Committee Meeting 3 April 2008

AGM 22 May 2008

Committee Meeting 22 Oct 2008

Extraordinary Meeting 2 February 2009

Committee Meeting ~ 22 October 2008

Minutes of the RN&RMAA Committee meeting held at HMS Temeraire on Thursday 22nd October 2008

Present: Chairman, National Secretary, Game Secretary, Coarse Secretary, Sea Secretary, Treasurer, Carp Secretary

In attendance: Temeraire RNOS5

Apologies: Membership Secretary, PRO, Trade Secretary

Minutes of last minutes

1. The minutes of the last meeting held on 3rd April 08 were accepted.

Matters arising from the last meeting

2. The Coarse Sec stated that he had yet to write to Temeraire to request funding for an extra representative match for the carp section.

3. Decision

The Coarse Sec will write to Temeraire to request the necessary funding to allow the carp section to claim representative travel to an annual intra-service carp match. Action: Coarse Secretary

PR Issues/Recruiting

4. Lt Damian Shiels has volunteered his services as the first PRO to the RN&RMAA. The Committee agreed on the requirement for a PRO and the following specific areas were discussed for the PRO’s immediate attention, lead by the National Sec:

1. 2-6 DVD advertising. It was accepted that having a short advert for the RN&RMAA within the sports section of the 2-6 DVD would be a positive move towards increasing membership numbers.
2. Posters. In keeping with the theme of boosting membership numbers, the Sec suggested that there is a requirement to develop a formal poster to be sent to Fleet units and shore establishments for display on sports notice boards. It was agreed that posters should have a central RN&RMAA theme (as opposed to focussing on individual sections). It was accepted that Fish Navy stickers would also be beneficial to recruitment.
3. Navy News and Globe and Laurel advertising. In order to maximise exposure of the RN&RMAA to as wide a Service audience as possible is highly desirable to have a centre page or large advertisement in both publications; this should be timed to run in Mar 2009 to coincide with renewal of membership fees 1 Apr 09.
4. The Chairman stated that the RN&RMAA element of the 2SL website is in need of updating.
5. The wider issue of engagement with DNR was also discussed in order to increase the profile of sport as a retention positive aspect. Initiatives such as RN&RMAA stands at national events (e.g. BCACs, UK Championships, Carp society Winter Show) with sail type banners and uniformed anglers could generate recruitment interest. RNSO5 stated that the sail type banners can be provided under funding from Temeraire

5. Decision

The PRO would:

1. Contact the 2-6 DVD editor (via RNSO5) in order to include RN&RMAA details as part of a wider RNRM sport element.
2. Devise a poster that advertises the RN&RMAA to the wider Fleet.
3. Contact the editors of the Navy News and Globe and Laurel to establish a greater exposure of RNRM angling, aiming to have a centre piece article published in the Mar 2009 editions of both newspapers.
4. Contact the 2SL webmaster to ensure that the information on the RN&RMAA is extant
5. Devise a design for sail type banners and approach RNSO5 for procurement of same and approach DNR to establish what recruitment opportunities might be afforded by RNRM angling representation at national angling events.

Review TORS for committee/section reps for the endorsement of the Chairman

6. The Sec provided a set of TORS for all committee members (standfast the Chairman) to read and provide feedback on content.

7. The Sec raised the status of the Carp Sec as a non voting committee member stating that although no formal Carp Section was recognised, the Carp Sec represented a high proportion of Coarse membership and as such should have voting status. RNSO5 advised that the Combined Service Sports Board (CSSB) has stated that the RN&RMAA has 3 disciplines and have advised the RAF and Army angling associations to structure around a 3 discipline construct. Furthermore, it was stated that at present there is no scope for the establishment of a 4th discipline (i.e. a carp section). The Coarse and Game secretaries were not comfortable with granting voting status to the Carp Secretary on the grounds of financial concerns over splitting of the annual grant.

