Dartford and Whiteoak Triathlon Club AGM

Meeting Date: Sunday 27th November 2016, David Lloyd Attended: Committee- Maria Mayell, John Doyle, Paul Foreman, Heather Crofts, David Poland, Brian Sidell, Danny Pearce, Lisa O’Keefe, Andrew Walpole, Martin Nicholls, Martin Heap, Melody Kane Members- Michael Andrew, Lara Hawkings, Karen Servadei, David Ringrose, Brian Downton, Julie Hibbard, Craig Ginn, Darren Moss, Mark O’Brien, Alex Cooper, Tanya Brightwell, Janet Littlejohn, Sean Inman, Chris Childs Apologies: Roy Knight, Ed Boyling Item Description Action

1 Welcome and introduction

Welcome – refreshments and kit purchase

Committee members and their roles John introduced each current committee member

2 Previous minutes

Training sessions – have seen an increase in numbers. Plan is to have a variety of sessions for members to have access to all disciplines

Committee – a number of members have left during the year and some positions are vacant

3 Committee reports

Chairman’s Report (John) John recapped on the report that was sent out to members. Everyone is welcome at DWO – whatever their ability John thanked Maria for all that she has done during her time on the committee. John thanked Ed Boyling for all the IT over the last couple of years

Treasurers Report (Paul) Pool hire and coaches are biggest costs. Membership is the clubs largest income followed by the annual race. This year we made £4000 which was down against last year 2017 race will be a challenge to up the income therefore as a club we need to promote the race. Alex asked if we look to each year to increase the income – do we set targets. This would be be nice to let members know – monthly summary email was suggested by Chris C Go Tri was suggested by Tanya as a way to increase funds. Paul informed the members there are ideas the committee are considering and once a decision has been made members will be informed.

Chris asked if we had a break down of many Kent based athletes attended the race – and suggested that if we inform Kent Clubs about our race they could perhaps have it as one of their club champs. Andy W informed everyone he has been on to this already and offering discounts to other clubs Trying to get the race out soon and publicity underway. Started the year at £12,941.83 and finished at £14,251.81 Chris asked about the loss on kit vests – Brian explained these were bought in by club funds and to be recouped when sold to members.

Membership Report (David) We need 90 members to financially keep the club running without a loss. We currently have 70 members. Fees – will remain the same as this year (asked by Alex) Tanya asked about pay as you go membership – the committee has looked at this but felt it would not work for the club at the moment but will re look at this. Dave P to look at this form of membership over the coming months. Coaches and officials are classed as full members

Coaching and training report (Andy) Andy thanked our coaches. Teaching has been split between Lara and Gareth on a Wednesday and seems to be working well. Andy Feels its good to train towards each athletes races and perhaps the coaches could incorporate this into their plans. Cycling and running sessions haven’t worked as well. Initially we had the numbers however these dropped off. The club is Looking at ways to incorporate runs and bikes. Volunteers – i.e. Craig have been getting members to come along to runs before the swimming and as a club we would like to promote this. Do members feel it works? Members suggested individuals Promote runs and bike rides on social media. If putting it on social media groups it is open for all members must go at the pace of the slowest rider Volunteers who take a group out need to cover themselves. If the committee agree a run or bike session, the volunteer is covered by club insurance. Each intended run/bike needs to be emailed in to the committee. Chris will draw up a template for the club.

Lake Report (Martin)

679 swims over 38 swim sessions

There have been 3 big miles swims and the aim is for the same next year as well as a Saturday. Swim license allows for 2-hour session on a Saturday.

Man-o-Kent training day well attended and will be run again again in 2017

Boathouse hasn’t materialized as we hoped. It is just for storage not changing facilities

Lara has done some coaching and will arrange for more next year

with club newbies

Thanks to Dave Martin Julie Colin and Mick for their help. Without them the open water sessions would not be possible

Race Report

Social report and calendar for the coming year (Lisa) Jan – Olympic park swim (Andy is arranging one along with 5 and 10K run) Feb – Club La Santa camp, Kentish Killer is 24th Feb for short route – add to club champs? March – Hasting cycle and/or Hastings half (19th) April – Sevenoaks loop off, Tunbridge loop off May- Rounders day, familiarization day, Tonbridge and Sevenoaks tri, BBQ June – club race, cycle in France or a sportive, Man of Kent July – Holkham half and camping Outlaw relays Aug- rounders, summer BBQ and coast to coast (cycling the width of England up to 5 days) Sep – Southwater Relays Oct - TBC Nov- awards and party night Dec – rest Martin Heap – Cycling –

He has run some group rides at Cyclo Park, which went well during summer.

Oct Bedgebury forest off road ride, which went well.

