Chair | Graham Cross Treasurer | Clive Chatwin Secretary | Kenny Kinnear Match/Social Convenors | Davie Sommerville & Steve White Session/Games Co-ordinator | John Falconer
MINUTES OF 2022 ANNUAL GENERAL MEETING
Dunbar Walking Football held it's inaugural Annual General Meeting on Monday 16th May 2022 at Hallhill starting at 2.15pm. 1. Attendees The following participants were in attendance: Graham Cross (Chair - GR), Steve White, Euan Denniston, Bob Millar, Calum McCabe, Martin Fife (MF), John Falconer (JF), Mark Simants, David Crawford, Ian Crawford, Davie Scott, Alan Turner, Steve Gulbis, Davie Sommerville,(DS), Kenny Kinnear (KK) , Richard Gdulewicz (RG), Colin Mackay (CM), Bill Shearing and Chris Eden.
2. Apologies Apologies were received from David Stewart, Paul Burrett, Mark McArthur, Chris Wilkins, John Quin, John Sadler, Clive Chatwin, Rob Melville, and Les Harris.
3. Chair's Welcome and Annual Report Chair Graham Cross reported the following: "I’d like to welcome you all to Dunbar Walking Football’s first Annual General Meeting. As chair for today’s meeting I’d also like to welcome the current steering group here to; Kenny - Secretary, Clive - Treasurer, Colin – Comms & Development, Richard & Davie – Team & Social. Can I just ask for a volunteer here for a minute taker. Lot to cover & would be good to have some open discussion but please try & direct questions through the chair and I will try my best to manage and get through the business in time. Where we are today ........we’ve come a long way since the day over 4 years ago when Chris Eden & Kenny Kinnear first mentioned the idea of Walking Football to me and we started a kick a round on the 3G. Those first kick abouts on a Monday grew and as North Berwick players and others joined, has become twice weekly every Monday & Friday with over 40 active participants – most sessions attracting around 20 or so players. Even the enforced break caused by the pandemic in 2020 has not stood in our way and by following all the necessary protocols from the restart in May 2021 we have continued to play when we can and grow the group. In time inevitably we’ve needed to formalize. So we now have an agreed constitution, elected office bearers & today’s inaugural AGM. We also now have a bank account with a Treasurer – all of which helps towards accessing grants, increasing community involvement & future development. More on this later from Colin & Richard. Continued growth has also resulted in Dunbar Walking Football team entertaining & being entertained at various friendly matches in Newcastle, Manchester & Dunfermline and it’s hoped more of these will be arranged in the future. It has also led to Dunbar entering a team into the regional league last year at an over 50’s age group & gaining experience in competitive Walking Football. This year in the over 60’s East of Scotland League that experience is bearing fruit as the team move from strength to strength - supported by regular coaching sessions from East Coast Coaching. I’m sure both Richard & Davie can update us later with our involvement in competitions including a festival during Civic week as well as ongoing opportunities to attend & compete at festivals, competitions & fundraisers. Sooner or later I’m told there’ll be some silverware to show off in our new display case........to be continued.. So really I just want to say thank you for being here today and also I want to acknowledge the benefits Walking Football brings to us not only in health benefits but also in social ones and it’s been great to make a new set of friends or should that be acquaintances haha. Finally I have to acknowledge and minute the continuing support of Walking Football Scotland, Bobby & staff at Hallhill, the Steering Group Members but most importantly you the players. Dunbar Walking Football belongs to all of us.. Thank You.."
4. Financial Report The Financial Statement was emailed to all participants several days prior to the AGM and in CC's absence, GC gave a brief report which highlighted total income received in the period from 18th Jan to 16th May 2022 as £3806 with expenses £168 leaving a balance of £3638 of which £2795 is ring fenced for Awards for All spend. In future years, DWF's accounting period will cover the full financial year from 1st April to 31st March as per our Constitution.
5. Election of Office Bearers All current Office Bearers stood for re-election and were unanamously elected. In addition John Falconer was elected in a role of team co-ordinator for both competitive and recreational groups. Proposed by Colin Mackay, seconded by Martin Fife. KK emphasised the importance that all participants provide accurate and up to date emergency contact details and a full list was distributed to all attendees to update.
