Chester Triathlon Club

Please find the minutes of the AGM attached below as well as in PDF format at the end of the page.

 

MINUTES OF THE CITY OF CHESTER TRIATHLON CLUB

ANNUAL GENERAL MEETING

Venue: Chester Rugby Club, Hare Lane, Chester

Date / Time: Thursday 18th November 2010 @ 19.00 hours

Attending (51) : Dominique Miller (Captain); Colin Wilson (Treasurer); Nania Mason (Secretary); Niall Hickey; Derek Mason; Chris Morgan; Ged McCully; Gill Clingham; Brian Wilderspin; Kate Litherland; Kerry Rough; Alison Leavens; Gill Mead; Malcolm Sloane; Sue Hubbard; Rob Monk; Claire Sutcliffe; Darren Price; Linda Worrall; Mark Worrall; Kenny Begley; Neil Thomas; Jane Sharpe; Sue Haslam; Sue Ellis; Mike Lee; Mark Bennett; Roz Clarke; Jan Rogers; Amanda Miller; Bree Sutcliffe; Kirsty Seddon; Les Moore; Peter Brook; Val Ornsby; Amy Edwards; Sally Napthen; Phil Townshend; Steve Eastwood; Jean Ashley; Simon Greenwood; Duncan Harris; Keith Peek; Chris Malpass; Chris Standidge; Kelly Crickmore; Sian Williams; Iain Murray; Charlotte Walton; Tony Fisher; Diane Duret; Heather Lannin.

 

Apologies :

Peter Timson; Andy White; Denise Penny; Dan Craigen; Mandy Plant; Cara Fishburn; Phil Broster; Carolyn Hume; Angela Green; Peter Harris; Debbie Williams; Leigh Holland; Simon McAllister; Jill Wilkinson; Alan Cronin; Maureen Douglas; Jan Morgan.

• Welcome and Apologies

• Minutes of Previous AGM Meeting

 

No matters arising and minutes taken as read by the Membership.

 

• Election of Officers

 There were no objections to the present incumbent officers remaining in their current

positions as no-one had stood against them.

 

• Club Captainʼs Report

 

Dominique Miller announced the following:

 

-       Current membership stood at 470

-       Denise Penny was to stand down as Membership Secretary

-       Derek Mason was to stand down as Winter / Summer Leagues Co-ordinator

-       Peter Timson was to stand down as Deva Triathlon Event Organiser

-       Dominique, on behalf of the Club, thanked Denise, Derek and Peter for all their effort and hard work.

-       Dan Craigen and Kelly Crickmore had volunteered to be Race Organisers for the Deva Triathlon.

-       Dan Craigen had volunteered to collate the results for the Leagues

-       Replacement required for Membership Secretary

-       Replacement/s required to organise the Winter Duathlons

-       No Head Coach / Coaching Co-ordinator currently - required to fill the post in line with BTF regulations

-       It was proposed and agreed that Peter Timson should be offered Honorary

Membership in recognition of his longstanding support to the Club.

Although not an agenda item, the issue of paid coaching was raised. It was noted that Club coaches, other than the designated paid coach, did not wish renumeration. Nor did they wish to be compensated in the event of having to cover a paid session.

 

It was acknowledged that this was not the forum for continuing such a discussion.

Coaching development was also touched upon. It was reiterated that those members

wishing to gain coaching qualifications through the Club would be expected to spend a period of time shadowing coaches prior to being put forward for a course and

subsequently, post qualification, volunteering to coach as away of paying back the Club.

 

In order to clarify this and give aspiring coaches a clear idea of what was expected a

coaching meeting would be held to draw up a guide for out members.

 

• Website Development

 

Dominique Miller set out the following points concerning the new website:

-       There would be a back-up of the old website

-       Certain members would have access to the website (and calendar) for editing purposes

-       There would be a Forum which would be similar to the current E-Group. However members would have the opportunity to opt out of certain matters such as general chat and opt into areas that interest them.

-       The question of moderating arose: a period of probation would be set for new members who are not members of the Club

-       Committee Meeting dates would be posted on the website so that members could put forward questions / comments

-       Minutes of meetings would be published on the website

 

• Training Weekend and Other Members Only Events 2011

 

Andy White had organised 3 Events for the Club next year:

 

i. Lands End to John OʼGroats 21/5/2011 - 5/6/2011 @£650 per head (cycle)

ii. Raid Alpine 22/8/2011 - 29/8/2011 @ €930 per head (cycle)

iii. Tenby Weekend Training Camp 6/5/2011 - 9/5/2011 @ £35 - £40 per head

 

Dan Craigen had organised the Club Training Camp in Fuertaventura next year

running from 5/3/2011 - 12/3/2011.

