Hampshire Athletics - Executive Committee
Minutes of meeting held on Friday 11 January 2013
Fleming Park, Eastleigh

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Present:

Pam Rogers, Mike Williams (Secretary), Christine Weeks, Michael Coker, Graeme Lowndes, Mary Goater, Richard Dean (Treasurer), Mike Barratt, Sheena Fitzmaurice, John Fitzmaurice, Eileen Williams, Terry Williams, Mary Axtell, Richard Pearson Colin Goater (Chair), David Vosser, David Churcher, Cliff Manton (Hedge End RC), Bernie Dutton (Hedge End RC)

Apologies:

Doreen Old (Vice Chair), Alan Cropp, Betty Tabor, Reg Eade, John Lofts, Christine Benning

Minutes from Meeting on 9 November 2012:

Minutes accepted.

Matters Arising:

Re Secretaries report - because of the many objections received from clubs to England Athletics regarding the huge increase to membership fees, EA have now decided that:-
For the affiliation year commencing 1 April 2013 the following will apply:
All individual athletes will pay a flat fee of 10 irrespective of age or discipline. (The 10 fee will also apply to the optional Under 11s scheme. Details for this scheme will be communicated in the New Year.)

Secretary: Mike Williams

Request from Hedge End Running Club to affiliate to Hampshire Athletics. Representatives from the club attended the meeting, and all present voted in favour to accept their application, and welcomed them to Hampshire Athletics. The club meets at present two days a week, is proving to be very successful as it already has 60+ members.
Secretary Cliff Manton, 1 Waylands Place, Bursledon Road, Hedge End, SO30 0BZ

The AAA's AGM will be held in Birmingham on the 17 March.

UKA permits have been received for the forthcoming championship events in May.

England Athletics requested that verification of athletes registration status at our events is carried out, this request will be declined!

Treasurer: Richard Dean

Our financial year ended on 31 December, so I can now present the unaudited Income and Expenditure Account for 2012. I shall report on this in detail at the AGM in March. The main points are:

Affiliations

All but three clubs have paid their affiliation fees for 2012. One of these hasn't paid their fees for 2010 or 2011 either, which I have regarded as a resignation by default, and I removed their entry from the Hampshire Athletics website. I emailed the other two on 6 December but have not received a reply. In contrast, six clubs have already paid their fees for 2103 - Total Surplus 2,315.00

County Championships

The Track & Field, Multi-Events and QuadKids Championships and 10K Road Race produced a combined surplus of 3,306.56. This year I shall produce separate accounts for the main Track & Field Championships and for the May Day Athletics.

County Cross-Country produced a total surplus for the year of 1242.15, which is rather meaningless as it includes expenditure on some items for both the 2012 and 2013 Championships. In fact, the surplus for the 2012 Championships was 1,861.16 and for 2013 with some bills yet to be paid it is about 2,400.

Sportshall League

The League showed a surplus of 1,242,15 for the year, which again is misleading as it covers parts of two seasons. However, having negotiated lower rates for hall hire and with increased numbers of athletes taking part, there is no doubt that the League will return a surplus for 2012/13.

Other

The remaining activities produced deficits, the main ones being:

  • Inter-County Track & Field: 478.68
  • Inter-County Cross-Country: 103.00
  • Officials: 884.88
  • Administration: 508.13
  • Sales & Purchases: 384.82
    (Total vests held in stock currently: 233 approx.)

The Bottom Line

Overall, the accounts show a surplus of 5,020.79 for 2012, compared with 269.78 for 2011 and a deficit of 2,776.15 in 2010.

Hampshire Vests

I attended the SEAA Inter-Counties Championships on 8 December, and have realised that my earliest ideas of accounting for vests would have been futile and unhelpful. We have a couple of months now until the UK CAU Inter-Counties Championships on 9 March, and hope to have something in place by then.

PayPal

I have set up a PayPal account for Hampshire Athletics, mainly to enable online payment of entry fees for the Track & Field Championships in May, though it does also open up some other possibilities.

Note for Treasurers of Hampshire Athletics Clubs

The Affiliation Fee of 75.00 was due on the 1 January 2013.

