19/11/2009 - Regional Commitee Meeting (AGM)

NORTH EAST REGION COMMITTEE MEETING

19th November 2009

Minutes

Present - Steve Robertson, Amanda Cantle, Ian Maddison, Donna James, Alan Copland, Bob Hogg, Barry Taylor, Barry Jameson, Tracey Sample, Georgie Rutherford, Lisa Tweddle

1. Triathlon England Update – Events: If an event is registered, including risk assessment– Local Safety Committees have the final say, the police are involved but that seems to be the status quo at the moment. In most areas it is working for races, but Durham is still problematic.

Still finding out about the financial flows into Tri England.

Membership Offer – Trying to make sure TE offers members the best deal possible – e.g. money off, products etc.

Symptomatic of government agency rather than a membership-led organisation. Most members not worried about the regulatory functions

A discussion about the status of TE as a company followed. TE is now a division of the BTF.

Major issue was budgets and funding, there was a robust discussion. The region was asked to submit a budget for the functions we wanted to deliver. Regions submitted at different times, and there was an implication that the NE region hadn’t submitted – but we had. It was a moot point because the funding has been allocated according to a standard formula rather than the budgets. Suggestion that the budgeting exercise was not as useful as it could have been.

However, it was useful for the committee: IM GR and ARC sat down and looked at what the region needed – not useful from the point of view of TE. The NE has been a financially healthy region, but when we linked with people like Colin, the Academy will eat into the finances. So we need to look into the funds to make sure we can deliver what we want to.

1st TE cheque has been received.

The regions deliver the sport in their areas as they know the needs of their area. E.g. there is no Northern Pulse in other regions. The suggestion that the regions decide how it works in their regions, contrasted with the financial allocation. Robust discussion about the relationship between the regions and the head office.

It was suggested that the budget for the academies was not high for what is required. E.g. some regions use professional coaches to run the academies and use other funding to run the rest of the academy activities.

Nov 14th is the TE AGM. Suggestion that in the morning that there will be a presentation by First Ascent (management consultants) to get regions working with the Board. 2 or 3 people are invited down from each region- find out how to work together better. For us to decide as a region who will go.

There were discussions about trying to have licenses to cover people to do other governing bodies’ events e.g. ASA events etc. Will be looked into as part of the membership package. To be reciprocal.

Referee and official development – London were querying whether they will have enough. Is a problem generally. No referee courses are scheduled because of a restructuring. A new ITU officiating structure is planned.

Membership project: Concentration is on the backoffice sorted out in that one of the IT guys is to have a 6 month secondment to try to get a rolling membership set up rather than an annual one. That means that membership benefits have taken a back seat; but there are discussions with Wiggle who will run the kit shop for Age groupers and they want to expand into other Tri gear. Also conversations with Garmin.

Racing on the roads is still a big and political issue. British cycling is taking the lead, we are involved as are British Athletics. The aim is to get to the Sports Minister. It is regarded as a high priority by the 3 sports.

In terms of the finance: The council asked about the main funding which comes from Sports England ( 5m to TE); TE had to put in a comprehensive proposal. It is public money and has to be audited; plus half-yearly updates about how it is being spent.

Controversy – allocation of money to the 9 regions which is helping to fund the academy. There was a communication issue and there have been significant efforts to put it right, Mark Barfield and others are having conversations with Chairs of the regions. Some of the regions aren’t as well placed, some people doing the treasurer job who have no expertise, and they find it difficult. So one thing might be a regional treasurer day at Loughborough, good practice will be spread. The budget was a misnomer, was never meant to be a budget. Communications is an issue which will be addressed on the 14th.The Board will also be in attendance. Management consultants First Ascent people are active triathletes and have been working with us for 3 years.

In some regions there are races and race series that are not sanctioned. There is an organisation called UK Triathlon which has set up a governing body. There are unlicensed events, including some good ones, one in Shropshire for example.

2. Chairs Report – As a region, we have done well with events. They were discussed at the event conference where good practice shared. There was disappointment about the cancellation of Prince Bishops. Financial assistance was offered but the race committee did not accept.

The region has a full cross section of events – children’s to half ironman. GR has put a list of events for next year – provisional.

ARC thanked the region for supporting her as Chair over the years. She offered her continued support to the committee, and will be supporting the region as referee and so on. ARC explained that her new job means she can’t continue to offer the commitment and also she believes in change and new ideas, a contributory reason for standing down.

3. Treasurers Report– Was hoping to present the accounts tonight, but there is an outstanding issue.
For the last FY there is a profit of 9k. The region has 31k in assets.

All sorts going on, accounts getting more complicated. Because GR is actually doing things and bidding for money!

The academy will eat into the money.

Regarding the region supporting Coaching with 50% of fees. The region needs coaches. This will be the case for all levels of coaching course. The support is to be reviewed on an annual basis.

But also if there is someone struggling to get the other 50% then they can apply for help to find other funding.

The region can boast two tutors to deliver in the region. A pool of coaching equipment was suggested. The tutors will be able to offer Continued Professional Development for coaches. Some interesting courses could be put on. Loughborough want to do CPD for coaches, so we could be leading the way.

In addition, the regional pool of equipment requires a proper set up. E.g. proper storage. A lot of clubs/races use it. ARC stated that Sun City is going in to clear it up and inventory.

