak to Ester Pearson. Liaise with PW as CS have done before
NGB – help by requesting juniors sponsors directly to help them to go.
Finance
MK clears up query for double accounting from BritSurfChamps accounts – was refund to
entrants for double categories due to time constraints.
RT has been paid by MK out of personal account for work undertaken on website. Joel Gray is
only coach who has not been paid for workshops to date.
Vote taken to pay RT from BritSurf account taking balance to £0.00 – unanimous.
Rework of business plan to show grant funding and agreement from Offshore.
11.0 Insurance.
MK gives details of 3 insurers that have come forward wishing to cover. All provided by the
same underwriters. Given details of Offshore's insurance and sponsorship offer.
NGB needs to cover individual members, coaches, corporate entity – directors and volunteers
liability, duty of care, clubs events, up to 1000 amount of members. Review at 3monthly
intervals
Surf clubs been covered but not individual committee members, with this we can accredit to
certain standards and then would be covered. Club Mark accreditation scheme.
Surf clubs are covered for all their own events.
NGB covered for 4 events.
8 coaches covered for looking after teams.
International events not covered – shall have to be self funding.
Risks – might not give same level of cover. Written quotes from other insurers.
PW; might lose individual members who wont pay for insurance. 500 members realistic. GS
thinks 900 members 2011.
Discussed potential for subscription rather than membership i.e. take d.debit from people
wishing to sign up so on a rolling basis year on year.
Vote taken on Offshore insurers offer. Unanimous unless fall through on extra premiums once go
over 1000.
Meeting with insurers to discuss final offers and how to implement adding people to cover for
clubs events etc.
Need letter of intent from OffShore to access grant funding.
Events and Calendar
Minimum events for NGB calendar are;
British Schools,
British Interclubs
British Nationals
British Juniors.
Dates TBC. Unable to make decision as to dates at this time.
Adopt stance that it's our calendar that people are populating. Need standard procedures for
comps. But need to pay acceptable rate to cover costs – has been devalued over last few years. If
companies wishing to utilise us to run events wont pay minimum agreed event rate then need to
go to other event organisers.
RT to populate dates of other events to fit on calendar.
Finance committee to plan event costing for sponsors.
AOB
KP gives brief update of progress with Women's sub-committee. Have invited Zoee Smith at
Saltburn to be a member and give feedback waiting for confirmation.
Ladies wish to be recognised and given same opportunities as men, for prize money and ability
to progress into higher levels of chosen fields i.e. top level coaching, judging etc etc. Wish to
have women's open days and perhaps own division of Surfing GB as feel lose identity at times.
KP to keep communication open with ladies and work with IB to see if any funding to bring
women into sport activities.
AS Federations Involvement. Have been removed from NGB need to re-engage. How do they fit
within the structure? Welsh – want to move away. Tie in a meeting for the federations. Skype
session for the meeting.
PW to set up skype, AS to set up. Meeting online for regional reps.
GS – email enquiries, phone contacts etc etc to be passed on to KP.
KP offered to pick up mail from Fistral due to being a director.
Vote on using 0844 number for contact – unanimous.
AS – do we still have a claim to work from the office at Fistral? Needs discussion with Nick
Bryant.
Mailing address to be Exeter. Handling mail for free. Vote Unaninimous.
Next meeting week after last training session 16th/17th february. Majority votes week day.
Directors meeting agreed for Jamaica Inn 26th January 7pm
NEXT MEETING 22ND FEBRUARY 2012, BUDE
Meeting finished 11.50 pm