ORION HARRIERS
FOUNDED 1911Committee Meeting Minutes: 28 August 2008
1. Present : Dave Brock, Maxine Joyce, Anne de Asha, Quin Broadbent, Bill Bennett, Clare Thurgood, Pete Bulaitis, Steve Simpole, Tim Wright, Bob Everett, Steve Bunce, Colin Lutman, Dave Joyce
2. Apologies for Absence : Jane Farrier, Richard Kingsnorth, Dave Wilkie,
3. Minutes of Previous Meeting and Matters Arising
Quin Broadbent and Bob Jousiffe had agreed to run the Chingford League. The minutes of the previous meeting were unanimously approved (proposed Bill Bennett, seconded Anne de Asha).
4. Hon.Secretary’s Report
The Secretary explained that the Revd David Lock had died on August 18th aged 79 having run 24 consecutive London marathons in Orion colours.
Some new members forms had been received, though not all applications had been completed properly or came with cheques. It was agreed these needed to be checked outside the meeting.
5. Hon. Treasurer’s Report
There was no report, but the accounts were being prepared for the AGM.
6. Captain’s Report
The Captain confirmed that he would stand down at the AGM and the Committee thanked him for his extensive contribution to the club over the past 8 years.
7. Possible Changes to the Constitution for discussion at the AGM
The Secretary proposed amendments to the Constitution to streamline the election of new members, to streamline the communication following Committee Meetings and remove references to AAA which it was agreed should go forward to the AGM. It was also agreed that a motion clarifying the age at which members could vote at AGMs should be brought forward, following last year’s meeting. Bob Everett proposed that ex-Presidents should become Honorary Life Members once they stood down, which was also agreed.
8. Dealing with Membership Information
Colin Lutman reported that as of April, 113 members had not paid their subscriptions, though no reminders had been issued. It was agreed that the unpaid members should not be removed from the club as there had been no reminder and we were so close to the start of the new year. It was agreed that Colin Lutman would give the list of the unpaid to Steve Simpole, Clare Thurgood and Pete Bulaitis who would all ring round to remind them.
9. Future of Orion Harriers’ Clubhouse
The Secretary provided an update on the three alternatives: the existing Coach House, the Connaught Club and the Jubilee Retreat since the last meeting:
The petition had been circulated, but we were holding off actually using it.
The Secretary and Jane Farrier had met with the Corporation; who had formally offered the club the Jubilee Retreat site, subject to planning permission, etc, though the costs of refurbishment would fall to the club. The Corporation had explained their proposals for the club house to be a visitor centre, with which shared use was not a viable option.
As part of the consultation, the Secretary and others went to a meeting with other forest “user groups”, who all felt uninformed and unsupportive of the Corporation’s proposals. A specific consultation meeting for Orion members had been arranged for 4 September, it was agreed to promote this event to ensure there was a good turnout.
A further meeting had been arranged with the Connaught Club.
In discussion, it was asked whether the Corporation could make more use of Butler’s Retreat and the pub, which they also own the freehold for. The Secretary confirmed they had asked the Corporation to look at the pub site, but had not yet had an answer.
There was a discussion about timescales and the Corporation’s deadline was for the bid to go to the Heritage Lottery Fund in November, concurrent with their planning application.
On Jubilee Retreat, we needed to get surveyors and builders in to get an estimate of costs before the AGM. Steve Simpole suggested we draw up a list of members who can help the club.
Steve Bunce suggested contacting Sport England to write to the Corporation on our behalf.
In terms of fundraising, the Corporation had offered advice but nothing more. Jane Farrier had begun making contacts and Steve Bunce had names of organisations to contact.
Steve Bunce suggested that the membership be given as much information as possible prior to the AGM.
10. Any Other Business
Anne de Asha proposed changes to the training night. It was agreed that we should try to improve, particularly the Ladies’, attendance at training sessions and we should explain what we were trying to achieve. It was suggested we return to having a training co-ordinator.
Tim Wright
Honorary Secretary