Minutes of Management Committee Meeting on Tuesday 31st March 2020

Minutes of meeting held by Zoom Video/Audio at 7pm on Tuesday 31 March 2020, set up and led by Vice Chairman Chris Akehurst.

Members attending: Chris Akehurst, Lance Williams, Secretary and Chairman, Sally Dobson, Nicola Hilson, Allen Smalls, Rachel Abbott, Paul Preston.

Apologies from absence: Caroline Sutton, Keith Marley (work commitments) and Dave Wright.

Minutes of previous meeting held on Tuesday 18 February 2020. Seen by all members and agreed.

Matters arising from minutes: Lance updated Committee on his visit to our Kit Suppliers in Norwich. The company Samurai is an International Company based in UK. Products are manufactured at their factory in China. I saw the employee who is responsible for our online shop and discussed with her concerns that had been raised re sizing of ladies vests. Own local representative has changed and it appears communication had not been as we thought. At present time an order has been placed to ensure the shop always has sufficient core items. We were given a tour of their storage and spoke with several employees. very impressed with setup and friendliness of staff.

Senior Awards 2019: Decision made to cancel awards this year due to lack of input. Urgently need a volunteer or small group of members to take on this responsibility.

Chairman/Secretary’s report: Lance reported on the success of the Essex Road relays held at track and Abbey Fields. A very successful event organised by Paul Preston and fully supported by members. Essex Committee have asked Club to repeat event next year and invite accepted. A healthy profit raised for Club funds.

All Track Meetings cancelled for this season due to virus. Track and facilities closed until further notice. At present Track upgrade still going ahead but expecting to be proposed until next season. Hopefully training facilities may be open before autumn and winter arrives.

The Centurion 100 mile race walk challenge is still going ahead. Spoken with race walking organisers. If cancelled event will be postponed until 2021.

Treasurer’s report: In absence of Keith, Lance updated members present of Club financial position. Club funds at present healthy. Due to suspension of annual membership fees no income being raised and believed one outstanding Track Hire fees for period January to March 2020 to be paid.
Membership and Track Fees: Lengthy discussion to discuss changes in Membership and Track fees. EA have postponed Athletes annual registration fee until August 31 2020, and remaining at £15.00 pa for remainder of present year. Discussion re possibility that Country still in some form of lockdown and in those circumstances would it be fair for Club to pay a large sum of monies for greatly reduced competition.
Decided to wait and see how year develops and then decide if necessary a cause of action. Also discussed future Club fees. Various proposals suggested but all agreed to wait and see future developments and needs.

Any other business: Apparently Charley at Corp Budd gym awaiting our payment and return of completed application form for Track use. Lance had been in contact with Charley and awaiting application form. To contact Dave Smith as previously he has been contact with Charley.

Meeting was first attempt to hold a meeting via Zoom in our view appeared successful and future meetings to be arranged in same way.

There being no other matters to be discussed meeting closed at 8.10pm.
Next meeting Tuesday 12 May 2020 via Zoom.

Lance Williams
Chairman/Secretary, 6 April 2020