Committee Meeting May 2008

Minutes of the Committee Meeting held on Monday 12th May 2008 at Woodley Hall, Romsey

Present: Jane Field, Greg Roulston, Julia Abab, Lynne Whitaker, Liz Slade, Nick Berryman, Tony Peelo

Apologies: Gill Callus, Paul Bradley, Keith Stone

Minutes of last meeting:

A mistake was noted in the previous minutes in relation to new members: Jo Slade should not have been recorded as a new member – she was in fact renewing her existing membership.

In terms of other actions outstanding from the previous minutes, the new flags have been ordered and should be delivered in time for the Beer Race.

The Session Leader has obtained details of coaching courses and will ensure these are publicized in the next newsletter in case any members are keen to pursue.

New Club Constitution:

A draft of the new constitution was discussed at length. Several amendments were proposed in order to simplify the constitution and to make it more relevant to the Club.

The Session Leader undertook to make these further changes and to circulate a final draft to all committee members for approval.

ACTION: Final draft constitution to be circulated.

It was also noted that there was a discrepancy between current Club age limits and the details published on the website. The website says that runners under 17 need to be accompanied by an adult, whereas in fact runners aged 16 or over do not need to be accompanied. ( 15 year olds are still accepted but need to be accompanied by an adult.)

ACTION: Webmaster to amend the website Home Page accordingly

Membership:

5 new membership applications have been received, taking the total of current members to 100.

The following applications were nominated by the Session Leader and seconded by the Fixtures Secretary:

Ian Whyton
Tim Witton
John Fahey
Emma Hammerton
Matt Hammerton

ACTION: Membership Secretary to circulate up to date membership list to all committee members.

Kit:

All kit details apart from the ladies’ crop top are now on the website.

ACTION: Details to be added.

As yet, no members have used the e-mail link facility to order kit. The Session Leader agreed to trial the link when next ordering kit.

Social:

The Social Secretary announced plans for a Barbecue and rounders match to take place on Braishfield Rec on Friday 18 July.

It was requested that the Club pay for the cost of hiring a room in case of bad weather – cost £36 – since it was difficult to incorporate this cost into the ticket price in advance. The committee agreed that the Club would pay for the room hire.

Ruth and David Page are hoping to arrange a barbecue at their home after the final track session in August. It was suggested that volunteers could be sought to provide cakes/ desserts as a contribution.

In addition there are Home Runs planned for June and July, organized by Pete Good and Paul Bradley respectively.

Fixtures:

Miles of Miles event on 18 June

ACTION: Fixtures Secretary to compile list of competitors/ teams

The Fixtures Secretary asked if anyone would be willing to take responsibility for the RR10 at which Romsey are co-organisers ( 23 July), since he will be on holiday.

ACTION: Request for volunteers to be made at next RR10

Newsletter:

A brief report was read out from the Newsletter Editor who sent his apologies.

Work is underway on the June issue: the cut-off date for submissions is 20th May.

The newsletter will again be offered as e-mail only/ paper only/ or both.

Beer Race:

Fixtures Secretary has agreed to take on role of Chief Marshal for the race and will now start to recruit volunteers.

Entries are coming in slowly – all committee members are requested to distribute entry forms wherever possible, especially at local races

ACTION: Session Leader to bring entry forms up to Club Nights for distribution

The Session Leader noted that we had received a request from June Lees to take part in the race this year. June has a friend visiting from Australia and would like to run the race with her. She can supply a marshal and in view of the exceptional circumstances, and her excellent support for the race in previous years, it was unanimously agreed that June should be allowed to take part.

Any other business:

It was agreed that the Club would renew its affiliation to both England Athletics and S.E.A.A. for a further year.

ACTION: Secretary to renew affiliations

Next meeting:

It was agreed that a further committee meeting was needed prior to the Beer Race.

The date of the next meeting was therefore fixed for Monday 2nd June at Woodley Hall.

There being no other business, the meeting closed at 9.20pm