Minutes of the Annual General Meeting held on Tuesday, 13th November 2007 at Crosfield Hall, Romsey
Present: Julia Abab, David Bibby, Nick Berryman, David Blackman, Paul Bradley, Gill Callus, Kate Clements, Mary Corbett, Wendy Couper, Paul Cutbill, Steve Davies, Anna Duignan, Lindsey Dunford, Steve Edwards, Ellis Evans, Jane Field, Florence Hearn, Penny Jennings, Derek Kelly, Chris Lane, Charlotte Maslen, Raymond Masters (Chairman), David Nixon, David Page, Ruth Page, Tony Peelo, Greg Roulston, Liz Slade, Paul Slaughter, Keith Stone, Lynne Whitaker, Heidi Williams
Apologies: Carol Brunner, Tom Brunner, Andrew Couper, Jeremy Hartley, Bruce Maddick, Christine Saunders, Jo Slade, Lesley Stone, Sarah Thorn, Hannah White
Raymond welcomed everyone to the meeting.
Minutes of the 2006 Annual General Meeting were approved.
Matters Arising:
Jane reported that we are now a member of the Hampshire Road Race League.
Chairman’s Report:
Raymond opened his report by reading out a letter from Iain Cross which read:
“Firstly, I’d like to thank everyone at Romsey RR for their great
support and help over the last three years, especially thanks to trainers Chris
Lane and Jane Field. With my quest to get faster, I have decided to join Southampton
Running Club as I have loads more competition there which hopefully in time
will help me get to where I want to be. Lastly, I’d still like to be a
part of Romsey RR, helping at our Beer Race, RR10’s etc and of course
attending the ‘home run’ events which I am sure you would all agree
are very well organised and the food is absolutely sensational. Another big
thanks to the chefs involved there”.
Raymond said that this year’s Chairman’s Report would be a general
overview of the club’s progress as seen from his perspective and individual
secretaries will put flesh on the bone in their reports.
Raymond looked back over the past year and reflected that it had been a good
year for the club. On the running side, members have participated in a large
range of races, from short ones to marathons, often with great personal success.
The club was able to field full teams in the CC6 and RR10 series of races with
ease, instead of scrambling around to raise a team as was the case a few years
ago.
Many runners are showing considerable improvement in their performances.
Club evenings have been well attended and training sessions are popular and
are going well.
Membership is holding up well. Each year we lose a few members for a variety
of good reasons, but there is a good influx of new members.
Looking at the larger picture, the social side is lively. Both Julia and Gill
have organised social gatherings, as well as the forthcoming dinner/dance.
Home runs continue to be successful and are mainly well attended, although there
was a low turn out for one.
Walks on the Dorset Coast continue to be popular.
Circuit Training continues to be good fun, if hard work too. At times numbers
dip and we wonder if we will be able to carry on, then we get some weeks with
good numbers and, overall, the sessions are just about paying for themselves.
For the first time this year we played a football match against Halterworth
Harriers, and this was successful, apart from the result.
At a political level, i.e. the running of athletics in the country, things are
going through a period of flux. The club inevitably has to take notice of the
goings on to make sure that the best interests of all the members are catered
for. The committee must continue to keep its eye on the ball here to see how
things evolve with respect to clubs like Romsey.
I have thought hard about negatives concerning the club and couldn’t find
any, apart perhaps from the performance of the football team.
I am handing over the chairmanship of the club at this meeting. I would like
to thank all the members of the committee for their commitment in the past,
and they have my best wishes for the future. Thanks are given to those committee
members standing down at this time, especially Wendy for all her hard work over
many, many years as secretary.
Raymond closed his report by saying that he would like to wish all club members
the best for the coming season.
Membership Secretary’s Report:
Tony reported that membership has been steadily falling since he took over from
Penny two years ago. The year before last we closed the year with 102 members,
last year we closed with 101 and this year we close at 100, a net loss for the
second year running (pardon the pun) of one. That said, we have had a recent
surge of interest (nine in about four weeks) and this should take us to a good
start for the New Year.
