Welcome to Sandhurst Joggers AGM 2021
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Welcome to
Sandhurst Joggers AGM
2021
Welcome by The Chairman
Dear SJ Members, Welcome to our Annual General Meeting in very surreal times. I am sorry that we are unable to hold the AGM in person but hopefully many of you will join in with our Zoom call. Well what an interesting year it has been for us all, hasn’t it? Never did I envisage that taking on the role of Chairman we would have three lockdowns and also not be able to offer Club Runs as a result. Sadly that has been the case but on a positive note it has been wonderful to see how many of you didn’t let that get you down. So many of you were still running solo or with one other when it was deemed allowed. The great efforts of Alison and Andrea, our Social Secretaries along with Jenny and Dave offering so many varied activities for you to participate in, throughout the year has also made things so much more bearable. So as we come through our third lockdown, I am very positive that in the next few months we will see the return of Club Runs once again. So do look out for further news of that happening. Let’s now begin with the AGM proceedings. The AGM has to be held as an online event spread over a week due to restrictions placed on gatherings and cancellation of all club activities such as training runs and meetings imposed as a result of the Global Coronavirus Pandemic that is affecting the UK currently. The following documents are presented or will follow: 1. The Agenda of the AGM. 2. The Presentation of Committee Reports. 3. Email to All Members (2nd March) notifying current committee nominees, calling for further nominees and send out the online vote form for election of the committee on 24th March. 4. Email to All Members (26th March) notifying issues raised at the AGM requiring a vote by members and providing an online form for voting. 5. Email to All Members (30th March) notifying the results of the online vote described in item 4 above and notifying the membership of the new committee for 2021-2022.
Approval of 2020 Minutes
Apologies for Absence
Reports from Committee
XCountry Gabbi & Nigel Bassett
The last year has been a quiet one for organised XC events with the pandemic preventing races from taking place in autumn and winter. April 2020 saw RRR organise a virtual TVXC 5k which was very popular. It was likely many runner's first experience of a virtual race. RRR are currently arranging a 5 mile TVXC off-road virtual race. Fingers crossed all running will be back to 'normal' by the time the XC season starts again in Autumn 2021.
Membership Janice Alves De Sousa
The 2020-21 season has been like no other, and as a consequence the number of paid-up club members has suffered. It bears no reflection on the numbers we have experienced over the years, and I am confident that once, and when, life returns to some normality, club membership will return to its healthy state. There were no Pure Beginner groups this last year, and clearly this also had an impact on membership. The current number of paid-up members is 286. Standing Orders ceased as a payment option this season; PayPal and bank transfers are proving the most popular forms. Cheques and cash are still perfectly acceptable. Individual EA affiliation will rise to £16 next season. This is part of the expected increase over the next few years. If any of your personal details change, please let me know or alternatively log into your own profile and make the necessary adjustments.
Social Secretaries Report Alison Jones & Andrea Hadfield
This has been a very interesting year to take over the roles of Social Secretaries, which we decided to share between the two of us, a very wise decision as it turned out. As you will all know, a lot of events that we would have loved to have put on for you were unable to happen, so we had to put on our thinking caps and come up with something else. We really hope you’ve enjoyed the ‘Alternative SJ Social Calendar’ – we’ve had a lot of fun trying to think of inclusive ideas to keep everyone entertained and active. The ‘scrabble challenge’ results spreadsheet will live long in our nightmares. And now looking to the future, the Annual Ball has been moved, from the original date in March 2020, to September 2020, then to March 2021 and now hopefully for the final time to 5th November 2021!