Dec 29th will be organizing a duathlon at Bedgebury - 9K run, couple laps on bike (family trail) and then 4k. Don’t have to do all, but just join in.

PR report

IT report Danny Club events and entries take a lot of work. Website – Danny would like feedback –

Does anyone look at it? Do you find it useful? Any suggestions.

Look at how we can feed in to it and keep it up to date. It seems the website is more used by non-club members. Lara suggested we look at other clubs websites It was felt the website should target new members and the annual race. If current training info and times were uploaded would it encourage members to look? A members section was suggested. Chris informed us this would need to be voluntary – members can opt out if they want to.

Danny is happy to update the members section of races but needs members to feed back the info of (races and times). Andy could work with coaches for swim times and splits to provide a spreadsheet that could be input Weekly newsletter – Martin and Mark

Kit Report (Brian Before some kit at todays meeting, the Value of kit £4046 Club Kit won’t be changed (no objections) and Brian is currently arranging to order more kit. If you need kit contact via what’s app or direct. Lara often sends people to Brian for the kit. Lara also suggested we invest in a card reader. It was suggested kit and being able to order via the website should be an option Brian Will do a spreadsheet with pics for notice board

4

A B

Committee Members Re-election of Committee Chairman – John Doyle Heather proposed, seconded Lisa Vice Chairman – Martin Heap Lisa proposed seconded by Brian Treasurer – Paul Foreman Melody proposed seconded Dave Secretary – Heather Crofts – Brian, seconded Lisa Membership – David Poland – Brian proposed Seconded Martin H PR & Marketing – Darren Moss and Laura Finch – Dave proposed seconded Martin H Lake Manager/ Communications Officer – Martin Nichols – Julie proposed seconded Martin H Kit – Brian Sidell – Paul proposed seconded Heather IT / Web – Danny Pearce –David proposed seconded Brian Social Secretary – Lisa O’Keefe – Julie proposed seconded Maria Business Development – Melody Kane- Lisa proposed seconded Paul Club Champs &Training coordinator– Any Walpole –Craig proposed seconded Danny Ordinary Comm members- Lara Hawkins Election of New Committee Vice Chairman- Martin Heap Legal advisor- Chris Childs (hasn’t time for committee member but is willing to help and provide advice where needed) Race Director – Roy Knight Race Secretary – Danny Club Champ coordinators- Andy Walpole PR and Marketing (mainly of the race) – Laura Finch (Supported by Darren

as there will be a cross over) Publicity – Darren Moss Ordinary committee members Non for this year as all have roles QUESTIONS FROM THE FLOOR

5 Adjustment to Constitution and club organization. – In light of recent legal feedback changes will need to be made, PLUS

Chairman should stand for only 4 years and not able to stand for re-election until another 4 years have passed (Vote) Chairman should have a limited term of office (4 years) to keep the committee fresh and other roles need to swap round Main core (vice, treasurer and secretary) – have a maximum term in office of 4 years but can take up a different role within the committee – Majority voted this was to be applied from now

Introduction of a waiver Every member is to sign a club waiver, as we have no way to monitor if members have individual insurance and are covered. The club does not cover individuals. They can join BTF or sign a waiver that they do not hold the club responsible for any accidents. Committee will inform members that they need insurance. BTF cover cycling also so a good choice for a triathlete. The club needs to collect members details on a spreadsheet and send a reminder to renew membership as well as sign a waiver. Group club waiver – voted and passed at meeting

Personal insurance – the club is not liable for individuals (vote)

6 Opportunities for the coming year

Potential of Young adults (15+) swimming on a Sunday with parental supervision

On numerous occasions the committee have been approached and asked about a youth section – Lara and Tanya are concerned about the numbers this would mean in the pool. Committee needs to ask members how many have teens that would be interested. Coaches would need to assess individuals ability and be BDS checked themselves. Legal implications – need tempory membership –

- Safeguarding. We as a club need to abide by the rules otherwise we are not covered.

Committee will look into a feasibility of it and the members feeling about Swimming with youths, but possibly this is not for DWO Tri club at the moment. Ideally We need a separate youth section run on its own merits. Coached and volunteered events

An Individual sending out a call for club members to join them on a run or bike is not covered by the club insurance. To make sure individuals are covered, they need to email a standard template stating day/time/activity to the committee, which in turn they will then

receive an agreed committee email. That individual will be covered under club insurance. HOWEVER all others are not covered (unless they have their own insurance). To be included members need insurance or to sign a waiver. For a regular run – agree a template for a period (agree the dates); An email agreement must be received before sending to social media. Members Need a designated committee member to email to. This will be discussed at next committee meeting.

Change to Novice membership to trial membership Try for 1month – individuals can partake once a year for £30. Paul to change the system to trial membership.

