1. Present

Dave Brock, Bob Everett, Jane Farrier, Bill Bennett, Quin Broadbent, Clare Thurgood, Peter Bulaitis, Tim Wright, Mark Farrier

2. Apologies for Absence

Maxine Joyce, Richard Kingsnorth, Dave Wilkie, Steve Simpole, Steve Bunce, Anne de Asha

3. Minutes of Previous Meeting and Matters Arising

Dave Brock said that Mark Farrier was in a position to help with the future of the clubhouse and the Committee agreed he should be part of the meeting. The membership fees for 2008/9 had gone up to £35; Quin Broadbent said that he knew of a couple of non-active members who weren’t happy about the rise to pay for UKAthletics’ subscriptions. It was agreed to discuss the Chingford and Essex Leagues at the next meeting. The minutes were proposed by Bill Bennett, seconded by Jane Farrier and approved.

4. Hon.Secretary’s Report

Tim Wright thanked Bob Everett for all his help since the AGM and told the Committee they were working well together as a team.

There are 5 new Members:

Terry McCarthy proposed: Dave Brock seconded: Dave Wilkie

Jackie Antoine proposed: Clare Thurgood seconded: Dave Brock

James Hart proposed: Dave Brock seconded: Tim Wright

Paul Brandon proposed: Dave Brock seconded: Tim Wright

Barbara Burling-Perkins proposed: Clare Thurgood seconded: Tim Wright

He also raised the issue of members using the clubhouse for other purposes. The Committee agreed that the clubhouse is there for the members and the wider community, but that it is important to make sure other uses are co-ordinated, managed properly and don’t unfairly impact the clubhouse or other members. There had been an example last year where this hadn’t happened. The Committee agreed to remind members that others could use the club house, but the relevant member should be responsible for those using it and should inform the Captain, Secretary and Race Secretary well in advance.

5. Hon. Treasurer’s Report

The Hon Treasurer confirmed that the financial position was still sound. Subscriptions had come in quicker than this time last year and were being chased. Entries had opened for the Orion 15.

6. Captain’s Report

The Captain apologised again that he had not been able to fully focus on the AGM for personal reasons and said that he felt that he had fallen below the high standards he set himself. He said he was fully focussed and committed to doing his job and doing his best for the club and the members.

He reminded the Committee that the 2 auditors posts remained unfilled. He and the Treasurer put forward Pete McHugh, who is a very active member and has volunteered, has relevant experience. The committee unanimously agreed that Pete McHugh should be appointed as a club auditor and that they would continue to seek candidates for the other post.

Entries for the Orion 15 had opened and Dave volunteered to act as race secretary. Dave had secured support from both "triandrun" and "SMK Running" for race numbers and prizes. He said he hoped that Bill and Quin would take on the same successful roles as Marshalling and trail-laying co-ordinators again.

Clare Thurgood had again agreed to organise the Dinner and Dance again and it was decided that there didn’t need to be a guest of honour.

7. Future of Orion Harriers’ Clubhouse

The trustees (Bob Everett and Quin Broadbent) set out the current position in detail:

• Bob Everett had made the Committee and the membership aware on a number of occasions that the Corporation were thinking of ending our leasing of the clubhouse (the current 1 year lease expires on 23 June 2008), but the original agreement included a provision that the Corporation should find alternative accommodation "if available".
• The trustees had met the Superintendent plus 2 other officials on 5 July 2007 where the Superintendent explained that they had grant funding to build an educational facility on the site and were expecting a decision on this in April 2008. The Superintendent identified a number of possible alternatives to the clubhouse (including Wanstead Flats, The Warren, High Beech) and most promisingly the Jubilee Retreat. This is a good site and has in the past been home to 2 running clubs (United Hospitals H&H and Grafton Harriers). Being so close to the clubhouse it means that we wouldn’t have to change our courses and it has good car parking. The trustees visited the site with the Superintendent on 16 October. The accommodation is currently used by Corporation staff and would require significant alteration. Though no figures were discussed, the costs would be substantial. The Superintendent said that the Club would need to fund this investment, though the Corporation were in the process of recruiting a fundraiser who could help raise grant revenue for the Club toward the costs. He also said that the Corporation had a policy of not entering into leases for longer than 3 years. He also implied that the club might be forced to vacate the current clubhouse before an alternative was ready.
• The Superintendent promised a detailed summary within a month of the meeting. The Trustees had heard nothing since the meeting, despite a follow up letter on 27 November and chasing emails none of which had been acknowledged.
• The Trustees had begun discussions with Gilwell Park about whether it was an option for alternative temporary accommodation.

In discussion the following points were made:

• The club had been on this site for 97 years
• We need professional legal advice on what our position is (the governing bodies might be able to offer some assistance)
• It was unacceptable for the Corporation not to provide the information they promised at the October meeting on an issue of such importance to the club
• We would be able to mobilise significant public, media and political opposition should the Corporation make the club "homeless", particularly given the strength of the junior section
• We need to understand our legal rights and the Corporation’s detailed intentions before we decide whether to organise a campaign

Committee agreed that a small group comprising: the Captain, the Secretary, one of the trustees, Mark Farrier and one other to be confirmed should meet weekly or fortnightly to resolve this issue. The immediate issues for the group were:

• To continue to chase the Superintendent for a response
• Mark Farrier and Tim Wright to get some informal legal advice before the group commissioned a full legal assessment (which would cost the club money)
• To understand the Corporation’s decision-making structure and objectives

The Committee agreed to make the membership aware of the current position, both to understand the membership’s priorities for what it wants from a clubhouse and to see what other resources, experience and contacts the membership have to help resolve this issue.

The Committee agreed that all communications with the Corporation should be through a single point and that it would ask members not to begin to campaign or lobby external groups until we were sure it was necessary.

8. Club Road Race Championships and Summer League

Following the AGM, the Committee had to decide a Championship Race for 2008. The Committee felt that a 10 like the Great Baddow 10 was too short and decided that the Southend and St Albans half marathons (both on 8 June) were good candidates. It agreed that Clare Thurgood and Pete Bulaitis should research them both and talk to members and decide between them within 2 weeks.

The club had been promoted back to Division 1 of the Summer League, which also included Barnet, Trent Park, St Albans, Royston and (Welwyn) Garden City Runners. There was a discussion about whether the club was in a position to host a race this year because the Committee did not believe the current course was safe enough, but also because of the need to make sure we had enough timekeepers and marshals to manage the race. The Committee agreed that Orion would commit to hosting a trail-based race at the League meeting on 6 February if required subject to successfully getting a permit.

9. Any Other Business

None.

Tim Wright

Honorary Secretary