Chichester Westgate Triathlon Club Annual General Meeting

1st November 2013 at Westgate Leisure Chichester

Committee members present: Jason Davis, Chan Morton, Del Morton, Brian Gowdy, Steve Long, Persephone Hagan, Adam McCullock and Nicky McCullock.

Apologies: Mike Pillans, Stuart Wilson and John King

Club members present: Paul Reynolds, Mike Cooper, Sophie Creak, Shaun Dowling, Linda Roberts, Steve H, Toby Bigwood, Trycha Darling, John Taylor, Becci Taylor, David Thistletion, and Luke Leleu.

No comments from last year’s AGM minuets, they have been signing them off by Chan Morton and Jason Davis.

1. Chairman Welcome Report – As acting chairman Mike Pillans was unable to make the meeting so Jason stepped in to welcome every one and thank them for turning up. The club has not really moved forward over the past year, primary due to the lack of a Chairman. Good news, Shaun Dowling has agreed to become the Chairman. Also discussed was the new swim coordinator role, which Sophie Creek is keen to start – Shaun will help in getting her trained up. To keep the Thursday night swim session going we are introduce youths to one swim lane to help with numbers.

Shaun – discussed how we are planning to take a step forward in the future, new mission statement to get continual growth and viability. Turning away junior because of not enough coaches. We want to generate funding to get more coaches and get more people involved in helping out, rather than the same few doing everything. Want to get a grant to help subsidise getting junior to event and get move involved. Want to generate more income to build on the existing club, need more coaches. Asked around for interest in becoming a coach, Linda, David, and John already showing interest. Committee need to decide how/what we will ask for back.

2. Election of committee members: Chairman – Shaun Dowling Propose – Jason Second – Chan Club vote - All for 20, all against 0. Passed.

Swim Coordinator – Sophie Creek Propose – Jason Second – Del Club vote - All for 20, all against 0. Passed.

Jason made the decision that if every one is happy to vote in the existing committee members as a block vote – no objections.

Block Vote committee are: Vice Chairman – Mike Pillans, Secretary – Jason, Treasure – Chan, Bike Co-ordinator – Brian, Run coordinator – John King, Junior Co-ordinator – Adam/Nicky, Club Clothing – Persephone, Media, Social and Events Organisers – Del and Web Master – Stuart Wilson, Members Secretary – Steve Long.

Propose – Jason Second – Linda Club vote - All for 20, all against 0. Passed

Chan - made the point of better systems need to be in place for collecting money and taking register for subs. Which Jason and Shaun will sort out.

3. Treasurer’s reports: Chan Handed out the reports for members to look at and a copy will be attached to the minutes. Junior don’t bail out the adult club but membership money is be used all up on swim lane hire costs. We would like more people to help collect subs and register member to the swim session, which Tricha offered to help. Club members want to see more coaches on a Tuesday night. Many option where talked about. Jason spoke about the work Shaun is doing at the moment, sorting out a grant which part of it will go on new coaches course. Jason, Shaun and Chan will sort out the control for collecting subs, registering and welcoming new members. Which Sophie will help with once training up!

4. Members Secretary – Steve let us know that we have 111 members at the moment have a big drop when we changed to the April membership renew but has picked back up.

5. Swim Co-ordinator report – Lisa stepped down some time ago now and Sophie will be taking over but needs to be trained up before she can coach which we will sort out once the grant has been sorted out. Sophie will be starting to help on Tuesdays by sorting out swim sets and welcoming new members and helping them at the start.

6. Cycle Co-ordinator report from Brian: Average per week 10.8 been working on safety. To get a Saturday ride going for the slower groups we are looking for 10 volunteers to help lead the group, so not the same people having to lead every ride every weekend. If you would like to help see me after. David said what about a Saturday ride a month if we can’t get the number of Volunteers. Mike asks if we can have some new ride for the Sunday groups. If people are interest we will sort out a track day again as lots of members enjoyed the last one we have also looked into a club time trial but would need 3 volunteers to help each week, let Brian know if you are interested.

7. Run Co-ordinator report – John couldn’t make the AGM so Jason spoke about the club session on a Wednesday night which have grown in popularity form what he hears and I think John is going to look at some off season cross country races, if any on is interested.

8. Junior Coordinator Report from Adam: We have 100 members and just 4 coaches and need more help and parent’s can help a well as John and Lin Ballard have been a great help. We run the Tue session for 45min, 2 lanes, 10 per lane, and have a waiting list. 2 hr outdoor session and indoor some indoor in the winter. We looking to get better club presents at events and changing the hoodies and some other club kit to red so it stand out more. Kat is look at sorting some sponsorship for both the junior and adult club to help with costs and development. Jason asks if we could pay for some BTF coach to come and take one session a month to take the pressure off the 4 coaches.

9. Club Clothing Report from Persephone: If you would like some club clothing like hoodies and t-shirts then pop along to Game, set and match which holds stock and will print them up any time. For training kit we order once a year and let P know via email if you would like any and once we have 20 of each item we will place the order. Please try before you buy and ask me or some one in the club to try on their size, as some sizes are a little different.

10.Web Masters report - Stuart couldn’t make the AGM but sent an email to Jason who read out the main points.

The website has been used primarily to provide an overview of the club and for race reports. Unfortunately, not many race reports are submitted, generally by only one or two regular contributors and the reports are quite tricky to add to the website. To allow reports to be added more easily and to promote more discussion within the club, the Facebook group has been introduced. The group has been quite well supported, with 74 members and there has been regular and varied contributions.

As a result, I'm not intending to add race reports to the website, but we will retain the overview of the club and the details of the training sessions for both the senior and junior clubs.

I'm also working on moving the website to a cheaper hosting company.

In addition to the website and Facebook group, the club also has a Twitter account with 114 followers. This account is not particularly active, though we have recently had membership enquiries via Twitter.

We also have a CWTC club on Strava with 36 members.

Thank you to all members who have posted to the Facebook group since it was setup and please keep the contributions coming!

Comments form the meeting; Nicky said about setting up a junior club facebook and twitter account. Some member said about not finding CWTC on the drop down list when entering races, Chan – the BTF missed us off the list buck we have let them know and we should be on the drop downs lists now, if we can all put CWTC as Club name when entering.

11.Media Social report from Del: pre-session Trip has been cancelled just didn’t get the number together but Patrick has said about sorting a trip to Ireland out if people are interested, which there seemed to be for the members. New leaflets to be produced and put up at Westgate, Bourne and Tri it sports. Mike said if the notice board could be update and a names list of committee members and coaches. AOB

Paul - Is John still ok to be running the Wednesday session as we have missed him recently. Jason say as far as he know John is still more than happy to be the run coordinator. He has been very busy at work recently and been travailing around a lot, plus has an injury at the moment so not able to run. He should be back into the swing of things soon.

Mike - what about having Club captains to help motivate and get other members to enter races and meet up at races. Shaun and the committee like this and would like to ask any one that would be up for be a club captain at any race to let Del know.

Meeting Closed 21:15 - date for next meeting, November 2014.