Sophia Suite 1 Sport Wales National Centre

Draft of Minutes of the Welsh Judo Association AGM – 29th November 2015

Sophia Suite 1 – Sport Wales National Centre

1. Roll Call

1.1 BOD Attendees: Fred Prosser FP (Chairman) Andrea Davies AD (Vice-Chair) Graham Dunlop GD Keiron Palmer KP Stan Cantrill SC Roger Smart RS Neil Lawcock NL Malcolm Limerick ML Andrew Kilsby AK Darren Warner DW (CEO) Sophie Taylor ST (Admin)

1.2 Club Representatives: Paul Williams PW (Samurai) Judith Donovan JD (Newport) Steve Withers SW (Imperial, Honto, CS Judo, Cowbridge, Santani (GCG), Santani (AV), CS Judo (Llandarcy Academy)) Tom Hughes TH (Cardiff Judo Club, Rhondda Budokan, Rhondda Judo and Juijitsu, Gendros, Maesteg) Richard Jones RJ (Irfon Judo Club) Nigel Bowley NB (Sentai Judo) Gareth Morgan GM (Duffryn Judo Club) Sam Atkinson SA (Ikusei) George Bountakis GB (National Coach)

1.3 Apologies: Andrew Burt AB

2. Health & Safety

2.1 FP identified the nearest exits. There were no plans for any fire alarm testing or evacuation drills so should the alarm sound and the instruction was announced to leave the building everyone should do so.

3. Minutes of the last Annual General Meeting held on 22nd June 2015

3.1 FP welcomed all that were in attendance.

3.2 Minutes of the last AGM meeting were given to those in attendance to read over and review.

3.3 No actions, elections or resolutions were noted.

3.4 This was proposed by SC and seconded by RS as a true account of the 2014 AGM 4. Matters Arising from the last Annual General Meeting

4.1 JD stated that some of the matters discussed in the last AGM hadn’t gone any further and there was still a lack of communication between the Association and the clubs. JD would like to see a monthly email, as an example, to keep clubs updated. JD noted that there were several conflicting pieces of information on the website, for example office hours, and that there needed to be an update on the website of who runs the Association.

4.2 RJ stated that there should be links on the website to the individual club’s websites to help promote the sessions.

4.3 DW informed the attendees that the current website isn’t good enough. He stated that the Association is currently having a new website build and also we are going to start using MailChimp to send out regular information updates to our members and the clubs.

4.4 SW noted that point 9.5 from the minutes of the 2014 AGM hadn’t been actioned.

4.5 DW stated that it had been completed but only half of the clubs replied. The Clubs and members also need to provide updated information to the Association.

5. Reports

5.1 Chairman’s Report:

5.1.1 FP stated that a full and comprehensive report is in the British Judo Association Annual Report and Accounts 2014/2015 brochure.

5.1.2 No questions or comments were raised about the report from the floor.

5.2 Chief Executive’s Report:

5.2.1 Governance:

- DW introduced himself stating that he had been in the role for just over a year and that the first 6 months were a baptism of fire, but it meant that he got to see the business fully

- We have a 4 year strategic plan that we are working to.

- A Governance Audit was completed and it was the first green rating the Association had received, which also ensured an increase in funding. It was four months until we found out this result and this is now taking effect. 5.2.2 Equality:

- The Association achieved Foundation level in Equality Standard

- We applied to Sport Wales for funding for the Preliminary Level, which was granted.

- We are now at the Audit stage of the Preliminary Level and surveys for members will be sent out before Christmas.

- We then present our strategy to the panel in February 2016

5.2.3 Performance:

- We have set the target to be Wales’ top sport at the Durban Commonwealth Games 2022.

- Judo is now a core sport in the Commonwealth Games.

- We have also realigned our performance pathway and it has been agreed with British Judo that following the Olympics in 2016 we will become a Pathway Centre.

- In terms of performances we have had first time selections for major events at European’s and World’s (Cadet: Will Jones – Gendros, Junior: Connor Ireland – Maesteg, Senior: Natalie Powell – Irfon). SW: Did Connor Ireland compete? DW: No, he got injured just before it, but he was selected.

- Strong potential of an Olympic Gold this summer, which in turn would bring massive benefits to Welsh Judo. The main reason for the need to agree to the ‘GLFW’ is so that there is no disruption caused to the performance group at this current time.

5.2.4 Technical:

- We have run 3 coaching courses this year (2 x Level 1 and 1 x Level 2) meaning we have close to 50 new coaches.

- The Association is in discussion with Sport Wales about the funding for Level 3 courses as currently the Community Chest funding channel does not cover that. Ultimately if we can get as many Level 3 coaches qualified as possible this will help clubs to retain their members.

- We are also creating a YouTube channel and bringing in technical experts to run around 5 revalidation events a year, which will be filmed and uploaded to the channel. The aim of bringing in experts is to provide events that our members and coaches want to go to as CPD rather than just have to go because they need to.

- Introduction of George Bountakis the newly appointed National Coach.

5.2.5 Development: - We have agreed a partnership with Fighting Chance and are going to introduce the ‘Yellow Belt Challenge’. The project is focused on those who are in receipt of benefits and will encourage them to take up the sport by receiving their first licence for free, a judo kit and free gradings up to a yellow belt.