Nineteen members failed to renew their membership and 18 new members joined.
Membership consists of:
Male 60 Female 38
Junior 3 Junior 1
Senior 15 Senior 11
Vets 42 Vets 26
In addition we have two social members.
If unopposed I am willing to stand again, however this is conditional.
My learning curve has continued during the past year. At last year's AGM I asked
for authority to charge an extra £5 for those who did not renew their
subscriptions by 31st December. Some members spoke out against this. I hadn't
been expecting resistance and the proposal never went to the vote. I don't think
any member required to pay the extra £5 will be caused financial hardship
and the club will not gain significantly. My intention is simply to get people
to pay within a reasonable time span. If this proposal is not passed this year
then I'm afraid I will not be willing to continue as membership secretary.
I have again persuaded Heidi Williams to assist me in my role, if re-elected.
I think the new committee will have a challenging year ahead. Not only will
the club have to continue as an effective organisation but the committee will
have to deal with England Athletics and the Association of Running Clubs as,
unfortunately, politics are creeping into our sport. Raymond thanked Tony for
his report.
Fixtures Secretary’s Report:
Paul Cutbill said that he is pleased to be able to report another busy year
on the fixtures front with the number of club attendees at races on our doorstep
and also much further afield showing that we have a healthy and active membership.
Looking back, the tail end of 2006 saw the Club making a good showing in a number
of the more popular races on the calendar including a particularly gale swept
Victory 5. The Hayling 10 usually attracts a good showing by the Club and a
number of us were there again last November to maintain that tradition. Hayling
as an early season 10 miler has always been useful to collect a score for the
club Pentathlon before the turn of the year. A great shame therefore that the
organisers of Hayling have found it necessary to cancel their event for this
November due, I understand, to problems with road closure arrangements –
an increasingly difficult issue to manage and one which we find may begin to
impact more and more on road racing venues going forwards.
Away from the roads, the CC6 continues to prove as popular as ever with around
25 members taking part in some or all of the 06/07series. With the second race
of the 07/08 series completed just a couple of days ago and over 20 in attendance,
our enthusiasm for this series continues apace.
Not all our fixtures are focused on racing and, indeed, it is important that
we develop our social running programme as well as our more racing focused objectives.
The long weekend runs organised by Wendy, David and others throughout the year
are a mainstay of the club to which are added the additional delights of Ray’s
occasional scenic (or is that just wet) walks, our home runs and other social
gatherings. One such event was our traditional New Year’s day gathering
for a Mottisfont walk and/or run before returning to the Mill Arms for a hearty
breakfast and so a splendid start to 2007.
With January underway, the Stockbridge XC run and the Romsey 5 always seem to
arrive in diaries rather early in the training schedule. With 19 club entries
for the Romsey 5 comprising 13 men and 6 of our ladies it was male egos to the
fore but a combined haul of 12 PB’s from both ladies and men so early
after Christmas showed a worthy effort from all concerned. Just a word on the
Romsey 5, which will of course be with us again very shortly, as our local,
if not actual club race, it is hoped that we could encourage our best ever turn
out for this race in 2008. Most of you will no doubt be aware that Halterworth
numbers continue to grow, driven by their pro-active PR machine and many from
Halterworth will be on show for this event. Whilst it is certainly not a them
and us affair, a strong showing from RRR at the Romsey 5 would be a timely flag
wave, not least to encourage new members, so please do put this date in your
diaries as soon as you are able.
With the arrival of Spring 2007 there followed a series of 10K road races favoured
by our members, particularly the Winchester, Eastleigh, Two Saints, Totton and
Marwell where the club were well represented by both ladies and men. For our
longer distance specialists, particularly those members building up to the London
Marathon, a number of half marathons and longer off road events were tackled
including Downton, and Bournemouth Bay ½, the Stonehenge Stomp, Mad March
Hare and others with those over measured distances allowing several PB’s
to be logged. A particular congratulation to our London Marathon entrants this
year - the allocation of the club places continues to prove popular and a worthy
challenge for any who wish to throw their hats into this particular ring.
