DRAGONS RUNNING CLUB
COMMITTEE MEETING
  THURSDAY 1st APRIL 2010 – 8.00 pm

PRESENT:
Jo Wood (Chair), John Bradbury, Jane Haigh, Stuart Inglis, Janet Inglis,  Emma Inglis, Dave Lister, Ruth Milne, Helen Tinkner, Andi  Willbond, Richard Wysoki
Jo Wood (JW) opened the meeting and stated that the Manager of L A Fitness had been invited to the meeting but she was disappointed to report that he had been unable to attend.
JW stated that a noticeboard had been purchased for  the use of the club and that this would be sited on the first floor as soon as possible.

Harrogate Road League
JW asked Richard Wysoki (RW) to update the meeting on progress with regard to the scheduled Dragons Road Race on the 3rd June.  RW stated that everything was now organised, authorisation and keys etc.  JW is in the process of collecting names for marshalling and it was agreed approximately 20 would be required, Ruth Milne and Sonia ? offered to be sweepers at the back of the race.  RW is to go round the course the day before to tag and trim as necessary.  Stuart Inglis stated that they had access to a petrol strimmer should it be required.  RW confirmed that he was in the process of organising the production of signage and JW stated that any costs incurred should be claimed back from Graham Orbell.  RW has arranged to collect a number of Marshalling bibs.
It was agreed that specific attention would have to be made to ensure the entrances/exits to the selected route are marshalled sufficiently to ensure the safety of the public during the race.  Steve Howarth had agreed to cycle the route ahead of the start of the race.  It was agreed that several members of the committee will run the course on Sunday 18th April to agree the where signs and marshalls need to be situated.
RW confirmed that he had received authorisation from two companies on the business park to use their parking facilities on the evening together with the use of the Beauty Training car park facilities opposite.  RW suggested that we should assign someone to direct runners to available car parking.  RW is to add all car parking details to the Harrogate Road League website.
JW stated that she would like to officially give RW the title of Race Organiser in recognition of all his work.
JW asked Stuart Inglis (SI) and Emma Inglis to update the meeting on progress with regard to recruiting runners for the series.  SI stated that he was very disappointed with the club response.  Janet Inglis (JI) said that not a lot of people were around at normal club times due to people currently marathon training.  It was agreed that it was difficult, but it was a matter of chasing, if need be, taking names and collecting money later.  Ruth Milne suggested that a notice be placed at the entrance to the club asking runners to register.  SI is to promote his availability for registration and payment of fees on the 17th April.  Helen Tickner (HT) suggested that a list of all the dates of races be made available in order that runners can check their availability for runs – HT is to provide copies.  It was agreed that at registration runners should be reminded that the race number they receive should be kept for all races in the series.
RW reported that he had e-mailed the Friends of the Engine Fields regarding making a donation of £100.  To date he hadn’t received a response but would try to contact them again may be at one of their meetings.
Viv Yeoman has offered to be a timekeeper.  Sue Testo had also been approached but was yet to confirm her availability.  One other timekeeper is required.
JW stated that since the last Committee meeting various discussions had taken place with regard to the provision of food for the event.
LA Fitness (Mark) had originally stated they could provide baked potatoes with various fillings for 200 people at a cost of £350. It was agreed that it would probably be better to provide finger foods together with chips.  Debbie Lewis has offered to prepare the food but would require assistance and access to LA Fitness preparation kitchens and there may be health and safety issues to consider.
To date, the club have not received any assurance from LA Fitness that they will contribute to the cost of food.
After some discussion, it was agreed that an alternative quote from Morrisons should be considered to provide platters of sandwiches etc.  Janet Inglis agreed to look into this option.
RW stated that to date confirmation as to whether LA Fitness would allow runners access to changing rooms.  RW and JW are to seek a meeting with the manager to discuss.
At this point, Mark from LA Fitness joined the meeting.
JW updated Mark on the meetings previous discussions and he confirmed that LA Fitness would not be in a position to provide a finger buffet within our budget of £350. 
Mark agreed to the Running Club having full access to the kitchen facilities and stated their should not be a problem with health and safety as there would be staff on hand who had been fully trained and available for washing up etc.   In addition, he stated they would also have additional bar staff on duty.
Mark was unable to confirm the use of changing rooms – JW and RW to seek the manager’s authorisation.

Any Other Business
Mark stated that LA Fitness had received a slating comment card regarding the provision of coffee/hot water and the availability of biscuits etc for runners at the end of runs.  Mark said that he was concerned that this complaint reflected badly on his staff as they did everything they could at what was sometimes a very busy time.
The Committee assured Mark that they wished to work with LA Fitness on any issues raised and that as the club had now purchased a water boiler, may be this would go some way to resolving the problem.  Mark suggested that perhaps the club could nominate ‘Coffee monitors’ who could set up the boiler, coffee, biscuits etc for the runners return.  It was agreed that the club would look into providing this support to LA Fitness catering staff.
Mark wished to raise the issue of runners entering the club with muddy running shoes.  JW stated that they would remind all runners of this and asked coaches to ensure their groups are asked to remove footwear.  JW did suggest that some signage is put up in the entrance as a reminder and that adequate plastic bags are provided for running shoes.  HT stated that it was not only the running club members who came into the club in muddy shoes, hence signage in the entrance for all members.

JW asked Mark to direct any issues raised regarding the running club to her or any other members of the Committee in order that a good working relationship between the running club and LA Fitness may prosper.
The meeting closed.