6. Future Finance a) Weekly/Annual Fees MF raised an initial concern regarding the increase in game fees from £2 to £3 perhaps being detrimental to lower income participants. Following a general discussion it was agreed to leave at £3 but to monitor the situation to ensure all sessions remain inclusive and affordable to all. There was a general discussion on the introduction of an initial £10 "registration" fee to determine participant commitment and entitlement to branded waterproof jacket and reversible training bib. It was unanimously agreed to introduce this fee and KK agreed to co-ordinate. b) Hallhill Contributions GR explained the current facility cost structure for session pitch hire with 3G hire costs going to East Lothian Council and Astro pitch hire (Hockey) to Hallhill maintenance budget.
7. Charity/Community Involvement a) Nominated charity/donations Following a general discussion, it was unanimously decided to support mainly local charities ie local foodbanks with at least one annual donation however other worthy causes, depending on DWF's financial situation, would also be considered.
b) Relay for Life - in aid Cancer Research - 24 Hour walk at Hallhill on Saturday 25th June CM gave a brief update on the above event that Dunbar Walking Football have agreed to support. Initially we will donate £25 for a stall that we will staff between 10.00am to 16.00 (9.30 set up) that initially we plan to hand out leaflets, badges etc to promote walking football to the community. Liz Crawford has generously agreed to offer CPR & Defibrillator training to the public and charity walkers for a few hours (tbc) If it is possible we may also consider offering come & try walking football sessions and maybe "Beat the Goalie" for kids. We have also been offered some excellent prizes for inclusion in raffles or auction to raise funds for Cancer Research. RG has been offered a Hearts football top signed by their cup final squad and SG is donating one of his artworks of David Gray scoring Hibs cup winning hopefully signed by a few Hibs players. (Great work Richard and Steve these are superb prizes and looking for ideas how best to raise the most from these items) All players are most welcome to help out at this worthwhile community event and it would be great to have a big turnout on the day.
8. Funding/Equipment Update a) Grants CM gave an update on the succesfull Awards for All grant of £2795 received recently that will be invested in waterproof jackets, reversible bibs, shorts and socks for competitive games plus other items still to be decided. We have also submitted an application to East Lammermuir Wind Farm initially to supply a storage unit based at Hallhill to store balls, defibrillators, spare bibs, markers etc. We are also considering developing a "funding partnership" proposal to major companies within the community to support DWF's competitive programme.
b) Equipment/training wear RG produce sample sizes for all participants to try on and order Joma Rain Jackets and outlined the competitive programme and support organisations DWF have been involved with over the last year. 24 participants have taken part in a wide range of external activities from national league fixtures, friendlies and charity events over the past year with several events planned in the future.
9. Dunbar Walking Football Festival on Wednesday 15th June DS gave an update on the above event planned for Wednesday 15th June at Hallhill starting at 19.00. Teams from Tranent, Prestonpans, Dunfermline currently invited to join two Dunbar teams with further invitations to teams from Hearts, Edinburgh City and Peebles being considered. The cost is £30 per team (free to Dunbar) with plans to lay on a post tournament buffet and present trophies etc ongoing. Places are still available for Dunbar players and those interested please contact DS.
10. Future Events/Social Committee Following a general discussion it was agreed that additional social events should be actively encouraged with all ideas welcome and it is recommended that small social committees be set up to plan and deliver events as and when proposed by individual participants.
11. Social Media Protocol Recently there was concern raised by several participants about the content posted on our media platforms. Many sporting organisations have fairly strict social media policies however at present it was felt to offer the following advice. Dunbar Walking Football positively encourages social networking among members, but we are mindful of the need to ensure that all content is suitable for publication and does not breach any laws or common decency. It is not acceptable to post, amongst others, items that may include reference to a person’s ethnic origin, colour, race, nationality, faith, gender, sexual orientation or disability, and any other areas that may cause offence. Although not discussed in great detail at the AGM it is suggested we consider adopting the following guidelines: a) Website This has been set up as a recruiting and general information source highlighting the background and details of sessions, benefits of walking football etc to direct potential new participants, funders and partner organisations. b) Facebook This is a public platform that is used as a promotional tool to inform both members and non members of the positive activities of the group. Please be aware that any member of the public has access to this and any contentious or personal issues should be restricted to the WhatsApp group. To ensure full impact it is recommended posts should be limited to a maximum of two per day. c) WhatsApp All members are recommended to register to our WhatsApp Group (s). This to be used for purely internal correpondence and is not visable to the general public and should be used for all internal group discussion and information sharing. It was suggested that we set up two groups, one purely for information ie game and session information, results, requests for players etc and the other as a light hearted forum for light hearted "banter". d) Email A few members of the committee hold the database containing all member's email addressess and this is used as a formal contact point for all participants. Under Data Protection guidelines all group correspondence by email (outwith the DWF Committee) should be sent as blind copies (ie bcc) to ensure individual privacy.