The arrival of summer brings with it our own race organisation, namely the Braishfield
Beer race, which once again was blessed with sun and good cheer - or should
that be beer! Many thanks to all who helped with this event, to Jeremy Hartley
as Race Director and, indeed, at this point in the evening a big thank you to
all those members who contribute to the running of events throughout the year
be they the Beer Race, our CC6 and RR10 hosted events, club time trials and
also I note with a particular fondness – the home runs where we are offered
the chance to run free and easy followed by some heavy duty carbo loading. A
special thanks to our hosts for these popular social events!!
It was particularly pleasing to be part of such a good team turn out for The
Mile of Mile Relay at Eastleigh back in June. Whereas last year the event seemed
to pass the Club by completely with no Romsey team attending, this year we had
two strong teams and, if I had got my facts right on the night, could have run
with three teams. Not a bad show from a smallish Club and a great effort from
all concerned including the couple of members who turned up to run but then
ended up having to step back from the race and support from the sidelines.
Wednesday evenings in the summer would not be the same without the RR10 and
a chance to run in the Forest or other scenic location after a busy day at work
for many holding great appeal. With 24 men and 18 ladies joining in with one
or more of this series of races, it is the RR10 which proved to be the club’s
favourite during 2007.
As well as the RR10, other off road favourites continue to attract increasing
numbers of Club members during the latter part of the season including The Beast
and The Stickler both of which proved as challenging as ever for our enthusiastic
participants this year.
The Clarendon ½ and full Marathon being run from Salisbury to Winchester
for the first time provided a different perspective and range of views and also
different set of hill challenges for the very full turn out of 19 members. Perhaps
next year we could also add to our numbers by entering one or two relay teams
to cover the 26 miles in stages and I hope we might use this shorter option
to encourage some of our newer members to sample the delights of the Clarendon
Way in September next year.
For the 2007 season, the Club joined the Hampshire Road Race League and a number
of members have taken the opportunity to add this race series into their diaries.
A new fixture also appeared on our horizon this year, namely the Romsey -v-
Halterworth football match. Congratulations to all those who stepped up to the
mark and thanks to the very vocal support from the sidelines. Perhaps the score
was not the most desired result but for many we still carry the scars with honour!
Finally, thanks to the fixtures team this year, to Greg Roulston for lugging
around the fixtures folder and for keeping contents up to date. And a special
thanks on behalf of us all to Liz Slade who has made huge efforts in developing
the club’s publicity output this year. Liz has been diligently collecting
and collating results throughout the year and scripting reams of copy for subsequent
publication in the Romsey Advertiser. So thank you on behalf of all the racers
amongst us for your efforts and the many cuttings we have been able to add to
our racing scrapbooks.
Paul closed his report by confirming that he intends to step down from this
role for the forthcoming season so if anyone wishes to pick up this particular
role then please do take this opportunity to become more involved in the running
of the Club.
Wendy endorsed Paul’s comments in thanking Liz Slade for her efforts with
her reports in the Romsey Advertiser.
Session Leader’s Report:
Jane said that this has been her first year as Session leader, and also a return
to the committee, and she is pleased to say that she has enjoyed the experience.
She has mainly kept with the existing format and routes as she feels that these
work very well for us all.
The Autumn/Winter training continues to consist of Monday sessions of fartlek
training on the two existing routes and hill and town sessions on Thursdays
so offering a hill route every week. This year effort training sessions have
been organised in September on both evenings ready for the glut of autumn races
and this was supported by most club members, with a few enjoying some evening
runs along Lee Lane and through Squabb Wood.
In the summer Thursday track sessions were very successful with numbers averaging
30 runners all participating in the various sessions. Again the tried and tested
distances and sessions were used with a few new ideas.
The lanes of Braishfield were very well used on Monday evenings, again with
good attendance.
