Hampshire Cross Country League
Annual General Meeting
Friday 7 June 2013
River Park Leisure Centre, Winchester
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Present:
Ken Littlejohns (Chairman); Alan Ive (Secretary/Men's Results); Mike Scoggins (Treasurer); Pam Rogers (Ladies' Results); Wendy Littlejohns (BMHAC); Emma Scoggins; Mike Williams (Havant AC); Ray Stevens (Reading AC); Ian Byett (BMHAC); David Vosser (Winchester & District); Richie Pearson (Southampton); Franklyn Young (Winchester & District); Mary Axtell (Southampton); Alan Coveney (Winchester & District); Richard Dean (Hampshire AA); David Haines (Fleet & Crookham); Lucy May (Stubbington Green); Graeme Lowndes (Winchester & District); Mark Dennison (Overton Harriers); Marilyn Crocker (Victory AC); Noel O'Dowd (Eastleigh RC); Tim Wilding (New Forest Junior AC); Mick Anglim (Hardley Runners); Ian Banks (Hardley Runners); Mark Pavey (Poole AC)
Apologies:
Helen Dobinson (Andover); Phil Baker (Chichester); Ian Graham (Bournemouth); Tim Richardson (Reading)
The Chairman opened the meeting at 7.30pm. All present were asked to introduce themselves.
Minutes of Previous Meeting
Read, accepted and signed as a true record of the meeting held on 29th July 2012.
Matters Arising
None.
Chairman's Report
The Chairman commented on once again achieving the full five fixtures and thanked the clubs who organised them.
Secretary's Report
Alan commented on a small increase in total numbers of competitors for the series.
Treasurer's Report
The Treasurer presented the accounts for the past season.
Copies of the accounts were circulated and are attached. Expenditure over Income was £687.70. This was greater than the previous season, due to late presentation of an invoice from 2011. David Vosser was thanked for auditing the accounts. Acceptance was proposed by Mike Williams, seconded by Mark Dennison.
A vote of thanks to the retiring Treasurer was proposed by Ian Byett.
New Membership Affiliation/Resignation
There was nothing to report at this early stage.
Change of League Name
The new name, Destination Basingstoke Hampshire Cross Country League, was adopted, in recognition of new sponsorship.
Amendments to Constitution/Affiliation Fees
- The proposal from the committee for a reduced affiliation fee plus a fee for each runner for each race was lost.
The general feeling of the meeting was that a two tier affiliation fee structure would be more acceptable, with the top 6 clubs (who provide in excess of 200 finishers per season) paying £150 and the remaining clubs £90.
This proposal will be put to the clubs for an email vote as soon as possible. - The proposal from Winchester to reinstate the Farley Mount fixture in the 2014/2015 season was not voted on, as it is dependent on costs.
- The proposal from Winchester for Under 11 races to be added formally to the League was lost.
Dates, Venues and Host Clubs for Season 2013/2014
Confirmed List:
| Date | Venue | Host club |
|---|---|---|
| 19 Oct 2013 | Prospect Park | Reading AC |
| 9 Nov 2013 | Goodwood | Chichester Runners and AC |
| 30 Nov 2013 | Popham | Basingstoke and Mid Hants AC |
| 11 Jan 2014 | King's Park | Bournemouth AC |
| 8 Feb 2014 | Hudson's Field | City of Salisbury ARC |
Election of Officers
The officers were re-elected, with the exception of the Treasurer. An offer to stand for election as Treasurer was received from Liz Flitcroft (BMHAC) via the Chairman and she was duly elected.
Presentation of Popplewell Trophy
No nominations had been received.
Graeme Lowndes commented that this was a poor show and subsequently submitted a name.
It was agreed that the deadline for further nominations should be extended to the end of August.
Any Other Business
The Ladies' Results Secretary suggested that presentations should take place at the AGM, rather than the last fixture.
The meeting closed at 9.30pm.
2:09 Events Hampshire Cross Country League
Accounts for year ended 31st May 2013
| Income | 2012/13 | 2011/12 | Expenditure | 2012/13 | 2011/12 |
|---|---|---|---|---|---|
| £ | £ | £ | £ | ||
| Subscriptions | 2480.00 | 2170.00 | Affiliation to EA | 50.00 | 0.00 |
| Sponsorship | 500.00 | 500.00 | Hall Hire AGM | 33.70 | 32.00 |
| Bank Interest | 1.79 | 1.80 | Trophies & engraving | 503.24 | 469.06 |
| Results envelopes | 0.00 | 230.88 | |||
| Popplewell trophy | 6.50 | 6.50 | |||
| Fixture Costs | |||||
| Facilities Hire | 1045.00 | 1052.50 | |||
| Portaloo Hire | 1396.25 | 954.00 | |||
| First Aid cover | 585.80 | 565.40 | |||
| Total Fixture Costs | 3176.05 | 2571.90 | |||
| Overall Totals | 2981.79 | 2671.80 | 3769.49 | 3310.34 | |
| Excess Expenditure over Income | -787.70 | -638.54 | |||
| League funds | |||||
| Brought forward from 2011/12 | 5067.07 | ||||
| Deduct excess Expenditure over Income | -787.70 | ||||
| Balance at 31st May 2013 | 4279.37 | ||||
| Represented by: | Current Account | 1082.89 | |||
| Deposit Account | 3196.48 | ||||
| Cash in Hand | 0.00 | ||||
| Total | 4279.37 | ||||
Note: The current account contains the residue of the monies donated towards the Popplewell Trophy. There was expenditure of £6-50 on the Trophy and the balance now stands at £37-00.
Mike Scoggins
Hon. Treasurer
4 June 2013
Cost by Activity
| Matches | ||||
| Farley Mount | ||||
| Toilets | 378.00 | |||
| Course charge | 720.00 | 1098.00 | ||
| Popham | ||||
| Toilets | 473.25 | |||
| First Aid cover | 160.00 | 633.25 | ||
| Bournemouth | ||||
| Toilets | 198.00 | |||
| Facilities hire | 175.00 | |||
| First Aid cover | 145.00 | 518.00 | ||
| Salisbury | ||||
| Toilets | 312.00 | |||
| Facilities hire | 50.00 | |||
| First Aid cover | 184.80 | 546.80 | ||
| Goodwood | ||||
| Toilets | 35.00 | |||
| Facilities hire | 100.00 | |||
| First Aid cover | 96.00 | 231.00 | ||
| Match totals | 3027.05 | |||
| Other costs | ||||
| Trophies & engraving | 503.24 | |||
| EA affiliation | 50.00 | |||
| Admin | 33.70 | |||
| Goodwood arrears | 149.00 | |||
| Popplewell Trophy | 6.50 | |||
| 742.44 | ||||
| Total | 3769.49 |