RSCDS Annual Conference Weekend – 2007
Members’ Forum - 3rd November
In the light of comments on the Forum, some clarification is needed.
After the 2005 AGM weekend, Bristol had proposed a different format for the Branch Forum, but presumably because of the greater membership involvement, which was the intention behind the suggestion, the discussion item which had been for members, “The Floor is Yours” and the Branch Forum were subsumed in to one gathering. This was given the title “Members’ Forum” for its first outing in 2006. Bristol, in view of the new title, felt strongly that it would be of more value to the Society if it was truly the views of the Members and not taken as an opportunity for a Branch lobby. If a Branch has an issue it should normally be raised with the Board/Committees as and when it arises, not saved up for discussion at a plenary gathering.
We specifically asked that Branch secretaries drew the request for topics to the attention of the membership. Hence the mixing of members to different tables, and our reluctance to be too detailed in publicising the topic content. The fact that the majority of the very few suggestions for topics came in well past the requested deadline, which was notified in plenty of time, was a further factor.
The Forum is only facilitated by the Society. The intention is that it is organised for Members, by Members, not by the Management Board or Committees. It is informing, not directing, the management of the Society. Having run it in 2006 and now fine-tuned it in 2007, Bristol Branch is now handing it on for someone else to organise.
The following is a transcription of the reports from the tables. There were fifteen tables, and just over 120 members attended.
There has been only the lightest of editing for clarity, otherwise it has been left as submitted. xxxx indicates where the handwriting was unclear.
Thanks are due to Peter Wright for chairing the Forum, as well as transcribing the returns, and to other Bristol Branch Members for their support.
TOPICS AND THE CORRESPONDING OUTCOMES FROM tables.
TOPIC 1 FINANCE
This is about the “comfortable” financial position of the Society and the probable advent of ‘rainy days’.
Bristol Branch was a bit wary of using this topic since it is the subject of an AGM motion, but we thought that it might start parallel thinking about the matter and would not subvert the function of the AGM. Hence the original submission has been turned around to a more creative query.
Should its level (amount) be determined by (a) reference to other similar organisations, or (b) linked to inflation, or (c) driven by specific future activities, and (d) governed in some way by the amount of reserves held?
2. Do we support individuals who are starting the dance experience sufficiently - for instance, are we spending Miss Milligan’s fund fast enough?
Note: The following have been derived from the Society Accounts, by Bristol Branch, to give a general background without a welter of figures.
The drop in membership from 2006 [16728] to 2007 [16350] was 2_%. The 2006 figure was a drop of 5_% from 2005.
The losses that the Society has incurred in the last two years have been about the same each year, approximately 4% of income.
In round figures, without any action to change the situation, the difference between our liquid assets and the reserve figure will have been virtually completely eroded within five and a half years. If the Society wishes to improve or increase services to members, it would appear that rate of erosion could be very significantly increased.
The Jean Milligan Memorial Fund stands 0.6% above last year, having paid out nearly £12,000 in the year.
‘FINANCE’ OUTCOMES
TABLE 1.
It will be difficult if not impossible for some branches to accept an increase in fees, and this is in part because there has been insufficient advance warning of the increase.
It was also suggested that:
Table 4.
1. Subscription level:
a) reference to similar orgs _ use as a guide;
b) Yes (taking into account points (c) & (d) i.e. financial needs of the RSCDS.
N.B. To “keep going” the Society must ensure that it has sufficient reserves.
2. Branches should encourage dancers. - HQ should make Branches more aware that funds from JMMF are available.
Table 5.
The subscription should be at a realistic level compared to other organisations and linked to inflation, with better use of designated funds within the Jean Milligan fund should be made.
The presentation of accounts should be made in a descriptive manner acceptable to members.
Table 6.
The society should aim to operate within it’s income:-
NEXT STEP Income raised by:-
1) Subscriptions
2) Grants
3) Donations
4) Raising money from ticket sales etc
OR Reduce expenditure
Table 11.