 

It was noted that all the above events had been advertised on the Club Bulletin.

It was also noted that although all events would be underwritten by the Club they would not be subsidised by it.

 

Ideas, suggestions and volunteers were welcomed for future events.

 

• Racing - Club Championships and League Races

 

Derek Mason gave a review of 2009 - 2010:

 

-       Winter League: 79 men and 42 women participated.

-       Summer League: 66 men and 49 women participated.

-       Participation in the Club Duathlons was encouraged.

-       Club Awards would be presented at the Christmas Party, this year with the inclusion of 2 new categories.

 

The awards are as follows: Best Newcomer; Club Member of the Year; Triathlete of the Year; Most Improved Triathlete; Plonker Award.

 

As well as for the Leagues and specified distances / events.

 

• Deva Triathlon

 

Dan Craigen and Kelly Crickmore had volunteered to be the Race Organisers for the Deva Triathlon taking over from Peter Timson who was stepping down.

 

Kelly Crickmore gave a brief summary of the 2010 race:

 

- 2010 saw a total of 440 entrants with approximately 380 finishers. This was at about the same level as 2009 although a lot of entries were received in the last

month.

- The event made a profit of £6,632.32.

Looking to the future Dan and Kelly had a number of ideas with regard to changing the event but realised that implementation would have to be gradual.

 

For example:

 

-       Potential of changing the bike route

-       Holding a sprint race alongside the Olympic distance to encourage more beginners.

-       Changing the swim exit ramp to make it more manageable.

-       Increasing the take up of relays.

-       Better marketing and publicity of the event.

-       Looking at how they could get more from sponsorship by offering a better proposition

 

They would be looking for volunteers to either be responsible for a specific area of the event or to form a small working party to suggest solutions to problems.

Kelly thanked Peter Timson for all his hard work and effort in running such a successful event and expressed the hope that they would continue to meet the same standards as Peter had during the preceding years.

 

• Dee Mile

 

Chris Malpass gave a summary of the 2010 race:

 

- There were 130 competitors (40+ more than the previous year)

- There were 50 - 60 on the waiting list and the race filled within 4 hours

- The race made a profit of £549.67

 

He thanked those volunteers who helped and the British Long Distance Swimming Association (BLDSA) for providing the insurance cover.

 

With a view to future developments Chris expressed the wish to implement the following:

 

-       Introduce electronic timing next year in order to make it easier for those collating

-       times and positions

-       Increase race numbers to 200

-       Further develop the race making it as big as the Deva Triathlon

-       Introduce a longer race similar to the Ferry to Ferry (Both the Council and the

-       BLDSA were keen on this)

 

Briefly he mentioned the Swim Safaris:

Unable to organise in 2010 as the Youth Hostels were booked. However he would like to do again and would post some suggestions with regard to dates to that end.

 

• Deva Divas Triathlon

 

Sally Napthen gave the following report:

 

-       She confirmed on behalf of herself and the team that 2010 had again been a huge success and well received by participants

-       Referees gave excellent feedback

-       Training days went well - thanks to all the coaches and helpers

-       Breakthrough (Race Charity) were really pleased that the Divas raised a total of £10,248.38

-       Thanked once again all those who took the time out to help put everything together on the Saturday, to marshall on the Sunday and take it all down

-       Date for 2011 race was 10th July (Entry should be open on 1st December)

-       Sally went on to explain that, owing to new terms and conditions drawn up by the management at Manley Mere, which the Race Team, in consultation with the Executive, felt it would not be able to meet, Divas 2011 would be moved to a new location.

-       New location would be in The Meadows in Chester

-       Swim - River Dee / Bike - former Divas route / Run - within the Meadows area

-       Full backing from Chester and Wrexham Councils / Cheshire and North Wales Police Forces

-       Global Bike to remain main sponsor but also joined by TriGirl and 9-Bar

-       Breakthrough to remain as Race Charity

-       Seminar and Training Days would take place as usual (dates yet to be announced)

 

• Bolesworth MTB Duathlon

 

Sally Napthen gave a brief overview of the 2010 Duathlon:

-       First running of Bolesworth Duathlon on the Bolesworth Estate. (Venue - Superbole Mountainboarding Centre)

-       Great deal of support from the Estate itself as well as from the sponsors, Global Bike

-       89 entries with 78 competing on the day

-       Day went really well with great comments from the competitors

-       Couple of irritations - too much road and signage not always clear enough

