Minutes of NWOA Club Delegate Meeting
Saturday, October 18th 2008
Caton Institute
Present: Peter Knott (SROC), Stephen Richards (SELOC), Steve Round (SELOC), Sue Birkinshaw (MDOC),
Sue Roome (NWJS), Martyn Roome (SROC), Dave Mawdsley (MDOC), Trevor Roberts (MDOC), Geoff Armer (BL),
Bill Griffiths (PFO), Roger Jackson (WCOC), Andrew Tarr (DEE), Beryl Blackhall (GMOA), Steve Buckley (LOC),
Angela Whitworth (BL), Dick Whitworth (BL), Paul Turner (SELOC), Sarah Watkins (SROC)
The meeting was chaired by Peter Knott. Minutes were taken by Sue Birkinshaw
1. Apologies for absence
Steve McLean, Richard Tiley, Sue Butterfield, Matt Cochrane, Frank Rose, Stuart Arnold
2. Minutes of previous CDM (15/3/08)
Accepted as a true record, proposed AT, seconded SRo.
3. Lakes 5 Day event 2010
Trevor Roberts, event co-ordinator, gave a summary of the present situation on plans for the event and expressed his discomfort at the lack of definite progress.
The date for the event has been altered to August 22nd to 28th, just before the White Rose. EBOR are enthusiastic about this.
Three areas, Helsington Barrows, Harrop Tarn and Swindale North are progressing, but need firming up.
Millom Woods would not support full length courses and could probably only be used on Sunday.
DEE would like to use Yewdale, but LOC have reservations about its suitability.
No venue has been identified for a Training event, nor for an Event Centre.
There was discussion on the possible use of Swindale SE, Caw, Farleton Fell and Bannisdale. TR does not want to include an area that was used in 2006.
TR proposed a timetable that 5 areas and 2 reserve areas should be fully agreed by December, so that publicity and mapping could start in early 2009. If this had not been achieved, then the March CDM would have to consider cancellation.
A street event in Kendal on the evening of the Rest Day was thought to be a valuable addition to the programme.
Roger Jackson proposed that the next CDM should discuss the future of the Lakes 5 Day, in the light of the new BOF event structure, considering the possible provision of top quality events at a more suitable time of year. Steve Buckley thought that the discussion should cover the overall usage of the best areas in the North West.
4. Youth Games reports
Cumbria held a successful Games in parks in Carlisle with virtually full representation from the 6 boroughs (72 children). Cumbria Sport had given financial support and praise for the event. The Youth Games would not be continuing in the same format in 2009, but Cumbria Schools would like to hold, independently, a similar competition between districts.
Lancashire held a successful event in Stanley Park for 66 children, and had included a Labyrinth event in which 75 children had taken part. As in Cumbria, the format of Youth Games 2009 will be different, concentrating on Urban Sports.
5. Junior Home International
MEROC were thanked and congratulated on a very successful event. It was a considerable undertaking for a small club and they have thanked all the other NW clubs who helped with equipment and manpower.
6. Major events
2010 British Schools Score Championships October 9/10
PFO and SELOC report that plans are progressing for the event in Witton park. They will probably hold a Regional Event at Tockholes on the Sunday
2010 Middle and Sprint Championships April 17/18
The use of Formby for the Middle Race on Saturday looks promising.
Chorley is to be used for the Sprint races on Sunday, but there is considerable confusion from BOF committees as to whether these should be for the Elite only, or should include the Age Class Championships. Clarification is to be sought from the Major Events Group.
2012 British Championships Classic and Relay, May 5/6
Graythwaite is available for the Classic race. Bigland is probably unsuitable for the Relay for lack of a parking area.
Roger Jackson will discuss with WCOC whether it might be possible to hold the events in Eskdale, and the meeting was keen to support this move.
A (draft) contract between BOF and the event provider will be made available to WCOC and LOC.
7. NWNews and Fixtures List
The year long trial of sending NWNews by e-mail to Club editors was discussed, and it was agreed that we should revert to having it printed and distributed with the bi-monthly Fixtures List. It was also agreed that it should be a more glossy document, containing success stories, photos and maps rather than committee items. It would then be worth distributing outside the sport. Roger Jackson offered to do the set-up and printing (at cost) but would need to be given the information. He and the Chairman would decide how to organise this. The Treasurer pointed out that the budget agreed at the AGM contained no provision for costs of re-introducing a printed copy of NWNews, so this decision to do so will eat into reserve funds.
The distribution of these items is occasionally a problem, but it was felt that, as long as it was known at which event they would be available, then it became the club’s responsibility to arrange collection. As a last resort they could give Roger an address label for posting. Postage should be paid by the club.
8. Development Conference
NW is holding its CompassSport Cup 1st Round on March 15th 2009, rather than the reserved date March 29th. This leaves March 29th free for NW activities. These could include a Development Conference, a Training Day, a visit from Mike Hamilton, and a controller course. Sarah Watkins will consider what is feasible.
9. Flyer for schools
Bill Griffiths has a flyer which he thinks would be useful to other clubs. It will be mailed to all clubs for their comment.
10. Colour badges
Steve Round looks after the NW stock of badges. Demand has suddenly increased and he has run out of Yellow badges. Light Green supplies are low. Clubs who hold excess stock are asked to contact Steve. No decision will be taken on buying new stock until new BOF initiatives on Incentive Schemes are announced. A quote for badges from Ultrasport suggested a figure of £3 per badge.
11. Other business
Sarah Watkins said that more clubs will soon join the Increasing Participation initiative. Application forms will be available in December.
She also showed cards and posters which can be customized on line, and supplies sent to clubs. The cost is reasonable.
United Utilities. Frank Rose has offered to attend a UU conference on Access and Recreation. His offer was accepted, and it was hoped he would send feedback to clubs.
The NW website is not fully up to date, apart from the Fixtures information. Steve Buckley agreed to compile a list of what should be on it.
Andrew Tarr said that DEE had held a trial street event in Chester for their members only, hoping to hold an open event next summer
It was queried whether we had a representative on Map Group. The secretary agreed to follow this up.
12. Next CDM will be arranged for Saturday March 7th 2009
Martyn Roome, SROC, spoke about their success in attracting new members with the help of an Awards for All grant of £8000.
He was asking the meeting for ideas on how to retain these new members, but did not receive many new ideas.
The club had decided to concentrate their efforts in one locality, and chose Lancaster on demographic grounds. They were targeting families and young, active adults. They held 4 events in small local areas, and blitzed the town and nearby villages with posters (A4 posters best) and smaller flyers. The events ran from 12.30 to 2.30 on Saturdays and charged £2/£1 with second runs free. Half the people ran twice. The fifth event was at Helsington Barrows. They had a large number of club helpers in “Here to help” bibs and took newcomers round a few controls if asked. They had between 100 and 175 people at each event and got 69 new members in 25 family units. So far 6 families are going to other events. What about the others? They are now offering junior and adult coaching, the club’s social activities and regular gym training.
They would like to hold another series of events in a different locality, but feel that they need to keep up the enthusiasm generated by still concentrating on Lancaster. They will be encouraging regular club members to come along by offering technical courses.
Other points made:
Advertising in the local press was not worth the cost of the adverts, but post-event reports were worthwhile.
Club juniors who have become Young Leaders took an active part.
Targetting large employers was most effective – the University and the Hospital.
A simple registration slip was used asking for e-mail addresses and where they had heard of the event. A database of e-mail addresses is now used to advertise all future events.
No equipment was lost, thanks to wiring and padlocking controls (using a thin wire through the dibber hole)
