Orion Harriers

 

Committee Meeting Minutes 27th November 2008

 

 

 

1.

Present:

Tim Wright(TW), Bill Bennett(BB), Quin Broadbent(QB), Pete Bulaitis(PB), Tony Maru(TM), Ron Bond(RB), Eric Paul(EP), Steve Simpole(SS), Warwick Barton(WB)

 

 

2.

Apologies:

Steve Bunce, Clare Thurgood, Jane Farrier, John Barrett

 

It was noted that Steve Simpole and Steve Bunce had been invited to join the committee.

 

 

3.

Minutes of previous meeting and matters arising:

Meeting minutes were approved (proposed by TM and seconded by WB). The following were actions:

  • Race entries had been placed
  • JB had written to 75 members who had not paid subscriptions.  PB to run through the list with JB.
  • From January 09 a new regime would be in place whereby you were not able to run in races if you had not paid your subscription.
  • BB to research progress on First Aiders

 

 

 

 

 

PB

 

 

 

 

BB

4. 

Hon Secretary’s Report

  • 2 women’s teams, 2 men’s ‘40’ teams and 2 mens ‘50’ team had been entered for the Essex Vets.
  • It was noted that closing dates for races were coming up, the Southerns and Nationals.  Team captains to nominate runners.  BB to speak to CT for the women.
  • BB to research involvement in the SEAA pentathlon championships.

 

 

 

 

 

 

 

BB

BB

5.

Treasurer’s Report

  • It was noted that subscriptions were coming in for this year 08/09
  • JB was working through accruals (monies owed)
  • SS to speak to JB about placement of monies on deposit

 

 

 

 

 

SS

6.

Captain’s Report

  • There had been good turnouts for both the Essex and Chingford leagues
  • Orion had won both the SLH and Ranelagh mob matches and had come second in the Ware Cup.
  • Orion would be represented in the Essex League at Springfield

 

 

7.

Future of Orion Harriers’ clubhouse

  • TW will issue a summary of the current position
  • Outline agreement had been reached with the Corporation; legal issues with regard to the lease (three-year) are being studied.
  • The chemical store will be removed
  • Terms are rent free for the first 3 years, then £1,000 per annum thereafter.  TW sees possible negotiation once the costs of new accommodation are known.
  • Neither party can go firm on access dates.  (Existing terms are lease expiry on 3rd June 2009, to which an extension of 6 months has been granted).
  • Negotiations are in place over the requirement to pay the Corporation’s legal fees (c. £2,000) under the heads of terms.
  • A draft of a letter which Phil Hernon was proposing to send to members on fundraising was tabled.  Concern was raised at the perceived obligation/demand for members to contribute.  It was agreed that the letter would be re-drafted with amendments and would be issued by TW, with a summary on the current position on the Clubhouse.
  • With regard to Jubilee Retreat no potential Project Manager had been found to date.  TM to define scoping needs, along the lines of current facilities.  QB to approach John Mercer to draw up plans from which approximate costings could be made.
  • BB/WB to research the possibility of obtaining charitable status.
  • A sub-group comprising TW, JF, QB, & BB was proposed to drive forward the necessary actions.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TW

 

 

TM

 

QB

 

 

BB/WB

 

TW/JF

QB/BB

 

8.

UK Athletics

  • Affiliation fee paid runs out in March 09
  • Under insurance provided Public Liability cover is given, not personal accident. It was noted that running races without a  licence does not affect cover.
  • TM detailed comparison between UKA and Association of Running Clubs’ insurance arrangements. TM would review other clubs arrangements and cost of ARC membership.
  • The committee can consider provision of personal accident policy if felt of benefit.
  • It was felt up to coaches/parents to decide at what age juniors could run in senior (distance) races.

 

 

 

 

 

 

 

TM

 

ALL

9.

Upcoming races/events

  • Trail laying/marshalling was set up for this weekend
  • There was a bonus race at Hainault (cycle track) on Tuesday 9th December.
  • QB wanted the next Essex League and Chingford League home races to be the same course, avoiding the Connaught track.  QB to discuss with Steve Timpson.

 

 

 

 

 

 

 

QB

10.

AOB

  • There was a joint party with Eton Manor on 6th December
  • Orion had 8 London Marathon places, plus 3 from manning the drinks station.  Places could be used to raise funds for the club, say £200.00 per place.

 

 

11.

Date of next meeting

Thursday 15th January 2009 at 7.45pm at HQ.

 

ALL