Meetings/AGM

Welsh Masters Athletic Association Minutes for Meeting held at

Llandaff Rugby Club, Cardiff on 21^st Mar 2012

Present

Mel James

Sue Hooper

Rachel Matthews

John Davies

John Collins

Eirian Arwyn

Chairman

Apologies

Robert Hooper

Brian Webb

Bernie Plain

John Townsend

Min. Sec

1.	Opening address	The Chairman welcomed the committee members and apologised for the delayed start due to the late opening of Llandaff Rugby club. He also thanked Rachel Matthews for attending and volunteering as the Secretary of the Association.
2.	Acceptance of Previous Minutes	Minutes of 15^th Feb 12 were accepted as a true record; Proposer; John Collins Seconded; John Davies Minor amendments would be made to the original copy on the WMAA web site Actions from previous minutes have been captured in the Action Record sheet at annex A.
3.	Matters arising	AGM (matters a risings) Rob Hooper has written to Pat Gallagher and Sean Power with regards to becoming honorary WMAA vice presidents. Inter-Area Programme Mel James has raised the issue regarding the Inter-Area programme with the BMAF, and the fact that the limited event programme has remained fixed for a number of years. Eirian Arwyn has provided an input to Mel on the Women’s event timetable, although a similar review hasn’t yet been conducted for the Men’s events. Action John Davies to provide an analysis of the Men’s Inter-area T&F programme for Mel James to take forward at the BMAF executives meeting on the 26^th Feb. Women’s X-country Team Manager The position of Welsh Women’s X-country Team Manager to be advertised on the WMAA web site. To date there has been no volunteers forth coming. BMAF Subscriptions The BMAF are still discussing the proposal fort all affiliated Masters Associations utilise a centralised web based system for all individual registration and payment of annual subscriptions. The debate over this proposal still continues, with issues such as the web site wanting to charge for the service and known problems with using ‘paypal’. Mel James advised that subscriptions would be a main agenda item at the next BMAF General Meeting. Action Mel James to represent the WMAA views at the BMAF General Meeting on the proposal to have centralised web based subscription, with a firm line that WMAA are not in favour of the current proposal. Dawn Kenwright – Kay Davies Commemorative Shield Mel James has contacted Dawn Kenwright advising her of the protocol for adding names to the full Kay Davies Commemorative Shield. Membership – proof of age Sue Hooper has included the requirement on membership application for all new members to produce ‘proof of age’. The preferred method is by providing a photocopy of a birth certificate. Although copy of other documents, such as driving licence or passport would be acceptable. Replacement Secretary The committee thanked Rachel Matthews for volunteering to take on the post as WMAA secretary. It was unanimously agreed that she commence the role a.s.a.p, with the intention of ratifying the position at the next AGM. Action Sue Hooper to inform BMAF that Rachel Matthews is the new Secretary of the WMAA Welsh Athletics affiliation report Bob Hooper has provided a brief on the WMAA website to keep members informed on what has been discussed with the WA in respect to future affiliation.	John Davies (on going) Mel James (On going) Sue Hooper
4.	Reports	Chairman’s Report At the recent meeting it was decided to honour two of our long standing athletes, as a reward for their commitment to our Association. Pat Gallagher and Sean Power were both awarded the posts of Honorary Vice Presidents within the WMAA. On the management side, we are unfortunately losing two members. Our WMAA Secretary for many years Brian Williamson, is leaving his position and our women’s x-country team manager, Alison Whitelaw, is standing down due to work commitments. Both roles will be difficult to replace. On the competition side, for this year, we are combining our Outdoor T & F Championships with the WA Championships at Leckwith Stadium Cardiff on June 2^nd/3^rd & 4^th. This is the weekend celebrating the Queen’s Diamond Jubilee. This will be a closed event to WMAA members only. For the second successive year we have held our Indoor T & F Championships within a WA Grand Prix event with great success. Plans are in place for our hosting of the 2013 British & Irish X-Country International. We have proposed to base it in Llandudno, with the course probably at Eirias Park and the banquet at the Venue Cymru Conference Centre. Llandudno has a huge range of accommodation, ranging from large hotels down to B&B’s. The same team that successfully organised the BMAF X-Country Championships in 2009 are at the helm for us on this event. We are looking forward to the Inter Area T & F Challenge in Solihull this September and we would add our support for a proposed Indoor Competition. At our last meeting the idea of our region joining a BMAF online scheme of renewing annual subscriptions was discussed. We are not in favour of this, as currently our present system works very well for us. Our average annual membership is staying very constant in the current economic climate and our “early bird” subscription scheme works very well regarding renewals. Additional – BMAF news BMAF are looking for a member to break the 4 min mile in the Olympic year as part of the on-going celebrations BMAF are looking for new member to join the 300 club – details can be found in your BMAF quarterly magazine. Treasurer’s Report John Townsend advised that the Bank Statement Balance (No 31) for the 21^st Feb 2012 was £9,765 Taking into account outstanding liabilities it is considered that the current WMAA balance is £7,737. The association funds remain strong with income continuing to slightly exceed expenditure. Membership Sec Report Sue Hooper advised the committee that subscription income had been positive; to date 256 members have taken advantage of the ‘early bird’ scheme and have paid their subs for 2012. The ‘early bird’ payment has now finished and membership will revert to full cost of £15 for the remainder of the year. Proof of age requirement has been included on the membership forms, and a few members have already been sending photocopied documents to clarify their DoB.
5.	Correspondence	Indoor Area Challenge Tony Crocker has contact Mel James with regards to staging a trail Indoor T&F meeting between WMAA and Midland Masters in 2013. This is a provisional enquiry and Mel James will take forward and report back to the Committee.
6.	X-country/Road (X-country International 2013)	X-country 2013 No update provided at this meeting
7.	Track& Field (UK Indoor/ outdoor championships)	General notice of events Welsh Masters Indoor Champs (2) UWIC – 19^th Feb 2012. British Masters Indoor Champs (Lee Valley) – 19^th Mar 2012. British Masters Outdoor Champs (Derby) – 21/22^nd Jul 2012 WMAA T&F league Sue Hooper advised that due to work on the field that the Newport track will not be available to hire as originally intended in May. Sue wished to thank Derek Osborne for re-arranging the Brecon T&F league meeting for May. Darren McAtee is now in the process of arranging the June T&F league at Newport. Derek has informed Sue that Brecon could now hold a pole vault competition, but as the programmes have already been set and publicised on the website, it was considered more appropriate to proceed as originally intended. Sue has contacted all the officials that generally support the league meetings and advise them of the change in venues, and is now awaiting replies. WMAA Indoor Championships (Pt 2) Many thanks to WA and UWIC for inviting the Association once again to participate within the Grand Prix meeting, since as a single entity the WMAA would not be able to afford to provide an indoor Championships to our members. Sue Hooper advised that there was again a good turnout for the 2^nd part of the Championships, with some exceptional performances by those who participated. All the WMAA results have been placed on the WMAA website. British Masters Indoor Championships 2012 There was good representation of WMAA at Lee Valley, with an array of medals presented to our members. The results have been placed onto the website. The BMAF have provided a list of those competitors that claimed to be affiliated through our association. After review, it has become apparent that three athletes; Chris Millard, Sian Gifford and Sally Hine are not current members of WMAA. Action Mel James to look further into the matter of three Athletes; Chris Millard, Sian Gifford and Sally Hine competing at the BMAF indoor championships as WMAA members, when currently not affiliated. (Sec. Note. After further investigation it has been brought to the association attention that Sally Hine is a member of SWVAC and Chris Millard has now paid his membership. World Masters T&F 2013 The meeting has now been rescheduled to Oct 2013.	Mel James
8.	Welsh Athletics	Sue Hooper advised that the meeting with WA on the 8^th Mar 12 was very successful, and mainly focused on the Welsh Championship arrangements. A point brief of the areas discussed on the 8^th Mar can be found at Annex B.
9.	Social Events	The committee is still considering venues for a WMAA Social evening. Consideration is being given to holding an event at LLandaff Rugby Club. Sue Hooper is progressing the decision on 2011 T&F Trophy allocation, and Brian Webb has purchase plaques for highest point scorers in the 2011 T&F league.
10	AOB	BMAF affiliation fees BMAF general committee are forwarding a motion for the AGM that the affiliation fees are increased from £4.50 to £5.00 per athlete. This would mean a corresponding increase in the WMAA membership fee to £16 (£13.00 ‘early bird’), although this under the constitution would have to be agreed by WMAA AGM. Action (AGM) AGM motion to consider the increase in membership fees, aligned to any proposed increases in the BMAF affiliation fee. Inter-regional Athletics Eirian Arwyn presented a proposal to promote competition for the older woman athletes at the Inter-regional x-country. Due time constraints Mel James chair consider the full breadth of the proposal should be discussed at the next meeting under section 6 of the agenda (x-country/road). Action Competition for the older woman athletes at the Inter-regional x-country to be discussed at next meeting.	AGM membership All committee members
11.	Next meeting	Next meeting proposed to be held (provisional) at Llandaff Rugby Club, Cardiff on the 23rd May 2012.

