Also Attending Adam Szymoszowskyj ASZ (Participation Officer and Administrator), Lorna Powell - LP (U19WC Event Organiser),

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1 Caledonia House, South Gyle, Edinburgh, EH12 9DQ Meeting Lacrosse Scotland Board Date 24/03/2015 Start time 7:00pm Finish time 9:30pm Venue Meeting Room 2 - Caledonia House, South Gyle, Edinburgh, EH12 9DQ Chair Oliver Barsby Minutes Adam Szymoszowskyj Attendees Oliver Barsby - OB (Chair), Jane Claydon JC (President), Ailsa Stott - AST (Women s Director), Amie Routledge AR (Development Director), Dave Muir - DM (Honorary Treasurer) Also Attending Adam Szymoszowskyj ASZ (Participation Officer and Administrator), Lorna Powell - LP (U19WC Event Organiser), Agenda 1. Welcome and Apologies - No apologies were made for the forthcoming meeting. a) Women s U19 World Championships Discussion - OB thanked LP for attending the board meeting and her work in organising the U19WC. - LP discussed her ongoing progress in regards to the Home Internationals occurring this weekend and its relationship in regards to preparation for the U19WC. - A social media team has been put together for marketing of the event which has now launched the Facebook page which has been communicated by Lacrosse Scotland. - LP discussed how she has delegated tasks and now has a volunteer manager for the event who is responsible for all volunteers. She expressed her delight at the fact most Team Liaison Officer Vacancies have now been filled. - Concerns were expressed about security for the event in regards to its cost. After a long search and coordination with various authorities, an agreement is close to being secured. - LP stated that the event is currently running on budget and explained the ticketing procedure to the board members. - LP was then thanked for her full update and attendance and was congratulated on her progress. LP then left the meeting room for the remainder of the meeting. b) AGM Planning - OB discussed the plan to have workshops around the AGM and which board members were appointed to each workshop.

2 - OB expressed his plan for himself and Felicity McCallum to coordinate the Events/League workshop where those who express an interest will be approached to help form an events committee. - OB discussed other board appointments planned to be advertised prior to the AGM. - A date has been set for the AGM on Saturday the 23 rd of May Minutes from 10 th February 2015 a) Accuracy - OB has asked for Board Members to inform ASZ of any changes from the board meeting minutes by 12pm on Wednesday the 1 st of April. 3. Board Matters a) Updates to Conflict of Interest Registers - No declarations were made of the forthcoming agenda. b) Declarations of Interest for this Agenda - No declarations were made for the forthcoming agenda. c) Staff and Director Recruitment Matters - OB to approach candidate for Men s Director Vacancy. - OB expressed a plan to advertise other director positions prior to the AGM. d) Discussion/Approval of Policy Documents - There were no policy documents to approve. e) Risk Register Review - No risks were identified by board members. f) Child Protection Case Review Outcomes - No review cases were identified. 4. Staffing Matters a) POA Report and Timesheet - OB and ASZ reviewed the POA report and mentioned various tasks that have been undertaken. - OB discussed the necessity for the Timesheet to ensure ASZ time is spent appropriately. It also allows for the board to review how working hours are being spent by ASZ. - ASZ stated that the MacRobert tournament had taken place. The board expressed its delight at the running of the tournament and the feedback. The board discussed the potential to develop the tournament further next year after 21 entries occurred in ASZ discussed the meeting he and OB had attended with the ELA regarding the development of the coaching structure. - Active Schools data was discussed and the data will be reviewed by the board at a future meeting. - ASZ discussed the development of potential clubs at SRUC and in the Scottish Borders. - ASZ put together potential membership benefit discussion points which can be used by AR at her AGM workshop. - ASZ discussed the current invoice tracker and the budget for the MacRobert. b) Collaborative Pension Scheme