Please raise a cheque made payable to Hampshire Athletics and send to:-
Hon Treasurer, Hampshire Athletics, Richard Dean, Flat 4 Hazeldene, 2 York Road, Broadstone, Dorset, BH18 8ET

or pay by BACS: Lloyds TSB Sort Code: 30-96-11 Account Number: 01295127 Reference: HA AFF 2013 and your club name

Finance and Sustainability Sub Group: Michael Coker

The success of the group can be measured by the encouraging return of Hampshire Athletics to 5K+ profitability in 2012, (this follows substantial losses totaling over 11,000 over 2009/10). All aspects of the sport in Hampshire are now covering their costs, with a significant contribution from the Hampshire 10K. Richard Dean, Mike Barratt, Michael Coker met in November 2011 and were actively exploring income streams/grant applications for Hampshire Athletics.
Action:- Club Affiliation fees are 75 for 2013 - if we planning to raise this to 100 for 2014, this would need to be put forward as an AGM item.

Cross Country Championships 5 January 2013: Pam Rogers - Championship Secretary

754 entries received and 602 finishers on the day. A huge thank you must go to Jon Osman, Malcolm Price and Eastleigh RC for their organisation and marshalling skills, both before and on the day. A special thank you to our Sponsors, Saucony; their support as always is invaluable. Our Officials with their professionalism and commitment ensured the championships were run very successfully. Richard Dean and David Yetton again produced a thorough and speedy set of results and with Colin Goater, Roland Yeomans, Mary Goater and Christine Weeks assisting me as well, the championships once again were a great success.

Our website managed by Richard Dean has a vast amount of photographs available and it has had a huge number of visits. The website address is:- www.hampshireathletics.org.uk

Pam was thanked by everyone for her dedication and extremely hard work, ensuring the XC Championships proved to be a wonderful showcase for Hampshire Athletics.

2013 Track & Field Championships: Richard Dean, Mike Williams and Christine Weeks

The track is booked and roles have been agreed. Entry forms and details will be available on the website late February.

Emails have been received complaining about the change of dates for the two day championships, this now clashes with half term! Replies have been sent stating that in fact Hampshire Athletics Executive Committee did not make this change, and that we have to abide with UKA's decision to alter the dates!

A meeting will be been arranged shortly with Parkwood Leisure and Portsmouth CC to discuss improvements needed on equipment, line markings etc. for both the track and field. Malcolm and Pam Rogers will be asked to attend as well.

Championship Dates are:

Multi Event Championships:
10k Road Race: Quad Kids Events:

6 May 2013

Track and Field Championships:
25 and 26 May 2013

Venue:
Mountbatten Centre, Portsmouth

Team Managers:

Graeme Lowndes reported that the recent International XC Championships held in Coutances had been a great success. He also pointed out that a selection process was not the criteria to select athletes, but in fact this has always been an invitation event.

Full reports and results about the Coutances Championships and the SEAA XC Inter Counties are available on the Hampshire Athletics website - www.hampshireathletics.org.uk

Graeme also requested that an item be added onto the AGM agenda to discuss inviting a team from Coutances to take part in a Hampshire XC event.

Joint Technical Officials Report: Eileen & Terry Williams

We held Level 2 Courses at Basingstoke on 18th November for Track, Timekeepers and Starter/Marksmen together with Health & Safety and then at Winchester on 9th December for Field plus again H & S. Due to small numbers at Basingstoke England Athletics were trying to cancel but we persuaded them not to do so. England Athletics also managed to mislay one Application which took 2 emails and 6 weeks to trace and also left one candidate completely off the S/M Course! Yet again there are clubs who have not put forward any names for Courses and these tend to be the same but there will come a time when they will not be able to host any meetings due to lack of qualified Officials.

We will be going out with our Summer availability letter in the next week and our sub-committee will be meeting to look at appointments on 21st March.

We had a very useful annual meeting with Michael Coker last Tuesday to review 2012 and look at 2013 including the Saucony Grand Prix dates. In addition we will be holding our 9th Annual Officials 'Get Together' on 5th or 12th April, depending on Guest Speaker availability, at Basingstoke Hockey Club and on behalf of all Officials we thank Michael for all his help including sponsorship.

There are moves afoot to look at the role of Cofsecs nationwide and we will be joining the England Athletics consultation Group. We have also taken up with UKA a system problem with the Trinity database and have been told it will take 6 months to rectify!