Annex A

Record of Actions

ID	Action	Progress	Status
6/10/1d	Mel James to raises the matter of a Welsh 10k Masters Championships to be discussed with Welsh Athletics during a planned future meeting to discuss mutual support between the organisations.		Open
09/10/5c	Brian Williamson to introduce a recording/invoicing system to record the sale of kit.	Sue Hooper to start a receipt book to manage kit.	Open
9/3/1	AGM-Proposal for the AGM that Eire is invited to a T&F challenge match for the 2012 season	Committee consider that with the Olympics the 2012 T&F season is to congested and postpone this requirement until 2013	Open
12/10/2b	Sue Hooper to re-advertise the requirement for photographs suitable for a WMAA calendar on the Web-site .	To be re-addressed for 2013	Held
12/10/9a	Mel James to address the implications of retaining a fixed programme for the Inter-Area at the next BMAF Executives meeting.		On going
4/1/7	Mel James and Bernie Jones to progress the provisional booking of ‘The Venue’ to ensure its availability. Preferences dates for holding the X-country International are Sat 16 Nov 2013 (1^st choice) and Sat 23 Nov 2013 (2^nd choice).		Open
4/1/8	Rob & Sue Hooper to continue to progress the affiliation and relationship with the WA, specifically with regards to T&F Championships and report back to the Committee		On-going
4/1/9c	Mel James to raise the committees concerns with BMAF on the proposal to have centralised web based subscription and advise that WMAA are not in favour of the proposal.	BMAF advised of WMAA position	Closed
15/2/3a	In absence of a Secretary, Sue & Rob Hooper to write to Pat Gallagher and Sean Powell advising of their honorary WMAA vice president status.	Letters written & posted	Closed
15/2/3b	John Davies to provide an analysis of the Inter-area T&F programme for Mel James to take forward at the BMAF executives meeting on the 26^th Feb.		Open
15/2/3c	Sue Hooper to advertise the position of Welsh Women’s X-country Team Manager on the WMAA web site	Position advertised – no response	Open
15/2/5a	Sue Hooper to submit nominations for the McCarthy & Stone retirement lifestyle awards	Applications submitted	Closed
15/2/5b	Mel James to respond to Dawn Kenwright advising her of the protocol for adding names to the full Kay Davies Commemorative Shield.	Dawn Kenwright contacted	Closed
15/2/8	Bob Hooper to provide a point brief on the WMAA web site to keep members informed on what has been discussed with the WA in respect to future affiliation.	Report on website	Closed
15/2/9	Sue Hooper to progress the decision on 2011 T&F Trophy allocation and purchase of the plaques for highest point scorers.	Ongoing. Plaques procured	Open
15/2/10a	Sue Hooper to include the requirement on membership application for all new members to produce ‘proof of age’ documents i.e. photocopy of birth certificate, driving licence or passport.	Membership form and procedures amended	Closed
15/2/10b	Sue Hooper to advertise the position of WMAA Secretary on the WMAA web site.	Advertised. Rachel Matthews volunteered	Closed
21/3/3a	Sue Hooper to inform BMAF that Rachel Matthews is the new Secretary of the WMAA		Open
21/3/7a	Mel James to look further into the matter of three Athletes; Chris Millard, Sian Gifford and Sally Hine competing at the BMAF indoor championships as WMAA members, when currently not affiliated. (Sec. Note. After further investigation it has been brought to the association attention that Sally Hine is a member of SWVAC)		Open
21/3/10a	AGM motion to consider the increase in membership fees, aligned to any proposed increases in the BMAF affiliation fee.		Open -AGM

