Chairman’s Mid-Year Report Nov 09
A mid-year report
From the Chairman of the British Kendo Association
11 November 2009
Abbreviations:
- NC Â Â Â National Committee
- BuECÂ Â Â Bu Executive Committee
- DRC Â Â Â Dojo Representatives Committee
- DRÂ Â Â Dojo Representative
Contents
- Introduction
- What are the major issues of the year ahead?
- Central Services costs
- Subscription Fee-setting
- Bu budgets
- Dojo Representatives Committee (DRC)
- Online facilities
- Significant Medical Issue policy
- Website improvements
- Child protection and vulnerable persons policy
- Email communications
- The past year
- Tribute to our “founding fathers”
Dear BKA Members,
1. Introduction
When I sat down to write this report I made a short list of the things that are happening to the Association. What emerged from my “short list†were the general themes of “transition†and “member contributionâ€.
I had thought to write about the numerous events and opportunities for training in all arts throughout the year etc. Certainly, from an inspection of the calendar it is clear that members continue to enjoy access to numerous events as well as their normal weekly training. This is due to the efforts of the Bu and we are grateful to the senior members of all Bu for the gift of their time, energy and expertise. We are also grateful to the many members of our National Squads in all three arts and their management teams for their devotion and hard work in training and representing our Association in foreign competitions. I know that they often sacrifice much of their personal lives in order to represent their country.
The transition from the old to new constitution has been relatively smooth to date and the NC has focused on establishing the central functions of the Association. Alongside this each Bu has focused on delivering the development functions of their discipline.
At the time of writing this report the new constitution (1) has been in operation for only 5 months and we have been somewhat occupied with trying to transition from the old to the new structure. However, we are in a process of transition in other ways too e.g., email communications, the website; online facilities, NC and Bu budgeting for the year ahead; member influence via the DRC.
(1) have a look on the web for the new constitution at here. This is what protects you from an “over zealous†administration.
Apart from the usual transition learning curve, there are several major changes or initiatives afoot within the Association. Members have been able to contribute in a number of key areas (see below) and I sincerely hope that the new, more accessible Association will encourage more members to contribute to our Association. These include the Central Services costs, subscription fee-setting policy, Bu budgets, coach insurance, DRC, online facilities, medical policy, website improvements, Child and vulnerable persons policy and email communications.
3. Central Services costs
For the first time that I can remember members can see the Central Services budget in a simple and easy to understand format. This will be posted on the BKA website and will be in the BKA newsletter. The central costs of the Association are what it takes to run a National Governing Body and are in-line with previous years. Approximately 85-90% of these costs are “pre-determined†e.g. insurance, banking, audit, AGM, printing of reports, EKF subscription, coaching costs. About 10-15% can be said to be “discretionary†e.g. meetings, mileage, room hire etc. Developments in online facilities (see below) should help reduce these costs – if members use the new facilities. In addition the NC is making greater use of internet-based debating and voting to reduce meeting costs.
4. Subscription Fee-setting
The introduction of “ring-fenced†accounts for each Bu (from 1st Jan 10) highlighted the need to look closely at the way the Association derived income from subscription and then used this to finance all its activities. After some considerable discussion within the administration of the Association (NC and BuECs), the three BuECs (Kendo, Iaido, Jodo) unanimously opted to radically change the way in which the subscription fee is calculated and allocated. They no longer wanted the existing “flat†rate system (whereby every member paid the same overall membership fee and this was used to finance all Bu activity from a central account). The three Bu would prefer a system whereby the member pays a fee for Central Services i.e. a “core membership fee†(to cover insurance, banking, audit, etc) plus a separate fee for each art practised. The amount of fee per art is to be based on the budgeted income and expenditure of each Bu and may thus be different for each Bu. The NC has accepted the Bu recommendation for a new subscription structure. However, in order to protect the membership this acceptance includes provision for the NC & Bu budgets to be published, debated and approved by the DRC and membership in the period before it comes into force. A formal presentation and ballot will be included in the NC/Bu AGM agenda.
Since the next AGM will be too late for member approval of the new fee setting policy for 2010, the NC has used its “special powers†granted at the 2009 AGM to override the current constitutional provisions for fees. The necessary changes to the constitution will of course be put on the agenda of the next AGM for ratification or otherwise by the membership.
