MINUTES of CLOK Committee – Monday 9th February, 2004.

 

PRESENT  - Mike Rickard (Chairman), Peter Archer, Mike Hardy, Alastair Mackenzie, Charles Mayes, Christ Wright, Joan Selby .

 

1.             APOLOGIES – John Bedwell and Joe Trigg.

 

2.             MINUTES OF THE LAST MEETING were accepted.

 

3.             MATTERS ARISING from the last meeting.

 

                3/3/3.10.1                Clubmark - Mike Hardy has yet to contact Lorraine Porter about a membership booklet that would include                                      Clubmark.

3.8.                          NEOA - Alastair will contact Patrick Smythe of NEOA for response following our decision to support the fund build-up for the purchase of the next SI system as well as the payment of equipment levy.

10.1                         Social Events – Shelley and Jon Williams are considering Guisborough Rugby Club for the ceilidh.

10.4                         BOC 2004 – 20th/21st March, 2004 – Peter Archer has sent in his first 40 entries of volunteers.

 

4.             SECRETARY’S REPORT – Nil

 

5.             TREASURERS REPORT – Nil

 

6.             DEVELOPMENT REPORT – previously circulated to all committee members.

               

7.             EVENTS PROGRAMME – Past and Future.

 

7.1           8th February, 2004 - HUTTON MULGRAVE and SKELDER

                A very successful event, despite the weather and tunnel tent conspiring to make it otherwise.  Will Dehany set up the SI equipment on the back seat of his car from where he managed to give everyone their results and Alastair now has a replacement tent pole.  The courses were good.

 

7.2                28th March, 2004 – ARNCLIFFE – colour coded

Peter Archer will liaise with Will Dehany concerning proof of registering, starting and finishing.  Peter to contact Mike Hardy if he decides to order a portaloo.

 

7.3                25th April, 2004 – WILTON AND LAZENBY – Regional

Controller urgently needed.  Joan to contact Will. (Latest – Will reports a scarcity of grade 2 controllers.  He will circulate an updated Fixtures List when he can confirm officials booked.)

 

7.4                11th July, 2004 – BOLTBY – Colour Coded – Joe has been asked to register with BOF.

5th September, 2004 – FLATTS LANE – Colour Coded Galloppen – Joe has been asked to register with BOF.

                10th October, 2004 – ESTON – Colour Coded – Joe has been asked to register with BOF.

                The Committee agreed that Joe Trigg should register the above three events with BOF and that he should also negotiate 2005 dates on our behalf.  He will circulate this information when it is available.

 

8                     PROPOSAL FOR MANAGING CLOK FIXTURES PROCEDURE

The Background – Reviewing the fixtures programme is taking up a lot of Committee time.  Also changes in the fixtures programme after it has been issued to BOF, Compass Sport etc has caused confusion with competitors turning up at the wrong place for events.  At the January meeting Mike Hardy offered to summarise and make a proposal for discussion at the February meeting, which he circulated.  Alastair had some concerns and so at Mike’s suggestion he also submitted a proposal for the Committee to consider. 

 

The Decisions  - Following discussions, it was felt that the only way to manage the fixtures was to have a long lead-in time and to establish a set of conditions that need to be satisfied to act as a “gate” before any individual event is communicated to BOF etc. i.e. permissions obtained, or that there is definitely no problem with obtaining permissions, parking arrangements, officials appointed, SI booked etc. etc.  Following this route would more reliably ensure the event location and date.  To this end it was decided to appoint one person responsible for (i) monitoring the progress of each event and (ii) flagging up any problems with that event to the Committee.  The nominated person should be a Committee member, so that he or she present at the meeting to give a report.  The nominated person should not be responsible for addressing or solving the problem, just for ensuring that the Committee is made aware of any problems that could jeopodise the event.  Monitors were allocated to each event.

 

It was also agreed that there should be a Programme Sub-Committee, to meet probably twice a year, to marry venues and dates that Joe Trigg has organised for CLOK.  Chris Wright, Charles Mayes and Paul Taylor have agreed to do this.  Charles will act as liaison with the main Committee.  The Programme Sub-Committee will publish a note in Tchimes asking members their preferences for the programme.

 

Text Box: Stages agreed (so far)   1)       1)             Joe Trigg negotiates the dates. 2)       2)             Full Committee decides on overall look of events. 3)       3)             Programme Sub-Committee meets to propose a forward programme 4)       4)             Full Committee reviews and approves programme. 5)       5)             Monitor system starts.

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

The role of the Mapping Committee will be discussed at the next Committee meeting.

 

9.                    ORIENTEERING DEVELOPMENT PROGRAMME

Mike Hardy had circulated a very comprehensive statement on the financial status of the Development Programme showing past and current grant applications submitted.  To date, BOF contributions and other grant sources have covered the cost of our two part-time professionals, but this year for the first time, there is some doubt that external sources will cover all of this cost, resulting in a shortfall of our contracted obligations to them.  Bearing in mind that three grant applications are already in hand and that the accumulated profit to the klub from the Orienteering Development Project is £9,888 since it was set up, the Committee agreed to meet the short-fall out of the orienteering development profits and to re-new the contracts for our two part-time professionals for a further year.

 

10.           ANY OTHER BUSINESS

 

10.1         WEBSITE

                Alastair now has the new website set up and is ready to take over from Graham Jordan.  He plans to run the two sites in parallel for about two weeks before withdrawing the old one.  Site number remains the same i.e. www.clok.org.uk)  Our thanks to Graham for his years of commitment to the website.

 

10.2         COMPASS SPORT CUP

                Mike Hardy will try to arrange for some schools to attend.

 

11.           NEXT MEETING will be on Monday 8th March, 2004 at 7.30 p.m. at the Pathfinders at Maltby.  (Yes they are open and functional again so I have booked our corner.)