AGM MINUTES 2024

Minutes of Prestatyn Running Club AGM 2024

Friday 22nd March 2024 Prestatyn High School at 18:30pm

 

Present: James Rogers (chair), Clare Manley, Sue Hughes, Mandy Cartwright, Sophie Johnson, Gareth Hughes, Mike Davies, Julie Evans, Debbie Jones, Alan Jones, David Ellis, Paul Sanders, Nem James, Jo Lewis, Marc Jones, Liz Martin, Karl Martin, Nicki Trigg, Ben Thomas, Mark Dakeyne.

Apologies for absence – Duncan Longley, Ally Reid, Martin Cortvriend, Steve Hadfield

1 Chair’s welcome – James said thank you to everyone who supported the cross country at Rhug at the weekend.  It was a big success for the club and all help was very much appreciated.

2 a) Venue changes – Denbighshire CC are now charging for their carparks up until 11pm, which affects the runs from the Nova.  Potential alternative locations include Fern Avenue, Nant Hall Road or returning to the Frith.  An alternative location will be sorted out this month.  Gareth suggested the indoor bowls centre but others said that the gates often get locked early so there would be a likelihood of runners cars getting locked in. 

b) Race plans – There may be options/invites for the club to host future events.  However Rhug will not be available next January to host the North Wales Champs.  Whitford would be a possibility for a cross country race if we get invited to host.  Gareth has stated that he doesn’t want to organise another cross country event.

c) Committee role descriptions – James has printed these out and the roles will be discussed later in the meeting

3 Officers reports – Treasurers report provided by Sue.  We still have a number of t-shirts in stock, but they are all very small sizes so unlikely to sell.  The club should expect approx £800 back from hosting the Rhug event.  No report regarding membership.  Club Captains had previously submitted a report for the quarter.  Debbie presented a run leaders & welfare officers report.  She will recirculate the email regarding the locations of all the defibrilators around the area so that the new run leaders have them.

4 Election of Officers - 

Chairperson – James to stand down & Duncan to take over the role

Vice chair – Julie to stand down but to remain on the committee.  Debbie willing to continue. No other volunteers

Treasurer – Sue wants to stay in the role

Membership secretary – No notice that Ally wants to stand down, and no other volunteers.  As the way subscriptions are paid is changing, it is probably best that Sue & Ally both stay in their roles during the transition.

Club secretary – Julia has stood down from the role and Debbie, who has been standing in doing the meeting minutes, does not want to continue with the role.  No one else volunteered so the position is to be advertised.

Club Captains Team – All captains happy to continue in their role.  No other volunteers

Welfare Officers – Debbie Jones is happy to stay in role.  Debbie nominated James as the male welfare officer as he has already completed the necessary training.  This was agreed.

Social Officers – Clare Manley, Sue Hughes to stay on in the role

Committee Members – Andy Clark has not indicated if he is standing down or continuing as a committee member.  Mike is happy to continue.  Mark Dakeyne showed an interest in joining the committee.

Web Officer – Debbie happy to take on this role while the new website is under development.

Press Officer – Gareth happy to carry on in the role.  Gareth asked that people don’t forget to let him know of any races, results and pbs that they take part in so he can make sure they are reported

5 To set subscriptions from 2024/25 & review Welsh Athletics Payments – Due to an increase in WA affiliation, plus the 50p admin fee for the new payment system, it was agreed that subscriptions should increase to £40.  Social membership will go from £17.50 to £19.  Not working/retired subs will be increased from £26 to £30.  Club affiliation to WA has increased to £150 for the year

6. Other notices/consultations -

a)  Venue changes will take effect asap.  The routes will be mixed up again as the clocks change, although currently a lot of our off-road routes are too wet and slippery to run on

b) Social Events 2024 – An awards night will be held early in the summer at the end of the border league season.  It was suggested that there is a club run followed by presentation of awards.  Nicki asked about the engraving of the trophies.  The previous engraver is no longer trading, so James asked anyone in Prestatyn to let him know of any engravers that could do the work.  The Rhewl social run will take place on Friday 24th May.  The cost to club members will be £12.50 per head for the buffet and the club will pay for the hire of the venue.

7. Regional & League Meetings – review any proposal to submit to AGMs for NW XC Assoc, & NWAC – There were no proposals to put forward to the above AGMs.  James asked for feedback for this seasons courses.  The only comment was that no one likes a there and back route.  The NWAC hold committee meetings every 6 weeks if anyone wants to attend, but they are very track orientated.

8. Any other business -

Jo Lewis had asked to talk about club sessions.  As someone who has not been to club for a while, she came back but felt like she couldn’t fit into the club runs.  She felt that there were not as many fun runs as there used to be, as Mondays always used to be a social run and Wednesdays always used to be for training.  Karl agreed with this point.  Debbie pointed out that the run leaders were complained at by the people who only ran on a Wednesday that they wanted some social runs, so James was swapping things round every 3 months so that everyone got a chance at some social runs and some training runs.  Jo asked about a beginners class, as some of our runners have gone to St Asaph Striders to do Couch to 5k.  Julie explained that we didn’t have enough run leaders to run a beginners course or enough runners that would be willing to help.  On previous courses, it has been down to the same few club members to run the beginners course & by the end of the 10 week course, those members own running was suffering.  Nicki suggested that we reach out to our club members who have done the St Asaph course to see if they are rejoining our club and ask them for feedback.  

Dave asked if the club had got a place at the London Marathon this year.  James was under the impression that, as club numbers have dropped, the club doesn’t qualify this year, but he will look into it to make sure. 

Nem mentioned the club Grand Prix which will end on 31st March, as he wanted to check whether the border league relays should count.  It was agreed that they wouldn’t.  Nem will update the spreadsheet.

Gareth, on behalf of the club and the committee, thanked James for all his hard work while being Club Chair for the past 2 years.

The next committee meeting will be held in approx 6 weeks time.  Duncan will organise the date (around the 2nd May)(