MINUTES OF THE AGM MEETING OF CLOWNE ROAD RUNNERS

Friday 1st February 2008

 

Apologies:

Karen Bestwick, Andrea Jackson, Sarah Coakley, Christine Stimpson, Terry Richardson, John Proffitt, Joanne Bramwell, Colin Cameron, Mick Hanks, Eric Lane.

 

 

 


The meeting was opened by the Chairman and then handed over to Dennis Learad. Dennis stated that he had not received any new nominations for the position of Chairman and after momentarily forgetting the name of our Chairman, proposed Geoff Jackson continued for the 2008 year. Geoff accepted and the meeting was opened.

 

MINUTES & MATTERS ARISING:

 

The minutes of the previous AGM were read and agreed as a true record.

 

There were no matters arising.

 

TREASURERS REPORT:

 

Lewis reported that a work college who was a qualified Chartered Accountant and auditor, Mark Wilson, had audited and signed off the accounts.

He reported the club had made a profit this year and handed out a printed copy of the income and expenditure account for the year ending 31st December 2007.

He reported the income was higher this year mainly due to the increase in the ½ marathon entry fee also the expenditure had gone down and thought this was due to the lower price of the memento.

He reported that only half of the budget for charity donations had been used and so the club should aim to use the whole of this budget this year by supporting good causes if possible.

Lewis explained a new expense, fees for members to be trained as level one coaches. The Chairman noted that five members had been on training courses in 2007.

The high miscellaneous expenditure was questioned and Lewis explained this was due to retirement gifts.

 

APPOINTMENT OF AUDITOR:

 

The Chairman proposed this matter was left until it could be clarified if Andrew Porter was still available.

 

ELECTION OF OFFICERS:

 

The Chairman stated that he was not aware of anyone wishing to stand down as committee members and so proposed that the existing committee be nominated into post en-block, Maurice Jones proposed this and Les seconded, all voted and agreed.

 

Full lists reads:

Chairman                             - Mr G Jackson (committee member)

Vice Chairman                      -   vacant (committee member)

President                             -   Mr T Richardson (committee member)

Membership Secretary -      Mr D Learad (committee member)                       

Secretary                             -   Mr D Learad (as above)

Race Director                       -   Mr Les Banton (committee member)   

Assistant Race Director        -   Mr D Wright

Treasurer                             -   Mr Lewis Banton (committee member)

Grand Prix Organiser            -   Mr S Shipp (committee member)

Fun Run Organiser               -   Mr S Shipp (as above)

Resources Officer                 -   Mr T Platts (committee member)

Social and Publicity Officer   -   Mr J Proffitt (committee member)

Club Captain                        -   Mr D Johnson (committee member)    

Ladies Captain                      -   Andrea Jackson

General Committee               -   Mr B Banton (committee member)

Minutes Secretary                -   Mrs H J Smith (committee member)

 

Colleagues in the following positions agreed to continue in post as previously.          

Chief Auditor                                     -    Andrew Porter

Web site coordinator                           -    Peter Goucher and Dave Keeling

Assistant Race results secretary          -    Dave Keeling

Chief Marshall                                    -    Roger Street

Half Marathon support team                -    Avis and Paul Blunt

-                  -         Eric Lane and team

 VICE-CHAIRMAN:

 

The Chairman noted there were no nominations for a Vice- Chairman and so he would ask Terry Richardson if he would continue in this role.

 

LADIES CAPTAIN:

 

Hilary Smith proposed Andrea Jackson for this position and Andrea Walker seconded. All voted and agreed.

 

MOTIONS AND AMENDMENTS TO RULES:

 

a)     MOTION -  John Proffitt put forward the motion on the 4th January that donations  should only be made through first claim members.

Reg seconded.

Dave proposed a member must be a paid member for one year before being able to apply for donations.

Steve seconded.

 

The Chairman clarified that both proposals were valid and so members could vote for both.

 

All voted – John’s proposal – 16 against, 1 for, motion refused.

              - Dave’s proposal – 16 for, 5 against, motion carried.

 

AOB:

 

There was no other business.

 

Meeting closed 8.00pm.

 

Next meeting – 6th February 2009.