7 Social media – Facebook and What’s app. Uses and limitations What’s app started out for full members However a number have left and there are a number of non-members using the group chat. Committee feels What’s App is for members only and Facebook is open to all. Suggested there should be a DWO What’s app group– and a separate DWO open water group which full members could also be a part of. The Code of conduct applies only to members. Voted to have only full members on What’s app –Majority vote When Open Water season starts there will be a separate What’s App group. Facebook page – full members and open water and associated clubs

8 Honorary President Remit - Someone who has been in the club and understands how the club works. Aids in supporting members and committee Michael Andrew nominated – JD Proposed him and all present Voted for him to take up the position.

9 AOB

10 Questions from the floor Chris – payment for non-marshaling at annual race. Volunteer or pay a fee. Chris explained this couldn’t be enforced. We need to ask members if they would help marshal. Everyone has the legal right to enter a race. John explained that this was something the current committee inherited and had been operating like that for many years. It was suggested We could get volunteer groups, e.g. scouts cadets etc.

END OF MEETING 9:20pm

2016 – What a year!!

Dartford & Whiteoak Triathlon Club Chairman’s Update

So much has happened and the Whiteoak Membership is very active with

the club becoming a compelling part of our everyday lives!

It also never ceases to amaze me how interested members are in the

workings through and the mechanics of the club. The committee is made

up of very dedicated lifestyle triathletes who are ALL committed to

making the membership experience the best it can be. The current

committee is made up as follows: Chairman – John Doyle, VC –Maria

Mayell, Treasurer – Paul Foreman, Secretary – Heather Crofts, Social

Secretary – Lisa O’Keefe, Membership Secretary – Dave Poland, Lake

Manager – Martin Nicholls, Training Co-Ordinator – Andy Walpole (JD),

Computer Department – Ed Boyling / Danny Pearce (soon to be Club

Champs co- ordinator), Committee member and adviser soon to be

promoted – Martin Heap, Club Development – Melody Kane, Legal

Adviser – Chris Childs, Race Director – Roy Knight, Kit Rep – Brian Siddel.

It’s incredible how much effort goes in to providing an environment where

members can be safe and enjoy the health benefits of training. I extend

my personal thanks to all of them as I see first-hand how hard they work. In

addition, we are very lucky to have such great coaches with Lara,

Gareth, Tanya, Kat, Roy and many volunteers willing to take out groups

running and riding.

Amongst our membership we have a diverse range of athletes, each

looking for different things from the sport; some are very competitive and

love racing, others don’t like racing and are here to keep fit and socialise.

No matter your goal, members are all the same and each one is just as

important as the next. My goal is to encourage participation in events as I

feel they are good social days for the club and bring people together.

So, less emphasis on the specific time a person achieves and more on

participation. As not everyone is fast or has endless time to train, we are

promoting fitness and health and fortunately our sport perfectly lends itself

to that goal. We hold committee meetings on 2nd Wednesday every

month and all of the members are welcome to attend if you want to find

out what goes on behind the scenes. During the most recent meeting we

discussed various club matters and I will endeavor to give you an insight

into the discussions. Send me an email to let me know you are coming

along.

CLUB FINANCES – Paul Foreman

The first report was from the Treasurer, Mr Paul Foreman. He gave us a

comprehensive update into the club finances. In brief, the income and

expenditure broadly match and we have a surplus of funds to fall back on

of approximately £14,000, should the club need a contingency fund. Paul

is working hard to keep the membership fees as low as possible for the

forthcoming year, and if possible to remain the same.

SOCIAL REPORT - Lisa O'Keefe

Lisa has worked very hard to ensure there is always something going on

socially and the members always have something to look forward to; This

year we had the swim at the Olympic pool (Thanks Mr Walpole).

The Big Swims - a one mile swim at the lake all timed and recorded with

coffee and biscuits after. Considering this event on a Saturday next

year. Family Rounders Day – a great day of family fun at Swanley Park.

Sevenoaks Loop off Cycling - A group cycle around the challenging

Sevenoaks tri course, which we ran twice. And of course tea, cake and a

good chat. Tonbridge Loop off Cycling relays again a familiarisation of

the route for those planning to enter the race. Coffee and cake stop

afterwards in Kelly Homes café. After the actual race Andy and Jess were

kind enough to put on a great BBQ for all those that raced.

Whiteoak Familiarisation Day - This is a day when prospective athletes are

taken around our own tri course. Novice programme – we ran this to

encourage new members to join. We organised cycles and run sessions.

South water relays - this year we had a record number of 18 teams

entered that's 56 members! Amazing competition, which has been part of

the clubs history for over 20 years. It didn’t stop there, we also had a great

social in the local pub afterwards for some well earned lunch.

