172nd Council Meeting

Held at the EADA Meeting Room in Winchfield,on Saturday 20th October, 2007 this is a report on that meeting.

Present: David and Mary Corfield, Steve and Tina Holes, Adrian Lucas, Mike and Pat Fortin, Manual Silva, Keith Hateley, Derek Wilman, Inna Vasileva, Martyn King and Tracey Tyack-King and Robin Slater.

The headings shown here are the items as listed on the agenda. Where you see the initials, that is short hand for the person, so for example DC is David Corfield.

Minutes of the last full Council Meeting
A number of amendments were noted and following their insertion the President signed the minutes.

Matters Arising
There were no matters arising.

Minutes of the Executive Committee Meeting 27/5/07.
A number of amendments were noted and following their insertion the minutes were signed.

Matters Arising
There were no matters arising.

President's Reports:
BDC Report –DC gave a report on the Finance and General Purposes Committee and the Rules Committee Meetings. Following a discussion it was decided that if there were further changes to Rule 78 and Rule 30b of the BDC rule book these would be referred to the General Council and, if necessary, to the Annual General Meeting. DC reported that both the BDC and EADA had been reported to the NSPCC by a parent whose child and partner had broken the BDC rules and could no longer dance Junior. Both the BDC and EADA had satisfied the NSPCC that there was no case to answer but this could still have a bearing on other mixed nationality couples.

Meeting with the Exercise, Movement and Dance Partnership.
DC had been invited to attend two Board Meetings even though EADA is only voluntary members of this Group and have no financial commitment to them. DC proposed to continue our contact and it was possible that we could buy services from them such as CRB checking. There was general agreement on this.

Insurance - Our Professional Indemnity Insurance had been renewed at a premium of £1,400. There was concern expressed about the liability of individual Council members in the event of litigation. DC assured the meeting that this was covered by our policy. It was agreed, however, that DC would place before the AGM a motion that we should become a Company Limited by Guarantee and it was further agreed that we would use Duport as an Agency to effect this on our behalf. (Their basic fee is £135.) It was appreciated that EADA would have to materially alter the Constitution, assuming that the AGM agreed to this course of action.

Treasurers Report
Unfortunately PJ had been taken ill but had promised to send his written report to be attached to the Minutes.

Membership Secretaries' Reports
Lead Membership Secretary’s Report (PF):
Modern, Latin, Sequence, Affiliated Clubs and Supporters’ Club.
PF reported that every time she thought she was up-to-date with the Membership, another 20 forms arrived in the post. It was reported that overall membership had increased. Juvenile membership had increased whereas adult membership was a little down. Freestyle membership was much the same as 2006. Associate membership had increased. A programmer had been engaged at a fee to redesign the Database and had promised to get the new system up and running within the next few weeks and she hoped to be able to issue cards printed on the machine for 2008. Two members of the Council took exception to the fact that he had been paid to redesign the Database and pointed out that they had not been paid for their considerable efforts on behalf of the Council. A discussion took place during which the President reminded them that he had initially offered to cover their costs and suggested that they submit an account which could be considered by the Council. PF assured the Council that a Confidentiality Agreement had been signed.

Assistant Membership Secretary’s Report (IV)
Formation Teams, Student Members and Disco/Freestyle – IV reported that 52 Formation Teams had registered and asked what she should do when she found one girl was registered with three separate teams. It was suggested that she contact Martin Cutler who is the Chairman of the Formation Teacher’s Alliance.

Proposed EADA Membership Form 2008 – This was approved including the increase in annual fees of £2 per member. It was agreed that anyone paying their membership fees before 31st Dec 2007 would only pay at the 2007 rate.

EADA National Selection Competitions 2008 and Rule Changes.
Considerable discussion took place and many alterations were proposed.

TH offered to produce a final draft which MCC could circulate to all promoters.

Webmaster's report.
MK indicated that he had nothing to report and referred Council members to the Site.

Anti Doping Report .
KH circulated a letter that he intends to send out to a random selection of couples from the charts concerning out of competition testing in accordance with our responsibilities to the IDSF and WADA. DC thanked him for all his hard work in this area.

EADA Autumn newsletter
Following a short discussion it was agreed that a shortened Newsletter would be made available on the Stand at Blackpool.

Preparation for EADA AGM
Adrian Lucas stated that he did not intend to stand again as Chart Co-ordinator. The Meeting thanked him for all his hard work. Tracey Tyack-King will be giving up her post as Press and Publicity Officer. The Meeting thanked her for her hard work and DC asked that she produce a Job Description as soon as possible for inclusion in the AGM Mailshot.

Emma Beardsley has offered to help to run the Stand at Blackpool. This was accepted and Peter Jones will ensure that she has accommodation etc. Finally DC stated that he would with some reluctance stand again for the last time.

Egham Training Days
The list was generally agreed but MS needs to speak to MCC about Junior /Juvenile days before the final booking is made.

Correspondence
There was a letter concerning travel expenses from the North of England for Elite Training. After discussion it was agreed that we could not cover these costs and KH was asked to pass this on. It was pointed out that our local clubs could run Training Days and MADC expressed an interest.

Any other business
SH delivered a report that he had prepared following his attendance at a CCPR meeting on Bingo Lotto. This was well received and he was given approval to further pursue the matter. DC suggested that he should take on the role of representative to the CCPR and this was agreed. SH will brief Daran Bennett the Chief Exec. of the EMDP on this matter and it is possible that he could take DC’s place on their Board. DC and SH to discuss.

A letter produced by Colin Brewer on Licensing parents for photography was discussed. It was suggested that we could use a slightly amended Junior and Juvenile membership card as the photographers badge. Pat Fortin to further investigate and liaise with Colin Brewer.

Date of first Meeting of the new EADA Council.
1st December 2007. Subject to the elections at the AGM it will be at Winchfield.
The meeting closed at 1610 hrs.