WEST GLAMORGAN CROSS COUNTRY LEAGUE

West Glamorgan Cross Country League
Annual General Meeting
14^th August 2019 @ 1915
LC2, Swansea

Present:

Steve Hames – Neath Harriers	Elfed Joseph – 3M Gorseinon
Mandy Morris – Port Talbot Harriers	Alyson Heard – 3M Gorseinon
John Davies – Port Talbot Harriers	James Marks – Cornelly Striders
Steve Arnold – Paul Popham RC	Iwan Dowie – Cornelly Striders
Neil Samuel - TATA Multisport	Chris Pratt – Ogmore Phoenix Runners
Brian Fox – Swansea Harriers	Nick Harris – Ogmore Phoenix Runners
Mike Warner – Run4All Neath	Andrew Stephens – Llanelli AC
Lee Llewellyn – Run4All Neath / LR Runners	Jules Jones – Port Talbot Harriers

Apologies:

Mat Giles – Swansea Vale Runners	Laura Chapple – Run4All Neath
Marc Barrow – Swansea Vale Runners

Results for last season

Team promotions /relegations to be posted on to Facebook

Clubs to be removed (non-attendance last season)

Men	Women
Swansea University	Swansea University
Pembrokeshire Harriers	Wuuuus Tri
Wuuuus Tri	Cwm Ogwr RC
Cwm Ogwr RC

Clubs requesting to join the league

North Dock Dredgers, GH Run Club & Team Beut have all made requests to join the league. Whilst all the clubs are in the region, after careful consideration, it was decided that we cannot accept any new teams at the moment. Some fixtures are at capacity and more teams would inevitably bring increased numbers to already stretched organisers. This will be re-addressed next season should there still be interest. Athletes from these teams are welcome to enter as guests at fixtures where this is allowed.

Awards for last season

Awards for last season will be made available at the first fixture of this year (Llanmadoc in October).

Confirmation of dates/venues for next season’s fixtures

Date	Host Club	Venue
20^th October 2019	3Ms Gorseinon	Llanmadoc
17^th November 2019	Cornelly Striders	Kenfig Nature Reserve
12^th January 2020	Tata Multisport	Round the Res
February 2020 (TBC)	Run4All Neath	Margam Park
March 2020 (TBC)	Neath Harriers	Gnoll Country Park

Financial position

A copy of the league’s accounts was made available to the attendees. All races made a profit and the bank balance is healthy. A copy of the accounts are available on request.

Election/Re-election of Committee Members

Chairperson – Lee Llewellyn was elected as Chairperson
Secretary – Jules Jones was elected as Secretary
Treasurer – Jules Jones happy to continue
Disciplinary Committee – Steve Hames and Alan Perkins to remain in position. Jules Jones stepped down and has been replaced by Alyson Heard (3Ms)
Results – Mat Giles happy to continue in role
Website – Marc Barrow happy to continue role
Bank Signatories – Changes to be made (David Martin-Jewell & Graham Vyner to be replaced by Laura Chapple & Steve Hames). Agreed and process will be started ASAP.

Proposed financial incentive for host clubs (share of profits at end of season)

At the moment there is no monetary incentive for any clubs to host events. The following plan was agreed upon:

All expenses incurred by the host club are deducted from the income
A summary explaining these workings is emailed to the treasurer (for transparency)
The balance is paid directly into the league bank account (via cheque or bank transfer)
At the end of the season any funds in the bank account that are above and beyond the balance required for costs and contingency are divided equally among the clubs who hosted the events.

It is hoped this will mean a few more clubs will look to take on the running of a fixture.

Increase in entry fee to support incentive

In order to properly facilitate the above there will be a £1.00 increase in entry fees. For the 2019/2020 season the cost will be:

Affiliated Athletes	Un-Affiliated Athletes
£4.00 per race	£6.00 per race

Capacity of events (Guests allowed?)

This will continue to be decided on a fixture by fixture basis. Please check Facebook/Website for details.

Welsh Athletics (WA) Affiliation

Last season the league was not affiliated with WA. It was noted that the constitution states that the league will be affiliated. As all host clubs are affiliated it was questioned if this was necessary as they are obtaining race licences directly. Steve Hames will speak to WA to clarify.

League Constitution

A copy of the constitution to be uploaded to the website. Any changes or amendments can be discussed at the next AGM (or before if urgent)

Standard templates

In order to speed up processing it was agreed that a set of standard templates be made available for use by everyone. Templates for the following will be made available on Facebook (in the organiser group) and via email upon request.