Hampshire Athletics - Executive Committee
Minutes of meeting held on Friday 9 November 2012
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, Reg Eade, Betty Tabor, John Lofts, Sheena Fitzmaurice, John Fitzmaurice, Alan Cropp, Eileen Williams, Terry Williams, Mary Axtell, Richard Pearson (SAC)

Apologies:

Colin Goater (Chair), Christine Benning, David Churcher, Doreen Old (Vice Chair), David Vosser

The chair and vice chair had sent their apologies, so the meeting was chaired by the President, Christine Weeks.

Minutes from Meeting on 14 September 2012:

After correction: Under Secretary: should read letter from Peter Murphy raising concerns about the cost of coaching days. Minutes were then accepted.

Matters Arising:

Re letter from Peter Murphy, Michael Coker has sent a detailed reply to this.

Following the September meeting unfortunately Steve Squires has resigned as both Treasurer and Track and Field Championship Secretary; we have regrettably had to accept his decision.

Richard Dean has kindly agreed to be the new Treasurer and with regards to the Track and Field Championships, Richard, Mike Williams and Christine Weeks have agreed to be joint secretaries' for 2013.

Correspondence: Mike Williams - Secretary

Questionnaire received regarding staging of county championships from Ray Morgan, Hon Sec, UK CAU, this was completed at the meeting.

Correspondence received from England Athletics. Without consultation EA have increased Membership & Affiliation fees.

  • The Club affiliation will remain at 50.
  • Full senior membership has increased from 5 to 20.
    Off track membership (road runners) has increased from 5 to 10.
    Under 17 membership has increased from 5 to 15.
  • They then plan to increase membership by 1 each subsequent year (apart from off track membership, which will remain at 10) up to 2016-17.

All agreed that the HA Secretary must write a letter, stating our objections to England Athletics! Most of the Hampshire Clubs have already contacted EA with their objections.

Following the dissolution of South of England Coaching, it was agreed that the funds be shared between the four counties, a cheque for 1240.16 has now been received for Hampshire Athletics. This cheque was handed over to the Treasurer.

It was agreed that the U17 Inter Counties will take place on Sunday 11 August, Mountbatten Centre, Portsmouth. Technical Officials Secretaries' to contact local officials asap with this date.

Treasurer: Richard Dean

Richard reported:- Since taking over as Treasurer at the end of September, in order to familiarise myself with the accounts, I have re-processed the receipts and payments for 2012. Although the overall totals are consistent with previous figures, I have broken down some items into greater detail, e.g. club affiliations, and re-allocated some items under different headings. For example, the numbers, results cards and pins for the Track & Field Championships (nearly 650) had accidentally been charged to the Cross-Country Championships. Also, a number of items had been shown as net receipts under a single heading; I've expanded them to show gross receipts under one heading as well as incidental payments under another, which I think gives a better picture of our running costs.

While the Income and Expenditure Account summary shows the association's overall financial position, I don't think it shows the income and expenditure for the county's main activities as clearly as it might, so I've prepared separate summaries for the Cross-Country and Track & Field Championships. I'm not entirely happy even with this format, and if anyone has any suggestions for how future reports could be presented more helpfully, I'd be pleased to implement them in the new financial year.

Regarding the somewhat vexed issue of Hampshire vests, I have emailed each of the current Team Managers to find out what the current problems are, and I shall continue to work with them to develop a workable solution.

I have attended the first matches in this year's Hampshire Cross-Country and Sportshall Leagues, and I hope to go to the SEAA Cross-Country in December as a spectator to experience my first inter-county match. I have yet to meet with the Finance and Sustainability Sub-Group members to learn more about the association's financial planning.

Finally, I look forward to serving as Treasurer to Hampshire Athletics to the best of my ability.

Richard was thanked for agreeing to take on this very important role and he circulated his first balance sheet.

Mike Barratt (Treasurer 2011/12) requested that the outstanding payment of 5000 to Hampshire County is actioned asap. This payment had been agreed previously and Richard Dean will ensure this is completed asap.

Note for Treasurers of Hampshire Athletics Clubs

  • The Affiliation Fee of 75.00 is 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

A meeting had been held with Saucony, who were generally very satisfied with the progress of the partnership between Saucony and Hampshire Athletics. All 4 events directly sponsored by Saucony had gone well, particularly the Saucony Hampshire Athletics Grand Prix. Saucony are keen to have a deeper involvement with Year 2 of the Partnership from February 2013. Specifically sponsorship monies to be allocated to support County Coaching Days, Coach Education Bursaries and the annual County Officials evening forum.
Action:- Treasurer to raise invoice for Year 2

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

Pam reported that all of the infrastructure was in place and we just need to receive more entries, so far only 14 have been received! The entry form along with full details is available on the county website - www.athletics.hampshire.org.uk

The 2013 Championships are being held on the site of the former golf course at Fleming Park in Eastleigh. Pam was thanked for all her efforts and hard work.

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

A very proactive meeting took place before the main executive meeting, Eileen and Terry Williams attended, and several suggestions for changes for 2013 were made.

