Committee Minutes - Monday 15th June 2009

atttached are the minutes from the Committee Meeting held on Monday.  Hopefully we have answered the questions that members put forward.

Thanks

Heather

Present

• Ian Loades (IL)
• Claire Loades (CL)
• Peter Larbalestier (PL)
• Claire Innes (CI)
• Heather Grimes (HG)
• Hanno Nickau (HN)
• Phil Richards (PR)
• Apologies
• Jerry Greatorex (JG)
• Nick Hales (NH)
• Adam Moore (AM)
• Simon Jones (SJ)
• Jane Bell (JB)
• Anita Donaldson (AD)

1.0 Minutes from Last Meeting

• Risk assessment has been done for turbo sessions.
• We have had a couple of guest athletes – seems to be
  working ok.
• Coaches page is up – it would be good if coaches could
  complete some profile information.
• We need financial statement for next meeting –
  Action: IL to ask AD
• IL to chase up who is taking money at the turbo
  sessions. Action: IL
• Membership is now at 237
• Minutes Ok

2.0 Pre-Blenheim swim review

• Overall, the sessions went extremely well and a huge
  thank you to everyone who gave up their time, both
  on the administrative side and those who shepherded
  in the water. THANK YOU!!!
• A huge thank you to Mike for organising the sessions.
  Also to Nick for getting the paypal system up and
  running.
• The overwhelming feedback from those who took part
  has been positive.
• It would be good to have some feedback from the
  volunteers as to how they thought it went. Please let
  the Committee know if you have any thoughts.
• It was generally felt that we do not want to exceed
  the capped number of 70. Not just safety in the
  water, but the administration becomes fairly onerous
  at these numbers.
• Suggestion was made to have coloured hats for groups
  of swimmers, so if you are shepherding, you can see
  at a glance where you group members are. Agreed to
  buy cheap hats for this purpose.
• Some of the coloured latex hats for volunteers seem
  to have wandered off. Pete to count up and Phil to
  email membership to see if anyone has one. Action:
  PL/PR
• It was suggested that we have a funnel system
  whereby people enter the water one at a time and
  hand their card over at the last minute in exchange
  for their band.
• Also suggested numbering the pegs and bands so you
  actually can tell who is who!
• Next year, formally remind Worton Farms that these
  events are taking place.
• Safety officer to do a quick litter pick of the area
  after sessions.
• Have a more structured session plans circulated
  further in advance for sessions.

3.0 BAR Training Events

• Parking- there have been some problems with residents and
  parking in Bletchingdon. It is the public highway and
  there are no parking restrictions where the complaint
  was made. HOWEVER, we do not want to upset the
  locals and we need to ensure that we park away from
  the green area, but only park in the pub carpark if
  you are actually intending on going in the pub
  afterwards.
• Suggestion was made that there is a field that
  Kidlington Running Club use – Pete to contact them to
  see if we could do the same. Action: PL
• Long term, look at an alternative venue altogether.

4 Blenheim Volunteers

• Feedback from IMG has been excellent. IL will
  forward the feedback email from IMG and post on
  website.
• Thank you to everyone who volunteers, feedback from
  club members has been really good as well.
• Volunteers were treated much better this year – fed
  and watered.
• 26 volunteers on Saturday, 20 on Sunday.
• It was decided that we would as for some free slots
  for next year and maybe raffle them to those who
  volunteered. Maybe top up free places with the
  Gatorade bursary.
• IL to contact SN re free places. Action: IL

5 Club Kit

• Simon has been in contact with Endura who have
  apologised for the delay. They have agreed to a 10%
  discount off the whole order and agreed that in
  future, if they are more than a week out on delivery
  date, they will give us 50% off.
• There have been some comments that it has been
  difficult to get hold of the current kit that we have. IL
  to speak to SJ re distributing kit amongst other
  committee members who can take to sessions (e.g.
  Dragon swim, BAR, turbo sessions etc). Caroline Slay
  has also offered to help out. Action: IL
• It was suggested maybe have the kit available on line
  at some point.
• Take the kit to Thame.

6 Open Event

• HG presented some costings (timing chips etc) and the
  committee gave the go ahead to start spending!
  Budget was put at £2500 and if expenditure needs to
  go over this, then main Committee must be notified.

7 Website

• It was agreed that we need a separate meeting for
  this. Perhaps when Nick is next over in the UK.

8 AOB

8.1 Club Relays

Jerry has proposed the club subsidises the club relays to
include transport, camping and food (approx £900).
Committee took a vote to decide whether the club should
subsidise in some way (not necessarily as proposed). 5 said
yes, 2 said no. However, not in favour of current proposal.
Possibly make contribution to entry fee. Jerry to resubmit
proposal. Action: JG

8.2 Summer Holiday swimming at Rosenblatt

Phil has booked Rosenblatt for the summer, but they can
only do Monday 8-9pm and only 3 lanes (max 24 swimmers).

Phil will announce early July. Use sign up system again.
It is possible that we may have better access to the Dragon
at some point (Mike has a contact).

For Rosenblatt sign up, have a couple of dummy sign ups to
accommodate anyone who wants to do a trail session.

8.3 Minutes

HG to speak to NH re placing minutes on the website. They
are currently in two places and not up to date (HG does not
know how to put them up!). Action: HG

8.4 Profiles of Members

CI suggested that it would be a good idea to have some
profile of a cross section of the club members. This will
hopefully push forward the fact that we are a club for all
abilities, and not just for the serious racers. Excellent idea,
CI to sort out. Action: CI

8.5 Car Stickers

Good idea. IL to get Guy Roberts (who suggested it) to
follow up and get some quotes. Possibly base them on the
banner at the top of the webpage. Action: IL

8.6 Lane ropes at Dragon

There is no way we are allowed to use the big lane dividers –
these are for galas only – sorry!

8.7 Thame Sprint

There are a lot of club members doing this, and we have
asked for our own wave. Agreed in principle, IL to email
those who are doing it and ask for any objections by Friday
at the latest – if no objections, then go ahead with Ox Tri
wave. Get a discussion going on the forum for this. Action:
IL

8.8 Thames race

Mike D has suggested a one off open water race
down the Thames. After some discussion, it was
decided that as a Club we cannot sanction it.

8.9 Guest Coaches

We have been approached by the chap based in Abingdon
who has the endless pool and offers swim coaching. He
would like to come and coach one of our club sessions. It
was agreed that it would be a good idea to have guest
coaches in (fresh eye etc) – however, we would not be
endorsing his product. We would not want him to give our
members the hard sell – but if anyone does use him and can
give us some feedback that would be great. PR will contact
him to come and guest coach. Action: PR

8.10 Financial Review

We must have this by the next meeting – Action: AD

9 Date of Next Meeting

20th July – 7.30 – OXSRAD (venue is booked) – no swimming on
this date.

HG 2009-06-16