4. Regional Development Managers Update– Events session – open to all events organisers from the North – 21 people. Key points were: there are a lot of events – the calendar is nearly saturated, so we need to focus on the quality. Risk assessments: as a region we need to make sure people can do it properly - can’t expect Loughborough with 2 people to go through them all. Action point is to put on a risk assessment workshop. Feedback to centre to put together some quality and H&S points

Children’s event – need some input and investment. Two clubs don’t want to put on their children’s event because of the abuse of the parents.

Some more junior events are being discussed to replace those events we are losing. A sub-committee for kids’ development was suggested. It would be easier for GR. The sub-committee should link in to the academy. To develop feeder events to the pinnacle of the OW event – pathway for kids, parents and coaches to see.

Discussions over dealing with parents ensued. It is part of the race rules to DQ kids if parents are abusive. Questions were asked about how we inform parents about this. The reason Sun City wants to stop holding the events is because the goodwill of the volunteers has been lost. You have to give up a whole day.

Alan’s race had the opposite scenario and the volunteers had a good time.
Code of conduct? Alan is along the road with that.

Discussion on communications throughout the region: E.g. schools are interested, form part of the pathway.

New sites- Hetton lyons; QE2 many exciting opportunities to think about . Junior and

Money is being spent on the coaching. Money is coming back in. Councils are giving out money. Pulling together to put plans together, E.g. Stockton – try a tri. British Cycling has a reasonable pot- to be spent on cycling
If you have ideas – go to GR

Does the committee need to set guidelines? Put something on Northern Pulse,stating that the purpose of the money is to drive forward triathlon. Invite ideas. Put a case forward, make contact.

5. Social Event – Although GR pulled suggestions together for awards evening, no-one got back to volunteer for the social event. Thus nothing is arranged. GR stated that since the restructure and her increased responsibilities covering 3 regional committees, she cannot organsise the event. The social event is the awards evening and has awards for the kids, predominantly. It was agreed that an event should be organised, although it would be impossible to do this before Christmas. It was agreed that an event in the New Year should be organised.

6. Grand Prix– To date last year’s Grand Prix results have not been released. The latest information is that there was a problem with the spreadsheet (fatal error). It has been fixed but it will be a week or so before the results are out.


There was some concern about the voting for NE reps…There was probably only one nomination in each category. So no vote needed. Event and triathlete of the region still up for nominations. A discussion ensued about the possibility of TE emailing every member?
Should we have a list of all TE members in the region – GR to take back to TE.

DJ offered to co-organise but only on that condition - that someone offers to co-organise with her as she doesn’t have time.

7. North East Children's Tri - It was reported that it has been an exciting year for the region’s 8-16 year olds. There is a page on Northern Pulse, and have the points on there for the year’s prize winners.
2009 was a good year with 5 tris and two aquathons for the children; Last year there were 365 kids this year 554.

There are only 2 active junior clubs. We need to identify the talent we have got and feed them into clubs. We cannot have 554 kids relying on 2 clubs. Needs to be brought up at next committee meeting.

The talent ID day was for kids not part of tri scene, swim and run assessment
Another new section - the development squad; don’t have a club but could be part of a system lead by Colin Gardner.

In July the region had its first OW draft legal race. Thus another big change for kids, and an issue for coaches, since it isn’t easy. People competing from other regions. Very successful.

A team was selected to represent us in the IRCs. Sent a group of 20. Lying in 2nd place for most of race, and finished 5th. Last year we were 12th. The academy is giving youngsters opportunities.

Thanks to the event organisers. Will lose 3 children’s races; but tyne tri and tri Northumberland are going to put others on.

Head coaches in clubs, Barry is asking for times to try to link in.

Defining the pathway – Ian wants the standards fed back to the clubs so they know. ARC said that this is something that needs to be looked at to ensure the parents are communicated with.

GR – when the development squad was put together, they asked for coaching support. A meeting was held with support from around the region with coaches willing to help.

More transparency and better comms etc once the sub-committee is set up. There is a framework but head coaches only had sight.

8. 2010 Events Programme - Already mentioned. Already had only nomination from Cleveland for regional champs/grand prix. Note on Northern pulse for proposals.

A proposal to put the regional champs on the agenda for January was agreed

Grand Prix: There have been problems with the spreadsheet, however this has been overcome and the results will be out soon.

9. 2010 Election of Regional Committee - Chair: Steve Robertson
Treasurer: Ian Maddison
Secretary: Donna James
Young person’s Representative: Alan Copland
Welfare and Inclusion Officer – Alan Copland
Technical Co-ordinator- Bob Hogg
Events co-ordinator –Barry Taylor
Website Co-ordinator – Lisa Tweddle/John Howells

Performance Co-ordinator: To be left open to be resolved ASAP in the next month. ARC and SR have interviewed all who have expressed an interest. If old and new committee agree, ARC will make notes to be circulated through SR.

10. AOB - Druridge bay event: In discussion tentatively - 4-5 clubs could pool resources to put on a relay. Commitment from clubs in the region to send teams and small number of people to volunteer.

One of biggest problems is volunteers. Discussion: about a two tier race with the female teams in one wave and the men in another. Each wave could provide the volunteers to the other race. ….20th June

A presentation was made to Amanda in recognition for her hard work on behalf of the region.