The Braishfield 5km club handicap was run on 10th September and the winner was
a first-timer who had been showing great improvements so perhaps the handicapper
should have been aware of this. Congratulations to Paul Cross winner of the
trophy for 2007.
Jane mentioned that most sessions are now attracting between 24-32 members and
we do have to be mindful of safety when in such a large group. For this reason
a few years ago it was decided to run the Monday sessions in three smaller groups
with a joint run out and back. However, Jane said she is concerned that in wet/cold
weather it can be unpleasant to jog back for the third group, so she has been
trying to come up with a solution without splitting the group. Jane proposed
that the first and second groups, after a short recovery, effort back to the
third group and then recover back to the club as a whole. This will mean these
two groups running an extra effort but she feels that will be useful for them.
Jane also mentioned personal safety on club nights. All of the sessions that
are arranged have been thought through to try and make them safe, which means
using routes where there are footpaths, street lights, pedestrian crossings
and on traffic quiet lanes and roads (not traffic free!). Members were asked
to please try and use the footpaths and crossings and not run in the middle
of the road or wait at the end of efforts in the road.
We also need to remember that we share our running routes with other pedestrians,
and not all may be “friendly” to us. We must try not to get involved
in any incidents regardless of who is in the “right”, especially
where children are concerned.
Jane said that she intends to issue safety guidelines for club evenings and
request that all members follow these.
Jane said that she is attending her first coaching course this Saturday –
Fitness in walking and running - and hopes to achieve the level 1 coaching certificate
in Feb 08. Obviously any new ideas will be tried out on club nights and new
developments would be included in the schedule and new warm-up and stretching
routines!
However, Jane said she intends to continue with the format of the previous training
schedules, supplemented with the occasional different session and routes run
in reverse for next year, if she is re-elected.
Jane closed her report by saying that she continues to be impressed by the numbers
attending the training sessions in all weathers and hope this continues. It
definitely makes the job more rewarding, and she hopes it is rewarding for all
members in their performances, and she would like to thank everyone for their
support.
No questions were forthcoming on the Jane’s Safety Guidelines.
Social Secretaries’ Report:
Julia reported that she and Gill jointly took over the position of social secretary
at the beginning of the year.
The first event they organised was a belated club dinner, which was held at
the Royal Jaipur restaurant at Landford. Thirty seven members and partners enjoyed
a buffet curry and the evening was rounded off by a short quiz.
In April a pasta party was held to wish our club marathon runners success in
the forthcoming London Marathon. This was held at the Dog and Crook in Braishfield
and 32 members and partners came along to give their support.
On one of the few hot sunny Sunday afternoons in August a family picnic and
sports day was organised. This was held at Braishfield recreation ground and
again was well attended by Romsey runners and their friends and families. Games
such as five legged race, egg and spoon and wheelbarrow race were enjoyed by
all. The competitive streak in many members came to the fore during the afternoon,
especially during the wheelbarrow race, where a fair amount of sabotage took
place. The races were followed by a well enjoyed rounders match. We then stopped
for a picnic tea which was followed by a return rounders match.
Our next event will be the Presentation Dinner which is to be held at Hamptworth
Golf and Country club. A three course dinner will be followed by the formal
presentation part of the evening where the club celebrates its successes during
the past year. We hope the evening will be rounded off by much boogying and
partying by members and partners.
To start the New Year off on a good note, a New Year’s Day run in the
forest is planned, to be followed by lunch at a local pub.
Kit Secretary’s Report:
Paul Slaughter reported that the sales of Club Kit over the past 12 months have
been very good, with a total of 77 items sold during this period. From the sale
of these items, a total of £985 has been banked into the Lloyds TSB kit
account.
A summary of kit purchases by the club since November 2006 is as follows:
18 short sleeved tops from Wasp Sports in April 07
· 23 running vests (male and female) from Ron Hill in June 07
· 22 short sleeved tops from Wasp Sports in September 07
· 18 long sleeved tops from Wasp Sports in October 07
· 12 fleece tops from Ron Hill
· 12 reflective vests, and
· 2 made-to-measure Crop Tops from Wasp Sports.
