Minutes of the East Anglian Orienteering Association AGM held on 13th June 1999 at Brandon

2. APOLOGIES FOR ABSENCE: David Peregrine, Anne & Don Braggins, Mark Collis, Mike Capper, Muhammad Hussin, Keith Ryder, Claire Daniels, Ursula Oxburgh, Nicky Nichols.

3. MINUTES OF 15 JUNE 1998 approved as a true record.

4. MATTERS ARISING

• Colin West said he had attended the EOC AGM. Not clear from accounts where all the income comes from, but obvious that individuals and clubs were giving financial support. If EA withdrew support it would be a pity as EA Juniors would then be denied a chance to run for England.
• Roger Stenson reported that East Anglia had been invited to hold the British Orienteering Championships in 2003. To be discussed at EA committee meeting.
• Lyn West agreed to co-ordinate the Junior Inter-Regional event in 2000.
• Rachel Thomas reported that SMOC had come second in the 1999 CompassSport Cup competition for small clubs.

• Despite a decline in some other Associations there has been a slight increase in the East Anglian membership and the region's clubs had staged more events this year.
• The region still has problems in finding suitable terrain to stage major events however East Anglia has a reputation for high quality organisation and next year we have been allocated the Junior Inter-Regional Championships.
• A notable success during the year was the staging of the 1st round of the new style CompassSport Cup for which 13 clubs entered.
• The region has financially supported the East Anglian Junior Squad, which has had some notable achievements in individual performances in the past year.
• The Association committee has met regularly throughout the year and discussions are well advanced in the investigations to purchase an electronic punching system.
• The Association has been well represented on all BOF committees.
• A number of courses have been organised and there is to be a 'Developing Volunteer's' workshop at New Hall, Cambridge on the 10th July led by Andrew Kelly who is BOF's English Development Officer.

• These show a surplus of £185 against a £230 deficit for last year. This mainly arises through map sales at Brandon and High Lodge and a decrease in production and circulation costs for Points East.
• The balance on the Junior Development Fund declined by only £33 against £609 for the previous year.
• The financial picture is healthy and benefits from changes in the event levy are beginning to show through in the 1999 accounts. There is no need to change the rates for the year 2000.
• If the Constitution is changed to raise a capitation fee from affiliated clubs the amount required would be £2000.

The proposed changes are:

2. Management: Delete the words 'Provided always that membership fees and subscriptions and event levies can only be varied or imposed by the Association in General Meeting' and insert the words ' the total sum to be raised from clubs via capitation fees in any year, membership fees and event levies can only be varied or imposed by the Association in General Meeting'.

3.Membership: delete the words 'Persons who have paid the affiliation fees as laid down by BOF and EAOA via a club or direct to the Association Treasurer' and insert the words 'persons who are members of a BOF-affiliated East Anglian orienteering club, that club having paid the club capitation fee laid down by EAOA, or persons who are not members of a club but who have paid the membership fee laid down by EAOA.

4.Finance: add the following paragraph: (e) The capitation fee payable by a club shall be calculated using the formula: Club Capitation fee =AxB/C, where A is the total sum decided by a General Meeting to be raised during the following year from East Anglian orienteering clubs, B is the total number of that club's family and senior membership units at the end of the previous calendar year and C is the sum of the total number of family and senior membership units in all East Anglian orienteering clubs at the end of the previous calendar year. Any club which decides not to pay the Club Capitation Fee for the year following an AGM must give notice to the EAOA treasurer by the end of the year prior to that AGM. Where a club has members in more than one BOF region, only those club members living within the East Anglian region and/or wishing to be members of EAOA, shall be included in the calculation of B and C. For the purpose of this calculation all full-time students shall be considered to be junior members. Each club shall provide EAOA with a full list of its membership, upon request, in order to identify who is eligible for EAOA trophies, to receive Points East and to vote at EAOA General meetings.

• The cost of membership should be reduced and membership of BOF would become more attractive to local club members.
• The circulation of Points East would be doubled but there would be additional costs for the increased circulation.
• EAOA performs a number of important functions including running the Junior Squad, co-ordinating East Anglian Fixtures, appointing Controllers, organising training courses and representing the views of East Anglian Clubs to BOF.
• The Association is an important link to and from BOF. It supplies members who attend various Committees and BOF Council meetings.
• An enlarged membership would have more standing with the Sports Council.

This proposal was defeated on a vote of - FOR 23(15) AGAINST 69(47).

• It was agreed that the next Association committee would review the Constitution overall and make recommendations to a General Meeting if appropriate.
• It was agreed that the increased cost of distributing Points East would be borne by EAOA for 2000. Also distribution using the Internet should be investigated for the future in order to cut down on distribution costs.
• The meeting agreed that the figure to be used in the formula for the club capitation fee for the coming year should be £2000.

Chairman - Tim Eden (proposed by John Ward, seconded by Bob Farnbank)
Secretary - Peter Leverington (Mike George, John Ward)
Treasurer - Chris Morley (Mike George, Peter Leverington)
Fixtures Secretary - Roger Stenson (Chris Morley, Dave Wotton)

9. MATTERS ARISING
The meeting thanked Tim Eden for chairing the meeting and for his handling of the debate and vote on the Constitution change.