WEST SUSSEX FUN RUN LEAGUE
MINUTES OF MID-YEAR MEETING HELD AT PORTSLADE COMMUNITY CENTRE
ON 27 APRIL 2008 AT 12.45PM

Present : All 17 clubs except Arena 80AC, Burgess Hill Runners, Horsham Joggers (apologises received) and Saints + Sinners

1 Confirmation of dates for remaining 2008 fixtures
All dates and times as previously notified except Burgess Hill Runners event now on 13 July and Lancing Eagles run now on October 26 (see updated fixture list).Note: Goring Road Runners event on 1 January 2009 will be scoring. Extra toilet facilities for ladies to be investigated. All clubs GRR

2 Confirmation of contact names and addresses
No changes known at present although Wendy Hirst has resigned as Horsham Joggers rep and details re Ivan Bertram (FF) and Ray Smith (HHH) are likely to change before AGM.

3 Entry fees for 2009
Agreed that these should remain unaltered, ie WSFRL adult club members in advance pay £2, juniors 50p. All clubs

4 Any other business
4.1 Web-site Jill Renson (CHR) has updated the website for the matters discussed at the AGM (many thanks to Jill). SWS e-mail address in handbook should be sue.c.oakes@hmrc.gsi.gov.uk not sue.c.oakes@hmrc.gsi.goc.uk Jill Renson

4.2 2009 Calendar Jill Renson (CHR) reported on her enquiries regarding a WSFRL calendar for 2009. The cost for 300 copies would be £1,000 plus VAT. Each month would feature a photograph of club runs in that month taken from the previous year and would include all the fixture dates for 2009. Jill handed round a mock up of 3 months. All clubs were asked to canvass their members for initial reaction and commitment to buy at £5 per calendar. Clubs were also asked to supply photographs of their runs to Jill. An order needs to be placed by end of September/early October and a commitment from clubs (or not) needs to given to Jill by the date of the Hove Park run (June8). All clubs

4.3 Entry forms All clubs to e-mail Jill Renson with event entry forms for inclusion on League's website to avoid need to send hard copies. Block entries may be sent to organising clubs by e-mail at least one week prior to event. Entry fees to be paid on the day and must be at least equal to pre entered fees due.MINUTES OF MID-YEAR MEETING(continued) All clubs

4.4 Results Results to be e-mailed to Jill Renson for inclusion on web-site. This will eliminate need for hard copies to be circulated to all clubs. Hard copy still to be sent to Ray Chick in his role as League statistician. Anything of urgency for Henfield Joggers please call, as well as e-mail. All clubs

4.5 Individual Club's secretaries. It was agreed that as there was a link from League's website to other club's websites there was no need to include individual club secretaries' details (or other members) within the League's website.

4.6 Dogs in races. It was agreed that no dogs would be allowed to run (with or without numbers!). Handbook to be updated. Ray Chick

4.7 Participation points The old chestnut was raised of amending the number of participation points for scoring purposes – FF, one of the larger clubs, wanted the number raised whereas GRR, one of the smaller clubs, argued for a reduction in the number to 20 or 10. Issue to be revisited at AGM. Ray Chick

4.8 Starting time of races A plea was made for clubs to consider bringing start time of Sunday races forward. Club members to be canvassed. All clubs

4.9 Courses With many courses unchanged for over 20 years, a plea was made for clubs to consider a change of course or running the course the other way round.Lewes course in 2009 will hopefully have kissing gates instead of stiles (with gates removed for the race) to prevent the delays experienced in the past two years. The steep steps will also be made safer by 2009. All clubs

5 Location and date of AGM
30 November at Steyning AC at 10.00am (with optional run at 8.30am). All clubs

MINUTES OF THE 2007 ANNUAL GENERAL MEETING OF THE WEST SUSSEX FUN RUN LEAGUE

HELD AT STEYNING AC ON 11 NOVEMBER 2007 AT 10.00am

www.westsussexfunrunleague.org.uk

Present: All 17 clubs except Lewes AC from which apologises for absence were received.

Action

Thanks were given to Steyning AC (Joan Lennon) for making the clubhouse available and for the refreshments and to clubs for attending the meeting.

Matters arising from previous AGM covered in items below

Review of the Year

As per the details attached to the agenda attendance at our runs was marginally up overall on 2006.

2008 Club Membership

All 17 existing clubs confirmed membership. The website provides details of how other clubs may join the League.

2008 Event Calendar

All clubs will organise one scoring event with the exception of Goring Road Runners whose race on 1 January 2008 will be non-scoring. The calendar was agreed as per attached copy, with the exception of Lancing Eagles' event which currently has two options in October 2008.

Contact List

This was updated as per website.

All clubs

Accounts for the year

These showed a surplus for the year of £151.00 (2006 – £152.67) and an accumulated surplus, represented by the bank balance at HSBC, of £1,030.99 (2006 – £879.99).

Club membership fees for 2008

Subscriptions were agreed at £55 per club (2006 - £55). Fees due on 1 January to be paid to Ray Chick.

