Isle of Arran Junior Triathlon Club MINUTES
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1 Isle of Arran Junior Triathlon Club MINUTES Meeting date time 2/24/2016 7:30 PM Meeting location Arran High School Meeting called by Type of meeting Facilitator Note taker Timekeeper Craig Wood First Annual General Meeting Barry Smith Heather Wood Greg Hamill Attendees Craig Wood Greg Hamill Archie McNicol Barry Smith Lorna Mansfield Daryl Dixon Louie Urquhart-Dixon Jake Heather Wood AGENDA TOPICS Agenda topic Setting up of the Club Presenter Greg Hamill Key roles of the Club to be selected to proceed forward, due to the small number at this time selection of the committee will be an informal arrangement which can be reviewed as the club grows. Roles which have been proposed and seconded are as follows: Chairman Daryl Dixon Secretary Heather Wood Treasurer Greg Hamill Welfare Officer Barry Smith Any parent that has a child that regularly attends the Club is entitled to be a member of the committee. Constitution and Health and Safety documents have been created by Craig through templates available on Triathlon Scotland it has been agreed by the present attendees that these will be adopted by the club. Insurance is in place through Triathlon Scotland. Attendance of training sessions is restricted to a maximum of 15 children per session this needs to be strictly adhered to comply with the insurance requirements. This can only be increased with the addition of further qualified instructors. For each additional Level 1 qualified instructor an additional 4 children can attend. Further qualified instructors will need to be obtained to increase the Club s numbers. Consent forms have been collated by Craig and are currently held by him, these will now be held by the Secretary of the Club. Consent forms will need to include permission for the publication of photographs on the Clubs Facebook, Twitter and website. Archie will forward a copy to the Secretary. Archie has ordered a First Aid Kit for the Club and this will be present at all training sessions and events.
2 Each training session to be restricted to 15 children, a waiting list will be created for any other children wanting to join. Interested people for Level 1 Coaching are Greg, Archie, Daryl and Barry. Triathlon Scotland have previously advised that they may be willing to hold the Level 1 Coaching Course on Arran if there were more than 5 participants. Craig will discuss with Triathlon Scotland to confirm the details of the next course and whether this could be held on Arran with the current interest. Photograph Consent Form Archie 3/21/2016 7:30 PM Level 1 Coaching Course Triathlon Scotland Craig 3/21/2016 7:30 PM Agenda topic Internet Media Presenter Greg Hamill Facebook and Twitter Groups have been agreed as positive methods of communication for the Club, they will be informative for club members and will allow positive promotion of the Club. It has been agreed that the Club will benefit from being an Open Group on Facebook as this will allow members to have instant access to a calendar of events, pictures from events and any information regarding training. Twitter allows links into other groups of interest i.e. Triathlon Scotland. For people to have quick access to details of the Club it has been agreed that it is necessary to set up a Club website. This will provide contact details and details of training times. This will also aid the promotion of the Club. Facebook can be overseen by one or two administrators, Daryl and Lorna have volunteered to oversee this. Daryl will set up the Twitter page. Greg will collate a front page for the Clubs own website. Facebook Group Daryl 3/21/2016 7:30 PM Lorna Twitter Page Daryl 3/21/2016 7:30 PM Website Page Greg 3/21/2016 7:30 PM Page 2
3 Agenda topic Financial Conduct Presenter Greg Hamill A Bank Account must be set up to allow the Club to accept funding, Greg is to look into Bank Accounts that are available through The Co-Operative Bank and The Royal Bank of Scotland. The Co-Operative Bank offers access to Fundraising details. Forms will be completed for the designated Bank Account. Four named people will be stated as this will assist with funding items being signed off with more ease. Bank Account to be selected and set up Four named people Archie. Greg, Daryl and Barry Bank Account set up Gre 3/21/2016 7:30 PM Agenda topic Format of Future Meetings Presenter Gregg Hamill To assist with the smooth set up of the Club a format for future meetings needs to be agreed and adopted. Matters to be taken into account are the frequency of the meetings, where they will take place and the running order. It was stated that as the Club is in the early stages of being set up it is necessary for the meetings to be more frequent and therefore are to take place on a monthly basis, this will be reviewed after 3 months to see whether this can move to a quarterly basis. Barry has agreed that the meetings can be held within the High School. The format for future meetings was discussed and it has been agreed that the following will apply: Welcome Chairs Report Secretary s Report Matters Arising Meetings will be held on a monthly basis with a review of the required frequency being carried out in 3 months (May). The format of future meetings has been agreed as stated above. Meetings will take place at the High School. Agenda Minutes Format Heather Daryl 3/3/2016 7:30 PM Page 3