Welsh Masters Athletic Association Minutes for Meeting held at

McDonalds, Llandaff, Cardiff on 15^th Feb 2012

Present

Mel James

Sue Hooper

Robert Hooper

John Townsend

John Davies

John Collins

Chairman

Min. Sec

Apologies

Brian Webb

Eirian Arwyn

Bernie Plain

1.	Opening address	The Chairman welcomed the members of the committee. Mel James apologies for not recently checking that Llandaff Rugby club would be open for the Committee meeting, and having to quickly find an alternative venue. In his opening address the Chair advised that Brain Williamson has resigned as Secretary of the Association, and although he had written to Brian regarding the resignation, he had not received a reply. Sue Hooper informed the meeting that Brian had renewed is membership for 2012 and entered the Indoor T&F championships; therefore it can be assumed he will be continuing his association with the WMAA as a competing athlete.
2.	Acceptance of Previous Minutes	Minutes of 4th Jan 12 were accepted as a true record; Proposer; John Townsend Seconded; Sue Hooper Minor amendments would be made to the original copy on the WMAA web site Actions from previous minutes have been captured in the Action Record sheet at annex A.
3.	Matters arising	AGM (matters a risings) In Brian Williamson’s absence, the committee were unable to confirm if the Secretary had written to Pat Gallagher and Sean Power with regards to becoming honorary WMAA vice presidents. Action (on going) In absence of a Secretary, Sue & Rob Hooper to write to Pat Gallagher and Sean Power advising of their honorary WMAA vice president status. Inter-Area Programme Mel James has raised the issue regarding the Inter-Area programme with the BMAF, and the fact that the limited event programme has remained fixed for a number of years. Eirian Arwyn has provided an input to Mel on the Women’s event timetable , although a similar review hasn’t yet been conducted for the Men’s events. Action John Davies to provide an analysis of the Men’s Inter-area T&F programme for Mel James to take forward at the BMAF executives meeting on the 26^th Feb. Welsh Championships – Women’s Standards Eirian Arwyn originally raised concerns that the track standards being applied to Women’s events for the Welsh T&F Championships were having a negative effect on entries and discourage female athletes’ participation. After reviewing the new BMAF T&F standards it has become apparent that they have been tightened. Sue Hooper stated that the Welsh T&F Championship standards where already a lot lower than the BMAF and other regions and by reapplying the new BMAF standard would make Welsh qualification harder. The Committee decided to retain the current Welsh T&F Championship standards, but leaving the option to review the standards again in the future. Women’s X-country Team Manager Ali Whitelaw has confirmed her resignation as Women’s X-country Team Manager, but advised that she would be willing to help the New Team Manager out in the initial period. If however the committee are not able to find another volunteer, she would be willing to step in over the next year. The committee discussed possible candidates for the post, and these would be approached by committee representatives. However, it was considered more appropriate to advertise the position to see if there was a wider volunteer base that could be tapped into. Action The position of Welsh Women’s X-country Team Manager to be advertised on the WMAA web site. BMAF Affiliation fees John Townsend has contact BMAF (Danny Kerman) and paid the 2011 WMAA affiliation fee of £1699.50 based on the WMAA membership of 371. X-country International Course Guidelines Mel James as BMAF X-country secretary and a WMAA X-country organiser submitted proposed changes to the X-country course Safety guide lines. These have been accepted with minor format amendments by the majority of other Nations and the BMAF Executive Committee. BMAF Subscriptions The BMAF are proposing that all affiliated Masters Associations utilise a centralised web based system for all individual registration and payment of annual subscriptions. The debate over this proposal still continues, with issues such as the web site wanting to charge for the service and known problems with using ‘paypal’. Mel James advised that subscriptions would be a main agenda item at the next BMAF General Meeting. Action Mel James to represent the WMAA views at the BMAF General Meeting on the proposal to have centralised web based subscription, with a firm line that WMAA are not in favour of the current proposal.	