THE SLED DOG ASSOCIATION OF SCOTLAND. Minutes of Annual General Meeting. Tentsmuir Forest, Saturday 16th March 2013

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1 Tentsmuir Forest, Saturday 16th March 2013 SDAS Committee members present: Charlie Brecknell (Chairperson), Mick Byrne, Mary Carter, Cherry Fairley, Keith Johnson, Alan Macdonald, Mark Mclintic, SDAS members present: Alison & Karl Binns, Jo Brecknell, Jill Byrne, John Carter, Lindsay Cloughley, David & Siobhan (Jnr) Dalziel, Heather Falconer, Damion Farnon, Daniel & Bethan Fitzgerald, Lindy & Stuart Hanson, Paul & Jacqui Kelly, Tobias Leask, Lilian MacDonald, Leigh Marsden, Alan & Ailleen Morton, Paul O Donnell, James & Kitti Smith, Tracey Thomas, Max Wightman Item 1 Welcome & Apologies The meeting commenced at hrs. CBr welcomed all, an attendance sheet was signed by all Apologies from: Ron & Jo Walton, Lynne & Shane Murray, Tony Meggitt, Stuart Malcolmson Item 2 Accuracy of minutes from last AGM These are available to view on the SDAS website. Accuracy proposed by MC, Seconded by MM. Item 3 Treasurer s report Income & Expenditure account circulated to members present. See appendix (a). Matters arising: SDAS obtains an income from ESDRA entry & DID Fees Equipment purchased: lap-top, printer, leads etc for repaired timing system Losses: Replacement of 2 x notepad / laptops not returned by Cathy Batt & also claims the SDAS.org domain name belongs to her, in spite of SDAS financial reports to the contrary. All correspondence & documentation regarding this taken to the police by Charlie Brecknell, but has been advised this is a civil matter & police are unable to get involved. Hence replacement laptop purchased & temporary wordpress website set up for SDAS thanks to Catherine Lewis. MM covered cost of repair to timing system ( 308) not re-reimbursed as yet as initial intension was to sell the timing system. Manufacturer replaced the timing software. Thank you to MM from all present for repairing & running the system this season. Unanimous decision to issue chq to MM to cover cost of repair Bank Balance is slowly increasing following the 4000 total outlay for timing system SDAS equipment trailer has just been sold (no-one to tow it) income from which does not show on this year s financial report Additional signs being made to create a Northern & Southern kit to alleviate transportation issues. Income & expenditure report proposed as accepted by TL, seconded by KS. SDAS AGM Page 1 of 13

2 Item 4 Dates for your Diary SDAS race series dates 26th 27th 23rd 24th 7th 8th 8th 9th 1st 2nd 15th 16th October November December February March March Tentsmuir Darnaway - National Championships/ IFSS Qualifier / IFSS World Cup Kershope, or alternative / new venue Culbin Ford Estate Bowland Trails 3 stage event & AGM The SDAS NC will form part of a three race IFSS World Cup Series held in Britain in partnership with three IFSS World Cup events to be held across Ireland. Giving athletes, the opportunity to gain a world ranking. Without the extra expense of dog passports etc. Note that we have left January with no race. But in the event of having enough snow fall in any area we would like to offer a sled race out with the championship series. Discussion followed regarding suitability of Kershope & previous cancelled races. SDAS have some possible alternative venues. WCp need to compete in six WCp events to obtain a world ranking. January On-Snow race may have only 1 week s notice, or less due to unpredictability of weather therefore, not included in the championship series. Item 5 Proposals The discussion took place on proposal i. ii. & iii. prior to voting, due to their inter-related nature. i. Proposal for SDAS to adopt IFSS Race Rules & Procedures for all events. Proposed by Stuart Malcolmson (Bib: 214) Seconded by Leigh Marsden (Bib: 114) I wish to propose that for future events SDAS adopt the official International Federation of Sled dog Sports (IFSS) race rules & Procedures, whilst including local additional amendment to allow the continuation of certain elements. These additional elements would include (but may not be limited to): The inclusion of 3 dog class, as per current races (as this class is not recognised by the IFSS) The inclusion of freight classes (as freight breeds are not recognised separately to Siberian Huskies, by the IFSS) The addition of junior classes, as per current SDAS race classes, for those young people under the age of 16 SDAS AGM Page 2 of 13

