Committee Meeting October 2008

Minutes of the Committee Meeting held on Monday 27th October 2008 at Woodley Hall, Romsey

Present: Jane Field, Tony Peelo, Lynne Whitaker, Liz Slade, Greg Roulston, Nick Berryman, Julia Abab, Gill Callus, Keith Stone, ( part)

Apologies: Paul Bradley

Minutes of last meeting:

Minutes of the last meeting were approved – no action points outstanding.

 

Treasurer:

The Treasurer reported that the current balance in the Club Bank Account is £2435.86. The new account, which has been transferred to Nat West, should be open by the end of this week.
There was a discussion regarding subscription fees for next year. The membership year will now run from 1 Jan – 31 Dec.
In view of the reasonable state of the Club’s finances it was proposed to hold the annual subscription fee at £20 per year, to include the cost of individual affiliation to England Athletics (which was £5 in 2008/9)
Any member wishing to “opt out” of affiliating to England Athletics would need to sign a declaration undertaking not to compete in any fixture held under EA rules. This would entitle them to a £5 reduction in the membership fee.
This proposal will be put to the vote at the AGM.

 

Session Leader:

The Session Leader reported that she was proposing to introduce a sprint session on a Thursday evening, once per month, using the floodlit tennis courts behind Mountbatten School. Cost to the Club will be between £10 - £15 per session, and the aim is to start in January.
She has also introduced two new routes on a Monday evening, to which response has been generally positive.
A new training schedule will be issued in December.

 

Membership Secretary:

The Membership Secretary confirmed that the Club currently has 105 members.

One new member, Linda Brown, was proposed by the Press Secretary and seconded by the Social Secretary.

The Session Leader requested that a sliding scale of Membership fees could be published to indicate what fees would be due from members wishing to join part way through the year – to ensure consistency.

ACTION: Membership Secretary to issue sliding scale of fees.

The Session Leader also reported that Hazel Smith planned to switch to Romsey from Eastleigh as her first claim club

ACTION: Session Leader to contact Eastleigh to ensure they release Hazel as a first claim member.

A discussion ensued regarding the age at which members qualified for Veteran status. It was confirmed that both men and women can now compete as Veterans at aged 35+.

It was also noted that the age group status of some of the members competing in the recent CC6 was incorrect.

ACTION: Fixtures Secretary to update as appropriate.

 

Kit Secretary:

All running smoothly. Some fleeces have been added to the stocks this month and the entire selection of kit is now on the Club website.

Social Secretary:

The Social Secretaries reported that uptake for the Club’s Annual Presentation Dinner had proved disappointing. The price had been fixed assuming at least 40 guests, but so far only 31 deposits had been received, with a cut off date of 30 October for deposits.
If no further deposits were received this week, this would leave the Club with two options:
1) To cancel the dinner and return all deposits
2) To go ahead with the dinner and ask the Club to subsidise the cost of room hire, which would mean a maximum subsidy of £81.
In view of all the effort which has gone into organizing the dinner, and also the need for an occasion when the Club trophies can be presented, the Committee voted unanimously that the Club would subsidise the room hire if necessary.
It was also noted that in previous years, the Club had apparently subsidized the presentation dinner, and that had a subsidy been built in from the outset, it might have been possible to lower the cost of attending and hence attract more members. A policy on this needs to be agreed for future years.
In view of the disappointing response to this event, both Social Secretaries indicated their intention to stand down from the Committee for next year.
The Committee expressed its regret but also its great appreciation for all the work undertaken by both the Social Secretaries during their tenure.
ACTION: Committee to make members aware that a vacancy now also exists for a Social Secretary and to encourage volunteers to come forward.

Press Secretary:

The Press Secretary will be away for 4 weeks in Nov/ Dec and she reported that Hannah White has kindly agreed to step in and cover the role during her absence.

 

Fixtures Secretary:

The Fixtures Secretary reported on the winners of the Cross Country and Pentathlon Awards.

 

A.G.M:

Requirements for the AGM were discussed.

ACTIONS:
1.Session Leader to make copies of the draft constitution available at Club Nights for any members wishing to read in advance ( it is also available on the Club website) with a view to it being ratified at the AGM
2.Secretary to draft an agenda and to make copies available in advance of the meeting
3. Secretary to purchase refreshments for the AGM – tea/ coffee/ biscuits etc.
4. All Committee members to e-mail their reports to the Secretary in advance of the meeting, for inclusion in the minutes.
5. Treasurer to send copy of accounts to Secretary in advance.
6. Secretary to ensure copies of agenda, accounts, and last year’s AGM minutes are available on the evening – Wednesday 12 November at Crosfield Hall – start 7.30 pm prompt.

Club Awards:

A discussion took place regarding the discretionary awards – Romsey Road Runner of the Year ( votes being collated by Social Secretary); Sally Sillence Award and Chairperson’s Award.
All trophies need to be available for the presentation evening.
ACTIONS:
1. Fixtures Secretary to arrange return of Pentathlon trophies from last year.
2. Membership Secretary to arrange Chairpersons award
3. Session Leader to liaise with Treasurer regarding purchase of glasses for remaining awards.

A.O.B:

The Fixtures Secretary gave an update on the Club weekend in Cornwall which has proved very popular – so far 25 deposits have been received. The Committee congratulated him on all the organization which had gone into this event.

A Chairperson is needed to Chair the AGM ( and ideally beyond)
ACTION: Session Leader will try to find a volunteer to chair the meeting

The Session Leader reported receiving 4 rejection slips for the London Marathon so far.
ACTION: Secretary to chase Club Marathon places if nothing received in next fortnight.

 

Date of next meeting

To be agreed at AGM once new Committee has been voted in.

There being no other business, the meeting closed at 9.05pm