Outlaw Camping (great atmosphere and good event) - this year it was

Nottingham next year it’s looking like Holkham the full or 70.3 will be a

really fun weekend with of course a race to focus the mind. Supporters

are welcome to camp and join the fun.

Christmas Meal and awards ceremony (tickets available from

lisa.okeefe@hotmail.co.uk for £20.00 per head including dancing, buffet

and presentation at Hesketh Park Dartford on Friday 25th November 8pm till

Midnight. Lisa has worked very hard to make sure there is plenty to look

forward to if any members would like to organise rides or runs from their

homes or nearby venues please let us know as we all like to run and ride

different and interesting routes and of course like to catch up after with

everyone.

LAKE REPORT - Martin Nicholls

It has been another successful year down at the Bridge lake. We had a

grand total of 679 swims over the 38 swim sessions, which was up on last

year. Disappointingly was the traffic problems which has been the worse

ever potentially reducing numbers and forcing the cancellation of one

swim.

We had 3 ‘Big mile swims’ which proved popular. Thanks to Lisa O’Keefe

for overseeing those. We may consider trialling on a Saturday ‘Big Swim’

next season if it can be fitted into our busy event participation and the

demand is there.

There was the Man O’ Kent training day starting with the swim in our lake.

This can be repeated again next year targeting a date suitable for those

training for a full distance event but suitable for all.

Regarding the ‘boathouse’, after 2 seasons waiting, we may be in danger

of a lease being issued very soon! Perhaps we will be having official

access next year and thanks to Chris Childs for the ‘negotiations’. Lara has

taken a couple of training sessions down the lake and hopefully this can

be repeated next year. Again, many thanks to the lake safety team,

Kayak Colin, Jolly Julie Hibbard, Martin ‘snake hunter’ Heap and Dave

‘Drafty’ Ringrose plus those others who have helped during the

season particularly Mick Cleary who has been so supportive of ‘newbie’

open water swimmers, sacrificing his own swim time to support them.

CYCLING REPORT –Martin Heap

Throughout the summer I’ve led group rides at the Cyclopark Gravesend

on a Thursday morning. These rides were set up with the aim of

encouraging novice riders in the club to gain confidence in a traffic free

environment. Included within this framework was guidance on riding

technique to promote safe riding on the road. Also included was

instruction on topics such as general maintenance and puncture repair.

This was successful for a number of club members. I have also offered help

at home on bike maintenance and puncture repairs for those that find this

more helpful. I just ask a cuppa tea and a digestive biscuit.

The first weekend in October In I took an off-road group ride at

Bedgeberry Forest. This is, as much as anything, was a fun day on the

mountain bike trails through the forest away from the usual traffic

environment we have to endure so much. This is, not only excellent

aerobic training, but also another opportunity to enhance bike handling

skills which will translate into safer riding on the road. I I also intend to

organize a club duathlon for fun using the trails and the forest runs. Details

to be announced soon

MEMBERSHIP - Dave Poland

The membership remains very stable at around 75 full members and

around 40 open water members. However, what’s changed a little over

the recent years is an increase in female members and we now have

some younger athletes coming into the sport. This is something the club is

keen to promote; Dave has asked that members can introduce a friend in

order that we can all do our bit to promote our club. Remember they get

a Whiteoak t shirt when they join and the money just goes back into

quality coaching. Remember we have a range of membership options

including full monthly.

Members that require club kit should contact Mr Sidell who is doing a

superb job running the kit shop.

CLUB CHAMPIONSHIPS - Danny Pearce

At the recent meeting Danny Pearce agreed to collate the data for this

year’s club champs and prizes will be awarded at the Christmas party and

for next year it looks like club championship events will be;

Big Swims at Dartford Lake Tonbridge Sprint triathlon Sevenoaks Sprint

Triathlon Holkham Half 70.3

Bridge Olympic Dartford Half Marathon Cyclopark Duathlon Any full

distance (Looking likely but not finalized)

In short we have a vibrant committee which always welcomes new

people to get involved, a very healthy membership across a wider

spectrum of the abilities and genres, and a full social calendar with social

media being used by everyone to stay in touch. What’s app and

Facebook (although remember etiquette) use it sparingly and not to

bombard the captive group with trivia. Use it to communicate to others if

you are happy to share your training etc. The club continues to be

financially secure, with new things on the horizon with boathouse and

even a potential clubhouse.

ENJOY THE CLUB, PROMOTE THE CLUB, AND GET THE MOST FROM IT!!

AGM DATE FOR DIARIES: Sunday November 27th 7.30 pm at David Lloyds

Club in Dartford. Please make every effort to attend ...

Big thank you to everyone involved!

John Doyle Chairman