3 The mandatory wearing of helmets for all competitors (This is only a recommendation under IFSS rules) There are various benefits, to individuals, which would be gained by SDAS adopting the overarching IFSS rules, with the two main one being: All competitors would gain valuable experience taking part under IFSS rules, whilst in the UK, meaning that they would be more prepared if they were to travel overseas to compete. (Particularly any who may be selected to represent the UK in international events) The current 2 dog classes would allow the use of either a 3 wheeled rig or scooter, meaning that this class would be more accessible to a wider range of people. Additionally there would be huge benefits to both SDAS and the wider sport in the UK. The use of scooters by people, who own more than one dog, is becoming increasingly popular. Many of these people use scooters because they are more easily transported and stored and have no desire to own a rig. Therefore, currently these people are limited in the number of events/classes in the UK, meaning that they can only run a single dog at an event or they chose not to enter at all. By allowing the use of a scooter in 2 dog class, these people would have greater opportunity to take part in SDAS events. This not only increases the financial income from entries, for SDAS, but also raises the profile of the organisation and sport. This, in turn, would potentially attract more positive media interest and therefore increased sponsorship interest, allowing the organisation to invest even more greatly into the quality of each event. By providing these opportunities for more people, (particularly those who are new to the sport), the vast experience of SDAS members will inevitably be passed on to these people, meaning they will develop in a more positive way for both themselves and their dogs. I would strongly hope that SDAS members recognise that, by adopting IFSS rules for SDAS events, whilst having no detrimental effect on the current race procedures, it would enhance races creating and even more proactive and supportive organisation. Lengthy discussion followed. Points of discussion to note: Current SDAS rules are based upon the old ESDRA rules adopted at the time open competition was introduced at SDAS. Local amendments to IFSS rules are allowed. 3 dog Championship class could remain in series and NC. At the NC / WCp 3 s & 4 s to run the same trail. Awards given in the two separate classes, but to combine the results for the purpose of the WCp / Qualifying. Concern expressed over 2 dog rig competition being lost to the scooter to trial a 2 dog scooter class separate from 2 dog rig & committee to keep under review for uptake of the class. Membership concern over impact of adopting IFSS rules for all events not fully aware of all implications & requirements that would need to be met. IFSS rules are a requirement for holding WCp. SDAS AGM Page 3 of 13

4 To re-word the proposal to adopt IFSS rules for NC / WCp / Qualifyer only. i)a ii. AMMENDED PROPOSAL: SDAS to adopt IFSS Race Rules & Procedures for all National Championship, World Cup and IFSS Qualifying events Proposed by Leigh Marsden, Seconded by Mary Carter. Proposed by Charlie Brecknell Seconded by Jo Brecknell That the National Championships and Qualifying Events be put back into and form part of championship series. That they remain, open to non-members who wish to compete, with an increased entry fee, to allow for a weekend membership. Points for the championships series will only be awarded to full members of the club but non-members still have the right to win the title National Champion. Supporting Statement: With the unreliability of the Scottish Weather meaning we have to cancel races at short notice. By bringing the N/C back into the championships series means we have more events to count. Having it remain open to non-members helps income to the club and also offers the chance for international qualification and/or ranking. At this event the Points for the series will only be appointed to full members. Discussion followed. Points to Note: All keen for NC to also be WCp WCp requires IFSS Rules Championship series cannot be held under 2 sets of rules Common for members to run different classes at NC to series Change to the discard system would also remedy situation faced this year 2 dog Scooter class can be held and awarded separately to 2 dog rig class. Results combined for purpose of qualifying & WCp results in similar fashion as planned for the 3 and 4 dog class. iii. Change to wording in Current SDAS Rules with regard SDAS Championship Points System. Proposed by Mark Mclintic Seconded by Mick Byrne Proposal to change championship points and Discard system d) i)ii)iii) & e). All SDAS members will receive points for all races completed which will count toward an overall championship series placing. Change the discard system so that if 6 or more events are held two discards will apply. If 5 or less events are held, then only one event can be discarded in any given championship series. SDAS AGM Page 4 of 13

