Minutes of the Scottish Swimming Annual General Meeting Saturday 23rd February 2013 Pathfoot Lecture Theatre, Pathfoot Building, University of Stirling, Stirling FK9 4LA

1. President’s Address: John Deans extended a warm welcome to the 114th AGM and to the Past Presidents, Life Members, Delegates and Board Members. He gave thanks to Scottish Swimming staff for arranging the AGM and thanked the University of Stirling for the excellent facilities. The President expressed his deepest regret at the passing of former SASA members and asked delegates to stand and observe a minutes silence in the memory of:  David Balbirnie Menziehill & Whitehall Swimming & WPC & WP Committee Member  Gavin Fulton Inverleith ASC, Treasurer  Nancy McGillivray Past President, Donald McGillivray’s wife  Donald McGillivray SASA Life Member  Bernard Pirie Glenrothes ASC  Barbara Robertson Dunfermline ASC & STO  Peter Wilson Forres Bluefins and formerly Elgin ASC

The President advised that the Attendance and Apologies for Absence had been moved to Item 6 of the Agenda to ensure accuracy of numbers prior to voting. Finally the President introduced his colleagues at the top table – Deborah McGinniss (Finance Manager), Elaine Mackenzie (Director of Services), Maureen Campbell (Chair) and Gina Logan (Vice President); followed by Council Members and Board Directors.

2. Minutes of the Meeting of 25th February 2012: The Minutes were agreed as a true and accurate record of proceedings. Proposed by Blair Prentice, Life Member and seconded by Doris Mair, Life Member.

3. Business from Minutes: None.

4. Correspondence: Correspondence as noted below and listed in the Annual Business Document.  Walton Kilgour accepting appointment as the Company’s Independent Accountants  Elspeth Black accepting appointment as the Company’s Honorary Legal Advisor  Dr Kate Jordan accepting appointment as the Company’s Honorary Medical Advisor 5. Address: 5.1 Address by Company Chairperson; Maureen Campbell thanked everyone for attending and extended her thanks to Peter Bilsborough and the University of Stirling for providing the venue. She spoke of her delight to be here and share with you the successes of 2012 including a look back at the Olympics and Paralympics. She advised that the focus of the presentations would be on partnerships and how we build and work with our partners throughout .

Maureen gave thanks to the volunteers and emphasised how it was important to encourage the future generation of our sport and increase enthusiasm as we look towards the , Glasgow in 2014.

Maureen spoke briefly on the recent external audit by KPMG which had demonstrated good governance and highlighted our areas of good practice.

Before welcoming Forbes Dunlop (CEO) and Sharon MacDonald (Director of Development) Maureen gave thanks to Ashley Howard, Richard Gordon and Doug Campbell who have all recently left the company. She extended her thanks to the staff and to the Board who continue to work hard and make a valuable contribution as we look towards Glasgow 2014.

Following each presentation the delegates had the opportunity to ask the presenters questions surrounding their presentations.

Elaine Mackenzie (Director of Services) advised that membership numbers remained healthy and had shown a steady increase with Scottish Swimming breaking the 20,000 barrier this year, our RSDMs would continue to work with swim schools and clubs to ensure a pathway into membership. Page 1 of 5 1 - ScottishSwimmingAGM2013_Minutes_FINAL_10Mar2014 She went on to speak about the 61,000 swimmers in Learn to Swim programmes in Scotland and stressed the need to work with this fantastic opportunity to grow our membership. Elaine updated the meeting on the move to a new phase of membership processing for 2013, she advised that Scottish Swimming would look to move the membership to a web based on-line membership system which is the next step up from CMS that clubs currently administer, this will bring us into line with both the ASA and Swim Wales and she highlighted the benefits and detailed the timeline assuring the meeting that the roll-out of the system would be fully supported.

Before concluding Elaine presented on an audit that Scottish Swimming had recently went through at the start of February. The audit was carried out by KPMG a group of external auditors appointed on behalf of sportscotland. The audit was detailed and looked at 7 key areas including governance, finance and operational effectiveness. Elaine was delighted to report that Scottish Swimming had received the highest award and benchmarked us against other sports Governing Bodies.

In concluding Elaine spoke about the excitement building around Glasgow 2014, the aspiration to make our members proud to be part of Scottish Swimming and the need to work in partnership with clubs and members to benefit our sport.

Tom Hartnell (Livingston and Dolphins Swim School) questioned the clarification on the move to online membership and if there will be an opportunity for clubs to be a pilot club. Elaine confirmed that the roll out of online membership will take place during 2013 and a number of clubs will be asked to be a pilot club.