Sue/Rob Hooper John Davies Sue Hooper Mel James (On-going)
4.	Reports	Treasurer’s Report John Townsend advised that the Bank Statement Balance (No 30) for the 25th Jan 2012 was £9,393. Taking into account outstanding liabilities it is considered that the current WMAA balance is £7,355, which includes the deduction of BMAF affiliation fees for 2011 (estimated £1650). John Townsend also advised that Brian Williamson had provided a full stock take of the kit held by the Association. Membership Sec Report Sue Hooper advised the committee that subscription income had been positive; to date 233 members have taken advantage of the ‘early bird’ scheme and have paid their subs for 2012. All subscriptions had been paid into the bank, and account payment receipts passed to the Treasurer. As of the 29^th Feb 2012 the ‘early bird’ payment scheme will cease for this year and membership will now be charged at the full subscription rate. Mel James advised that the WMAA were bucking the general trend for the other Masters Associations, where membership was still falling.
5.	Correspondence	McCarthy & Stowe Sue Hooper received correspondence from McCarthy and Stowe regarding retirement lifestyle awards. The awards are for nominees over 60 for being successfully active as individuals or active within the community. After some discussion the committee felt that it was appropriate to nominate our active members for some of the award categories; these included Pat Gallagher and John Collins for individual categories and the WMAA committee (older members) for a group award. Action Sue Hooper to submit nominations for the McCarthy & Stowe retirement lifestyle awards John Powell – WA Affiliation Discussions John Powell has written to John Davies airing his reservations over the current discussion with WA on closer affiliations and the proposed combined T&F Championships for 2012. This correspondence was forwarded to other committee members for consideration. Mel James has personally written back to John regarding his concerns, with the general message that the current discussion is not aiming to absorb the WMAA into the WA, but is focused on how both association can work together to best mitigate the scares official resource and escalating costs. Dawn Kenwright – Kay Davies Commemorative Shield Dawn Kenwright has written (fwd’d Brain Williamson) advising that the Kay Davies Commemorative shield was now full and had no space for inclusion of the names of future recipients. The committee considered that normal protocol should be applied, where the oldest members name plates are transferred to the back of the shield for successive new recipients to add their names to the front of the shield. Action Mel James to respond to Dawn Kenwright advising her of the protocol for adding names to the full Kay Davies Commemorative Shield.	Sue Hooper Mel James
6.	X-country/Road (X-country International 2013)	X-country 2013 Mel James advised that Bernie Jones was progressing the arrangements for holding the 2013 X-country International in North Wales. Gareth Hughes is a welcomed member of the organising team, with previous experience in organising the British Masters X-country events. Currently, there is no requirement for any support from the S.Wales organisation. Two X-country courses were under consideration; Llandudno and Erias Park (Colwyn Bay). ‘Venue Cymru’ is being considered for the evening festivities, although there are no costing’s to date. The Council will be approached for some support, since this will be a major event being held in their continuance.