The events that should have taken place and what we replaced them with are listed below:
MONTH SOCIAL EVENT VIRTUAL EVENT
APRIL 2020 MARATHON PARTY VIRTUAL PIZZA PARTY
TEAM CHALLENGE 1
CHALLENGE VIDEO 1
MAY 2020 PUB RUN TEAM CHALLENGE 2
GIRLS VS BOYS SCAVENGER HUNT
JUNE 2020 ENDURE WELCOME PARTY SJ RE-RUN “GOOD PUB GUIDE” 2019
SCRABBLE CHALLENGE
JUNE 2020 CLUB RUNS RESTARTED TROPHY PRESENTATION 2019 WINNERS
CLUB PUB RUNS
AUG 2020 FAMILY B.B.Q
SEPT 2020 ANNUAL BALL & TROPHY START OF THE MEMBER OF THE MONTH
PRESENTATION COMPETITION
OCT 2020 HALLOWEEN HASH HALLOWEEN ORIENTEERING CHALLENGE
NOV 2020 MARATHON DRAW
DEC 2020 XMAS LIGHTS RUN XMAS PHOTO COMPETITION
MINCE PIE RUNSecretary Alison Jones
Secretary Report
Alison Jones
I only took over as Secretary at the end of January 2021 from Julie Graham (who
unfortunately due to work commitments could no longer continue) and my role has mainly
been taking minutes at Committee meetings, preparing said minutes and asking for agenda
items for the next meeting. Although when races commence again the Secretary’s role will
be to organize and oversee any free places we can obtain from races and ensure that a club
ballot takes place to allow club members to apply for these places.Publicity Claire Gujer
Since taking on the role from Jim in August 2020, I have worked with fellow committee members on a number of items. These include: Member of the Month questions and articles, Blog posts on Facebook (Private and public group), Instagram and WordPress. We have worked to make sure fully paid members have access to our private Facebook page and the Strava group. We have revamped the Sandhurst Joggers Website - updated for COVID as well as removed redundant content. Continue to monitor the public Facebook page, which receives on average 4 messages a month about queries to join the club.
Treasurer Mark Fallowfield-Smith
2020/21 2019/20 Diff
£ £ £
Subscriptions 4,597 6,771 (2,175)
Yateley 10K Series - 1,000 (1,000)
Total income 4,597 7,771 (3,175)
❑ Membership fees are down compared to the last couple of years due to cancellation of standing orders
and fewer new memberships during the year due to COVID related restrictions
❑ No annual contribution from Yateley 10k for club’s support due to cancellation of the races
▪ expect there will be no contribution in 2021 even if the races go ahead2020/21 2019/20 Diff
£ £ £
Running/training costs - (4,203) 4,203
Social events/activities (234) (1,760) 1,526
Club admin costs (1,061) (1,852) 792
Total expense (1,295) (3,613) 2,318
❑ Total costs have dropped significantly due to lack of events and activities due to COVID related
restrictions
▪ Social costs in the current year includes prizes for the various virtual challenges during the year
▪ Club admin costs are down due to the one-off donations made in the prior year as mentioned in
last year’s AGM report2020/21 2019/20 Diff
£ £ £
Profit and loss
Total income 4,597 7,771 (3,175)
Total expense (1,295) (7,816) 6,521
Profit/(loss) 3,302 (45) 3,347
Assets
Kit in stock 1,798 2,138 (340)
Free cash 13,610 10,843 2,767
Total assets 15,408 12,982 2,427
❑ As stated last year, our target is to have the equivalent of one (normal) year’s worth of subscriptions -
roughly £8k based on 2019/20 - as a reserve fund to cover unexpected financial difficulties.
❑ Due to the COVID related restrictions in the year the club’s costs dropped significantly more than the
reduction in new members, so our excess cash has increased to £5-6k.
❑ We aim to reduce this in the coming year by offering reduced membership renewal fees for 2021/22 for
existing members only and, as soon as we are able to, subsidising track hire, race entry fees and social
events.General Members Mon: Patrick Wadsworth Tues: Andy Hazell Wed: Andrea Vincent & Sharon Burfield Sunday: Emy Circuit & Dick Newman
General Members Reports Monday: Monday saw up to two groups of 6 meeting for a run when allowed Tuesday: These club runs have remained popular throughout the available weeks with an average 45-50 runners turning up and not minding the offered pace ranges and have been very accepting of the groups size restrictions and the separate meeting places, and I would like to thank all the current run leaders for their continued support and efforts and to ask if anybody feels they are able to lead a run please let me know Wednesday: Wednesday evening saw a steady turn out whilst we were able to run in groups of 6 and some weeks we were splitting into two groups, based on speed. Sunday: Sunday runners are an adaptable bunch. At the start of the first lockdown Ian Watson had the bright idea of holding our normal post-run ‘coffee and chat’ on Zoom, which continued – with up to circa 15 participants, some but not all Lookout regulars – until the rules relaxed. As soon as running in groups of up to 6 was permitted, people started organising informally, also making use of the SJ Facebook page to coordinate, once that was agreed. Because that system was already well established, take-up was limited when formal club runs re-commenced so a variation of the registration process was agreed, coordinated by Steve Casey (thank you Steve). Since the rules tightened again, some people have been taking the opportunity to continue to run in pairs.