3 - OB discussed how it has become law for every company to provide a pension and has worked with the SSA to join their collaborative pension scheme. - OB stated that Lacrosse Scotland are not required to provide a pension scheme until 2017 but that it would look to provide a pension earlier to this if increased funding could be secured from sportscotland in April sportscotland Update a) sportscotland Investment Application for OB stated that there has been no contact regarding the outcome of the application. However, expectation is that funding will remain at the same level. - OB discussed how the feedback from sportscotland has been very positive and they are in support of plans to defer presenting until October Lacrosse Scotland Priorities a) Annual Target Tracker - OB needs to get this finalised with the Partnership Manager. This will be brought to the next board meeting. b) Strategy Update - OB to discuss with Partnership Manager c) KPMG Action Plan - OB consulted with Harper Macleod the issue of the Legal Risk Register. They are now looking at that on behalf of all governing bodies. d) Child Protection MOR s - OB stated that he and ASZ had a meeting with a Safeguarding in Sport representative and the Partnership Manager last month. - OB stated at all the Child Protection MOR s are now complete and this has been communicated to sportscotland. - ASZ stated website tab is to follow in the near future. e) Business Plan for Key Lacrosse Scotland targets are being worked towards. 7. Directors Reports a) Chair - Child Protection MOR s with ASZ completed. - Working with SSA to establish pension scheme. - Coaching meeting with ASZ completed. b) President - All actions completed including Alumni progress - JC stated that the U19WC is the responsibility of Lacrosse Scotland. The FIL accepted Lacrosse Scotland s bid to host the event and so Lacrosse Scotland is responsible to the international body for the U19WC. (A separate LSEvents Company was set up to run/manage the Under 19WC but it is not ultimately responsible to the FIL for its delivery.) - c) Treasurer - Struggling to get paper work from previous treasurer to enable him to be primary user on the accounts.

4 - Submitted accounts to accountant. - The Rathbones fund is now in a separate account, making it more transparent. - Given control of women s and men s account to appropriate personnel in each team. This means his administration time is significantly reduced. - Any transactions over 500 are to be approved by treasurer before transaction occurs. - ASZ to pass expenses claim form to AR. - ASZ to remind OB to design a Finance Policy. d) Men s Performance - Applicant to be approached. e) Women s Performance - Senior and Junior squads selected and coaching staff all in place. - Coaching succession plan to be develop for senior and U19 s. - Home Internationals organisation, agreement and planning taking place. - Future league planning to be approved by the Board in the future. f) Development - Women s league structure and development next year currently being discussed. - Trinity Schools programme has folded however, in September it may be re-established. - Recommends LS purchasing pop-up goals. 8. AOCB a) Events Meeting - OB expressed the necessity to have a day meeting to plan the events calendar for the season. It was agreed this meeting would take place one weekend in June. b) SportsAid Scotland - OB stated he had been approached by SportsAid Scotland about funding for junior teams going abroad. He agreed to pick this up with AST and the new Men s Director once confirmed. 9. Actions a) Chair - Work with AST and new Men s Director regarding the SportsAid Scotland Funding. - Approach the Men s Director Candidate. - Advertise the other director vacancies before the AGM. - Discuss the strategy update with the Partnership Manager. - Approach previous treasurer to obtain required documents for the current treasurer. - Work with DM to develop a Finance Policy. b) Treasurer - Obtain paperwork from previous treasurer and become the accounts primary user. - Ensure that the accounts submitted to the accounted were processed successfully. - Work with OB to develop a Finance Policy. c) Women s Performance - Work with OB and new Men s Director regarding the SportsAid Scotland funding. - Develop coaching succession plan for junior and senior national squads. d) Development

5 - Meet with ASZ regarding potential club start-up and schools development. - Work with mixed league manager regarding the development of the league e) Participation Officer and Administrator. - Meet with AR regarding potential club start-up and schools development. - Child Protection website tab to go live. - Make any chances to February s Board meeting minutes required. - To present Active Schools data at future Board meeting - ASZ to progress development of clubs at SRUC and in the Scottish Borders