Your Bu have elected to adopt this subscription fee system because they see a number of advantages to you, the member. These advantages include greater freedom and autonomy for each Bu in developing their art (subject to member approval); it fits the new structure of the Association very well; it will enable the differential growth of each Bu without unduly affecting the other Bu; it will reward the more efficient Bu by using ring-fenced surpluses to be used to develop the art or reduce future subscription fees.
You will shortly receive the specific details of fees with the membership renewal letter posted to each member. These will also be posted on the website.
5. Bu budgets
The NC and Bu will soon publish their budgets for 2010. These will be available on the website for members to examine and comment on. This is the first time (that I can remember anyway) that members have been informed of the finances of their Association in this way. Budgets are monetary expressions of policy. Members may comment upon and advocate change to the policies and budgets via the DRC and the AGM.
It should be remembered that the Bu have complete autonomy in developing their budgets. The role of the NC is merely to ensure that the budget is produced to a certain standard, published and debated by the members of the Bu in accordance with the constitution. Mechanisms are in place for members to contribute to the development of Bu budgets e.g. via their Dojo Representative.
6. Dojo Representatives Committee (DRC)
The Kendo, Iaido and Jodo Dojo Representatives Committees have been established and have begun to contribute significantly to the policies of the Association. DRC debates have been held in all Bu on issues of importance and their views used to formulate policy. This is in line with the philosophy of the new constitution, which enshrines members’ rights in a number of key areas. Thank you DRC Chairmen for volunteering for the posts.
7. Online facilities
The Association is most fortunate in having a new online member & event management system (in development) (2). Members will be able to register with the system and then maintain their own membership records, renew membership, make online payments for annual subscription and events such as gradings and seminars. Dojo leaders can maintain their dojo details and check on current membership etc. I most strongly recommend that you make full use of this facility, since this will improve our internal efficiency and reduce our external Services costs (outsourced mailing etc). The cost of this system has been kept to a minimum (well, zero, actually) since it has been developed by a member – to whom we offer our thanks.
(2) Have a look here
8. Significant Medical Issue policy
The Association has introduced a policy for handling significant medical issues. This policy is based on the premise that it is the responsibility of the member to declare any significant medical issues to the dojo leader (and on the membership form) and that the dojo leader has the right to accept/refuse dojo membership on the basis of medical concerns. Resources have been put on the Association website to assist the member and dojo leader in this process. Please have a look at here. Thank you medical issues team.
9. Website improvements
There have been tremendous improvements to our website. We are fortunate to have a group of members who are fantastic IT specialists and who devote a great deal of time and energy to developing and maintaining the website. It is now actually a “nice†place to visit! Please take a look and use its facilities. Please see www.kendo.org.uk for the home page and http://kendo.org.uk/resources/ for a comprehensive list of the policies and resources available to you. Thank you IT team.
The IT team are developing discussion forum facilities for a number of topics etc. Please try to use these. The sentiment of the new administration is that freedom of speech is your right, guaranteed by the constitution. Please exercise that right.
10. Child protection and vulnerable persons policy
We have formed a group of specialists in this most important field of Association responsibility with the aim of reviewing the Association policies in this area (3). However, this group has yet to begin its work – due to the lack of a Chairman! I am the temporary Chairman, but have not had the time to attend to this area –for which I apologise. I should be grateful if someone would volunteer to take the Chair of this group and get the work going. The group consists of extremely well qualified members – all they want is someone to Chair. Any volunteers? Thank you specialist protection team.
(3) Have a look here.
11. Email communications
The new constitution makes provision for the use of emails as the default means of communication with members. We will, of course, retain snail-mail for those who elect not to receive emails or do not have an email account. The use of emails significantly reduces our running costs and speeds-up communications with you. I should be most grateful if you would give the membership secretary your email address and keep it up to date (if you have not already done so). You can update your email address and other contact details online!
The IT team also offer an email news update facility. You just have to “sign up†and you will get a daily update of what’s new in the Association.
Have a look here … www.kendo.org.uk top right corner of the home page.
12. The past year
All of the above relate to our future. The “past†year has also been significant.