A meeting is also going to be arranged with Parkwood Leisure and Portsmouth City Council's facilities manager to discuss concerns with some aspects of the venue. Malcolm Rogers has agreed to attend in his capacity as a Technical Official, this is crucial as there are concerns in particular with some of the conditions and markings re the field areas.

The secretaries' will update progress at the next meeting in January.

Championship Dates for next year 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:

Sheena Fitzmaurice and Graeme Lowndes reported that they are looking forward to the International XC Championships in Coutances, France, taking place on the 18 November. A couple of athletes have had to withdraw because of illness but it is hoped to be able to have full teams entered in all of the age groups. Athletes and Team Managers were wished every success at this prestigious event.

Technical Officials Report: Eileen & Terry Williams

Held our Officials Committee meeting last week and made the Cross Country appointments which have now been circulated. We have now added Pam Rogers to the Committee as we felt that we needed her Endurance expertise with Appointments and also Endurance Courses. At the same time John Lofts has now retired from the Committee after 37 years and we thank him for his long service.

We have arranged Level 2 Courses for Track, Timekeeping, Starter/Marksmen and Health & Safety at Basingstoke Hockey Club on Sunday 18th November from 9.40 to 3.30 and a Field Course with Health & Safety at Winchester on 9th December from 10.00 to 4pm. We have had to change the order for the Winchester Course as all the Tutors are at Solihull the previous evening for a UKA NTO 2012 THANK YOU DINNER . There are still some clubs in the County who seem loath to encourage prospective new Officials but in the end they will find it difficult to hold meetings due to lack of Officials.

We will also be attending the England Athletics National Officials Forum at Birmingham on 2nd December.

Road Running Report: Colin Goater

Road Running continues to thrive in the County with a road race taking place almost every weekend.

The next Championship event will be the Gosport Half Marathon on the 18th November. That will be the last Championship Race because as from January recognition will be shown to the athlete with the fastest time recorded over the year. This will apply to all distances and all age categories.

The Hampshire Road Race League is getting even more popular and the last event was the Lordshill 10 mile. The Secretary of that League Graham Coleman, Victory AC works so hard making it I am sure one of the best Road Running Leagues in the country.

It is pleasing to note that within the County we have recruited several new Race Adjudicators since the last Executive Meeting.

The next Road Running Sub-Committee meeting will be next Monday 12th November at Fleming Park Sports Centre.

Sportshall: Michael Coker

There was a very encouraging attendance (c. 180 athletes) at the first Hampshire League match at Fleming Park on 21st October 2012 with a full complement of Officials. Numbers were up in the Under 13 Boys and Under 15 age-groups. The second of 4 matches will be held at the Mountbatten Centre on 25th November

Development: Michael Coker

Three Coaching Days have been organised for Winter 2012-13. The first day is being held at Portsmouth on 17 November with approximately 100 athletes registered, far exceeding attendance in previous years. A number of these athletes are not currently coached or members of Clubs, so some time will be invested to sell the benefits of Club membership. The second Coaching day will be held at Andover on 8th December and will focus on strength conditioning/ physical preparation.

The 'Sport Maker' scheme is a local means of assisting Clubs to recruit more volunteers & Officials (building on the success of the 2012 'Games Makers'). There is a potential 250 payment to Athletics Clubs who participate, providing new Officials log hours.
Action:- MGC to investigate further and correspond with Clubs/ Hampshire Joint Officials Secretaries.

MGC noted that the 2012 Olympic/ Paralympic effect seems to be continuing with greater numbers taking part in Hampshire County organised events. The first 2 Hampshire Cross Country Leagues had large increases in athletes:- Farley Mount finishers increased by 12% to 735 from 2011; and Goodwood finishers increased by over 7% to 704 in 2012.
Action:- MGC to promote/ publicise the Saucony Hampshire Cross Country Championships to the widest possible network of contacts.

55 Hampshire athletes had submitted applications to the Hampshire Talented Athlete Scheme (HTAS), run by Hampshire County Council from 252 applicants across all sports. Successful applicants will be in receipt of a variety of support services including:- free access to leisure centres, discounted physiotherapy, free bus travel cards, sport science support and financial grants.

England Athletics: Christine Benning

Report was circulated, please see here. The following matters were commentated on:-

Regarding the award to Steve Snodden. Concern was expressed that EA did not advise Hampshire Cofsecs of Steve's award or when it was to be presented especially as the National Awards were made at the end of October. Eileen & Terry Williams will be writing to Steve to congratulate him.

Also it was pointed out that the major changes regarding the membership fee increases proposed by EA was not included in this latest report, the committee felt this should have been included by Christine. Secretary to email Christine with this concern.

Agree date for 2013 AGM:

The date agreed is the 1 March 2013.

Nomination for President 2013/14:

Names to be suggested at next meeting in January 2013.

Any Other Business:

Richard Dean produced a graph which shows how the website is used. Please see attached graph.

Hampshire Athletics page loads 9 November 2012

Richard is also looking at the possibility of online entries being available for the 2013 Track & Field Championships; this would mean a 108 yearly fee for a database. All agreed to this expenditure.

Date of Next Meeting

Friday 11 January 2013
Park Suite, Fleming Park, Eastleigh
7.30 pm

Date of AGM

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

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