Paul reports that, based on comments from a number of members, there were a
limited range of sizes of short and long sleeved tops (30”, 36”
and 40”), he has taken the opportunity to purchase from Wasp Sports a
range of intermediate sizes. The club short and long sleeved tops are now available
in these additional chest sizes 32”, 34” and 38”.
Following a recent committee a simple survey of club members was carried out
to determine the level of interest in purchasing club running shorts from Wasp
Sports. Of the members who responded to the survey, four expressed an interest
if the club were to purchase ‘Micropore’ shorts and a further 18
expressed an interest in ordering themselves ‘made-to-measure’ Lycra
shorts.
Because Wasp Sports would require a minimum order quantity of 18 for their Micropore
shorts, the advice from the committee was that it was not viable to place an
order at this time. As the made-to-measure Lycra shorts are manufactured to
order, all interested members have been provided with pre-printed order forms.
Paul reports that Wasp Sports have received two orders from club members to
date.
Following on from the good work done by Paul Cutbill last year, a supply of
reflective vests has continued to be maintained in the kit bag. The club web
site continues to provide advice and guidance to new members including the need
to wear high visibility clothing in the autumn and winter during club training
evenings.
Over the past 12 months, the club has purchased over £1000
of kit and there is now a very good stock of Ron Hill running vests and Wasp
Sports short and long sleeved tops. Apart from fleece tops, it is highly unlikely
that any new stock will need to be purchased until summer 2008.
Finally, Paul said that he had found his 12 month term as Kit Secretary an ‘illuminating’,
experience but has decided not to stand for re-election at this year’s
AGM. He also confirmed that he would be more than willing to provide advice
and assistance to the new Kit Secretary
Newsletter Editor’s Report: The Newsletter Editor’s report was not available.
Treasurer’s Report:
Keith reported that the club’s General account has just about broken even
this year due to:
(a) an increase in affiliation fees, up from £145 last year to £466
this year.
(b) an increase in the quantity of club kit being held in stock (£668.02).
In order to prevent the club from going overdrawn, Keith reported that he transferred
£1000 in September from the Beer Race account into the General account.
This was possible because this year all race income and expenditure went through
the Club’s General account. Keith said he did this as a ‘trial’
to see if it would make things easier. As the account was left untouched, he
was able to make the transfer, leaving a balance of £286.21.
Keith said that, if the club agrees to have this £1000 in the General
account, he would not see a need for a rise in the current subscription levy
of £20.
Keith proposed merging all accounts into one i.e. having one general account
rather than several different accounts.
Tony Peelo commented that the affiliation fees to England Athletics were £50
plus £3 per member and this will increase next year to £5 per member.
Affiliation fees for the Association of Running Clubs are half the cost of those
for England Athletics. Tony also reported that at a meeting he attended earlier
this year, to discuss affiliating to England Athletics, Christine Benning had
not read the Foster Report
Tony proposed moving the membership year to start on 1st January and, after
some discussion, this was agreed. Tony’s proposal that members who are
rejoining should pay an extra £5 if their subscriptions are not paid by
12th February was also agreed. Chris Lane asked why questions on subscriptions
have to be voted on and proposals should be brought to the committee. Paul Cutbill
suggested a pack distributed to members on items to be discussed at the AGM.
Membership could then endorse these items.
Keith said that he would remain as Club Treasurer for another year before stepping
down.
Raymond thanked Keith for his Treasurer’s Report.
Membership Fees:
The membership fees remain at £20.00 per year.
Braishfield Race Report:
In Jeremy’s absence, Paul Cutbill read his report. Jeremy apologised for
being unable to attend the AGM. Jeremy reported that he wanted to thank all
who helped with the running of the Beer Race in June this year, particularly
his fellow race committee members: Paul Cutbill, Steve Davies, Jane Field and
Jim Wright. Jeremy said he always worried that there would be insufficient marshals,
but once again everyone turned out and kept the runners safe and under control.