7.	Track& Field (UK Indoor/ outdoor championships)	General notice of events Welsh Masters Indoor Champs (2) UWIC – 19^th Feb 2012. British Masters Indoor Champs (Lee Valley) – 19^th Mar 2012. British Masters Outdoor Champs (Derby) – 17/18^th Jul 2012 Sue Hooper advised that all venues had been booked for the 2012 T&F League. A positive response had been received from the loyal pool of Officials that supported the Cardiff/Newport meetings in 2011, with many confirming that they would support the WMAA T&F meeting at the meeting in Swansea and Brecon, although it would be up to the Club lead organisers to ensure that there are sufficient Officials to hold the event. The T&F programme for the meetings has been set, with the requirement that there is no pole vault at Beacon. The programme will be distributed to the committee for comment before advertising on the WMAA website.
8.	Welsh Athletics	Rob Hooper advised that there had been no further formal discussions with regards to affiliation with the WA since the General Council meeting. However, informally he was advised by the professional body that they thought the presentation went well. Since the meeting the main focus had been on the Indoor Championship held in association with WA Grand prix events. However, it has been agreed on completion of the Indoor events discussions would be held specifically the Outdoor T&F Championships, and moving the relationship forward. Mel James wished to thank Rob & Sue Hooper with regards to all the effort they have made in moving the relationship forward. Action Bob Hooper to provide a point brief on the WMAA web site to keep members informed on what has been discussed with the WA in respect to future affiliation. Action Rob & Sue Hooper to continue to progress the affiliation and relationship with the WA, specifically with regards to T&F Championships and report back to the Committee.	Rob Hooper (On-going) Rob & Sue Hooper,
9.	Social Events	Due to a lack of a social evening at the end of the 2011 T&F season; there has been no organised event where League presentations could be conducted. Brian Webb has calculated the highest point scorer positions; although there is the matter of the Dave Williams, Bill Kingsbury and Mary Webb trophy’s to be decided. The committee has given Sue Hooper the authority to progress the decision on 2011 T&F Trophy allocation and purchase of the plaques for highest point scorers. It was decided that the presentations would be made at the First Track and Field meeting of 2012. Action Sue Hooper to progress the decision on 2011 T&F Trophy allocation and purchase of the plaques for highest point scorers.	Sue Hooper
10	AOB	Membership – proof of age The BMAF have raised concerns with regards to Master competitor’s proof of age, and the different rules being applied across the various regions. These concerns have been raised as a consequence of an Indian Master competitor claiming to have run a 100+ world best for the Marathon, although this has not been formally ratified since the competitor could not produce any ‘proof of age’ evidence. Currently the WMAA just accept that the Association members are being honest when providing the DOB on application. After some discussion the committee considered the association could not continue with this policy, and proof of age will now be required for all new members. Action Sue Hooper to include the requirement on membership application for all new members to produce ‘proof of age’ document i.e. photocopy of birth certificate, driving licence or passport. Replacement Secretary The committee considered that advertise the secretary position on the WMAA web site would open the post to a wider volunteer base. Action Sue Hooper to advertise the position of WMAA Secretary on the WMAA web site.	Sue Hooper Sue Hooper
11.	Next meeting	Next meeting proposed to be held (provisional) at Llandaff Rugby Club, Cardiff on the 21^th Mar 2012.

