3. Approval of last minutes: Minutes of the last meeting (April 2015) had been approved by and were on the website.

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1 Minutes of the Committee Meeting of Hart Road Runners Held on 15 th May 2015 at 19:00 at Zebon Copse Community Centre 1. Present: Grahame Smee (Chair), Heather Allen, Tom Burr, Sarah Cleland, Andy Croft, Ricky Glover, Caroline Leppard, Julie Leppard, Nigel Marchant, Gill Stone, Matt Wright 2. Apologies for absence: Charles Boffin, Ged Ruffle 3. Approval of last minutes: Minutes of the last meeting (April 2015) had been approved by and were on the website. 4. Matters arising from last committee meeting a. Dropbox Tom said that all files from the website were now in Dropbox. Andy was to send old versions of the constitution to Tom to add. Minutes go back three years at the moment. Caroline to check whether she has copies of any prior to that. Dropbox log in details are the same as HRR admin log in details. Gill and Tom have access to these. b. Leaflets Tom would update copy and get costs for printing as no artwork for the original leaflets could be traced. Sarah would ask Hart Leisure Centre to add a link to our website on theirs. c. Website This was ongoing. Tom was making contact with another member to assist. d. Non renewal of membership to be dealt with under Membership. e. Club year to be dealt with under Membership. f. Operational rules Andy had updated these but would move the archive bullet point so that it was under the general secretarial role and would send out a revised document for approval. The Secretary was to be responsible for making sure all documents are saved in the archive. All committee members have a responsibility to give documents to Sarah for the archive. 1

2 f. Club kit Alton Sports, Farnham had lost its manager. Matt had spoken to Harry at Four Marks store who was happy to arrange other items of kit. Matt had asked via weekly if anyone wanted other items of kit but hadn t had a response from members. Sarah would ask club members via the weekly if there were any problems obtaining kit. Matt would ask Alton Sports to change the running vest when existing stock was sold. Tom showed the committee the flags that had arrived. 5. Running Summarised from Ged s Summer schedule had been shared with members by newsletter, on Facebook and in the club calendar. Chairman s Challenge was reintroduced. This was to and from Fox and Hounds on 6 th August (changed to 23 rd July). Grahame to advise Fox and Hounds. Heather and Kevin s event now 6 th August. Tom to change on website. Julie to Ged. Sarah to note for newsletter. On behalf of the coaching team Ged was working on a schedule from August to April. Consideration would be given to Fleet 10k, Fleet Half and other spring half marathons and marathons. Fleet 10k so far this is 1/3 subscribed; Fleet and Crookham believe it will be sold out before race day. Runnymede Relays marketing was ongoing to get members to sign up. Ged would submit our entry early June and was aiming for 6 teams. Southern League Cross Country the committee were happy for Louise and Ged to remain as team captains. Achievement Awards adding 5k times. Ged reported this was ongoing. Nigel had had a suggestion from a member that sprints with a bootcamp element be one of the Tuesday sessions. Nigel would take this suggestion to coaches meeting, suggesting it be run on a peer group night so that members could choose whether to do it. Nigel asked if there would be interest in a talk from Anita Bean, Nutritionist. It was agreed that Nigel should try arrange for her to talk at the beginning of October to coincide with the start of marathon training schedules. Cost would be about 150 plus venue hire (c 60). A nominal fee would be charged for attendance. The coaches had decided to compile a list of experts register and one (Vicky) had offered to come and speak for free so it was hoped that Anita Bean s talk could be the first of a series of talks, taking place on the first Friday of every other month. 2

3 6. Finance Ricky s report is attached. It was agreed that Tom could reclaim for a plug in for Paypal payments. Ricky had set up another Paypal account. Tom to do test payment. The coaching budget is attached four people want to upgrade their qualifications. There were now 17 coaches and all were coaching some sessions. Nigel s course was 100 less than stated in the budget (corrected in attachment). It was agreed that the coaching budget would be 1600, which was the amount requested (less the 100 error) and the same as last year. 7. Social Wrestling 20 th June Heather was inviting club members to wrestling in Basingstoke where Sam Allen was taking part. Summer relays 4 th July. Heather would be helping Ged Summer Bbq Sunday 23 rd August. Heather to check availability of Barley Mow field. In the past hire of field had included bbq equipment and the pub to be used for drinks. Grahame to liaise with Heather. It was suggested that a Tundry Pond relay be run at 12 with bbq at 2. Christmas Dinner 12 th December. The Exchequer had been booked for exclusive use. Although an annual dinner had in the past been arranged for January instead of pre- Christmas, the Christmas dinner had proved popular in recent years so it was felt it should continue. Christmas Pudding run 20 th December. 8. Membership Gill reported that the England Athletics subscription for a new athlete who joins after 1 st January extends to 31 st March the following year. Our year ends 28 th February. If the athlete is not a new athlete the club has to pay the annual subscription for the year ending 31 st March and again for the following year. It was agreed that any person who joins HRR should be affiliated to England Athletics. If their affiliation fails (because they have previously been registered with another club) they should be told as they may have a lapsed affiliation which means they are not insured. The distribution list has 153 members for this year and 88 who haven t renewed. Gill has 160 members and 84 members that haven t renewed. It was agreed that Gill send an that weekend warning those that haven t 3

