Hampshire Cross Country League
Annual General Meeting
Friday 22 June 2018
River Park Leisure Centre, Winchester

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Present:

Alan Ive (Secretary/Chairman); Elizabeth Flitcroft (Treasurer); Pam Rogers (Ladies' Results); Pam Bungay (Men's Results); Ken Littlejohns (BMHAC); Ian Byett (BMHAC); Wendy Littlejohns (BMHAC); Keith Sheppard (Hedge End); Peter Haynes (Southampton AC); Andy Holme (Salisbury); Rob Kelly (Itchen Spitfires); Ray Stevens (Reading AC); Claire Seymour (Reading RR); Lance Nortcliff (Reading RR); Alan Coveney (Winchester & District); Gavin Lacey (Eastleigh); David Vosser (Winchester & District); Ruth Jones (AFD); Jeannette Pike (Hamworthy); Sarah Chaloner (Hamworthy); Marilyn Crocker (Victory AC); Charlotte Hoskins (Winchester & District)

Apologies:

Mick Anglim (Hardley Runners); Tim Ford (Hedge End); Tim Wilding (New Forest Juniors); Mike Williams (Havant); Ian Graham (Bournemouth); Tim Anetts (Hardley Runners); Tim Richardson (Reading AC)

The Chairman opened the meeting at 7.34pm.

Minutes of Previous Meeting

These were accepted as a true record of the meeting held on 23 June 2017.

Matters Arising

Ian Byett noted that, under the new team scoring rule (best 4 from 5, rather than all 5), virtually all the team results had been decided before the last fixture. However, Pam Rogers stated that team participation did seem to have been improved, which was the aim of the rule change. It was agreed that the situation should be monitored.

Chairman's Report

We thank Bournemouth AC, City of Portsmouth AC assisted by Winchester & District AC, Basingstoke & Mid Hants AC assisted by Overton Harriers, Reading AC and Aldershot, Farnham & District AC for hosting the fixtures.

The position of Chairman is still vacant.

Secretary's Report

Once again it is requested that all clubs supply a new list in advance of next season's first fixture of their members likely to compete in each age group, using one of the formats supplied by Pam Rogers.

Treasurer's Report

I would like to thank our host clubs for last season (Aldershot, Basingstoke, Bournemouth, Reading and Portsmouth/Winchester) for hosting.

As detailed in the accounts summary we have an income surplus this year of 639.46, however we did not have any M5 costs as AFD took the decision to support us by absorbing the costs. Due to a number of personal events I am late in requesting the sponsorship from Alton Sports but this is now in hand and will appear in next year's accounts.

As a result of the number of teams fielding less than 13 athletes over the 5 meetings the committee would like to recommend that the following clubs pay the lower 50 affiliation fee for the 2018/19 season:

  • Dorchester
  • Guernsey
  • Wessex Road Runners
  • Chichester Runners
  • University of Southampton
  • Jersey Spartan
  • Team Spy
  • Romsey Road Runners
  • Lymington Athletes
  • Chapel Tristars

The 6 clubs with the largest runner participation will continue to pay 150 league affiliation, and are as last season:

  • Aldershot, Farnham & District
  • Reading AC
  • Winchester & District
  • Southampton
  • Basingstoke & Mid Hants
  • City of Portsmouth

with all other clubs as well as any new clubs this season paying the middle band fee of 100. This middle band is an increase of 10 (last increase was 2012/13 season) and is aimed at offsetting the support through reduced fees for smaller clubs as well as the effects of increasing First Aid, portaloos.

Finally, I would like to thank our sponsors for this season and next, Alton Sports, and Dave Vosser for auditing the accounts.

The increase of the middle band fee from 90 to 100 was approved by 13 votes for, none against and 1 abstention.

New Membership Affiliation/Resignation

Interest in joining the League has been expressed by Itchen Spitfires, Hamworthy Harriers, Hart Runners and Blackwater Valley Runners.

Amendments to Constitution

  1. Proposed by the committee, to take effect for the forthcoming season:
    Add new paragraph:
    "4 Competitions
    All competitions will be organised and conducted in accordance with any current laws pertaining to Data Protection, Child Protection and Insurance."

    Subsequent paragraphs renumbered accordingly.
    Carried unanimously.
  2. Amendment to the rules proposed by the committee, to take effect for the forthcoming season:
    Rule 10 currently: "No competitor can compete as a team member for two affiliated Clubs of the League in any one season."
    Rule 10 to read: "No competitor can score as a team member for two affiliated Clubs of the League in any one season if they change clubs within the Cross Country season."
    Carried unanimously.
  3. Amendment to the rules proposed by the committee, to take effect for the forthcoming season:
    Addition to Rule 10: "No athlete may run for their second claim club if their first claim club is affiliated to the League."
    Carried by 10 votes to 1.
  4. Amendment to the rules proposed by the committee, to take effect for the forthcoming season:
    Rule 11 currently: "awards to the first three veteran women."
    Rule 11 to read: "awards to the first four veteran women."
    Carried unanimously.
  5. Amendment to the rules proposed by the committee, to take effect for the forthcoming season:
    Add new rule 15
    Any club affiliating to the League agrees that information may be published as part of the results of the fixtures, and that the information may be passed to the governing body or any affiliated organisation for the purpose of insurance, licences or for publishing results, either for the event alone or combined with or compared to other events. Results may include (but not be limited to) name, any club affiliation, race times and age category. (Ref- General Data Protection Regulations, effective May 2018).

    Subsequent rules renumbered accordingly.
    Carried unanimously.

Dates, Venues and Host Clubs for Season 2018/2019

The first four fixtures are in hand but Hardley Runners are still in the process of arranging a course for the final fixture at Dibden Inclosure and substantial assistance would be necessary from other clubs with marshalling. The parking issues experienced on the previous visit to this venue were highlighted.

Confirmed List:

Date Venue Host club
13 Oct 2018King's ParkBournemouth AC
10 Nov 2018AldershotAldershot, Farnham & District AC
1 Dec 2018PophamBasingstoke & Mid Hants AC
12 Jan 2019Prospect ParkReading AC
9 Feb 2019TBATBA

Election of Officers

The Secretary, Treasurer, Men's Results Secretary and Ladies' Results Secretary were re-elected, en bloc, as proposed by Ian Byett and seconded by David Vosser. As no candidates had come forward for the post, the Secretary agreed to continue as Acting Chairman. However, it is vital for the health of the League that this vacancy should be filled on a permanent basis.

Presentation of Senior Awards

The awards from the last season for Under 20s, Seniors and Veterans were made, generally to representatives from the recipients' clubs. However, Ruth Jones was there to receive her award for second Veteran Woman in person.

Any Other Business

There was discussion of equalising the distance of the Senior Men's and Women's races. The committee will consider canvassing the clubs.

The meeting closed at 8.52pm.