Proposed subscription realistic and should be implemented and thereafter be increased with inflation. There is a lack of understanding of the use of the Jean Milligan Fund.
To facilitate members (and) Branches understanding of the finances (and) their usage by producing a ‘Source and uses of funds’ statement and to publicise the availability and usage of the Jean Milligan Fund.
Table 12.
Huge dissatisfaction with staff and systems at Headquarters.
Want more transparency in how money is spent.
Suggest positive steps are made towards collecting gift aid.
Table 14.
We accept that an increase is necessary but:
1. Issue of wastage - e.g. multiple copies of magazines.
2. Issue - not so much the increase in membership (fee) but it’s a sudden increase.
3. Do we undervalue the services we provide? Better pricing policy would raise more income.
4. Issue - not knowing why increase is required.
Table 15.
1. Subscription should be based on the benefits it provides to members, and determined by all relevant factors.
Next step - communicate to members - what is their subscription used for - and what benefits they get from it.
Annual review.
2. JMMF and support to new dancers, Sufficient support is available - if you know where to get it from => communication.
TOPIC 2 SUMMER SCHOOLS, WINTER SCHOOLS, FLINGS
This item is about the purpose of our large dance gatherings, prompted by a member’s question:
“What is the purpose of Summer School and does it or the Linlithgow Scotch Hop do more for Scottish Dancing?”
Other comments have been made which might spark discussion and generate some lateral thinking:
1. Can we think about the schedule for Summer School in the light of the following points:
a) Too many or not enough events on at coincident times - i.e. other local dances at the same time as the School’s.
b) Too much thinking required for the programmes of dances - why not have two halls in use, but one where the dances are recapped and the other where they are walked?
2. Thinking of the percentage of members attending, are these at all exclusive - what would happen if you could not attend in consecutive years?
3. “Is the Society, at all levels, prepared to change so that it can market itself and attract young people?” What are the differences between the three events?
‘SCHOOLS’ OUTCOMES
Table 7
We support the distinct function of the 2 schools (i.e. the more structured approach) & the inclusion of the Spring Fling in promoting & harnessing the interest of youth
Ensure that the Society imp[implements the “good practices” that exist in other world-wide SCD activities are brought into these structured activities - a transxxtion needs to be made !
Table 13.
Bigger discounts for young people (prices more in keeping with Spring Fling) up to age 25; people who don’t get a place at a school one year should be guaranteed a place the following year (particularly at Winter School)
TOPIC 3 PUBLICATIONS
This item is about the dance information we publish and is the result of several submissions.
First, think individually and list the sort of items that you would like to be able to get from the Society in printed or electronic media form. Then pool these ideas and record this on the green report form.
Now for specific submissions:
1. This year’s publication of three Foss dances has again high-lighted how unsatisfactory is the subscription book system recently: what should the Society’s policy be in the future regarding publications? Why publish anything?
2. In general, why do we publish dances that are currently published elsewhere - wouldn’t it be better to have the original publications available.
3. Some find the ‘Pocket Books’ useful - how could the Society publish aide-memoires in some form, or on-line?
4. Last year’s Forum suggested that we could use professional people in marketing and other fields, so why not set up effective working links with the likes of SNDC at Reading, and Highlander Music at Inverness?
‘PUBLICATIONS’ OUTCOMES
Table 2.
The Society needs to use more of the internet with regards to the publication of dances, perhaps in the members’ area.
The Society needs to publish a book (either annually or b-annually) of dances devised in other areas of dances that are not universally danced elsewhere.
The Manual could be published electronically in the members’ area - would be better if there are any amendments.
Table 4.
1. Why publish? MUST - see Aims and Objectives of Society Constitution.
2. Useful, as popular dances get put into standard terminology.
3. Make dance instructions available online - but not aide memoirs.
4. Item belongs to ‘Publicity’ - not ‘Publications’.
FUTURE. Magazine always late - needs a strict timetable. Make available online (for anyone to read).
Publish guidelines on legal requirements, health & safety, etc. (Ed: = “Procedures” ??)
