Personal tools
 
Document Actions

Minutes of Council Meeting 01 Oct 2007

Minutes of the Council Meeting held at Denison Barracks, Hermitage on
Tuesday 1 October 2007

Present:
Peter Walker                    Chairman
Patrick Pagan                      President
John Knight                      Vice Chairman
Roy Wood                         Hon Treasurer
James Prain                        Membership Secretary
David Wallis                      Events Coordinator
Alan Gordon                       Editor Ranger
Tony Keeley                      Hon Secretary
In attendance:
Mike Nolan
1.       Apologies for Absence. Apologies were received from:
Carl Calvert Yo Hodson
Shaun Jones
.
2.       Confirmation of the Minutes of the Last meeting.   The Minutes of the Council meeting held on 29 Jan 07 were approved with the following comment: Para 11 Delete 'universal' and insert 'unanimous'.
3     Matters arising not covered by the Agenda.   None.
4.     Finance. The Hon Treasurer tabled his report for year 06/07 and for Apr 07, attached, but the main points are as follows:
a.       Treasurer' Report. The Treasurer presented the following which are attached:
(1)                Report as at 1 Oct 07.
(2)                Income & Expenditure Account as at 28 Sep 07.
(3)                Budget forecast.
b.     The following other points were made.
(1)                The account can sustain £2000 per year for prizes which would allow for the standard prize for each category with the possibility of 2 extra prizes.
(2)                The DSA is providing banking facilities for the ASC Reunion but this will be cleared before the end of the next audit period.
(3)                In conjunction with the Membership Secretary, efforts are being made to maximise members subscribing to gift aid.
(4)                The allocation of up to £10000, one off, for specific projects remains viable.
b.     Proposal for Use of Excess Funds. Proposals submitted to date were tabled and are attached. The Council discussed options as follows:
(1)                       Serials 1 & 2. These will be amalgamated. If this was to be taken forward proactively the DSA would react to bids and hence there would be a need to publicise.   However, it was considered that it would be premature to advertise in the public domain at this stage as maintenance of a fund to offer this type of support on a regular basis might not be feasible.
(2)                       Serials 3, 4& 5. These will be considered at the next meeting. There is the possibility of sponsorship for Serial 4, a project that Alan Gordon and Yo Hodson are keen to pursue.   Alan will continue to develop ideas in conjunction with Yo and Chris Nash, providing a costed proposal at the next meting.
Action: Alan Gordon
(3)                       Serial 10. This will be removed and considered as part of the general budget should it be necessary.
(4)                       Serial 11 & 13. Withdrawn.
(5)         Serial 12.   This is likely to be taken forward and the timescale for display at the ASC reunion dinner is realistic. The £1200-£2000 would be the DSA contribution. John Knight will investigate further.
The Chairman will take forward with the Comd on his return for Corps funding.
Action: John Knight and Peter Walker
(6)         Serial 8. This would be confined to Mil Svy and not consider national survey assets. This serial will be taken forward, the initial stage being that of cataloguing. Afternote 1: CO 42 Engr Regt (Geo), Lt Col Rupert Dash, provided a note on this option immediately after the meeting which stated:
1.      Following the Defence Surveyors Association (DSA) event in Hermitage earlier in the year and the recent Royal Engineer Association (Military Survey) AGM, I am of the opinion the heritage of military surveying is in danger of being lost. It has always operationally relevant and similarly puts the history of the period concerned into context. I feel that it is important that this is retained in some form of museum and accordingly seek the DSA's assistance.
2.     The collective history of military surveying is without question rich and historically relevant. Whether it is the roles of the field survey companies, the intimate association with the Ordnance Survey, the activities of the Defence Geographic Centre or our participation in the development of Royal Artillery sound ranging, it has always been executed under the auspices of the Royal Engineers. We have currently reached a cross roads in our history where the impact of computer technology has all but seen the demise of highly our traditional technician trades; predominantly manual albeit highly technical ones. We must recognise that amongst those currently serving there is now very little corporate knowledge of or association with how we operated in the past or what we achieved. However, we are very much a family and genealogy is an essential element of our organizational identity.
3.                    I have discussed the issue with Commander Intelligence Collection Group (ICG) who is very supportive of the concept of a museum being established when we relocate and reorganize at RAF Wyton. I have also discussed the issue with the Corps' Engineer-in-Chief (E-in-C) who agrees, in principle, that this could be an extension of the Corps Museum. The DSA has demonstrated that it has the expertise and the corporate knowledge to support this initiative. I should therefore like to solicit the Council's support to scope the project and request it be discussed at the next Council meeting. As a start I would suggest that the following activities are considered:
a.       A review of our history and identification of all key equipments and instrumentation used.
b.       An audit of what instrumentation and equipment (current and historic) is held by all RE Geo units, JARIC, the DGC, the RSMS and the Corps Museum.
c.       A historical review to identify artefacts to illustrate organizational activities in historic context.
d.       Through engagement with the RE Museum, establish the protocols and procedures under which an extension of the Corps Museum could be established and operate.
Afternote 2. A meeting has been convened on 18 Oct at 0900hrs in the Chairman's office to carry forward a plan for cataloguing. The following will be in attendance: Peter Walker, Roy Wood, Mike Nolan, Alan Gordon, Tony Keeley. Action: Peter Walker, Roy Wood, Mike Nolan, Alan Gordon, Tony Keeley
5.                    Membership Secretary's Report. The Membership Secretary stated that the current membership was 181 full members and 5 Ex Officio members.
6.                   Ranger.
a.   Advertising. This is going well with 9 advertisers. DGI 2008 are keen to have a banner and website link and also an email shot in the first week in December.