5 Supporting Statement: To Give a better reflection of the number of competitors at different events during the championship series. Changing the discard system, reduces the chances of the weather affecting overall series results, as the emphasis on the championship series is clear for competitors. Discussion followed & Points to note: Will prevent a repeat of this season s championship being based on 2 races out of 4. If NC is back in the planned series, 4 races will count out of 6 planned races If NC is out with the series, 4 races will still count out of the 5 championship series races! The voting then took place on the first three proposals in the following order. iii. Unanimous vote in favour of proposal: Change to wording in Current SDAS Rules with regard SDAS Championship Points System. ii. Unanimous vote against the proposal: That the National Championships and Qualifying Events be put back into and form part of championship series. i)a. Unanimous vote in favour of the proposal: SDAS to adopt IFSS Race Rules & Procedures for all National Championship, World Cup and IFSS Qualifying events iv. Addition to constitution: Fees/Joint Membership/junior membership. Proposed by Charlie Brecknell Seconded by Cherry Fairly Addition to 1.ii. A family membership, for 2 adults and 2 children under the age of 16. Junior members of the family are not eligible to vote but both adults are. Suggested fee 28 for family of 4. (This is open to discussion by membership at AGM). Supporting Statement: To make membership more attractive to families and less of a financial burden and also try to attract more junior competitors into the sport.. v. Change to Code of Ethics: Open Sled dog Registration Process. Proposed by Mick Byrne by Mark Mclintic Seconded Proposal: To discontinue the open dog register and replace with a microchip number list system for dogs entering the Open Classes. Any dog which meets the Definition of a sled dog (In SDAS Constitution) and is trained and conditioned for sled dog activities will be permitted to enter SDAS events providing it is micro SDAS AGM Page 5 of 13

6 chipped for identification purposes. Full Microchip numbers must be entered on the SDAS CSJ Championship Dog ID Form for every event so that chips can be randomly checked. Supporting Statement: The open register has now been running since the introduction of the open classes at SDAS some 10 years ago. In that time we have seen over 360 dogs registered. Some have changed hands and been reregistered in the same process. The register was set up originally to safe guard these types of dogs due to the original fear of welfare. (Nordic breed clubs have their welfare schemes) But no issues have arisen with the majority of dogs being with their original owners for their entire lives and breeders following correct protocol and taking back any dogs bred by them. We feel the time is right to move on to the chip system which all open class dog have to have any way to compete with SDAS. Discussion followed & points to note: would bring the entry requirements for open teams in line with generally accepted procedures current Dog I.D. form created to pre-empt this change legislation for compulsory chipping to be enforced in 2016 Will simplify the process that may have seemed prohibitive to new members Will require acquisition of universal scanner vi. Change to Constitution: A. OBJECTIVES: Proposed by Cherry Fairly Seconded by Charlie Brecknell 3. Currently reads Sled dogs participating in the events organised by the Sled Dog Association of Scotland should be as follows: KC registered and one of the following breeds:-... Proposed change to read: sled dogs participating in the events organised by the Sled Dog Association of Scotland should be as follows: registered with the Kennel Club of the country of origin or residence and one of the following breeds:-... Supporting statement: to cover competitors from abroad running pure bred dogs that are registered with their own Countries Kennel Club. We have had enquiries ref this. Discussion followed. Main points to note: Not all so called Kennel clubs are legitimate Avoid restriction to Canadian Eskimo dogs Will allow overseas competitors to compete in the registered classes where appropriate SDAS AGM Page 6 of 13