Richard Dean has been working hard to produce a Seeding programme for the T & F Championships which should help with the accuracy and speed of producing the seeding sheets. To this end we wish to discuss funding for some IT equipment. This request will be considered by the Treasurer.

Road Running Report: Colin Goater

Road Running in the County continues to flourish and the Hampshire Road Race League remains one of the most successful leagues in England. Winchester & Dist AC currently lead the Womens Division 1 and Overton Harriers the mens top division.

The next League event will be the Stubbington 10k on 20th January which will no doubt be strongly contested and attracting the strongest Road Runners in the area.

The next meeting of Hampshire Road Running group will be on Monday 28th January at Fleming Park starting at 7.15pm. All are welcome.

2013 sees the start of a new system where instead of Championship events records will be maintained to establish the best performance of the year in all age categories and race distances.

The system of using Adjudicators in place of Referees at Road Races apart from Championship events is settling in well. Hampshire as a County now have a number of qualified Adjudicators who are doing a great job however we would like more volunteers to take on the role. Details can be obtained from Colin Goater the Regional Chair of the Road Race Licencing Panel.

Sportshall: Michael Coker

The 2012-13 Hampshire Sports Hall League started with 2 very well attended matches at Fleming Park (21 October) and Mountbatten Centre (25 November). Approximately 200 young athletes participated in both matches, with Haslemere A.C. new entrants to the League. Match 3 is at Fleming Park on 27 January 2013. Phil Budd is managing the Hampshire U11 teams at the Regional Championships (Burgess Hill- 13 January); and Michael Coker the Hampshire U13/U15 Teams (Burgess Hill - 9 February 2013). A Schools Disability Sports Hall Festival has been organised at the Mountbatten Centre on 5 March 2013.

Development: Michael Coker

The first 2 Hampshire Coaching Days had been held for Winter 2012-13, both with record attendances. Portsmouth (17 November) had 103 athletes registered including some new athletes linked to Clubs; Andover (8 December) had 65 athletes registered and focused on strength & conditioning. The final day will be organised at Winchester Stadium (March/ April 2013), with a pre- season planning theme.

New Forest Runners, based in the New Milton area, have now increased their Junior section to over 50 athletes, and are making substantial progress in Track & Field.

Proposed dates for the Saucony Hampshire Grand Prixs in 2013 are:- 17 July, Basingstoke; and 15 September, Southampton (in conjunction with the Doreen Old Open). There are ambitious plans to extend the reputation and prestige of these events in the South of England.

MGC had attended a very productive 2013 Officials Planning meeting with Eileen & Terry Williams. The Annual Hampshire Officials get-together is scheduled for early April 2013 tbc.

The organising team for the Saucony Hampshire 10K (6 May 2013) are meeting shortly - this event is critical to sustaining the profitability of Hampshire Athletics.

There are plans to expand the current Hampshire Wheel Chair Racing Group to Basingstoke and Portsmouth, whilst retaining the Winchester centre.

The 7 Hampshire Club athletes (from a team of 36) who represented Great Britain in the Spar European Cross Country Championships in Budapest (9 December 2012) all gained team medals - Louise Damen (Winchester), Emilia Gorecka, Lily Partridge, Andy Vernon, Emily Wicks, Jonny Hay & Ian Bailey (all Aldershot).

The Hampshire & IOW Sports Awards are taking place at Southampton Football Club on 20 March 2013. Hampshire Athletics traditionally does very well at these Awards. The meeting discussed a number of potential nominees. Clubs would need to complete nominations, which MGC would support and forward. Nomination forms can be downloaded from
www.sporthampshireiow.co.uk/sports-awards

Nomination for next President:

The Executive Committee unanimously agreed to nominate Mary Axtell as President for 2013/14.

AOB:

A question was asked with regard to any possible financial support the county was able to provide, especially for the Channel Island Athletes. As in the past any request will be dealt with on merit. Any request initially needs to go to the Treasurer Richard Dean:

Date of Forthcoming AGM

Friday 1 March 2013
Park Suite, Fleming Park Leisure Centre, Eastleigh
7.30 pm

Dates for your Diary

Committee meetings will be held on:-

  • Friday 10 May 2013
  • Friday 12 July
  • Friday 13 September
  • Friday 8 November
  • Friday 10 January 2014

Park Suite, Fleming Park Leisure Centre, Eastleigh, at 7.30 pm

New website address is - www.hampshireathletics.org.uk

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