Committee Meeting January 2008

Minutes of the Committee Meeting held on Monday 7 January 2008 at Woodley.

Present: Gill Callus, Jane Field, Tony Peelo, Greg Roulston, Liz Slade, Paul Bradley, Nick Berryman, Lynne Whitaker

Apologies: Julia Abab, Keith Stone

Minutes of the last meeting were approved.

Session Leader: Jane reported that Safety Guidelines had been issued in the last newsletter. These were formally approved by the Committee. Further work is ongoing to improve safety, and Jane now plans to conduct a Risk Assessment for each of the main routes used by the Club. It was suggested that this could take the form of a generic Risk Assessment, with any risks specific to each route being highlighted separately.
Paul Bradley volunteered to ask Health and Safety officers at his office for their input, once Jane has produced a draft.
ACTION: JF/ PB to draft Risk Assessments by next Committee Meeting
Jane also requested an up to date copy of the Membership names and addresses so that these are available on training nights in case of incidents.
ACTION: TP to provide JF with current Membership list.
In addition, TP also felt that it could be a good idea to add next of kin/ emergency contact details to the list.
ACTION: TP to consider whether this additional data could be gathered and recorded in case of emergency.

Membership: Tony has so far received cheques from 76 members for 2008 and cheques are pending from a further 3 members.

In addition, the following new members were proposed and seconded at the meeting:

Edward Cardy
Paul Goodman
Simon Haythornthwaite
Victoria Loveless
Sally Rouse
Christine Saunders

Kit: Greg reported that there was a healthy stock position on all Club kit, and there was no requirement to order any more kit for the moment.

Social: Gill reported that the Annual Dinner had been a success, and that the social run on New Year’s Day had been well supported.
Future plans include a curry evening in late February and a pasta party for the London Marathon – dates t.b.c. and announced at Club nights. It was suggested that details could also be e-mailed to members, particularly those who are not always able to attend training nights.

Press Secretary: Liz reported that she had at last obtained better coverage in the Romsey Advertiser and was very pleased with the article which appeared on 21 December, which is the best piece to date. Paul commended Liz on the excellent work she has carried out in gaining so much publicity for the Club.

Fixtures: Greg reported that he now has details of fixtures to the end of March and will put forms for forthcoming events in the Fixtures Book. He will also remind members to collect entry forms at local events and to bring them up to the Club for inclusion in the book.
Jane suggested that the forthcoming Romsey 5 miles in particular should be brought to the attention of the newer members.
Nick reported that he has e-mailed details of fixtures to the webmaster but that these have not yet been added to the website.
ACTION:NB to chase to ensure website is updated.
Nick also reported that the Bramley 20 mile Road race has been cancelled and has been replaced in the Hampshire Road Race League by the Totton 10k.
He plans to attend the AGM of the RR10 which is scheduled for end January.
He has requested the database of results from Paul Cutbill.

Treasurer: Keith was not present but sent word that he had nothing specific to report.

Newsletter: Paul is keen to find ways to either e-mail the newsletter to members or make it available via the website in order to speed up the distribution process and to cut costs. However, there are potential pitfalls with either method in terms of confidentiality and personal computer security.
It was agreed that, before proceeding further, Paul would establish how many members would be willing/ keen to receive the newsletter in electronic format.
ACTION: PB to canvas member opinion re preferred newsletter format.

In terms of timing, it was agreed that the next newsletter would publish the training schedule for March 1st onwards, and hence the contribution deadline would be 10th February to allow time for production and distribution. A similar cut off date would apply to future newsletters.

Paul suggested that his office may be willing to assist in the publication of the newsletter; however, the Committee stressed that this must only take place with the employer’s approval.

Any Other Business

a) Jane suggested that the Club should purchase a flag bearing the Romsey Road Runners name, which could be used at races as a congregation point for members. It was agreed that this was a good idea and should bear only the Romsey Road Runners wording, rather than the portcullis logo.
ACTION: Jane to assess costs prior to purchasing – estimated in the region of £100.
ACTION: Gill to check if she has a J peg of the Romsey Road Runners script and if so, to forward to JF and to LW.

b) Club Constitution – it was agreed to carry this agenda item over to the next meeting, to enable committee members to feed back any comments to Jane in advance. Jane will then work on a revised draft for discussion at the next meeting.
ACTION: Committee members to e-mail/ discuss any feedback with Jane by end January.
Jane to produce revised draft, incorporating feedback, and to circulate in advance of next meeting.

c) Future committee meetings.
It was agreed that these should take place approximately every six weeks and should alternate between Mondays and Thursdays.

The proposed dates of the next 3 meetings are:

Thursday 21 Feb – Romsey Rapids
Monday 31 March – Woodley Hall
Thursday 15 May – Romsey Rapids

d) Chairman – this role is currently vacant and it was agreed that a small advertisement outlining the responsibilities would be placed in the next newsletter, in the hope of encouraging a suitable volunteer.
ACTION: JF/PB to compose advertisement and include in March newsletter.

e) Minutes – it was agreed that copies should be available to members, with one copy being placed in the Session Leader’s file on Club nights ( also ultimately to contain Risk Assessments) and a further copy posted on the notice board at Romsey Sports Centre.
ACTION: JF/LW to ensure copies of minutes are made available to members.
ACTION: LW also to send JF a copy of last AGM minutes when approved.
.

There being no other business the meeting closed at 9.12 p.m.

Date of next meeting: Romsey Rapids – Thursday, 21st February.