BKA EC held at Cranford on Sunday 27th Jan. 1008 at 1.30 pm.
Present:- G. Kincaid, C. Ranger, G. Murray-Threipland, A. Jones, D. Gordon, P. Budden, V. Cook, G. Salmon, D. Spacey, P. Gray, M. Smalley, E. Schofield.
Apologies:- A. Watson, F. Goodman.
1. A proposal to improve the BKA website was considered. All members had seen the document prepared by Mr. Kincaid, and an on line demonstration. Mr. Kincaid told the meeting that at present we had no facilities for on line payments, no blogs and nothing generating revenue for the BKA. He suggested that to have a site prepared professionally would be expensive, or take too long if a member did it. Alternatively by buying into a hosted site which we could link to our present site, we could cherry pick the parts we want; such things as mass email, membership lists and grading lists could become available on a site that was cost neutral. Questions dealt with were:- Is such a system safe; alternatives for those without computer access; problems with holding people’s data; safeguards in membership sign up; unsuitable advertising. There was discussion on direct debit versus standing orders for membership renewal. Mr Kincaid pointed out that administration would be moved into such a system. Questions round the table suggested that the ideas put forward found favour. Mr. Kincaid agreed to project manage the system. He suggested that we should agree what we wanted then go out to tender. It was agreed that everyone should email him with their needs from such a system over the next week, and that decisions could be made at the March meeting.
2. Minutes of the meeting of September 9th were approved. Arising from them, Mr. Howell told the meeting that seven people whose fees and accommodation had been paid would attend the refereeing seminar in Brussels.
3. The finance sub committee minutes were approved. There would be no change in fees this year. On his financial report the Treasurer pointed out that the surplus was due to having had no National coach for 6 months, and a particularly good year for the Iai Bu. Ms. Jones asked for clarification of the £330 per Bu to subsidise new clubs. The list of BKA suppliers was noted.
4. Insurance:- Secretary informed the meeting that he had a simplified outline of our insurance scheme from Lucas Fettes and partners. This could be published on the web site so that members could see it. He told the meeting that he had had contacts from two other companies who were anxious to offer us insurance. It had proved impossible to find a member with insurance experience to advise us. It was agreed that advice from Mr. Gibson should be sought to find an independent advisor, who might have to be paid. Secretary agreed to do this. It was noted that our H&S system might be used to bring down premiums.
5. A paper from Mr. Watson on the proposals for autonomy for Iai and Jo within the BKA was tabled. It proposed a two tier voting scheme for the motion at the AGM. Mr Cook told the meeting that a meeting for senior members of the two Bu had been arranged, and a number of misunderstandings were cleared up. The scheme suggested for the vote appeared non-constitutional, so a pre meeting for Iai and Jo members to take place at the same time and venue but before AGM, was proposed by the chair and seconded by Ms. Jones. Carried unanimously.
6. President expressed concern that there had been changes to the regulations for Taikai and Grading had undergone unauthorised change. He produced a document that had long been in use. It was agreed that, whilst slightly out of date, this was the definitive document we worked to, and that the Bu should agree an update.
7. Membership secretary gave an update on the current state of membership. Dojo numbers have hit 100, and the new scheme of dojo registration in advance of membership registration has proved an outstanding success.
8. Reports for the year, prepared for the AGM were accepted.
9. The date for the AGM was confirmed as Saturday 31st May 2008. Venue to be announced.
10. The outcome of the Government proposals to ban Japanese swords was a success in that the BKA proposals seem to have been accepted. The PRO agreed to prepare a draft statement for the time the law comes into effect.