7 vi)a Ammended proposal: Change to Constitution: A. OBJECTIVES: Proposed by Cherry Fairly Seconded by Charlie Brecknell 3. Currently reads Sled dogs participating in the events organised by the Sled Dog Association of Scotland should be as follows: KC registered and one of the following breeds:-... Proposed change to read: sled dogs participating in the events organised by the Sled Dog Association of Scotland should be as follows: registered with the UK Kennel Club (or the accepted international equivalent) and one of the following breeds:-... vii. Change to constitution: Membership 2. Proposed by Charlie Brecknell Seconded by Cherry Fairly Currently reads: Annual membership fees shall be sent to the membership secretary by 5th April. If membership fees remain unpaid after 5th June the committee shall have the power to erase the member from the list of members, but if the committee shall subsequently receive satisfactory explanation, the member may, at the discretion of the committee and on payment, be re admitted to the membership. Change to read: Annual membership fees shall be sent to the membership secretary by 1 st December of each year. If membership fees remain unpaid after 15th January the committee shall have the power to erase the member from the list of members, but if the committee shall subsequently receive satisfactory explanation and payment the member may be re admitted to the membership. Supporting Statement: With the current membership renewal date 5th April, many members leave renewal until they are completing the first entry form of the season. This makes it very difficult for the committee to plan and the person taking entries to know who is a paid up member. Having the date mid-season means until the membership is paid the championship series cannot be completed until membership is paid. Vote: In favour 31 against 2 SDAS AGM Page 7 of 13

8 viii. Change to Constitution: B Committee: 5. Proposed by Cherry Fairly Seconded by Charlie Brecknell Currently reads Committee shall be elected by means of a postal ballot Proposed change to read: Committee shall be elected by means of a show of hands or ballot papers (Those standing for election may choose) at the AGM including votes by proxy from absent members Reasons for change: to better reflect current practice and reduce the burden of expensive postal practices on SDAS. ix. Change to constitution C. Association Accounts: 1 Proposed by Cherry Fairly Seconded by Charlie Brecknell 1 A bank account shall be opened in the name of the association into which all revenue of the association shall be paid and from which withdrawal shall only be made on the signature of two officers, one of whom shall be the treasurer. Proposed change: 1, A bank account shall be opened in the name of the association into which all revenue of the association shall be paid and from which withdrawal shall only be made on the signature of either of two officers authorised by the committee to do so one of whom shall be the treasurer, and the officers authorised to manage the bank account shall be able to operate and access online banking. Supporting Statement:- It will ease the administrative burden if cheques can be signed by one signatory instead of requiring two signatures. Access to online banking would allow membership subs to be received by bank transfer as payment in could be tracked on a daily basis if necessary. x. Change to Constitution Association Accounts 2. Proposed by Cherry Fairly Seconded by Charlie Brecknell Currently reads:- The Account shall be kept by the treasurer, auditors shall be appointed at each AGM who shall audit the associations accounts for the ensuing year before the AGM. Proposed change: The account shall be kept by the treasurer, and if requested by a simple majority of members present at the AGM auditors may be appointed who shall audit the Associations Accounts for the ensuing year before the AGM. SDAS AGM Page 8 of 13

9 Supporting Statement: The clubs accounts are fairly simple and do not warrant an annual expense of independent auditing xi. Addition to Constitution: Committee Proposed by Mary Carter Seconded by John Carter 8. SDAS committee members are entitled to free membership due to the commitment expected and roles carried out during term of role. N.B. This has historically always been the case but never been put in writing. 9. Any committee member found to be working against the best interests of the club and its members may be expelled from the committee following a vote by the officers and committee members. The expelled committee member s membership will be considered as lapsed unless their membership fee is subsequently paid. xii. Addition to constitution Proposed by Charlie Brecknell Seconded by Cherry Fairly That SDAS adopt a child protection policy, and vulnerable person policy within the constitution to reflect the changing world and bring the club in line with sporting recommendations within the law. Supporting Statement: Hope fully self-explanatory, but something that should now be in place within the club where we are trying to promote the sport to young Athletes. xiii. Proposed by Mike Rigg Seconded by Mary Carter. That the 8 dog class be introduced routinely throughout the SDAS championship Series and not just at the National Championships/Qualifier. We agree to a trial period of one season to gauge the up take on this class. Supporting Statement: We have spoken to several SDAS competitors, who have expressed a wish to compete in an 8 dog class, to allow them to run more of the dogs from their Kennels in large teams. It has been proved that SDAS courses will suit large teams as Ford NC Proved. SDAS AGM Page 9 of 13