b. Copyright. Alan Gordon reported that MOD photographs requires a copyright fee of £50 per photo. If all photos used in Ranger are MOD copyright the cost of Ranger production would increase by approximately £1300 per issue; however, photos may not be owned by the MOD and in such cases the DSA will need to seek authority from the owner for their publication. The Chairman will discuss with Sue Farmer and Stuart Haynes at DGC. Production of the current addition will go ahead but the cover design, currently a collage, will be re-designed. Afternote 3: The soldier shown on the cover (LCpl Erasmus) has given permission for the DSA to use his photograph of him on operations. Action: Peter Walker

7.     Report on Recent Events.

a.   DSA 80th Anniversary Seminar - 2 Jun 07 (Hermitage). The event went well. No CD was produced.
b.   DSA AGM - 28 Jul 07 (Middle Wallop). The event including timings went well.
8.     Future Events/Activities.
a.   Visit to RM Submarine Museum - 13 Oct 07. This going ahead but there are only 14 applicants including wives.
b.   Apsley House - 01 Mar 08. This will be combined with a visit to the Wellington Monument. Suitable catering arrangements are still being investigated.
Action: David Wallis
c.     Historical Mapping Seminar.    Two seminars are planned for next year. Dave Watt is organising a seminar at Hughendon Manor on 3 Apr 08 focussing on Medmenham and SPC. FIG will organise a seminar on 18/19 Aug 08 focussing on historical mapping including colonial mapping. It is therefore intended to hold a further seminar at Hermitage in Jun 08, midway between theses events.
Afternote 4. A date for the Hermitage seminar has been fixed for 21 Jun 08, with all conference facilities booked for 20/21 Jun 08. Action: Mike Nolan
c.     AGM Brooklands - 19 Jul 08. This will be organised on similar timings to this year's AGM.
Action: David Wallis
d.     Events Coordinator. As David Wallis' final event will be next year's AGM the Council will need to consider how events will be organised thereafter. The Chairman and Secretary are content to organise future AGMs with a possible option of Council members taking turns to organise other events should there be no successor found as Events Secretary.
9.          Website Development. A prototype website is up and running. John Knight undertook to put together a worksheet. The website can go live quickly and a decision needs to be taken soon to avoid further payments for the existing website.
Action: John Knight
10.    Charity Commission Business. The following observations were made reference the draft Constitution:
a.   Life Members will be retained but no mechanism included to allow for a lump sum to be paid for such membership.
b.     Reference to Associate Members will be deleted.
c.   The Treasurer presented a summary of the Charity Commission guidance on investments which is attached. Currently the Charifund units are in the name of the DSA. As an unincorporated charity this does not meet the current Charity Commission requirements. The consensus was that the DSA should apply to the Charity Commission for Incorporation.
e.   The Chairman will amend the draft Constitution, providing the revised version to the Charity Commission for their review.   At the same time he will seek guidance on achieving incorporated status regarding what actions are required and what changes would be needed to the Constitution.
Action: Peter Walker
11.           Development of DSA Handbook. No further action will be undertaken until the Constitution is endorsed.
12.             Any Other Business.
a.   Sound Ranging Equipment. Mike Nolan reported that he has found the information required. The Sec will
copy and distribute 10 copies as advised.
Action: Tony Keeley
b.   Timing of Council Meetings. James Prain requested a later start for future meetings. This was agreed.
13.    Date of Next Meeting. 14 Jan 08 at 1600hrs in the Commanders Dining Room, Hermitage Officers' Mess. Members would be able to book into the Mess for supper afterwards.
Action: Tony Keeley to book Commander's Dining Room and warn Mess of numbers for supper.


by John Knight — last modified October 23, 2007 21:58
 
Powered by Plone CMS, the Open Source Content Management System

This site conforms to the following standards: