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COVID-19 Update; AGM, Club Officers & Committee Members; Ian Martin stops coaching; Summary Minutes

Some important matters to cover this week, so an update from me rather than the regular Weekly News. My apologies for the length of this update, but I need to cover these topics in full, please bear with me and read to the end!

COVID-19 Update

England Athletics have this morning issued updated guidance that "all face-to-face activity such as club training sessions, events, competitions, club committee and face-to-face meetings, athlete camps, running groups and social events should be suspended until at least the end of April". The full statement is available here. All upcoming Reigate Priory AC events, including group training sessions, are therefore cancelled with immediate effect.

I would however reiterate the advice in the EA guidance that you are all encouraged to maintain your own personal fitness and keep active during this time, while following government guidelines about safe distance and safe exercise environments.

We will keep you all informed if there are further club developments, but in the meantime, please keep safe but keep running!

AGM, Club Officers & Committee Members

Membership Secretary

Jas Dhanda has resigned as Membership Secretary with immediate effect. My thanks to Jas for the work he has done for the club over the last 10 months.

Nat Wilson has agreed to take on the role for the remainder of Jas’ term, i.e. until the AGM 2021. As the Membership Secretary is one of the 4 Officers of the Club, she needs to be formally elected, rather being simply co-opted on to the Committee. We will use the same process as we have used for other roles in the past. Nominations for the post of Membership Secretary are therefore now open for 14 days, until Tuesday 31st March. If there are no other nominations in that time, Nat will be deemed to have been elected unopposed.

Annual General Meeting

The Club AGM is planned for the evening of Monday 27th April. However, it is highly likely we will be unable to hold a physical meeting then because of COVID-19. The choices will be to either hold a virtual meeting or postpone.

If any member or parent has access to the technology for a virtual meeting and experience with using it, then please let me knowChair.jpg.

If we need to postpone the AGM, then we will need to make plans for addressing the topics that will normally be covered at the meeting, for example election of the new committee and setting of the membership fees for 20/21. Your Committee will address these in the coming weeks, but if anyone has any suggestions, please contact me Chair.jpg or Ginevra Stoneley secretary.jpg.

Secretary, Treasurer & Committee Members

Both the Secretary (Ginevra) and Treasurer (Anthony Collins) come to the end of their 2 year terms of office this year. Anthony has indicated that he will not be standing again. The 6 other committee members are all up for re-election this year, as they serve a 1 year term.

The role of Treasurer requires:

  • An ability to juggle figures
  • Management and reconciliation of the club’s bank accounts
  • Record keeping
  • Maintenance and development of the Club’s finance policies

Whilst the Secretary requires:

  • Minute taking at Committee meetings and AGM
  • Liaison with EA, regional and county athletics associations, including DBS validation

The “general” committee members simply require a willingness to undertake activities on behalf of the club, exact roles will be allocated based on who is on the committee and their areas of expertise.

If anyone associated with the club is willing to stand for any of these roles, or wants further information, again please contact meChair.jpg or Ginevra secretary.jpg.

Other Activities

We are looking to develop our plans for development of either Battlebridge or another suitable local location, to ensure we have access to fit-for-purpose facilities. This activity is progressing slowly, due to the lack of time and suitable experience of the members of the Committee. If there is anyone with knowledge of this type of development and working with a local council (possibly a surveyor?) who would be willing to assist, please get in touch with me Chair.jpg. You do not need to be a member of the Committee to help in this way!

We are also looking for assistance with our Communication & (especially) Marketing. Again, if you have relevant experience and are able to help, please contact Ginevra secretary.jpg.

Ian Martin

After many years of coaching our Juniors and Seniors, Ian has decided he is going to step back from coaching during this year. We owe Ian a massive thank you for all the coaching he has done for us; in his time the club has achieved many notable individual & collective successes. I would like to take this opportunity to thank Ian personally for everything he has done for the Club, it has been a pleasure working with you Ian.

The current plan is for Ian to stop coaching the Seniors at the end of June 2020 and the Juniors in September 2020. Ellis Cain-Jones and the rest of the club coaching will be developing plans in the coming months to cope without Ian once he has retired.

Summary Minutes

The summary minutes of the February 2020 Committee meeting are available here.

Malcolm Woodman

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