Committee Meeting June 2008

Present: Jeremy Hartley, Jane Field, Heidi Williams, Julia Abab, Lynne Whitaker, Liz Slade, Nick Berryman, Paul Bradley, Keith Stone

Apologies: Gill Callus, Tony Peelo, Greg Roulston

Minutes of last meeting:

Minutes of the previous meeting were approved.
All action points completed with the exception of Kit – the addition of Ladies’ crop top to the website.
ACTION: Session Leader to supply photo of crop top so it can be added to the website.

Braishfield Beer Race

Final preparations for the Beer Race on Sunday 15th June were discussed at length.
The Race Director reported that 103 pre-entries had so far been received, with a minimum of 160 entries required in order for the race to break even. However, additional entries are expected on the day of the race.
The Press Secretary undertook to place a small advertisement for the race in this week’s Romsey Advertiser. It is hoped that this will be sponsored by Kirklands Solictors, but if not, it was agreed that the Club should fund it anyway.
There was a discussion regarding the opportunity to promote Club Membership at the race. The Deputy Membership Secretary kindly agreed to update the existing leaflet and to bring copies to the race on Sunday to distribute at the finish.
NOTE: It was agreed that the Club publicity material and the information distributed to new members needs to be reviewed.
ACTION: Secretary to add to next meeting agenda.
Prizes for the race were discussed.
The plan is to offer prizes for the first 3 men, first 3 ladies, first V40/50/60 for men and ladies, plus spot prizes to include youngest and oldest competitor, first local resident home, and Club with most entries.
The Press Secretary is unfortunately unavailable to write a race report next week. The Session Leader agreed to ask Paul Cutbill if he would be willing to write a report and to forward to the Romsey Advertiser.
ACTION: Session Leader to check with PC and to stress that the article must credit the various sponsors.
It was also suggested that race photography would be needed. The Race Director stated that he has been contacted by a local athlete who wishes to take photos at the race and who has promised to donate some photos which can be used for publicity.

New Club Constitution:

A revised draft of the new constitution had been circulated prior to the meeting and was unanimously approved by the Committee.
The Committee thanked the Session Leader for her hard work in compiling this document.
The next step is to circulate to members and to seek ratification at the next A.G.M.
ACTION: Session Leader to ensure constitution is published on website.
Next issue of newsletter to refer members to the website if they wish to read it.
Secretary to include approval of constitution in the agenda for the A.G.M.

Membership:

One new membership application has been received, taking the total of current members to 101.

The membership application from Elaine Joslin was nominated by the Session Leader and seconded by the Newsletter Editor.

Fixtures:

A volunteer is still required to oversee the organization of the RR10 on 23 July at which Romsey are co-organisers.

ACTION: Fixtures Secretary to ask for a volunteer at the next RR10 on Wednesday 11th June.

Newsletter:

The Newsletter Editor apologized for the late distribution of the paper copy of the latest newsletter, which will now go out this week.

Any other business:

The Social Secretary requested a cheque as a guarantee for the use of Braishfield Hall for the Barbecue in July
ACTION: Treasurer to bring cheque to training on Thursday 12 June

It was confirmed that the last date for circuit training would be 11 July.

The issue of Chairman was again raised and discussed. It is key that potential candidates are identified and approached well in advance of the A.G.M.
In addition the Treasurer has stated his intention to stand down and hence a new Treasurer also needs to be found.
ACTION: All committee members to consider suitable candidates and to encourage members to volunteer for these and any other committee posts.

The Session Leader requested approval to spend £15 to purchase a Bleep Test – this was approved.

The next Hants XC League meeting is on Friday 29th June – the Fixtures Secretary cannot attend. It was not seen as imperative that the Club sends a representative as few members participate in this League.

The Secretary has received a questionnaire from the ARC concerning the services they provide to members. This was briefly discussed by the committee and a response was agreed.
ACTION: Secretary to complete and return questionnaire to ARC.

Next meeting:

The dates of the next two meetings were set for Monday 21st July and Monday 15th September at Braishfield.

It was agreed that the date of the A.G.M. would be set at the July meeting
ACTION: Secretary to add A.G.M. to next Agenda.

There being no other business, the meeting closed at 8.58pm.