Tigaly
Tigaly 2012, Lion France
6 - 9 April 2012
Badminton, Håndbold,
Fodbold og Volleyball
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The structure of Pan Idræt
The Copenhagen Gay & Lesbian sports organisation
How does Pan Idræt work?
Pan Idræt is the Copenhagen Gay & Lesbian sports club. There are just under 20 sports and around 700 members, making it one of the largest such clubs in Europe.
It is organised into different sections for each sport, with one section encompassing more than one sport as these are related – swimming, triathlon and waterpolo.
Note that Kayak and Rowing are not part of Pan Idræt but separate organisations. They are included to show that we work with them and encourage them to get involved in our activities. Many of their members are also our members as they do other sports.
1. Annual General Meeting
As with any association, the highest body is the annual general meeting (AGM) at which budgets are agreed, board members voted in and other key decisions made.
All members can attend and vote unless they have not paid their membership fees.
2. Structure and Vision Committee
In 2011 the AGM decided to set up a special working group or committee responsible for looking into the association’s vision and structure. The committee will report its findings back to the AGM in 2012 with recommendations, some of which will be put to a vote where required. For example, there may be changes suggested which impact the association’s bylaws.
3. Board
There are seven board members – three elected in odd-numbered years, four in even-numbered years so each member serves a two-year term and there is continuity. In addition, two alternates are elected each year.
The board members then elect a minimum of chairman, vice-chairman and treasurer among themselves at their first meeting following the AGM.
The Board meets monthly and also discussed issues on an ongoing basis electronically by email and a closed Facebook group. Less important decisions are taken this way for efficiency.
The Board defines a set of working rules which set out how it will manage its business. These include special authority given to the Chairman to act in emergencies – the Board having to be informed immediately. The Chairman is also authorised to call a Board meeting a short notice if needed.
The Sports Forum elects two of its representatives to serve on the Board. A full complement of Board members is therefore nine people with two alternates. The alternates may attend meetings but only vote if one of the seven members elected by the AGM is absent.
4. Sports Forum
This is where each sports section has a representative so that they can advise the Board – and the Board can also ask the opinion of the members.
Until a few years ago, each section elected a Board member, but as the number of sections grew the Board became too large, and this structure was introduced.
The structure of the Sports Forum is currently under review as part of the Vision and Structure committee.
The Forum meets every two to three months or as required.
5. Membership fees
Every member of Pan Idræt has to pay a basic membership currently 100kr per half year (around €13). Payment is half yearly to correspond with the autumn and spring seasons.
Each sports section sets its own membership fees which can include fees for specific training courses as well as a membership fee.
All payments have to be made online on our website using a payment and admin system licenced from the Danish Gymnastics and Sports Association, of which we are a member club.
6. Bylaws
Our bylaws can only be changed by a two-thirds majority of those present at an AGM.
Our bylaws have to be in accordance with certain legal requirements in order for us to benefit from free use of city-owned facilities such as sports halls and swimming pools. This approval also gives us access to certain subsidies for training, further education and other programmes as decided by the city. We are entitled to apply for funding in the same way as any other approved club.
The bylaws cover subjects such as voting procedures, number of board members, who is authorised to sign on behalf of the club, etc.
7. Sports Sections
The sections are self-governing within the bylaws. They hold annual meetings and elect chairmen, treasurers, trainers or spokespersons. Some are organised more formally than others, usually depending on the number of members.
Each section can use its membership fees and income as it sees fit. Ultimately, it is the job of the Board to ensure that each section is run in a financially responsible manner as the club is one single legal entity.
Each section sends a representative to the Sports Forum.
Many sections are members of their respective national and international federations, e.g. the Danish Football Association, the Danish Swimming Federation, the European Same Sex Dance Association and many more. These are listed on the website http://www.panidraet.dk/About/Forbund .
8. International Collaboration
Pan Idræt is represented by Board members and in some cases members of sports sections at several different European and international federations. These can be seen at http://www.panidraet.dk/About/Forbund . The primary federation we are member of is the European Gay & Lesbian Sport Federation, and the Board usually sends at least two Board members to its Annual General Assembly held the first weekend of March every year.
9. Finance and Administration
In addition to the Board and the sports sections’ steering groups, Pan Idræt pays a professional accounting firm to handle its accounts. At the AGM two members are also elected as auditors.
10. Relations with City of Copenhagen
Each sports section books its own times in sports halls, pools etc. via the City’s online booking system, usually for a whole year at a time. The Board helps where needed. The Board also represents the club at any meetings or workshops we are invited to which are not related to a specific sports section.
11. Relations with other local gay, lesbian and LGBT organisations
The Board represents the club in “CPH LGBT Forum”, an informal working group with representatives from other organisations such as Stop Aids, LGBT Danmark, Pride, MIX (formerly Gay & Lesbian Film Festival) and many others. With our 700 members we are one of the two largest member organisations, the other being LGBT Danmark.
This work leads to joint projects, and we have recently entered into a framework agreement with Stop Aids about health issues, as the Board feels that sport and exercise is crucial to good health and Stop Aids is broadening its work to general LGBT health issues.
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