-       These have been taken into account for 2011. There would be a new bike route (probably lapped) to take out the majority of the road sections as well as a lot more signs

-       Global Bike was set to remain main sponsor for 2011 joined by 9-Bar

-       Date for 2011 event was 10th April and entry was open

-       Thanks extended to all helpers and marshalls who were there Saturday and Sunday

 

• Juniors

 

In the absence of Alan Cronin, Nania Mason read a prepared statement outlining the running of the Junior Section:

-       65 members (with waiting list). Currently the number of pool sessions that can be obtained limited member numbers

-       Ethos was to be inclusive and non-elitist

-       Parental volunteers and coaches continue to support the Juniors making the section self sufficient

-       Junior Page on new Club website would be new means of communication for relaying all information

-       Due to parental concerns, it was noted that there would not be a Facebook Page for the Junior Section nor links to any other social networking sites

-       Held only 1 event in 2010: The Triathlon in September. It was a great success with 165 entrants and 150 competitors taking part on the day. (Made a profit - need 100 entrants to break even)

-       Some swimmers from Junior Section also swam at the adult sessions but developing the bike / run sections was proving difficult. This would be reviewed with first action being to determine demand and willingness from parents to allow their children to participate

-       Junior Section was self funding including contributions to the Christmas Party

• Events for 2011:

• Junior Aquathlon - 10th April
• Junior Triathlon - 18th September

 

Club Treasurerʼs Report

 

2010 Accounts available on request further to the Summary included in the Minutes

Colin Wilson gave a summary of the accounts for 2010 as outlined in the Minutes.

 

He also informed those present of his intention to streamline the accounts.

1. Currently the Club held 4 accounts: a Business Account; a Reserve Account; an Events Account and a Divas Account.
2. The Club would only continue to hold the Business and Reserve Accounts as this would simplify financial matters and transactions.
3. The Club as a whole was looking healthy in terms of its finances.

 

• Club Secretaryʼs Report

 All points included in the Secretaryʼs Report having been covered during the Meeting, this was omitted.

 

• Club Kit

 Jean Ashley confirmed that Keith Peek at Eureka was stocking the new Club Trisuits.  Keith Peek would be researching quotes for new kit items (including Winter kit / Tri tops and cycle kit).

 

In future these items would be purchased from Eureka as opposed to the City Baths. (Ron Hill Run Vests / Club Leisure Kit would continue to be held at the City Baths).

The Club Kit Sale would continue with the kit remaining at reduced rates until the stock had been run down.

Kerry Rough had volunteered to help Jean with the kit.

 

• Constitution

Tony Fisher had volunteered to review the Clubʼs current constitution in order look at its scope and content in order to make it fit for purpose. His conclusions were that, in principal, it was sound and appropriate.

 

He did however have two suggestions for changes which could be discussed at the AGM:

1. The Constitution did not explicitly state how finances would be handled in a “crisis” - eg. dissolution of the Club and the subsequent consequences. Tonyʼs suggestion was that the Membership agreed to incorporate this in a revision to the Constitution and seek professional advice with regard to the appropriate wording.
2. The appointment of a fourth Member to the Executive with the title of Member at Large (MaL) with the principal responsibility of ensuring that the Membership was engaged in the decision-making processes led by the Executive Committee. The MaL would not have a vote but would have a veto. The veto would serve as a mechanism to solicit, or not, a mandate from the Membership for the Executive to proceed or to defer and revise. It should be seen as a means of supporting the Executive when they have to make possibly contentious decisions for the Club. The MaL would serve as the first point of contact for members to express reservations to the Executive.

 

Discussion arose as to the introduction of a MaL and its role. It was felt that it would be a difficult role to undertake.

If however, in the meantime, standard procedures could be set up / as well as procedures for approaching Committee members with concerns / job descriptions could be published/agendas could be previewed on the website / minutes could be published, the concept of better communication, transparency and openness would be demonstrated by posting the above on the website. Therefore the need for a Member at Large would no longer be necessary.

 

• Any Other Notified Business

There being no other business, the Meeting was brought to a close.

 

• EXTRAORDINARY GENERAL MEETING

This was opened directly following the closure of the AGM specifically to vote upon the proposals put forward.

 

Motion:

To revise the Constitution to incorporate procedures with regard to Club finances in acrisis.

 Motion carried unanimously

 

Motion:

To alter the Constitution to include a Member at Large

 1 in favour

20 against

10 abstentions

 

Motion:

To implement clear procedures and guidelines to promote greater clarity and openness to implement procedures for contacting the Committee / Executive

27 in favour

0 against

5 abstentions