Deborah McGinniss (Finance Manager) reported that Scottish Swimming was in a good financial position highlighting significant growth during 2011/12 which saw our Turnover now exceeding £3 million. The key messages from today’s presentation highlighted that we had achieved 4 out of 5 of our financial targets with Membership continuing to show growth in revenue and membership numbers now back at the 20,000 range. Deborah summarised the key investments made during 2012 was to support Athletes and Coaches up to and during the Olympic and Paralympic Games. She also provided an update on the areas of investment to clubs and programmes during 2012 and the investment to support the high performance plans for the next two years leading up to Glasgow 2014. Following on from the success we had at the Olympics and Paralympics Deborah was pleased to announce that Scottish Swimming was awarded the highest amount of funding for a Governing Body from sportscotland. She also confirmed that sportscotland had agreed to support our long term planning by committing to an in-principle funding for the next two years with a view to moving this to a four year period which would be aligned to our next strategic plan. Deborah concluded her presentation by thanking our members and partners for their continued support over the years.

Amanda Rigby-Greenhaugh (Education Manager) spoke on the close partnerships formed following the implementation of the UKCC courses in 2007. Approximately 1,000 candidates per year have gone through the UKCC education system and in 2011/12 the income we achieved through this was substantial. Amanda briefly concluded with the new products and opportunities which exist to develop the education team including the openings for UKCC investment.

Markus Stitz (Marketing and Development Manager) spoke about the partnerships developed throughout 2012, especially in the areas of social media and with our sponsors. Social media has helped to form great partnerships online with members and the public, which has resulted in an additional £10k funding by sportscotland to develop the social media channels further. Markus also talked about the benefits of social media and provided four specific examples to illustrate these. In the second part of his presentation Markus talked about the improved partnership with Scottish Gas. In 2012 Scottish Swimming and Scottish Gas have worked hard on jointly developing event branding for national events, which resulted in great feedback from Scottish Gas and British Gas. He also explained the on-going engagement of Scottish Gas on a local level with sponsoring the annual awards event, as well as the benefits from national initiatives like the Heroes Tour, which helped to generate media coverage for Scottish Swimming.

Helen Murray Life Member asked if the marketing team would be delivering a social media workshop to support clubs and volunteers develop their social media skills. Markus confirmed that a workshop would be possible and the marketing team are currently developing social media Page 2 of 5 1 - ScottishSwimmingAGM2013_Minutes_FINAL_10Mar2014 guidelines.

Ally Whike (Director of Performance) gave a review of the successes achieved at London 2012 giving thanks to the many volunteers who all contributed in providing a great and memorable experience of the Games. He continued with an analysis of the Team’s achievements including medals for Michael Jamieson and James Clegg. Ally stated that following London 2012 had gone through a review process and have since implemented a new performance team and structure.

Also mentioned within Ally’s report were the other Swimming achievements during 2012 and the retirement of Jim “The Swim” Anderson.

Finally Ally concluded his report mentioning the great partnerships we have across the Country in particular Leisure and the Institute of Sport who have contributed greatly with coach and swimmer support for our athletes.

5.2 Company’s Annual Report (including reports from National Committees); The President advised the delegates that the National Committee Reports were as read in the Annual Business Document with an Addendum covering the modifications. He asked if any Committee Chair wished the opportunity to update their reports.

Russell MacAloney (Water Polo Domestic Co-ordinator) stood in for Ken Fussell (Water Polo National Chair) to give a brief review of the Water Polo achievements including they now have over 550 water polo members across Scotland and Portobello WP Team winning the 2012 British Championships

Jane Ogden (Diving National Chair) updated the meeting on Grace Reid winning 3m Springboard competition at the British Gas Diving Championships. Preparations for the FINA/Midea World Diving Series in Edinburgh continue to go well. The recent “Splash” television programme starring had had a positive effect on diving participation.

6. Attendance and Apologies for Absence: Attendance;  Club Delegates: 76 – East (25), Midland (13), North (12), West (26).  Clubs Represented: 46 – East (16), Midland (7), North (9), West (14)  Life Members: 14  Swim Schools: 2  Council & Board of Directors: 5  Total Voting Delegates: 97

Also in attendance were: Staff - 20 Guest - 3

Apologies; Life Members – Ed Adam, George Battison, Nan Battison, Elizabeth Bowman, Stewart Davidson, Win Ferguson, Sir Peter Heatly, Ian Martin, George Philip, Mike Sheppard, Leslie Turberville, Roy Wilson. Board Members – None. Council Members – David Downie, Vice President 1; Lynn Alderton, North District; Committees – Ken Fussell, Water Polo Chair; Alistair Shields, East District STO Convener; Clubs – East; Dunfermline ASC, Dunfermline WPC, Inverleith ASC, Midland; Menzieshill & Whitehall ASC North; Dyce (Aberdeen) ASC, Skye Dolphins ASC, West; Hamilton WPC, North Ayrshire

7. Financial Report 2011/12 & Budget 2012/13 & Membership Fees for 2013/14 The President confirmed the finance report was as detailed in the Annual Business Document before welcoming any questions from the floor.

