Minutes of previous meeting approved. (proposed Pete Bulaitis, 2nd Clare Thurgood)

BBe mentioned upcoming races requiring entries. 1^st race London Cross Country Championships on Nov 22^nd. Closing date for entries October 31^st. JFa taking responsibility for junior entries. BBe to enter seniors. EPa to forward names to BBe who will submit entries and claim reimbursement at later date.

JFa mentioned that Junior section still to receive Junior Levy of £500

JBa still to receive cheque books from Dave Wilkie.

PBu, Membership Secretary, presented his proposals for improving monitoring of memberships. QBa clarified rules on family membership. PBu agreed to take responsibility for paying in of cheques for 2008 – 2009 season and informing treasurer of those paid.

PBu said that he felt that he was now in a position to carry out the full duties of Membership Secretary and it was agreed that all matters relating to memberships should be directed only to him.

PBu said he would liaise with JBa to check that all those members paying for present season have no outstanding subscriptions from last season.

PBu agreed to talk to Steve Timpson to discuss list of juniors due to become seniors in the coming months.

DBr suggested that where possible in future years, membership renewal letters should be sent out as part of larger mail out prior to Winter season including fixtures lists; AGM agenda etc.

Agreed that renewals reminders should go out in November, to be followed by a "last chance" reminder phone call. A list of paid up members would be published and would be checked when people registered for races.

Discussion held re UK Athletics Rules. TWr confirmed that UK Athletics regsitration runs according to financial year April – April. To date Orion have paid £50 registration fee for period April 08 – April 09. Registration only applies to 1^st claim members. At present Orion have no senior runners on the UK Athletics Database. PBu agreed to forward names of current 1^st Claim active runners that have paid their 08/09 subs to go on database for period April 08 April 09.

TWr highlighted good start made by club in both Chingford & Essex Leagues but turnout in some sections could have been better. Website already a good way of highlighting upcoming fixtures as are the general e-mails sent out by Roddy, but it was agreed the personal touch was important too. Agreed that captains & deputy captains to do all they can to contact individuals, particularly for mob matches.

Discussed upcoming races. QBa informed committee that he had booked all race licences for races in the forest up to and including the Orion 15.

Ranelagh Mob Match – Nigel White is not available to do results but is happy to show someone how to run results programme if someone can be found. TWr to check with Bob Everett if trophy has been engraved from last year.

TWr said that BEv happy to continue looking after trophies for this season but would talk to him to confirm.

EPa and CTh to coordinate names for Essex Vets races, December 6^th, and forward to BBe

Agreed that Mercury would be used for Ladies’ Senior Championship & that home Chingford League fixture, December 27^th, would double as Ladies Vets Championship.

BBe highlighted need for new trail laying and marshal coordinators. BBe said happy to help organise marshals for upcoming Ranelagh match but that new coordinator needs to be appointed. TMa offered to take on responsibility for trail laying & TWr said would approach Steve Simpole to become marshal coordinator.

CTh to identify the existing club first aiders and for future races, we would ensure there was at least one first aider for races and that the marshalls knew how to contact them. CTh to speak to Bob Everett to see how many first aid kits we have and to check if they need any new items.

Discussion held re UK Athletics’ Rules over distances that junior runners are allowed to run.

TWr mentioned that as a club we had a certain amount of discretion about whether to run our races under UK Athletics’ Rules.

Lack of clarity about the benefits gained by being registered with UK Athletics ; what insurance coverage we have by being registered and the consequences of not being registered with them.

Many questions raised : are non – registered runners covered under the insurance? Does the insurance cover personal accident or public liability or both?

At present we run most of our races outside of UK Athletics’ Rules.

BBe to find out present position re our insurance cover and implications of not registering with UK Athletics. BBe to talk to Dave Wilkie to see if club has any separate insurance cover.

TMa mentioned Road Runners Association and agreed to find out about insurance with them.

TWr suggested that until we know more that we continue to run our races outside of the UK Athletics rules thus allowing younger members to participate. TWr agreed to send out e-mail to this effect.

It was agreed that BBe and TMa would research these issues before the next meeting.

Discussed spate of general e-mails being widely circulated many of which have been confrontational & inflammatory. Agreed that no club member should be sending general e – mails and that any issues should be dealt with between individuals in private or raised directly with one of the Captains or the Secretary rather than by email.

TWr stated the AGM had gone well and there was now a clear mandate to pursue securing Jubilee Retreat . A meeting had taken place with the Corporation to discuss clauses of the contract but there were no definitive answers as to the length of lease.

There was some lack of clarity as to what had been agreed re the chemical store. JFa felt there was clear agreement that we would be given full vacant possession including the chemical store.

It was understood that all asbestos had been removed from the building but that we were still awaiting certificates confirming this.

JFa said that corporation had agreed that club could in principle take vacant possession of Jubilee Retreat as of January 2009 and that there was a likelihood that we could stay in the present clubhouse until October / November 2009.

CTh said that she had been in contact with Phil Hernon (Fund Raising Committee Member) and had arranged to meet in the coming week.

TWr said that he would update the Connaught on the outcome of the AGM and our present position.

QBr said that he had spoken to John Andrews as to the cost of carrying out certain internal building works which he could share with people if required.

QBa, CTh and JFa to meet as small working group to decide what might be needed in any new club.

Discussed need for Project Manager. QBa said that John Mercer had offered his assistance and other names were highlighted by JFa and CTh . QBa, CTh and JFa agreed to approach parties to ascertain their willingness to take on the role.

TWr agreed to write to Geoff Pyrah to see if we needed planning permission to remove the chimney stacks . It was agreed that TWr should write to Waltham Forest saying we have no objections to the Corporation's planning application but to register our interest in the Jubilee Retreat.

CTh mentioned that she and Don Taylor had organised a Quiz night in the Sea Cadets Hall for Nov 29^th. Unfortunately, the same night pencilled in for the Xmas party.

CTh said that rather than organising a dinner dance next year she would be organising a presentation and party that could take place at the Chingford Cricket Club.