10 Discussion followed. Main points to note: To add into SDAS race rules for A class that may be 3 or 4 wheeled rigs, but must be all wheels braking. xiv. Proposal to change Race Rules 6 Classifications Proposed by: Tricia Frater Currently no D2 Class is listed. Wish to add a D2 class No more than three dogs no less than two (one Siberian only) Supporting Statement: All Freight classes, at SDAS, have seen a reduction in entries since a change to the rules meant the 2dog class was a pure freight class. All other clubs allow 1 siberian to run in the D2 class. This will hopefully increase entries but not be detrimental to the dogs and allow SDAS members to compete with their dogs and increase the freight class entries. Item 6 Election of Officials by ballot paper Nominee Stuart Hanson Lindy Hanson Bethan Fizgerald Mary Carter James Smith For Against All 5 Nominated members were welcomed to the committee. Item 7 Chairman s Report See appendix (b) Item 8 AOCB Membership to World Sled dog Association (WSA) representing Scotland. Open discussion for feeling from membership on this. Item 9 Thank you & close of meeting. Meeting closed at SDAS AGM Page 10 of 13

11 Appendix (a) SDAS AGM Page 11 of 13

12 Appendix (b) Chairman s report I realise we have had a lot of things to take on board with the many proposals we have had this year and so I shall keep my report as short as I can. It is now nearly 11 years since SDAS became the first organisation which introduced Open class racing. In that time the competition within all classes has gone from strength to strength. This year once again sees championship titles and positions being decided at the last race of the series in 7 out of the possible 19 classes. Nowhere else will you find the level of competition right across all classes. We might be small in numbers, but each time we have had competitors travel to SDAS they have faced stiff competition. It is still the only place where can you race all breeds of dog whether pure breed or open class dogs for a Championship series title. This year has seen SDAS take steps to progress once again and next season will see the first IFSS World Cup to be held in the UK at the SDAS National Championships at Darnaway. I encourage as many of you as possible to try to make it to this fantastic venue but also support the SDAS series and if money allows the two other IFSS World Cups to be held in Britain and Ireland. This is a major step forward for the sport and I hope it will give those who may not be in the position to travel with their dogs to mainland Europe the chance to compete internationally (The republic of Ireland is part of Europe remember!) and be ranked in the world ranking list amongst some of those international stars we all know about. Once again I would like to thank all those people who organise the events for SDAS, John and Mary, Mark, Cherry, Paul and Jacqui, Mick and Matty. I would like to say thanks to the SDAS committee members along with their partners who work hard behind the scenes to help make everything run smoothly when it gets to the events and who make my job easier. Special thanks must go to Alan MacDonald for attending the majority of events just to graft, despite not being able to race due to having no van! Can I ask you to show your appreciation to them. Paulina, has once again showed her talent behind the camera giving us all some fantastic images of our dogs and capturing the essence of this great sport, likewise, Davey Porumba of fly films for catching unique moments on film showing the spirit of our events. Huge thanks to CSJ for their loyalty and continued support of our events Thanks to Catherine Lewis for the new website which was difficult to find at first, but is now at the top of a Google search and it has now taken shape and contains information for all events with entry lists for you to all check your entries have been received. We hope in the summer to add further information and articles. I now look forward to working with some new faces on the committee this year to bring you even better events in future and beyond Thank you to all those who have supported SDAS in the development of the sport, for supporting the events and working with us to keep SDAS at the head of the game! Thank you SDAS AGM Page 12 of 13

13 SDAS AGM Page 13 of 13