Margaret Sommerville, Livingston & District Dolphins questioned the absence of Swim West Lothian in the finance report. Ally Whike confirmed that the Swim West Lothian project was now self-sustainable and therefore that’s why it had not been included in the report. Page 3 of 5 1 - ScottishSwimmingAGM2013_Minutes_FINAL_10Mar2014

Tom Hartnell (Livingston and Dolphins Swim School) had a query on the Comic Relief funding we receive and the ring fencing of money towards supporting online membership. Deborah McGinniss clarified where this funding had been allocated to in the report.

Following the agreement in 2010/11 to set a 4 year sustained membership fee the delegates agreed and approved keeping the membership fees the same for the 2013/14 period. Finally the finance report was accepted and proposed by John Mason, Board Director and seconded by Allan Fletcher, Life Member.

8. Company Fees & Fines for 2013/14 The Company Fees and Fines for 2013/14 as detailed in the Annual Business Document were agreed and accepted by the meeting. Proposed by Margaret Sommervile, Livingston & District Dolphins and seconded by Allan Fletcher, Life Member.

9. Alterations to the Governance Documentation 9.1 SASA Constitution Before debating the proposals the President confirmed the voting rule; At least a two thirds majority of those present and voting must be secured before an alteration can be adopted.

The President then went through each proposal asking if further clarification was needed or if there were any objections from the floor.

Proposal PC1: Carried Proposal PC2: Duncan McKinnell (Life Member) asked for clarification on Swim Schools having the correct controls in place to deal with complaints since they were not covered under SASA. Tom Hartnell (Livingston and Dolphins Swim School) questioned if there was an opportunity for swim schools to be governed by the current procedures? The President confirmed that under the current set up it doesn’t allow this to happen. Blair Prentice confirmed that this rule change was simply outlining this clearly to Swim Schools in order for them to make sure they have their own complaints procedure in place. The Proposal was Carried. Proposal PC3: Carried Proposal PC4: Carried Proposal PC5: Carried Proposal PC6: Carried Proposal PC7: Carried

9.2 SASA Articles Before debating the proposals the President confirmed the voting rule;

Proposal RA1: Carried

9.3 Company Rules Before debating the proposals the President confirmed the voting rule; A simple majority of those present and voting must be secured before an alteration can be adopted.

The President then went through each proposal asking if further clarification was needed or if there were any objections from the floor.

Proposal PR1: Carried Proposal PR2: Carried Proposal PR3: Carried

10. Matters the SASA needs to consider as sole member of the Company: None

11. Notices of Motion: None

Page 4 of 5 1 - ScottishSwimmingAGM2013_Minutes_FINAL_10Mar2014 12. Appointment of Members of SASA Council: The President advised that the appointment of members of SASA Council were as listed within the Annual Business Document. There were no objections to these Appointments with the AGM approving these Appointments for the coming year.

13. Endorsement of Members of National Committees: The President confirmed the following changes and vacancies to the National Committees: Open Water Committee – Brian Bain is to replace Lynn Deans as Events Co-ordinator with Lynn Deans representing the West District and a vacancy exists for a Team Manager. Masters Committee – Hilary Stewart will be the North District Committee member. Synchronised Swimming Committee – Julie McDonald represents Grangemouth ASC as opposed to Grangemouth SSC as previously advised. The nominations for the National Committees were approved with the endorsement taking place with immediate effect

14. Confirmation of Appointments: The following company appointments were approved: Independent Examiners – Walton Kilgour Honorary Legal Advisor – Elspeth Black Honorary Medical Advisor – Dr Kate Jordan

15. Installation of President: The Presidents final duty was to present the chain of office to Gina Logan. The President gave a short introduction to Gina noting her swimming experience and the number of roles she has had within swimming at a Local, National and International level.

Gina spoke briefly to advise it was an honour to stand before the delegates as President and she looks forward to a working with you all over the coming year.

Gina confirmed it was her duty as President to welcome David Downie, Vice President 1 to the Board of Scottish Swimming and to introduce Eddie Wilmott to the role as Vice President 2.

16. Presentation of SASA Life Membership: Gina spoke of her pleasure in presenting John Deans, Past President with a Life Member award presenting him with a small gift from Council of appreciation for his hard work over the past year.

Gina reminded all delegates that the next Awards Dinner Evening will take place on Friday 13th September 2013 and the AGM 2014 will take place on Saturday 22nd Feb. Finally Gina thanked everyone for attending the AGM.

The AGM meeting concluded at 11:40am.

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