Vice- Chairman Dave Bartlett
Vice Chairman Report
Dave Bartlett
2020-2021, who would have anticipated what we’ve been through as a
club, a committee and individuals when we put ourselves forward as
committee members at the 2020 AGM?• Nobody could have anticipated what we’ve lived through throughout a year plagued by lockdown and running restrictions in one shape or another. • I would like to thank all those that have continued to support the club in one way or another, be that as a member or member of the committee that have worked throughout the year to keep its membership active. • On the next slide or two we have listed a number of events that were organised beyond those promoted by the social team, what a fantastic job they’ve done. • I’m sure you’ll all agree with me that this truly shows a commitment by all involved to demonstrate what a great club we are.
April: Virtual Easter 10 miler
May: VE Day 10km, 5 Mile Cross Country
June: Yateley 10km Race 1, Intra Club Relay
Intervals started back in groups of 6.
July: Yateley 10km Race 2
August: Yateley 10km Race 3, Sunday Run and Thursday Runs Return.
September: Monday and Wednesday Night Runs Return.
October: Tuesday 6.30pm and Track Sessions Returned.
October: Second Intra Club RelayNovember: Virtual 5km and 5 Miler (most improved each week throughout)
December: Christmas 5km
January: January Challenge
All events took place in Covid-19 secure environments:
Groups of no more than 6. Groups were pre organised with separate meeting places.
Run leaders carried mobile phones to support any unforeseen emergencies
Routes were selected on the ability to observe two metre distancing
Thanks to all the run leaders who helped to support with the organisation of these events.I’m sure we are all looking forward to a greatly improved 2021-2022 season and the return of: • Regularly nighty and weekend runs • Intra Club Relays (with continual support from the masses) • Summer events • Weekend Away! • Winter Cross Country I look forward to continuing to support the chair and other members of the committee throughout the year ahead and running with you all again in the not too distant future.
Chairman Lisa Harrold
Chairman’s Report During the year, the following roles had new appointees: Janice Venables stepped down from General Member Tuesday and Andy Hazell was appointed. Katie Hetherington stepped down from General Member Thursday, an appointment that remains vacant. However this was managed by Jenny Robinson until Club Runs had to stop. Julie Graham stepped down from the role of Secretary and Alison Jones became temporary Secretary. Sally Kent stepped down from Kit Manager and Janice Alves De Sousa became temporary Kit Manager. Covid Coordinator was appointed as Jenny Robinson. Number of Members are now 286 and we firmly believe that the numbers will increase once restrictions are lifted and club runs commence.
Yateley Road Races Report and Accounts Jenny Robinson
Yateley 2020 Report:
• As with many races we sadly had to cancel the 2020 Yateley Road Races
due to the Covid 19 pandemic.
Why did we have to cancel?
• No clear regulations from UKA at this point as to how races could take
place.
• Ethical considerations of should we be encouraging people to travel?
• Volunteers - Many were in the vulnerable age categories and so it was
Yateley 2020 not fair to involve people and put them at further risk.
• We had 402 entries at the point that we had to cancel the races and
Report these were mainly carried over to the 2021 series. We gave people the
option of a refund which some people took.
Costs incurred at the point of cancellation:
• To support race ahead we paid up front for the chips. This will be
carried forward to next year.
• We had to pay a contribution to the toilets.
• All other organisations did not charge us.• Finances
• 25k (6k is contingency fund)
Accounts • 19k is committed entries fees from last year.We could go ahead because:
• There is clear guidance from UKA (and insurance to support) as to how races can go
ahead.
• Many of our volunteers (as will much of the population) will have been vaccinated by the
point the races go ahead.
Plans for • Movement in June and July should be more free.
2021 •
•
Options:
Plan A: Go ahead as planned (June, July and August) with 1000 people in a Covid secure
environment. This will take a lot of planning but the ideal scenario.
• Plan B: Go ahead as planned for two races (July and August with 1000 people in a Covid
secure environment. With race 1 postponed until September/October at a weekend or try
and fit it in on a Weds evening in July (maybe 21st July)
• Plan C: Go ahead as planned for races (June, July and August) but with reduced numbers
to make planning easier (priority given to those that entered last year) This is likely to
make a loss for the races and will mean little or no money is made for charity.
• Plan D: Cancel races again - we are really keen for this NOT to happen.• Staggered start (3 people over the line every 10 seconds
for 45 minutes - military operation. Staggered based on
pace)
• Pens for holding people with space for 2m gaps between
• One-way systems throughout race village
What do we • No indoor space used
• No water
mean by • No food or hot drinks etc
Covid • Medals in packages
• Send out numbers by post
Secure? • No changing facilities
• No prize giving
• No fun run
• No spectatorsWe are planning for Plan A with a very real
possibility of Plan B or C. We are hoping to avoid
Plan D.