This year was a significant one for Kendo members in that we said a sad farewell to Matsumoto sensei, who had completed his tour of duty as National Kendo Coach. Matsumoto sensei had made a significant and long lasting contribution to the development of British Kendo and we shall miss his presence in the UK. We wish him every good fortune in Japan.
This year was also a significant one for the Iaido and Jodo members. The latter celebrated the 30th anniversary of Ishido sensei’s contribution to the development of these arts in Britain. A special seminar and taikai were held in Ishido sensei’s honour in Brighton.
13. Tribute to our founding fathers
It is probably time we also celebrated the contribution of our most senior British members from all Bu. I wonder if we appreciate the depth and longevity of British talent we have at our disposal? In Kendo, Iaido and Jodo we have members who have given over 40 years each to the study and development of our arts. These members have been at the forefront of the arts, not only in the UK, but also in Europe. They were also instrumental in the embryonic development of our arts in many European countries. I have been witness to and beneficiary of their contribution for the last 35+ years (a mere boy, I know!) and I would welcome suggestions as to how best to pay due tribute and honour to these founding fathers.
14. Conclusion
The new structure established the NC to handle central functions and monitor the activities of the Bu. There have been, and will be, adjustments to make in the relationship between the NC and Bu as we learn and as different situations emerge. I estimate that it may take up to two years to fully achieve the new structure, but given that we have moved so far so fast it may be considerably less.
The new more democratic approach to our Association is already working in practice. I dare say there may be a few “bumps†along the way, however, I am confident that as long as we all share the same vision – of a more open and welcoming Association, through which we enjoy our arts, we will achieve all the necessary changes to the benefit of all of our members. I hope that the year ahead will also continue to be one of significant “member contributionâ€. We are a relatively small Association, but we have a deep well of talented people in almost every skill area that we need. I do hope that more members will feel able to contribute in some way (no help is too small) towards a happy and successful Association.
I wish you a very Merry Christmas and a Happy New year.
Errol Baboolal Blake
Chairman, British Kendo Association. 11 Nov 2009
chairman@kendo.org.uk
Appendix
Use of “Special Powers†by the NC
The 2009 AGM gave the NC “Special Powers†for one year to change the constitution in the light of experience on condition that such changes were reported to the 2010 AGM and put forward for member ratification. The changes will be presented with proper wording and amendments to the relevant Articles at the 2010 AGM. However, a brief summary of changes to date is as follows:
Item 1
Add Article 16.10
16.10 Members’ grading clock shall start from the date of first joining the Association as a full or temporary member.
Item 2
Changed the terms of membership to cover Association property (charges made to transport and store and the return thereof) by officers and members. Upon membership renewal members undertake to transport, store and care for Association property free of charge. Charges may only be made when agreed in writing with the Bu and countersigned by the NC Treasurer.
Item 3
Changed the fee-setting policy from one of a “flat rate†fee for all members to a “variable rate†depending on Bu budgets. Relevant changes will have to be made to Articles 8, 9, Appendix 5, Byelaw 2 etc.
Fee-setting Policy
1. The membership fees for the Association shall be calculated by adding together the separate budgeted fees for the various branches of the Association (Central Administration and the Kendo, Iaido and Jodo Bu).
2. The member pays the central funding fee plus the fee for each of the Bu to which they belong.
3. The fee for each Bu may differ depending on the budgeted expenditure for the coming year.
4. The budget and estimated fee for the NC and each Bu must be published before the AGM at which member agreement or otherwise will be sought. This year is an exception since we are in transition from the old to the new structure.
5. The budgets and estimated fees are subject to consultation with the DRC before presentation at the AGM.
6. The budgets must be in sufficient detail to allow the membership to understand the nature and distribution of expected income and expenditure.
7. The income from ancillary subscription and fees e.g. late payment fees, Temporary membership, coach insurance etc. shall be allocated to Central Administration.
8. The timing and development and consultation process for the budgets shall be detailed in the byelaws as appropriate.
Item 4
Asked the Kendo DRC to hold a vote amongst Dojo Representatives to approve/disapprove a Kendo BuEC request to have a special £10 levy, in addition to the basic fee. This was instead of the required membership vote at an AGM/EGM due to the need to make a decision before the next AGM.
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