5.2.6 Events:

- We’ve added to our national events this year with the addition of Gaemae Cymru and the British School’s qualifier.

- Gaemae Cymru was successfully used as a selection event for the School Games. Those selected trained at Sport Wales during the summer.

- We’ve recognised that there is a big drop off in those participating in the sport between the ages of 13-17. We could look at creating a tournament specifically for this category.

- Looking forward DW has held discussions with British Judo around hosting a British European Cadet Cup, possibly in 2017, which they’ve agreed so we now need to explore the costs and consider a feasibility study.

- The Welsh Open 2015 was a success. SW: How many of the Senior Squad competed in the event? DW: Why don’t you tell us as I’m sure you know? SW: There were none.

5.2.7 Questions from the floor:

- SW stated that a player from his club didn’t find the training sessions engaging.

- JD : how many athletes are funded and part-funded?

- DW: we have 4 funded athletes and Natalie Powell is funded by British Judo.

- JD: What are the plans with North Wales:

- DW: We are open to thoughts regarding North Wales. Sessions are open to those who want to attend. We want to create a system for open communication with the players. The strategy is Talent Identification leading to talent development.

- AD: we do support 2 players from North Wales currently

- RJ: Are coaches at club level being informed of the aims/objectives of the national programme? I would like to see interaction with the new national coach and how he wants us to develop players from club level.

- DW: Currently the relationship with club coaches is poor. The aim is for the new national coach to do masterclasses at clubs and lead coach development days. We need to find out what the expectations are. - GB: Coaches are very important people and it is vital that we share knowledge and communicate with each other. I am here for everyone if you need my support.

5.3 Finance Director’s Report

5.3.1 AK introduced himself and gave a brief background of his experience as an Accountant.

5.3.2 AK gave a brief report on the current WJA accounts. Income has increased slightly, as has expenditure.

5.3.3 AK stated that the 1 concern that Sport Wales have is with our financial reserves. They were at £43,000 but Sport Wales indicated that they need to be £80,000. Welsh Judo have taken steps to make it happen through our income and our reserves now stand at above £70000.

5.3.4 Sport Wales agreed to let us keep our funding unspent from the last financial year and had agreed where it should be spent. DW noted that our openness and good relationship with Sport Wales surrounding the situation helped this.

5.3.5 It was also noted that Welsh Judo now has a Finance Committee. Regular Management Accounts are to be prepared hence forth.

5.4 Appointment of Accountants:

5.4.1 AK stated that an audit would add no value but would add considerable cost. He asked

members to agree that this would be no audit of the acoounts adopted.

5.4.2 AK proposed that the accountants that we use, Harries Watkins and Jones, should be reappointed. Seconded by NL and passed.

6. Special Resolutions

6.1 “The provisions of the current Memorandum of the Association of the Company is deleted by Special Resolution and new Objects incorporated within new Articles.”

6.2 “A Special Resolution that the current Articles of Association of the Company are deleted in their entirety and replaced by the new set of Articles previously circulated to the Members.”

6.3 AK stated the importance of amending the current articles. Sport Wales want particular provisions in the articles. We need these to sign up for the Governance programme which is integral to retaining our funding.

6.4 AK explained that the Articles are to improve the structure of the Board and to look after the interests of Welsh Judo. The Articles, if passed, would mean the Board will have 9 members; 5 elected by the clubs and 4 additional members selected by the Board.

6.5 PW: Are the current Board resigning and reapplying? 6.6: AK: No.

6.7 PW: Are Board members looking to stand down?

6.8 DW: The next Board of Directors meeting would then finalise how this would happen and who would step down.

6.9 AK: The Board shouldn’t be running things operationally.

6.10 JD: What is the timescale?

6.11 AK: 12-16 weeks.

6.12 DW: The Board have agreed to sign up to the Governance Framework being promulgated by Sport Wales.

6.13 PW: How would Sport Wales describe the Board’s function?

6.14 AK: Sport Wales do not want the Board to be bogged down with Operations and they want the Board to be properly skilled including for instance an accountant or someone with HR skills.

6.15 PW: The implication with it is that those 5 will come from the current Board?

6.16 The tone of Sport Wales is very clear that things have to change because we have to sign up to the governance otherwise the funding could be reduced.

6.17 RJ: So we could approve the resolutions today and then have an EGM to vote for the members of the Board?

6.18 AK: Yes that would be possible. I would then propose that the Special Resolutions get approved but in 12 weeks the Board would put a proposal out to the clubs with regards to what happens next.

6.19 SW: How do you see the next 3 months working?

6.20 AK: We will put the mechanisms for an EGM in place if it comes to it. (It has subsequently been pointed out that the ‘EGM’ is properly called a GM meeting.)

6.21 SW: So there will definitely be an EGM in 3 months.

6.22 FP puts the proposal for the Special Resolutions to those who have a vote. 18/18 vote for the Special Resolutions to be passed.

6.23 AK: We will then look at Mid-March for the EGM to take place so we can get all the legalities around it sorted.

6.24 FP: We will inform everyone about the EGM in due course.

7.Date of Next Meeting 7.1 Next meeting to be announced.