8. The subject of representative travel was discussed with concerns raised by the Coarse Sec that, on an historical basis, annual events had been set aside as eligible for travel at public expense (2 intra service and 4 inter service events only). Therefore the Carp Section would not be able to be able to claim any Coarse Section event allocation for travel reimbursement. However, it was identified that should the Coarse Section wish to enter a Carp team into a national event they could do so if it were a combined team. 4 combined service events may be claimed annually. Each combined event requires the sanction of the CSSB Secretary (Capt Robinson RN).

9. The Sec requested formal recognition of his title as National Secretary vice Honorary Secretary. Motion carried

10. Decision

All committee members should:

1. Review their respective TORS and provide feedback to the National Secretary by 5 Jan 09.

The National Sec would:

1. Draft a set of TORS for the Chairman.

The Coarse and Carp Secs would:

1. Liaise and identify which combined service matches the Carp Section would be able to claim travel to at public expense

Review 5 year plans (and finances)

11. Prior to a detailed review of the finances, the Treasurer pointed out that, notwithstanding the annual allocation of grant money to the Carp Section, the Army and RAF recognise their Carp Sections as separate to the Coarse Section (although not recognized as such by the CSSB). With this precedent in mind it is conceivable that the RN&RMAA could do the same and take an allocation of representative travel from the unused Sea Section events.

12. The Treasurer stated that he finally took full control of the finances at the end of Aug 08. The Service Funds Examiners report is complete and is attached. The Treasurer asked all Secs to get receipts to him in a timely manner in order to facilitate payments.

13. The 2007 SEG has not been paid. Assumption is that the application had been mislaid. RNSO5 confirmed that this application has not been found and there is no scope to regenerate the claim as all the money for 2007 has been paid. Notwithstanding, RNSO5 stated that he might be able to assist if an itemised list of sport equipment which totalled approximately £650 and had been paid for by sections secs (Carp and Sea) were sent to him.

14. £534 will be repaid to the RN Sport lottery for a clothing under spend

15. Honorariums are to be paid out of membership funds (not public or sports lottery money).

16. The Treasurer stated allocation of the Sports Lottery grant between Sections has been done differently for each of the past 3 years. There is a requirement for clear direction on how the grant should be allotted for this and forthcoming years.

17. The Treasurer gave a detailed breakdown of the General Fund (in a 5 year plan format) stating that running costs (£1200) taken from membership (180 x £10) fees leaves approximately £600 pa which is used to pay for Associate members to fish at events, mainly Game section events. Because of this fact, it was suggested that there should be an increase in membership fees for Associate members. The last increase took place in 2004 when the full membership fee was increased from £5 pa to £10 and the Associate membership fee remained frozen at £10 pa. It was estimated that approximately 20 Game section associates regularly fish at RN&RMAA events; the Coarse Sec stated that the Coarse Associate members will only fish once per year at the Navy Championships and that is might be difficult to justify an increase in membership fees for these individuals. The Treasurer stated that an increase in membership fees was required, commencing Apr 2009 in order to continue to pay for Associates and fund the ambition to raise the profile of the Association. In order to achieve this, a detailed financial plan would be required stating the impact of the proposed membership fee increases to include the do nothing option and comparison of the impact of increase in fees by 50% and 100%. The National Sec would then write a letter to all members stating the reason for the increase.

18. The Chairman summed up by stating that membership fees pay for administration of the Association and fund other aspirations to increase the profile of the Association (e.g. setting up a RN&RMAA stall at the national fishing jamboree at the NEC). Once a 3 year plan was formulated demonstrating how the money is utilised by a proactive membership this could place the association in a strong position to approach the Sports Control Board to ask for better recognition. Therefore proposals and detailed plan are required for membership increases for formal approval at the AGM.

19. An ECM would be called in early Jan 09 to debate the impact of increases to membership fees and associated financial aspects.

20. The Treasurer stated that this years Sports Lottery Grant was paid but was a significantly reduced amount (£6K). This was due to the fact that the Association had ‘survived’ on a reduced amount during the previous financial year.

21. The Treasurer provided an overview of the RNRMAA fund, stating that subject to direction this year’s grant was yet to be split between sections and resides within the General fund. Concern was raised that the Game section were showing a significant balance deficit.