So…what do Entries will not open until April and entries will be
staggered. We will release small amounts at a time
we do next? to give us time to take stock.
People who entered last year will be given first
refusal.Please watch this space and be prepared to
support when and if you are able to.
Please remember that Yateley Road Races is a non-
How can you profit making organisation and all our profits go to
local charities.
help?
As with all charities they suffered from a severe
lack of funding last year and ideally we would love
to support them this year.Coaches Report Carl Bradshaw James Casey Newton Johnstone
➢ Track started in 1991, therefore this Summer will be the 30th year anniversary! Wow! ➢ This has been the most difficult year for everyone in the club’s history. ➢ We were able to deliver sessions at the track before Lockdown 1. ➢ Throughout lockdown 1, the Coaches continued to ‘post’ planned sessions for members to complete and we all worked hard, co-ordinating with each other to make that work.
.
Loss of track facility at Bracknell
➢ Track has run smoothly for nearly 30 years, with Bracknell Forest Club in charge of the track.
➢ Things were running well, (no pun intended) with ‘Everyone Active’ till lockdown came along.
➢ Since then, they’ve stopped selling casual tickets and have decided to increase the evening charge from £2.00 pp to £57.10 per
hour. We understand this change is ‘Covid-safe’ related and that their operating premise will revert once Covid controls no
longer need to be in place.
➢ The Coaches and Committee decided that this cost is simply too expensive for the club to bear.
➢ When Covid rules changed once again, we adapted to running in 3 groups of 5. Each group led by a qualified track Coach. One
group on the track, the other two in the local neighbourhood; one of those focusing on hills and the other focusing on intervals.
This was workable, and was well received, until we became restricted to having a maximum of 2 people running together.The Future
➢ Who knows where we will be by this summer? – hopefully in a safer world as more folk are vaccinated and the ‘r’ rating decreases.
➢ As coaches, we will support all members as best we can throughout these uncertain times.
➢ We will continue to communicate with ‘Everyone Active’ and as soon as we are able, we hope to be back to our Friday night track
sessions!It is proposed that:
Club Subscription for existing members is reduced to £5.00 for
Club a renewal period of two weeks, which will run from Thursday
1st April 2021 to Thursday 15th April 2021 inclusive.
Subscription
As of the 16th April 2021, membership fees will revert back to
Discussion and £15.00 for the year, for existing and new members.
Vote A Voting form will be sent out to all members as of 24th March
2021 and results given by 30th March 2021.
EA Affiliation will now cost £16.00 for the year.SANDHURST JOGGERS COMMITTEE (2021-2022)
Election of the Chairman Lisa Harrold
Vice Chairman Dave Bartlett
Committee Secretary Position Vacant
to be emailed to SJ Treasurer Mark Fallowfield Smith
Membership Secretary Janice Alves De Souza
Members Social Secretary Alison Jones and Andrea Hadfield
24th March 2021 when Cross Country Captain(s) Nigel and Gabbi Bassett
Summer Events Position Vacant
voting commences Publicity Claire Gujer
GENERAL MEMBERS
Monday Patrick Wadsworth
Tuesday Andy Hazell
Wednesday Sharon Burfield and Andrea Vincent
Thursday Position Vacant
Sunday Emy Circuit and Dick NewmanNon elected Posts
1. Yateley Road Race Director CO-OPTED MEMBERS (Nominated by Committee)
2. Handicap Run Organiser Yateley Road Races Jenny Robinson
3. Webmaster Home XC Race Director Wayne Boardman
4. Track Coaches Track Carl Bradshaw, Jim Casey, Newton Johnstone
Pure Beginners Lisa Harrold
5. Kit Director
Webmaster Ant Harrold
6. Pure Beginners
Kit Manager Position Vacant
Handicap Simon and Ann WillisAOB
I would like to thank all of the Committee who have been my
backbone throughout this year, as it really hasn’t been an easy
role to undertake under these circumstances. Their drive,
Closing Remarks – Chairman willingness and enthusiasm has really helped our Club to
continue to move forward and I hope that the new Committee
will follow on in their footsteps.
Through the unprecedented times, I believe we as a Club have
been extremely supportive to all our members and I would
like to take this opportunity to thank you, SJ Members, for
continuing your support, as I know it has not been easy.
All that leaves me to say is Keep Safe, Keep Well and Keep on
Running!
Lisa HarroldYou can also read
