Date: Monday 4th April 2016.

Bullet points from the monthly Committee meeting.

Last month’s minutes:

Minutes have been read and accepted by the committee.

Matters arising:

FW requested an update on the “Junior Welcome Pack”. LG responded by saying it was almost complete. The group received draft copies of the document. The general consensus was that it was comprehensive piece of work. Once finalised LG will send out a copy to the committee for any annotating / review / approval.

Good Friday Relays. De-Brief.

·  FW reported that it had been an excellent effort by the club to host the race this year. Good positive feedback from runners and responses on social media. FW thought the course route “had run its course”.

·  TH responded by saying that there was a record turnout, so the club and course are doing “something right”. FW stated 101 men’s 88 women’s teams completed the course with 61 U 13’s and 44 U15’s participating.

·  Turning point 50M ahead sign required.

·  Galvanised post requires a cover made from foam / bubble wrap.

·  One more marshal req’d @ turning point.

·  MC thanked the committee for putting the junior races back on itinerary.

·  Lots of publicity followed the Good Friday races w.r.t. course records being broken, so another positive for the club.

·  5 / 6 minor incidents / accidents all of which have been recorded on the incident / accident sheets.

·  More cones / spigots / tape required.

·  Timings: keep to: 10.15 / 10.30 / 10.50 / midday?

Presentation Night.

Date confirmed as Saturday 16th April. Centre Booked:

·  ML stated that 100 tickets have been sold. Room is at capacity.

·  Most improved runner awards: Jason Old & Emma Fraser

·  Special awards: Mark McNally & Justina Heslop.

·  40 junior medals ordered.

·  RW to do photos.

·  CB to “hand over” awards.

·  Any donations of prizes will be added to the raffle draw.

River Run:

·  Date confirmed: Wednesday 15th June.

·  FW has formally requested Howden’s joinery for sponsorship.

·  Draft entry form (GB to do).Entries will be on-line.

·  Note: Where there has been landslip on the course, the council has barriered off sections which have been considered “a risk”.

·  Golf course & burnt ground area has been fenced off.

Expenses:

TH gave two explanations (parts A&B) as to why the club (in his opinion) should not provide travelling subsidies. Debate followed on both accounts. The outcomes from the committee discussing both issues was that:

PART A.

·  To consider a request for a travel subsidy to a championship race.

·  This would be done on a case by case basis.

·  The justification would have to be put before the committee and a decision taken for that particular event.

·  If the decision was to make a payment, it could be a “part contribution” by the club.

·  The committee would reserve the right to not make any contribution for travel.

PART B.

Once a person attains their first England vest and they then receive their “recognition award” from the club, which is:

·  A memento for their achievement.

·  A £50 cheque.

·  £50 towards their travelling expenses.

Subsequent qualification to further England ‘vests & competition’ TH requested that no travelling expenses should be given out to those individuals.

The reasoning being that they are running for England and are not running in an Elswick vest (thereby not representing the club) and therefore should not receive financial travelling payments & expenses. After discussion amongst the group:

The outcome was:

·  No expenses or financial payments be handed to any club athlete/s attaining subsequent ‘England vests & competition status’.

New members: Athena Taylor Wylam / Vanessa Armstrong Marley Hill / Zara Naughton Stamfordham (and many more to follow next month! MC noted).

A.O.B:

FW was informed that as the football season was running approx. 3 weeks behind due to the weather meant that we would not get use of the field for the 1st 3 weeks in April.

The Committee discussed other options some of which were.

·  Ask if matches could be started at 6.30pm (this may not be possible).

·  MC stated that the juniors could train on the periphery of the playing field.

·  It was seen as an inherent problem at this time of year.

·  Ensure that as soon as the football season is finished a 400M track is marked out immediately.

FW stated that the NEGP Track season starts soon and that they are requesting a £20 fee and the availability 2 club people to assist in the track and field events.

FW to forward on Dates to Paul Naughton.

Publicise on club website for volunteers.

Put the responsibility on to the parents and not coaches (junior coaches won’t support a 3rd evening). MC will communicate this to parents via a note on FB.

FW read out an email from Harry Matthews regarding master’s competition w.r.t. up & coming races. He has already forwarded on a 3 person team V65 team for the Sutton Coalfield Masters Relay’s to FW. He wanted to know who will be promoting the masters races.

GB stated that since Mark McLeod has stood down, Steve Robertson will be taking this role on as the men’s team relay co-ordinator (to include all men’s age group team relay events)

Steve will collect the names from FB and forward them to FW (in the same way Mark did and what LB does presently).

GB will publicise this position on the website and will forward a note on to FB.

ML had received notification from Holly Kelleher that she has become an England Athletics Mental Health Ambassador. Committee gave thanks & appreciation. She was obliged to inform the club, which she has done via ML and paperwork, which was passed around the group. ML asked the group if they would like to invite Holly to the next meeting. Action: ML to invite Holly to the next meeting for a talk on the subject.

This lead MC to discuss welfare officer situation. He reminded the group that “in the past” the club had welfare officers but they had never presented themselves to the junior group which was disappointing.

On a positive note: with the appointment of new officers they will require training (GB to look for approved / appropriate courses). Ensure the officers present themselves to the junior group. Publicise the new officer’s via media and noticeboard. MC pointed out that the juniors ideally need that ‘point of contact’ should something untoward happen.

The group gave some thought on a potential joint Junior and Senior Track team with Blaydon Harriers. ML to seek some advice and help through Blaydon Harriers. GB pointed out that John Lowes had taken a lead last season with organising Summer T&F on behalf of the club.

MC offered a solution to coaches (existing & potential new coaches) to have an “after sessions session” specifically for the coaches. This in itself would not be managed or coached……it would be more of an opportunity for those individuals to do some training outside of the club’s structured sessions……It may encourage members to come forward and consider becoming a coach, if there was provision for them to have a session set aside for themselves. GB to publicise on website.

Mickey Shore is conducting sessions with some club members. TH is to speak to MS as to whether or not he is appropriately qualified to do so.

TH proposed that Mr. Frank Watson become a life member of the club. Committee agreed unanimously.

FW to apply for the race licence for the Newburn River Run.

Next meeting on Monday 9th May @ 7.30pm.