4 renewed that on 31 st May they will not be a member of the club and will not be covered by England Athletics insurance for races or training. If an athlete continues to enter races as a club member after their membership has lapsed England Athletics expect the club to take the matter up with the athlete but if the club has no success will contact the athlete by post if the club gives them details. Club year there was no need to change the club year. 9. Refund for London marathon coach It was confirmed that there would be no refunds for people who had not taken up their place on the marathon coach. For the avoidance of doubt a note would be added to the booking form stating this in future. 10. Vodafone matched funding for the May charity event Heather to speak to Angela about what is required. 11. Survey Tom would let Sarah know for the weekly comms who the survey draw winners were. Grahame would present the wine at the Fox and Hounds on Thursday. The quick fixes identified at the previous committee meeting would be shared with members in the weekly newsletter (six- mile routes on website, to alleviate car parking encouraging running to leisure centre and car sharing on Thursdays, new members paired with buddy runners, goals and aspirations added to the membership form and suggestion to substitute Yateley 10k for the club handicap in June, July and August to be considered for next year). Julie to send Sarah a list. For this year a Yateley Challenge Cup would be based on average times over two of the three races benchmarked to handicap times. Grahame to confirm details. It was agreed that a separate meeting was needed to analyse the survey results. (See item 15.) 12. Volunteer recruitment Nigel said there was a pool of 18 volunteers for the Lord Wandsworth Cross Country series. 15 volunteers were needed for each event. If some gave up there would be a problem. Ways of encouraging volunteering were discussed. Sarah to add Have you thought about volunteering? to weekly newsletter. Nigel to arrange Volunteer of the year. 4

5 Sarah to thank and name volunteers (e.g. from cross country and parkrun) in weekly newsletter. We need to remind members that we are a community club and this may involve volunteering. Another idea to get volunteers was to add something onto the annual Membership Form. For example, stating that it would be assumed that the member was happy to volunteer to help at some time during the club year, unless they indicated to the contrary. (There could be a tick box which they could untick if they didn t want/were unable to help.) 13. HRR race in Summer 2016 Nigel to explore army venues (e.g. polo field, Bourley Road and area used for parking for the GRIM). Lord Wandsworth College and Blackbushe might be alternatives. Once location is confirmed the format of the race can be decided and a subcommittee set up. 14. AOB Achievement Awards these will be presented at Fox and Hounds on Thursday. Caroline to prepare certificates. MRC Maidenhead Half marathon to be added to the existing races. Caroline to check if Suzanne will continue to calculate MRC target times and results. Shield for cross country champions next meeting. Coaching Nigel to advise coaches that a record should be kept of injuries that occur during training. At the start of a session people should be asked to let coaches know if they become injured. Nigel to take trophies that couldn t be presented at Awards Evening to Fox and Hounds on Thursday. 15. Next meeting dates Survey meeting 7 p.m. on 5 th June at 1 Rosedene Gardens Committee meeting 7 p.m. on 3 rd July at Zebon Copse Community Centre Meeting finished at 9.20 p.m. 5

6 Committee Meeting Finance Report as at 15 May 2015 HRR Accounts HSBC Community HSBC BMM Nationwide Petty Cash 1.00 Total 9, Income/Expenditure Income Expenditure Variance Membership 2015/16 Income 2014/ Income 2015/ Affiliations Variance Coaching Budget Allocated budget TBC Spend to date Marathon Coaches Income Expenditure Variance May Event Figures to be reported at the next committee meeting Club assets Current value

7 HART ROAD RUNNERS COACHING BUDGET 2015/16 Coaching Courses (Ged Ruffle, Gill Stone, Nici Strevens & Sam Scott) 875 Race Officials Course (Nigel Marchant) 30 Zebon Copse Community Centre Room hire for Coaches meetings (say) 150 (4 x = ) Summer tops for Coaches (17 x 20) 340 Miscellaneous travelling expenses to courses, seminars, etc 150 TOTAL 1545 Say :