22. Taking the presented 5 year plans into account, it was established that a grant of £12,690 would be required next year. In order to fund an internal separation of the Carp section from the Coarse Section, an extra £690 would be required to fully fund this move without impacting on the other Sections. This extra money may be sourced by the proposed increase in membership fees. Therefore there is a case for a separately funded Carp section which would enable advance planning of events and would negate the current requirement for the Carp Section to wait for the Coarse Sec to decide how much of the Coarse Section money can be allocated to Carp. RNSO5 stated that any application for a small uplift in grant money must be done so on the basis that it is due to an increase in the numbers of members in the Coarse Section.

23. The Chairman noted that the Sea Section 5 year plan should show a level of representative inflation year on year. A rate of 5% was agreed.

24. The question of how the grant is split was raised (Item 11 from the agenda). The Coarse Secretary stated that as long as he had sufficient funds to run his annual events he had no problem allowing the Carp anglers to be given a proportion of funds from the annual grant. In order for the Treasurer to decide how to split the remaining grant money he would need visibility of events that require use of funds between now and 31 Mar 09.

25. The Treasurer sought clarification on personal contribution at match events. In order to protect Section Secs, it was highlighted that accepting cash on the day of the event from anglers is not auditable. It is imperative that events are paid for by individuals in advance of the event and that Section Secretaries apply to the treasurer for payment for the event from the RN&RMAA fund. In this way, every event is fully auditable and it will make it easier for Secretaries to plan ahead wrt numbers of anglers planning to fish; this will avoid wastage on hiring of boats for example.

26. Missing Membership fees. The previous Treasurer failed to bank 56 membership cheques (£560). Whilst the Membership Sec has been asked to chase individuals, it is not possible to insist that members rewrite cheques. However, if individuals have benefited by fishing events they will be urged to pay their annual membership fee.

27. Website management fees: Temeraire pay for web management fees.

28. Direct Debit: Investigation into providing a DD facility for members has indicated that the costs will be prohibitive. A standing order is a viable alternative however the consensus was to leave payment of membership fees as it is (i.e. rely on individuals to pay by cheque).

29. Decision

The National Secretary will:

1. Write to RNSO5 stating the requirement to share unused travel allocation from the Sea Section and re-allocate between the other sections mindful of the Carp angler’s requirements.
2. Convene an ECM in early Jan 09 to discuss memberships and other financial aspects.
3. Apply for the annual Sports Lottery Grant for 2009/10 stating the requirement for a small increase due to the increase in membership of the Coarse section

Section Secretaries will:

1. Ensure that all receipts are sent to the Treasurer as soon as possible to avoid reimbursement delays.
2. Ensure events are paid for using an auditable trail.
3. Provide the Treasurer with details of events between now and 31 Mar 09 to enable this year’s grant to be allocated.

The Treasurer will:

1. Write to RNSO5 with an itemised list of that sports equipment purchased in 2007/8, asking for recompense due to the extraordinary circumstance of the loss of the SEG application.
2. Split futures annual grants between the 3 sections but make an allowance for the uplift of Carp members to the Coarse Section such that, effectively, the Carp anglers receive a 25% share of the annual grant. This will only occur if there is no reduction in funds to the remaining sections when compared to their extant 5 year plans. Otherwise the Carp anglers will only receive the remaining funds (which may be less than 25%) once the 3 sections have taken their allocation.
3. Provide a detailed plan stating the impact of increasing membership fees to include a ‘do nothing’ option and increases of 50 and 100% to existing annual membership fees. The plan should be based upon incremental increases over a 3 year period and may offer the option to increase Associate members fee to a higher level than those paid by Full members. Plan to be drafted and distributed by 6 Jan 09.
4. Write to RNSO5 with the bill for website management for payment.
5. Investigate how the RN Mountaineering association use a DD for payment for membership fees.

The Sea Secretary will:

1. Resubmit the Sea Section 5 year plan with a 5% inflation rate.

The Membership Secretary will:

1. Provide details to the relevant Section Secretaries, of all those members whose original cheques were not cashed to enable them to be approached for membership fees for the year ending 31 Mar 09.