A80/CHR/ GRR/HENJ/ HORJ/LAC

2008 event entry fees

Reaffirmed at £2 adults/50p juniors in advance. Juniors running in the senior event to pay the senior entry fee. Amount on day to be set by individual clubs, but capped at £5. Clubs to use Universal Entry Forms wherever possible and complete them fully in block capitals or Word processed.

Fees for 2009 to be agreed at half-yearly meeting as GRR, HHH and WH issue their entry forms before AGM.

All Clubs

R L Chick

Equipment

Existing equipment was agreed to be adequate with the exception of a time recording system (race time cronometer). However, it was decided not to purchase one at the moment.

Racemaster has been eliminated as a potential software for results as it does not cater for the League scoring system.

Videoing of finishers recommended as a back up for correctly recording runners.

It is the responsibility of the event organising club to collect the equipment from the previous user. All kit to be kept together. List of clubs using equipment shown on race calendar. Kit to be signed for.

All Clubs

Appropriate Clubs

Scoring system for 2008

Following an increase in female runners, ladies are to be scored in bands of 10 for 2008.

The existing scoring system was agreed as follows:

Seniors

¨ Men – bands of 20)

) participation points up to 25 seniors in total

¨ Ladies – bands of 10)

Juniors

¨ Boys – bands of 3 )

) participation points up to 15 juniors in total

¨ Girls – bands of 2 )

Where possible scores should be available on Excel spreadsheets within 10 days of event to enable them to be put on League's website. Results must show individual runner points and should be e-mailed, where possible.

All Clubs

All Clubs

All Clubs

League Co-ordinator

Ray Chick was thanked and re-elected.

League Statistician

As Jill Renson is now responsible for the website, she and Ray Chick will now share this responsibility. Any changes to race results should be e-mailed to Jill within 2 weeks of results being issued and Ray should also be informed.

All Clubs

WSFRL handbook update

Amended club details were passed to Ray Chick for incorporation into 2008 Handbook which is now on the website.

The guidance for scoring events contained in the handbook should be used by all clubs to ensure, so far as possible, that the events are scored correctly.

R L Chick

All Clubs

Cheque signatories

Existing cheque signatories confirmed.

Any other business

¨ Insurance: The current insurance is with Zurich Municipal and covers £10 million public liability and up to 750 runners per event.

¨ Entry forms: A reminder that universal entry forms should be completed in block capitals or word processed

¨ Scores: A reminder - scores should be issued within 10 days of event..

¨ Website www.westsussexfunrunleague.org.uk: Jill Renson (CHR) was given a vote of thanks for setting up the website and volunteering to maintain it. Any recommendations for additional data to be given to Jill.

The existing panoramic view on the website was not of West Sussex and Jill undertook to contact Roger Ockenden of A80 for a possible West Sussex scene.

It was agreed that minutes of the AGM should be put on the website

¨ Changes to runners names on the day of an event: Please ensure that if substitutions to runners names are made on the day that only male numbers are substituted for other male runners and similarly only female numbers are substituted for other female runners, ideally using the universal form.

¨ Most improved club: To encourage runners from all clubs throughout the year it was agreed that an award for both seniors and juniors should be made at the end of the season for the club that has most increased in points over the year. The awards for seniors went to Arunners (up 398 points) and for juniors went to Burgess Hill Runners (up provisionally by 162 points). The awards will be in the form of car windscreen size banners which Joan Lennon (SAC) kindly offered to organise at a cost of approximately £35 per banner. The banners will be passed on from year to year and will contain the League's website address as well as identifying the holder as the League's most improved club

¨ Running numbers: To be robust and ideally shower proof.

¨ Proposed time limit for finishers: A proposed time limit of 20 minutes per mile for morning or afternoon events was agreed, although this could be exceeded with prior permission of the organising club. Time limits for evening events could be set below this limit by organising clubs depending on the time of year and the daylight available.

¨ Juniors: A reminder that junior events should not be more than 2km or 1.25 miles. It was also agreed that no junior should be allowed to run under 6 years of age unless accompanied by an adult.

¨ WSFRL events - race surpluses: The general ethos is that any race surpluses should, after any deductions for any club reserve requirements be donated to charity (ies) of the organising club's choice.

¨ Running shoes: Joan Lennon (SAC) has 3 pairs of new Brookes running shoes for sale at a significantly reduced price – 2 men's pairs size 13 and 1 ladies' pair size 5.

All Clubs

All clubs

Jill Renson (CHR)

Ray Chick/Jill Renson

All Clubs

Joan Lennon (SAC)

All Clubs

The Norman Crook Memorial Trophy

The Norman Crook Memorial Trophy was presented to Steyning AC (2006– 1^st). Fittleworth Flyers were second (2006-3^rd) and Worthing & District Harriers were third (2006–2^nd).

The Junior Cup, was presented to Worthing & District Harriers (2006-1^st). Horsham Joggers were second (2006-2^nd) and Burgess Hill Runners were third (2006 – 5^th).

Dates of next meetings

Half yearly meeting - in Portslade Community College Sports Centre after PHH run (27 April 2008).

AGM – 30 November 2008 - date to be agreed at half –yearly meeting to avoid other race fixtures.

The AGM then closed.

All Clubs