4 Agenda topic Funding Presenter Greg Hamill Funding has been secured through Big Lottery, Craig will request that the cheque is presented to the Club as this will be a really good first promotion of the Club on Arran with publication of the event being requested in the Arran Banner. Future fundraising will need to be conducted quickly to allow for the running costs of the Club, ideas will need to be collated and the best option selected. An initial amount of 500 will need to be raised to assist with costs such as hiring the Sports Hall for indoor training and travel expenses for events. The Club are to approach local businesses for sponsorship. Lorna has put forward The Old Byre Showroom as a sponsor and will discuss with other business at the next Visit Arran Meeting whether any of their businesses would like to offer their support. Subscription to the Club was discussed this has been offered at this time as a free club to give back to the community. Many Clubs charge a one off subscription to become a member. For the foreseeable future the Club will continue to operate on a free basis with the support of funding. Initial Funds to be raised to start the Bank Account has been set at 500. Visit Arran businesses will be approached for prospective funding. The Club will operate initially on a free basis to all children. Lottery will be approached to see if they still offer for matching. Visit Arran Prospective Funding Lorna 3/21/2016 7:30 PM Lottery Funding Match Archie 3/21/2016 7:30 PM Agenda topic Events Presenter Greg Hamill An initial review of the events available on Triathlon Scotland website has been undertaken by Craig to select four key events that can be undertaken in the Clubs first season. The following events have been prospected: Allander Aquathlon 20 th March 2016 (requires an overnight stay) Sottish Schools Aquathlon 26 th April 2016 (available to senior members only, entry via school) Prestwick Aquathlon 7 th May 2016 (this is an afternoon registration) Page 4
5 Scottish Triathlon Championship 18 th June 2016 (Craig will ask for a registration time extension to allow coming on the boat) Arran Junior Aquathlon 25 th June 2016 (local event, but not yet confirmed by the organizer) One of the key issues for the Club will be attendance time for the events with many requesting a registration time of 9.00AM which currently the Ferry Timetable does not allow for, it will therefore be necessary for participants of the Club to book overnight accommodation to ensure that they are able to register on time. Accommodation can be costly and therefore the Club will look into solutions for this, a possible option is a Youth Bunkhouse or a deal with a Hotel chain on the Mainland. A travel option could be a minibus for all Club participants with Ardrossan Minibus being a possibility. This will need to be considered against the registration time of the event. Parents to be encouraged to register their child with Triathlon Scotland. Overnight Accommodation to be looked in for events requiring morning registration. The Club will look to arrange their own event/test event at a later date. Details of the Scottish Schools Aquathlon have been passed to Mr Simmons for him to enter interested participants. Discuss Overnight Accommodation with Graeme Johnston Heather 3/21/2016 7:30 PM Special notes: Risk Assessments Daryl raised the necessity for all Risk Assessments to be completed particularly regarding cycling on roads with children. Craig will complete the document that he has access to on the Coaching Hub. 8 children are able to ride with one instructor. All children wishing to participate in road cycling during a training session must have the correct Personal Protective Equipment (PPE), this should include high visibility jacket, a road worthy bike, clear glasses, riding gloves and a riding safety helmet. Full details of the Risk Assessment will be submitted by Craig. Other Risk Assessments to be completed include Open Water Swimming. Glen Sloss has volunteered to assist with Open Water swimming training, Craig has been passed his details. PVG checks need to be undertaken for all volunteers. Existing holders of a PVG check will need to have the Club noted as an interest. Craig will approach Triathlon Scotland to ascertain whether they have any funding available for PVG checks. Vote of Thanks Daryl put forward a vote of thanks to Craig for the work that he has undertaken in getting the Club off the ground. Participation particularly in the junior section is reaching the maximum capacity and the children all seem to be having great fun in the training sessions. Next Meeting This will be held at Arran High School on Monday 21 st March 2016 at 7.30pm. All agenda items will need to be submitted in good time to be collated for the next meeting. Page 5
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