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Frome Triathlon Club – AGM Friday 2ndNovember 2018

The Three Swans, Frome

 

Minutes:

  1. Chairmans Welcome and achievements in 2018

John updated the members on the club’s key achievements in 2018:

  • New website has digitalised the club
  • Online membership system
  • Online session registration
  • New FTC kit with an online shop and year-round ordering
  • Full coaching schedule
  • Club relays at the Cotswolds with camping
  • Record registration at the annual Frome triathlon, and our first para triathlete
  • New Tristar Aquathlon race
  1. Coaching Annual Report & Winter training plan for 2018/19
  • Paul thanked the coaching team for all of their efforts in the last year, stating that they had all worked really hard and been very supportive of each other. He then updated the members on the key coaching achievements in 2018, which included:
    • A full programme of sessions which we extended to April to get through the long, cold winter. This included the addition of Saturday morning swim/run sessions.
    • Spring 2018 saw the addition of transition training sessions on the astro, Bath University swim sessions to transition from the Saturday morning pool to Vobster and Odd Down sessions to prepare our bike/run skills ready for the first event of 2018 - BIG T triathlon in May.
    • Once the weather improved we started the summer programme, including:
    • Monday swim and back2basics at the new time of 8pm! Tuesday runs and aquathlon events, 10 Wednesday night summer Odd Down sessions and eventually late-night swims at Vobster. Saturdays saw us at Vobster again for an 8-week coached open water programme.
    • The key club events in the year were:
    • Big T – may
    • Aquathlons through the summer
    • Cotswolds relays September – 9 teams! 36 athletes plus supporters!!!
    • Midsomer Norton - September
  • Paul then outlined the training plan for the Winter 2018/19, explaining the rationale for the structure of the plan. The number of coached sessions provided by the club has increased significantly from previous years, giving a well-rounded programme for all of our athletes, including:
    • Monday swim
    • Tuesday runs
    • Wednesday S&C / swim
    • Thursday spin
    • Saturday swim / Back2basics / run
  • Paul explained that the plan is not set in stone, all sessions are reviewed by the coaches and committee to see if they are sustainable
  • Paul asked for feedback about the plan and Adrian Roddis suggested that we start to utilise the Frome Parkrun route for monthly run time trials, pending the official race opening. The first of these time trials will be led by Christian Coates on Saturday 10thNovember, following the swim session.
  • Paul explained that all club coaches, and therefore club sessions, are provided under the regulations of the BTF. One of the conditions they impose – to ensure safety of members, quality of coaching, and insurance protection for our coaches, is a restriction on the number of members per session.  The cap is a maximum, it may be reduced if the coach is less experienced or has a lot of novice athletes. The table below outlines the BTF guidelines for different sessions.
    • NB Paul’s qualifications makes him an exception, all of the other club coaches are subject to the BTF ratios, highlighted below:

 

Participant ratio

Session delivered

Level 1 

Level 2

Level 3

Pool Based Swimming Sessions.

E.g. managed local authority pool.

1:8

1:16

1:24

 

Open Water Swim Sessions.

Assistant role only when directly supervised by senior coach

 1:14 1

1:20

Cycling (small traffic free area) e.g. playground, grass field, car park closed to vehicles.

1:8

1:16

1:20

Cycling (closed road circuits).

1:8

1:16

1:20

Cycling (indoor fixed bike session) e.g. turbo session in sports hall.

1:83

1:16

1:24

Cycling (public highway).

Not Covered

1:82

1:82

Running sessions.

1:12

1:20

1:24

Strength and conditioning.4

Assistant role only

1:16

1:20

 

  • Sessions are being closely monitored to check if members are struggling to book on, the need to add additional coaches to enable more attendees will be constantly reviewed over the coming weeks, along with the feasibility of a waiting list system. Additional informal coached sessions, eg Sunday spin, will also be subject to BTF restrictions, this is critical to ensure that our coaches are insured when they coach.
  • The Committee request that all members respect the requirements that BTF put in place and cancel all sessions they can’t attend as early as possible, to enable other members to attend.We also request that members unable to book on don’t just turn up to train without a booking as this puts the coaches in a difficult position.
  1. Financial Annual Report for 2018
  • Nick presented a report on 2018 and outlined the position for 2019. A copy of Nick’s slides is attached.
  • Nick asked for ideas for additional investment in the club in 2019, sourcing banners to advertise FTC at the sports centre and Vobster were suggested.
  • Ben Hansell proposed that Hunter French would like to sponsor FTC in the coming year. This sponsorship will enable the club to invest in support to maintain the website. The Committee and members are really grateful to Ben for this generous offer.
  • Fees for 2019 for discussed in principle. A detailed proposal will be communicated to members asap.
  1. Frome Triathlon Report
    • Christian thanked all of those who supported with the 2018 triathlon organisation, including: Luke, Nick, Julie, Jayne, Holly, Andy, Mary, John, Beth and Spencer.
    • We had the most entrants ever, at 355,entries opened in January and we had a solid start with 100+ entries by Feb. 
    • Entries were made up of:
      • 297 adults
      • 57 Tristar
      • Our first para-triathlete
    • The feedback has been outstanding, and it was overall a successful race.
    • We gave £300 to a local charity and raised £2000 profit for the club
    • The date for 2019 is booked for August 18th, DB Max have been booked to support us.
    • Suggested improvements for 2019 include:
      • Reliable first aid provider
      • Improved signage, especially registration/transition
      • Better control of foot down marshalling
      • Improved raffle timing
      • Better management of the finishers funnel
  1. Election of Officers

The following roles were confirmed and elected:

Confirmation of posts:

  • Chairman– John Moloney
  • Secretary – Jayne Lewis
  • Treasurer– Nick Cramp
  • Membership Secretary –Chrissy Cornish
  • Lead Coach – Paul Ryman
  • Kit Coordinator – Chrissy Cornish

New appointments:

  • Coaching Coordinator – Andy Poole
  • Race Event Coordinator – Katie Sanders
  • Publicity Coordinator – Karen John
  • Tri-stars Coordinator – Helen McCulloch
  • Social Coordinators – Meredith Buley
  • Frome Triathlon Race Director – Nigel Lewis
  • Website Coordinator – Adrian Rodia

The first meeting of the new Committee will be arranged and communicated asap.

  1. Chairman’s plans for 2019

John outlinesd his key objectives for 2019:

  • Align the club with the British Triathlon Federation - become a Bronze TriMark Club (quality standard)
  • Streamline the website and iron-out the kinks and areas of poor usability
  • Generate more profit from the 2019 FTC Triathlon
  • Continue to grow the Tristar and Youth area of the club