ISLWYN RUNNING CLUB AGM
Meeting Minutes
ing 1st December 2009
Present: Mike Heare, Jim Dobbs, Rhyd Harris, Blair Lundie, Kim Whedon, Tony James, Mike Bunston, Terry Lewis, Coleen Birch, Glyn Hicks, Ade White, Malcolm Parker, Haydn Hartnell, Mike Dury, Maria Richards, Rob Davis, Dai Tapper.
Next Meeting: TBC 2010
The meeting was opened at 8pm and members were welcomed by the Chairman.
Mike Heare gave a summary of the previous AGM minutes for 2008 which were accepted as correct.
I. Treasurer’s Report
Copies of the club accounts were circulated to all members present.
Hare & Tortoise
A profit of £55 was made in comparison to last year’s 40p profit.
Sirhowy Challenge
A loss of £39 was made, despite the expectation of an increase number of entries. It was recognized that the weather was a contributing factor.
Murder Mile
A profit of £46 was made.
Scenic 7
Despite record entry, we made a loss of £50. This was expected due to the additional cost of the polo shirts for the 25th Anniversary.
Current Account
Additional expenditure incurred included the Rack Raid, Christmas Party, Gazebo, and the Castle’s Relay.
Amount in account to date: £1185.00
Hare & Tortoise Current Account
Amount in account to date: £150.00
Sirhowy Challenge Current Account
Amount in account to date: £1500.00+
Rhyd explained that the Membership & club kit costs were shown on the account reports as 1 amalgamated entry.
The Treasurer’s report was accepted as accurate:-
Proposed: Malcolm Parker
Seconded: Blair Lundie
II. Club Races
Sirhowy Challenge: A disappointing entry for this year as increased entries were
expected. A total of 78 runners. However, it was accepted
that the bad weather was the contributing factor.
The Sirhowy walk was discussed. Malcolm advised that the remedial work was now in the region of £4 - 500,000. Awaiting outcome of a grant request, otherwise an alternative bridge would be constructed.
Mike commended the organization and marshalling of the route.
Maria advised that we were short of helpers at the end of the race to distribute mugs, drinks etc; although it was recognized that marshalling on the course was of primary concern.
Hare & Tortoise: 34 runners. Despite the additional promoting of the race, a
disappointing number. To be discussed in AOB.
Scenic 7: 156 entries – a record entry for the event. Polo shirts were
an expense at around £4 each
Mike expressed thanks to Maria for the race sponsorship.
Murder Mile: 35 entries. Now officially measured and hold race permit. Parking to be looked at for 2010.
Mike advised that he has ordered 25 additional club vests due to the new member demand during 2009.
III. Membership
Blair confirmed the following number of members to date:
51 men
23 ladies
74 Total
There have been 13 new members for 2009.
- Mike informed that he had received approximately 12 queries about the running club as a result of the club website.
- It was discussed that no one has received 2009 membership cards due to printing issues with the Welsh Athletics.
IV. Chairman’s Report
- It was acknowledged that the relay races were a success and new comers to the club had been given the opportunity to experience a different type of race, as part of a club team.
Rack Raid
AOB will address Relay race entries for 2010. Potentially consider other
relays, although the relay races all appear to be around the same date
Special thanks to Jim for organizing the Rack Raid and Ade for the Castle’s
Relay.
- Malcolm queried the results and was confirmed as:-
o 28th Castles (more importantly we beat Chepstow!! J)
o 10th Rack Raid
V. Election of Officers
Chair Tony: Proposed – Malcolm
Seconded – Ade
Secretary Mike: Proposed – Tony
Seconded – Mike B
Treasurer Rhyd: Proposed – Tony
Seconded – Malcolm
Membership Secretary: Proposed – Tony
Blair Seconded – Jim
Committee Members: As 2009 with the addition of Ade and Maria who
replaced Sian Bills who resigned.
VI. AOB
Hare & Tortoise
- It was confirmed that the Hare & Tortoise would cease as it was originally intended to attract new female runners, which appears already to be the case through the weekly Tuesday & Thursday club meets.
Also it was felt that the Race for Life & Park run offered a local 5k race.
Proposer: Malcolm
Seconded: Coleen
Presentation Evening - 29/1/2010
- Coleen & Malcolm have identified 2 locations that would be suitable:-
Blackwood Rugby Club - £15 x 3 courses
- £12 x 2 courses
We would have own room but incurs an additional
cost for disco.
Penllwyn Manor - £10 x 2 courses
- £13 x 3 courses
No additional cost as shared room with
entertainment.
- A sample menu was distributed and will subsequently be e-mailed to all members.
- The Penllwyn Manor was agreed for the location and Coleen will make enquiries to book.
Web Site
- The new website was set up in 2009 with a subscription of £30 p.a. which has been maintained by Mike H.
- The supplier was chosen as Griffithstown currently use.
- Mike questioned whether alternative supplier should be sought for 2010 when subscription expired.
- Malcolm expressed that Les Croupiers web site has taken years to be what it is today and the Islwyn web site could be the same over time.
- Mike to work with Dai & Maria to look at alternative solutions. Dai has a JimDo website in progress and agreed to send details to Maria to assess.
- Thanks were expressed to Glyn for constructing the training runs & club championship details which are posted on the site. Mike has received enquiries as a result of the training routes posted.
Action for 2010 – to resolve web site issue.
2010 Relay races
- Alternative relay races were identified as potentials for 2010:-
o Cotswold Way (June) - Organised by Chepstow
10 runners/100 miles
o Man vs Horse – Same day as Castles (3 runners)
o Clarendon – All off road (4 runnners/26.2 miles)
- Ade advised that there has already been enough interest in the 2010 Castles Relay.
- Glyn advised that the Rack Raid & Castles are usually only 1 week apart. Agreed that Rack Raid would be discussed at a later date.
Coach Training
- Jim recommended that 2 members should attend a Coaching training course. Cost is £25 each. Mike H agreed to circulate e-mail for interest.
Handicap Race
- Confirmed as 15th December
Boxing Day (Half Way House)
- Agreed 28th December (Bank holiday) as date for Boxing Day run/beer.
Club Runs
- Glyn’s rota of weekly scheduled club runs is to be continued and maintained on the web-site.
- Jim expressed thanks to Glyn for organizing.
- Next Measured Mile confirmed as Thursday 3rd December.
- Glyn confirmed that for the Club Championship, for races that points are awarded for position; only the 2 highest scores are recorded.
Club Subsidy
- Confirmed club will not put money behind bar for the Christmas party.
- Maes Manor confirmed as 7pm start.
- Agreed money will be used at the Presentation night; either money behind bar or subsidized meal.
Flags
- It was proposed that 2 flags will be purchased for our club races
- Confirmed as £100 each.
- Members were in agreement to go ahead and purchase.
The 2009 Islwyn RC AGM closed at 9.15pm