12. Frequency of future meetings a) Steering Group - (Newly elected members) Suggested initially once per month after a WF session at Hallhill depending on requirements. b) General Meetings of all participants As and when required - all participants can request group meetings as and when required
13. Any other Competent Business a) Format of Regular Sessions Following a healthy discussion on the structure of regular Monday and Friday sessions it was generally agreed to attempt the following to ensure the group remain fully inclusive: • All participants encouraged to arrive at least 15 minutes prior to start. • If required a brief dynamic warm up. • Form a circle and welcome any new players, share any key information etc. • Select two even teams - (or 4 if more than 20 players) • If 4 teams, play 3 games of 18 minutes. (round robin) • Encourage injured players to referee games or share refereeing over 15/20 minute periods. • Encourage all participants to socialise post game in Hallhill. b) All participants were asked to list and sign off waterproof jacket size and required initials.
End of Meeting - Many thanks for all your committment, it is much appreciated.
DUNBAR WALKING FOOTBALL - GROUP CONSTITUTION
Name The club will be called Dunbar Walking Football (henceforth referred to as the Group) and will be affiliated to Walking Football Scotland.
AimsandObjectives The aims and objectives of the Group will be:
To offer recreational (and competitive) opportunities in walking football
To promote the physical, mental and social benefits of walking football
To ensure a duty of care to all members of the club
To ensure that all present and future members receive fair and equal treatment in an all inclusive environment
To create other social activities as required by the members
Membership
Membership should consist of officers and members of the Group.
All members will be subject to the regulations of the constitution and by joining the Group will be deemed to accept these regulations and codes of conduct that the Group has adopted and the policies and rules of Walking Football Scotland.
Membershipfees
Weekly playing fees will be set annually and determined at the Annual General Meeting.
Annual membership fee (if appropriate) will be set annually and determined at the Annual General Meeting.
OfficersoftheGroup The officers of the Group will be: (first three posts are strongly recommended other roles as required)
Chair
Secretary
Treasurer
Social Convenor
Communication Convenor
Officers will be elected annually at the Annual General Meeting.
Committee
The Group will be managed through the Management Committee consisting of the Elected Officer Posts
Only these posts will have the right to vote at meetings of the Management Committee.
The Management Committee will be convened by the Secretary of the Group and held no less than 4 meetings per year.
The quorum required for business to be agreed by the Management Committee
The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the Group.
The Management Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business.
The Management Committee will be responsible for disciplinary hearings of members who infringe the group rules/regulations/constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.
Finance
All club monies will be banked in an account held in the name of the Group.
The Treasurer will be responsible for the finances of the Group.
The financial year of the Group will end on 31st March each year.
An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
Any cheques drawn against Group funds should hold the signatures of the Treasurer plus up to two other officers.
AnnualGeneralMeetings
Notice of the Annual General Meeting (AGM) will be given by the Group Secretary. Not less than 21 clear days notice to be given to all members.
The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts.
Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM.
Elections of officers are to take place at the AGM.
All members have the right to vote at the AGM.
The quorum for AGMs will be a minimum of 25% of the membership.
The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.
Disciplineandappeals
All complaints regarding the behaviour of members should be submitted in writing to the Secretary.
The Management Committee will meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing.
There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Secretary receiving the appeal.
Dissolution A resolution to dissolve the Group can only be passed at an AGM or EGM through a majority vote of the membership. In the event of dissolution, any assets of the Group that remain will become the property of (charity to be decided)
AmendmentstotheConstitution The constitution will only be changed through agreement by majority vote at an AGM or EGM.
Declaration Dunbar Walking Football hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.