Committee Meeting July 2008
Present: Jane Field, Tony Peelo, Lynne Whitaker, Liz Slade, Greg Roulston, Paul Bradley
Apologies: Gill Callus, Julia Abab, Keith Stone, Nick Berryman
Minutes of last meeting:
Minutes of the previous meeting were approved.
Matters outstanding were as follows:
ACTION: Session Leader to supply photo of crop top so it can be added to the
website.
ACTION: Draft Club Constitution to be added to website so that members can
review in advance of AGM
Braishfield Beer Race
The general opinion was that the Beer Race had
run smoothly, thanks to the efforts of Jeremy Hartley and the race committee.
A financial reconciliation will be provided at the AGM.
The Committee for next year needs to be reviewed – is Jeremy willing
to continue in the role? It was generally agreed that more assistance from
within the Club would be helpful next year, especially with regard to pre-race
publicity.
ACTION: Race committee to be advertised along with other key appointments,
prior to the AGM
An invoice is required by Kirklands Solicitors to cover their sponsorship
of the race.
ACTION: Press Secretary to confirm details to the Club Secretary so an invoice
can be raised.
Session Leader:
A new Beep test has been purchased; the Session
Leader requires a cheque from Treasurer for £19.97 to cover cost.
The Test will be incorporated into a forthcoming training session.
A new training schedule will be issued for September onwards, the intention
being to maintain effort sessions during the month of September.
The time trial handicap race is provisionally 8th September.
Membership:
One new membership application has been received, from Hazel Smith. This was proposed by the Newsletter Editor and seconded by the Press Secretary.
Kit:
10 new mens’ vests have been ordered. It
was agreed that an advertisement highlighting kit availability and prices,
should be included in the next newsletter.
ACTION: Kit Secretary to supply details to Newsletter Editor.
Social:
A report from the Social Secretary explained
that the Barbecue had been postponed due to low numbers, and will now be re-scheduled,
with Bingo, during September. It is hoped that the deposit for the Hall Hire
can be carried over to the new booking.
ACTION: Social Secretary to confirm situation re deposit.
Press:
Nothing specific to report although the Press Secretary expressed her thanks to the Newsletter Editor for covering the role during her holiday.
Fixtures:
A report from the Fixtures Secretary explained that he had attended the HHRL AGM, and that the number of races has been increased to 12 for the next season. The HHRL will be actively promoted in the next newsletter.
Treasurer:
The Kit Secretary and the Club Secretary have recently been added as signatories to the Club Bank Account.
Newsletter:
Articles for the next issue are now requested,
with a copy deadline of end August.
It was agreed that this should include notice of the AGM and the positions
available.
ACTION: Secretary to compile a suitable notice and forward to Newsletter Editor.
New Member Pack:
There was a brief discussion around the information given to prospective new members. It was agreed that for the future, the pack would include:
New RRR information leaflet
Copy of latest newsletter
Copy of Safety Guidelines
Membership application form
ACTION: Membership Secretary to e-mail copy of latest application form, to the Session Leader.
Dates of future meetings and AGM
Dates of next meetings were confirmed as Monday15 September and Monday 27 October, both at Woodley Village Hall.
Date of AGM agreed as Tuesday 11 November, arrival
at 7pm for a prompt 7.30pm start.
ACTION: Press Secretary to book Crosfield Hall in Romsey for the AGM.
Any other business:
The Secretary raised the issue of individual
affiliation fees to England Athletics. These are £5 per competing athlete
and are now due for payment for the 2008/9 season.
Considerable confusion exists over which athletes need to pay these fees,
and whether they should be paid by the Club or the individual. Last year the
Club paid the fee (£3 per head) but there is a view that this should
be reviewed as the costs have increased.
ACTION: Secretary to explore further and to make a recommendation to the Committee
–the issue of affiliation needs to be addressed on a longer term basis
via the AGM.
The Session Leader informed the Committee that she has booked a Level 2 Coaching Course and has obtained a grant for 75% of the cost from England Athletics; the balance will be funded by the Club.
She also announced her intention to update the Safety guidelines to prohibit the use of personal stereos during training sessions.
There being no other business, the meeting closed
at 9.05pm