(HQ check with TAC, ATA, etc but local branches have some guidelines for their countries/states)
Table 8.
Future publications should be available in electronic format and should include three options: words only, words + music, the music only; “pocket books” are essential and should be collections of, say, “favourite dances”, “children’s/beginners’ dances”, and should include dances from outside sources, published as required (ideally membership driven)
The Society should compile a database of all existing publications.
This could be achieved in collaboration with SNDC, TAC, Highlander music, etc., and should provide the option of hard copy or electronic versions of the dance books in the membership pack.
Table 10
1. There should continue to be regular 2 yr. publications of dances with original music particularly as dancers enjoy participating in the preparation of dances for the (xxxx?) books.
2. Continue distribution Scottish Country Dancer but some overseas dancers should receive it in a format that can be translated.
TOPIC 4 PUBLICITY
This item concerns submissions about publicity for our activity, not our publications.
1. “It has been suggested that the Society professionally produces a video/ DVD designed to encourage Primary School children to take up Scottish Country Dancing. This would not be a teaching aid, more an advertisement for Scottish Country Dancing, emphasising the fun that can be had from dancing and illustrating to what it can lead by way of demonstrations, participation in Festivals and Competitions etc.”
Please consider, for example, the value of such an item to the Society, what should go in to it, how much of a market it might enjoy, how it might be marketed and include any other recommendations of your own with respect to this idea.
This might result in something of a constructive 'brainstorming' session, and might just throw up some other ideas for consideration.
Alternatively if existing productions cover some but not all of your ideas, they might be suggested for inclusion in a future revised edition, with a timescale for the new edition also being one of the items to discuss.
2. “Dance Scottish Week was a valuable opportunity to publicise Scottish Dancing in all its forms. (Should we) make Dance Scottish Week an annual event?” When would be the best time of year to hold this? Do you have any suggestions on the format?
3. “Weekly summer dances are generally not “user-friendly” and Society and Branch anniversaries take place behind closed doors (with some exceptions).”
PUBLICITY OUTCOMES
Table 1.
Yes, a DVD fronted preferably by a male celebrity/ pitched for children with suitable back-up for teachers.
Other suggestions for wider publicity:
Introduce classes at different times of the day as appropriate for local area;
3. consider use of Canadian Dancing Publicity;
4. greater participation in Folk Dance festivals;
5. RSCDS be included in Winter Festival activities, as suggested by the First Minister.
Table 3.
We welcome a DVD for schools & would like something similar for adult newcomers.
Dance Scottish Week was an excellent initiative and should be repeated, but with more publicity available much earlier and aimed at non-dancers. The “week” should be extended to suit the needs of local classes.
Table 11.
Not too keen on DVD but we want to emphasise the fun and participation element rather than competition.
‘Dance Scottish’ a good idea but timing probably wrong.
There needs to be greater co-operation between HQ & Branches on publicity.
Table 15.
Widely available publicity suitable for world-wide use is required.
(Professionally produced to high quality).
Carefully targeted for all age groups (different for different age groups)
Focus on music (HAPPY MUSIC - use it) and “Tartan” for a positive “Scottish” image. Scotland is a strong brand outside of the UK - use it.
Need better communications (professionally run)
TOPIC 5 VISIONS
This collection of queries involves the image of the Society, and its future purpose.
Initial thinking and discussion:
Do you know the stated purpose of the Society? Is this still valid in view of the achievements it has realised, and the changing social climate?
Some specific submissions to think about in a visionary way:
1. Has Scottish Dancing suffered from a Society that promotes itself as an international organisation and dancing as a keep-fit activity?
2. Is the Society at all levels prepared to change, or need to change, so that it can market itself and attract young people?
3. Should the Society be doing more than teaching to promote dancing?
4. Teachers say teaching is of a high standard, which may or may not be so, but if membership is down and there are few young people joining, something is wrong!
5. Should ‘non Branch members’ be recognised and kept informed? (E.g. as in consultation about changes and reports of Conferences)
‘VISIONS’ OUTCOMES
Table 2.