Special thanks this year go to Andy Cherrett and Ruth Page who not only ran
the bar in fine style, but covered well when there was a shortage of beer glasses.
We were lucky to have generous support from Hampshire Brewery and Hildon Water.
Jeremy said he hopes club members will continue to support at least one of these
businesses! He was also pleased, not to say relieved, that the race passed off
safely. There was one small drama when one entrant was taken to hospital by
St John’s Ambulance after reporting breathing difficulties, but later
reported to be ‘fine’, so the incident just served as a reminder
of the importance of safety cover. This year there were 184 entries, up from
146 entries last year and continuing an upward trend. About 60% of the field
were club runners and the male/female breakdown was 67%:33%. It is hard to tell
where the extra entries came from, but it may be the improved club website,
since the number of entry forms distributed at races was similar to previous
years. The winner in 26:24 was Steve Jones who, although a member of the Basingstoke
and Mid Hampshire club, lives in Braishfield. First lady was Sue Sleath in 33:35.
Local knowledge is obviously an advantage. As always, part of the entry fees
were donated to a local charity, this time the Romsey Young Carers, who support
youngsters who help care for a sick or disabled relative. After this donation,
the race made a profit of about £400. The increased profit on previous
years comes from more entries and lower costs, since we had sufficient stock
of most race materials and didn’t have the cost of a road closure or police
attendance. Also, for some reason St John Ambulance was cheaper this year. Assuming
the club decides to hold the race again, Jeremy said he would be happy to continue
as Race Director. Next year he would like to spend some of the retained profit
on more prizes, including spot awards, and on more plentiful soft drinks for
the poor souls who run too hard to stomach a beer afterward. Any other comments
or suggestions for improvement are of course welcome.
It was agreed next year to move the late registration desk from the car park
to nearer the start.
Club Constitution:
Raymond said that over the years various amendments have been made to the Club’s
Constitution. He set about the task of bringing all these documents together
but realised that he Constitution is now out of date and in need of modernising
and Jane has done some work on re-writing it, using a version downloaded from
the England Athletics website as a template. Tony Peelo said that the document
is lengthy and he proposed that members should not be asked to vote on it at
the AGM as a lot of work needs to be done. He proposed circulating it to members
and asking for comments. Chris Lane asked why we need to have such a lengthy
document. David Page asked to see the existing Constitution. It was agreed to
collect members’ e-mail addresses for circulation of the document. Nick
Berryman suggested nominating a Working Party. Derek Kelly asked that the document
be kept as simple as possible. Lynne said that the committee should decide on
the wording in the Club Constitution and it was not necessary for it to be circulated
to members.
Elections:
Chair Person Vacant
Secretary Lynne Whitaker Proposed by Paul Cutbill
Seconded by Jane Field
Treasurer Keith Stone Unopposed
Membership Secretary: Tony Peelo Unopposed
Session Leaders Jane Field Unopposed
Supported by Paul Bradley
Fixtures Secretary Nick Berryman Proposed by Paul Cutbill
Seconded by Wendy Couper
Press Secretary Liz Slade Unopposed
Social Secretaries Julia Abab Unopposed
Gill Callus
Editor Paul Bradley Proposed by Jane Field
Seconded by Wendy Couper
Kit Secretary Greg Roulston Proposed by Jane Field
Seconded by Paul Bradley
Any Other Business:
David Blackman said that he is involved in the organisation of the 2008 Eastleigh
10K and they have to pay organisations to provide marshals. This is a consideration
with respect to our Beer Race.
Chris Lane said that it should be obligatory for members to wear their club
colours when racing. Paul Cutbill said there are clubs who give a vest as part
of a joining package. A reminder will be placed in the newsletter concerning
the wearing of club colours when racing.
Action: Paul Bradley
There being no other business, the meeting closed at 9.25 pm.