 

 

 

 

 

 

 

 

 

CLOWNE ROAD RUNNERS MEETING

Friday 1st February 2008

 

 

Apologies:

Karen Bestwick, Andrea Jackson, Sarah Coakley, Christine Stimpson, Terry Richardson, John Proffitt, Joanne Bramwell, Colin Cameron, Mick Hanks, Eric Lane, Paul Somerley, Gary Fensome, Fiona Cunliffe, Sam Kelly and Jane Harrison.

 

 


Minutes and Matters Arising:

 

The minutes of the previous meeting were read and agreed as a true record.

 

1)     Presentation Evening - The Chairman thanked everyone for the support of the Prize Presentation Evening. He shared a concern expressed by several members over the quality and quantity of the food

 

2)     Clowne cross-country -  The Chairman wished everyone the best for Retford cross-country on Sunday.

Andy asked members to encourage as many members as possible to attend to try and get over 50 runners taking part.. 47 Clowne members took part in the Killamarsh cross-country.

Dave voiced his concerns over the size of the cricket club used for the food venue after the Clowne cross-country, he felt it was very crowded and this could be potentially hazardous if there were a fire. The Chairman will ask Terry to check the fire safety precautions at the cricket club.

It was suggested we could use the community centre as we do for the ½ marathon, the Chairman would ask if this was possible.

Reg suggested we look into using the new college, the Chairman thought this might be more costly than the community centre, but worth looking into.

Dennis reported he had had some discussions about the food, Lyn and friends have sorted the soup and the  water was already organised.

The Chairman asked if anyone knew if Terry had been in touch with the horse owners to ask if the anti-social horses could be in a different field on the day, but no one was sure about this. Andy noted he would have to cheat if the horses were there, all agreed they would too!

Trevor will ask Terry to look into this matter.

 

3)     Clowne ½ Marathon – Les reported that the committee had discussed and decided on a glass laser-cut ornament for this years memento and showed members present the catalogue.

Maurice expressed concern over the available parking on the day and wondered if more could park at the school. Les will bear this in mind and look into this nearer the time.

 

4)   Club/membership secretary – Dennis had received a letter from Scott Harrington asking the club for a donation towards his London Marathon charity. All agreed the club would donate £50.

He reported that only 4 members had not yet paid membership fees, he will continue to chase.

He also reported on the situation with England Athletics and membership cards. As of yet no members had received theirs. Dennis had and was listed twice with two different numbers, which were different to the number on his card. He rang to clarify the situation and was given yet another number over the phone! He has now sorted this problem, (hopefully!)

The Chairman noted that members should use their Clowne RR membership number when applying for races until England Athletics issued cards correctly.

John Harrison commented on the practise of recording who did not attend meetings and suggested it would be more useful to record who was present instead.

Dennis suggested having an attendance register members could sign when they came to meetings.

Brian noted this was a good idea for fire safety issues and the Chairman also pointed out that it was also useful for historical purposes.

All agreed that members would be asked to sign in at meetings.

 

5)  Club Captain -  Dave reported training nights were still well      

supported and the benefits when racing after training regularly were tremendous.

He informed members the club would be buying reflective bibs and first aid kits for training nights as it was felt members training on dark nights were at risk by not being visible to traffic.

He also informed members the club would be buying marker cups to aid the training.

In reference to the training of coaches, Andy asked the club to pay for his level two qualification and informed members that Dave and Andrea had now achieved their level one qualification. It was agreed the club would pay for Andy to qualify as a level two coach. The Chairman asked if any member was interested in training to become a coach to let him or Andy know.

Trevor pointed out that level one coaches were not insured without a level two coach present and was reminded we have Karen as a level two coach already.

Andy mentioned he was disappointed that prizes were not given out after the cross country races as they were for other races, the Chairman said he would revisit this point another time.

 

    6)  Club Treasurer – Lewis reported there was £900 in the budget for  

         charity donations this year.

 

    7)  Social Secretary – John was not present and there was nothing to   

report.

 

    8)  Grand Prix – Steve reported there were 35 first claim members at        

Killamarsh cross country, he gave out the results for this and the    best all rounder.

 

9)      Club President – Terry was not present.

 

AOB: None

 

Meeting ended 8.45pm.

 

Next meeting 7th March.