The Society needs to do more to promote dancing nationally (e.g. articles in the national press / weekend supplements) and needs to consider the negative image that Scottish Country Dancing may have amongst younger people (i.e. something that your granny does) Needs more sophisticated marketing techniques (to) emphasise different aspects to different people.
table 3
Aims and objectives are still valid, not only in Scotland, but internationally. To do this in the future, we need to keep managing the archives and continue publications and market SCD as a social pastime across all age groups. However, we do have to guard against overcomplicating which will dissuade newcomers to the Society.
Table 5.
We should aim to create and maintain a non-elitist image especially emphasising the social aspect of Scottish dancing.
We should attempt to communicate with people outside the society.
Table 6.
Our vision:- Promote the activity as a means of enjoyment and as a result of that enjoyment the society will flourish
NEXT STEP promote - 1) Friendship and fitness
2) Branch activities to encourage dancers in their area
Table 7.
Our view is that we are still in transition - from elitism to inclusion - promote the enjoyment of the dance, which will encourage teaching
Promote/Support mechanisms to support different types of activities i.e. target teaching: Value achievement levels and interests - Balls, social dancing, easier dances, etc.
Table 8.
We are still in the journey to modernising our image but need to aim at greater inclusivity, particularly in encouraging families and stressing the fun of dancing - as well as counteracting misconceptions about SCD
* HQ should develop resources that will help Branches to attract new members.
Table 9.
Don’t be complacent.
Get out & spread the word - people + politicians.
Encourage non-members - disseminate information.
Action: Seminars + CPD for teachers.
Table 10.
1. The Society has not suffered for nothing if as an international organisation there should be more emphasis on the social aspects and diverse activities of the Society.
2. We should make more effort to communicate with non-members so that they are aware of all the services and all events available.
Table 12.
To build on positive steps to make the Society accessible to all abilities, levels, and nationalities.
Build on keep-fit mental and physical. Produce leaflets for doctors’ surgeries.
Being friendly and welcoming.
Table 13.
Split the Youth Director’s role into a Schools Co-ordinator (5 -15) and a Youth Co-ordinator (16 - 30)
Use Marketing Officer to get higher profile; use opportunities to raise profile by contacting media + lobbying relevant groups e.g. Scottish Parliament
Topic 6 THE AGM WEEKEND AND THIS FORUM
This is about the use of the time at the AGM weekend other than for the AGM itself.
Bristol will not run this Forum next year. The reaction from last year was very positive towards the format. Hence it is timely to rethink its purpose and format:
To prime a discussion, here are some queries and suggestions we have received:
1. a) Is the Forum a good way to involve members in creative thinking about the Society and its development? What alternatives are there which would allow maximum participation?
b) How do we best follow up the outcomes of such discussions?
2. a) Rather than two BIG dances, why not use every Hall in the Town for events and dances after the Edinburgh Festival fashion?
b) Do we need to have teaching classes at the AGM weekend - couldn't we have lots of interesting functions both days instead of the teaching class?
3 Should more be made of the AGM weekend?
‘Agm etc’ OUTCOMES
Table 9.
Forum is a good way to obtain ideas & feedback.
At this time it is the optimum solution.
Action:
Topics need earlier publication for discussion by branches.
Facilitate international input.
Current format appears good.
(continues…Table 14)
Table 14.
1a Yes - not really any alternative we can think of. Topics should include more on actual branch practice + issues e.g. tackling local recruitment of members.
1b As at present - plenary + follow up by HQ.
2a Important that weekend remains as a single focal point to meet people + socialise. we live in world not want to see fragmentations.
2b Teaching classes should be an option but could also include non-teaching social dancing/ workshops/ outings and functions for non-dancing spouses etc.
3. Yes. But how?
Needs to be promoted more as a weekend of activities rather than the AGM weekend.
FREQUENCY OF ITEM DISCUSSIONS
Tables’ choice: Finance 8
Summer School etc 2
Publications 4
Publicity 4
Visions 10
AGM weekend 2