Status of Carp fishing within the RN&RMAA

30. Discussion on this subject was detailed in Item 4.

New Members entry standard

31. The National Secretary stated that the Membership Secretary had raised a concern that it is impossible to ascertain a service link for an individual who has left the Service and wishes to join the RN&RMAA. It was agreed that such individuals should be introduced the relevant section secretary and attempts made to validate their service link to existing serving members.

32. The subject of family members joining was raised. At an AGM in 2003 it was agreed to allow civilians members to join (no more than 20%). It was decided that civilians would not be allowed to join; the Constitution is clear on membership requirements

33. Decision

The Membership Secretary will:

1. Refer alleged ex-service membership applications to the relevant Section Sec in order to ascertain a valid service link.

Allocation of Sports Grant between Sections

34. Discussion on this subject was detailed in Item 16

Update on sponsorship/formal arrangements

35. The National Secretary gave a brief overview of the Fox account and Richworth arrangements as set up by the Carp section. The Sea Sec enquired how to make use of this facility; the point of contact is the Trade Secretary. The Sea Sec also stated that he had made contact with a sea rod and tackle company who may be willing to over some sponsorship. Hardy and Greys have offered to support RN&RMAA teams with equipment. The Trade Sec is the POC for all sponsorship and can ensure mutual interests are best served and get logos placed on the website

36. Decision

The Trade Secretary will:

1. Send a Fox trade catalogue to the Sea Secretary.

Section Secretaries will:

1. Provide input to the Trade Secretary on requirement for equipment from Hardy and Greys for selected teams fishing national or combined events.

Review of the RN&RMAA Constitution

37. Hard copies of the re-written Constitution were handed out. It was noted by the Game Sec that RFA had been included but Reservist had not. RNR can be full members as they contribute to the Sports Lottery, but cant fish Inter Service matches. The Constitution will need to be aligned with other Service’s angling constitution.

38. Decision

The National Secretary will:

1. Canvas Section Secretaries for their input on changes to the Constitution and amend accordingly aiming to present the completed version at the ECM in Jan 09

Discuss use of membership funds between sections and update on DD initiative.

39. Discussion on this subject was detailed at Item 5.

Initiative to stand up a Federation and join CEFF

40. The Game Sec stated that newer game section members would wish to attempt to qualify for the English National fly fishing team. The many disciplines within the game category come under the Confederation of English Fly Fishing (CEFF). If the RN&RMAA aspire to enter a team for England qualifiers; after an elimination round the top 7 anglers can be fast tracked to an England eliminator but the RN&RMAA must join as a federation. Minimum numbers for the initial eliminator is 25 anglers – this may be the difficulty with meeting the requirement for a federation. Critically it is important to have the correct skill sets to fish these event; novices would not be acceptable. This enterprise is to be included as part of a 5 year plan and will be revisited at the next meeting.

41. Decision

The Game Secretary will:

1. Keep the prospective membership of CEFF under review and update at the next Committee Meeting

AOB

42. The National Secretary raised the subject of Plymouth Command Club access, which had been denied under direction from the National Secretary, to the RN&RMAA website to advertise their events etc. There is merit in allowing them access for an annual affiliation fee. This will allow Plymouth members who are not members of the RN&RMAA to see the activity that goes on with the RN&RMAA and might offer enticement to join. This would effectively mean that Plymouth Command anglers become Affiliated members of the RN&RMAA

43. Insurance: The Treasurer stated that an insurance fee had been being paid for public liability up until early 2008. The RN&RMAA no longer has public liability insurance. RNSO5 stated that he strongly advised that public liability insurance for those events fished outside of the events classed as recognised (attracting public funding).

44. Travel to the inter-service championships fishing for Carp. Whilst there will be no additional fixtures allowed for association travel, the Coarse section have sent a team to the Inter Service Coarse (Carp) Championship. RNSO5 authorises the event for travel at public expense as one of the events eligible to the Coarse section.

45. Decision

The Treasurer will:

1. Decide on a suitable affiliation fee and approach the Command Clubs with the proposal and liaise with the webmaster to allow nominated Command club members access to the RN&RMAA website and forum
2. Provide an update to the Committee in Jan 05 on what the public liability insurance covers and costs involved