SROC Committee Meeting minutes 5.10.09

 

Present: Dave Hargreaves, Martyn Roome, Dick Collins, Mark Edwards, Mike Ormerod, Tony Marlow, Rowena Browne, Julian Lailey, Gavin Smith, Karen Nash

 

Apologies: Quentin Harding, Matthew Nash, Alex Finch, Chris Roberts

 

JL welcomed those returning and those new to the committee. He also paid tribute to the hard work of Martyn as Chairman, Sarah Watkins as Club Capt and Steve McLean. Thanks to all three.

 

AOB – JL asked about NW CDM in Nov, about procedure for other clubs using our areas etc.

 

1. Minutes of last meeting were accepted as a true record.

 

2. Matters Arising:

Si and First Aid courses, Helpers doc, NW Fixtures issue – no action yet

Caton- now almost mapped, AGM went well, Helsington – yes we pay for update for L5D as it is our map

 

3. Club Objectives – review of 2008-9. Pleasingly and thanks to all concerned, most had been met fully

1b except NW fixtures, 1c except message board, 1d but not social sec, 1i – perhaps a glossary and ‘what do I do at my first event’ link on the web needed, 1k – Ripley but few new members from it. 2c – not more planners yet (MO suggested all planners to get an assistant/shadow to get experience) 2e –No  3b- although changes/ additions needed.

 

4. Roles and Committee Structure:

a) agreed should revise all documents including the constitution every 3 years. BOF now

 need our fees in Sept so setting them at AGM is not ideal, club colours, why elect newsletter editor at AGM?, the numbers elected at AGM seem odd

Action – all to review the constitution and let KN know of changes/ additions. KN to submit new draft for Dec. meeting

Action- KN find out what stock of older style O tops is.

Action- GS to check Data Protection policy

Action- KN to check BOF Equity policy is still current, Sue R to check BOF Young and vulnerable people policy.

b)    gaps on Committee – Club Capt, Publicity, Activities Sec, Volunteer Coordinator.

After much discussion:

  • the only need for Act Sec (in addition to RB and CR) is to record data of those at events. Action KN check Bob as statistician still prepared to do this and whether he will be registered to add to BOF or submit via RB/CR
  • Publicity- seen as important, aware we need to write it and have regular contact at papers. ME happy to do so for Lancaster area
  • Club Capt- agreed we could widen the role and give it a higher profile- provided this did not make it difficult to fill the role. ME agreed to try this for a year – without the meal, tent rota, accom part.
  • Volunteer Coordinator- job spec on our website but also an item on BOF site. Action - MO to consider by Dec meeting.

Action KN check all job specs received and forward any extras to CR for web.

 

5. Events and Fixtures:

* aware changes / help needed at Ripley- JL has volunteered for half term to Xmas. Discuss more when QH is present.

* 2009- OK NWJS to do food at Whitbarrow, Wilfs not available.

* 2010 – Handicap- Action JL/QH book hall

            - TWT- Alex sent update on mapping, still looking for parking Action KN

* suggestion of southern gallopen (like Cumbrian one) in the autumn. We were asked for 2 events but feel we can only offer one. Some concern people may go to Cumbrian events if there is a clash. Healy Nab suggested and MO offered to plan.

* Chorley Sprint- meeting between TM, SMcL, JL and council had gone well- map is in hand and will be done, planner OK and controller setting strict deadlines, refreshments, parking, dry indoor area etc all organized. Agreed monthly meetings of key people.  Unable to move on flyer yet as LOC unsure about Middle Distance race / permissions. Agreed flyer should be joint for whole weekend if possible and that we should use words as our template NOC flyer from last years to stress that all are welcome. Action RB to talk to Cumbria about Blea Tarn.

* Chorley O Zone-  volunteers and suggestions of planners and Si help provided for RB. Still some uncertainty re Ceurden Action TM to talk to SMcL.

* schools dev officers in Chorley, S Ribble and R Valley asking for club involvement in putting on events immediately after school. Several issues / concerns- hard to get volunteers at that time of day, R Valley is really PFO, we rarely get any members from this. Agreed we could give some advice and perhaps the odd helper but not put these on.

* MEROC – agreed we should help in any small ways that we can if they put on Peter Palmers.

* National events – we were trying to have one in every 5 year plan but the way BOF now share these out means this is not possible. Could we ask to do one in 2014 for jubilee? Would we want to?

 

6. Mapping – Alex sent a detailed report

*  TWT- getting pg plot of extra area and Campbells will map once we have permissions

* Dunsop Bridge- need to clarify extent of area and cost Action DH/AF discuss with Dave Peel,

* Chorley- glad progress made, AF will now contact TM re OS data, liaise with SMcL re time scales, planning issues and extent of area

* Hyning Wood – progressing

* Lancaster Uni – updated

* Caton Moor – almost complete , now called Traitors Gill

* pg plots not good now digital so AF assessing LIDAR as alternative

 

 AOB

  • JL asked about NW CDM in Nov, about procedure for other clubs using our areas etc.
  • Proposed dates for next meetings agreed to.

 

 

 

 

Next meeting Thurs 3 Dec 2009 7.15pm at Julians in Lancaster.