Annex A

Record of Actions

ID	Action	Progress	Status
6/10/1d	Mel James to raises the matter of a Welsh 10k Masters Championships to be discussed with Welsh Athletics during a planned future meeting to discuss mutual support between the organisations.		Open
09/10/5b	Brian Williamson to undertake a stock-take of the current kit.	Stock-take provided to John Townsend – potential value £991	Closed
09/10/5c	Brian Williamson to introduce a recording/invoicing system to record the sale of kit.	Receipt book to be used.	Open
12/1/1	Brian Williamson to provide the Treasurer with a list of kit sales.	See 09/10/5b	Closed
9/3/1	AGM-Proposal for the AGM that Eire is invited to a T&F challenge match for the 2012 season	Committee consider that with the Olympics the 2012 T&F season is to congested and postpone this requirement until 2013	Open
12/10/2b	Sue Hooper to re-advertise the requirement for photographs suitable for a WMAA calendar on the Web-site .	To be re-addressed for 2013	Held
12/10/2c	Brian Williamson to write to Pat Gallagher and Sean Powell advising of their honouree WMAA vice president honouree status.	Sue & Rob Hooper to address due to secretary’s resignation – new action opened 15/2/3a	Closed
12/10/9a	Mel James to address the implications of retaining a fixed programme for the Inter-Area at the next BMAF Executives meeting.		On going
4/1/2b	John Davies & Eirian Arwyn to provide an analysis of the Inter-area T&F programme for Mel James to take forward at the BMAF executives meeting on the 26^th Feb.	John Davies to provide men’s event analysis – new action opened 15/2/3b	Closed
4/1/2b	Sue Hooper to consider the new BMAF T&F standards and advise the committee on any proposed changes to the WMAA T&F standards.	Current WMAA standards to remain extant	Closed
4/1/4	John Townsend to include a letter of thanks with cheque for £49.09 (expenses) and to seek confirmation from Ali Whitelaw on her continuation as Women’s X-country team manager	Expenses paid, and confirmation received from Ali Whitelaw on resignation	Closed
4/1/5	John Townsend to contact BMAF (Danny Kerman) and arrange payment of WMAA affiliation fees based on the WMAA membership of 371.	2011 BMAF subs paid	Closed
4/1/7	Mel James and Bernie Jones to progress the provisional booking of ‘The Venue’ to ensure its availability. Preferences dates for holding the X-country International are Sat 16 Nov 2013 (1^st choice) and Sat 23 Nov 2013 (2^nd choice).		Open
4/1/8	Rob & Sue Hooper to continue to progress the affiliation and relationship with the WA, specifically with regards to T&F Championships and report back to the Committee		On-going
4/1/9c	Mel James to raise the committees concerns with BMAF on the proposal to have centralised web based subscription and advise that WMAA are not in favour of the proposal.		On going
15/2/3a	In absence of a Secretary, Sue & Rob Hooper to write to Pat Gallagher and Sean Powell advising of their honorary WMAA vice president status.		Open
15/2/3b	John Davies to provide an analysis of the Inter-area T&F programme for Mel James to take forward at the BMAF executives meeting on the 26^th Feb.		Open
15/2/3c	Sue Hooper to advertise the position of Welsh Women’s X-country Team Manager on the WMAA web site		Open
15/2/5a	Sue Hooper to submit nominations for the McCarthy & Stowe retirement lifestyle awards		Open
15/2/5b	Mel James to respond to Dawn Kenwright advising her of the protocol for adding names to the full Kay Davies Commemorative Shield.		Open
15/2/8	Bob Hooper to provide a point brief on the WMAA web site to keep members informed on what has been discussed with the WA in respect to future affiliation.		Open
15/2/9	Sue Hooper to progress the decision on 2011 T&F Trophy allocation and purchase of the plaques for highest point scorers.		Open
15/2/10a	Sue Hooper to include the requirement on membership application for all new members to produce ‘proof of age’ documents i.e. photocopy of birth certificate, driving licence or passport.		Open
15/2/10b	Sue Hooper to advertise the position of WMAA Secretary on the WMAA web site.		Open

Welsh Masters Athletic Association Minutes for Meeting held at

Llandaff Rugby Club, Cardiff on 4 Jan 2012

Present

Mel James

Sue Hooper

Robert Hooper

John Townsend

Eirian Arwyn

John Davies

Bernie Plain

Chairman

Min. Sec

Apologies

Brian Webb

John Collins

Brian Williamson

1.	Opening address	The Chairman welcomed the members of the committee, hoped they had a good Christmas and wished them a Happy New Year.
2.	Matters arising	Minutes of 12th Oct 11 were accepted as a true record; Proposer; Bernie Plain Seconded; Sue Hooper Minor amendments would be made to the original copy on the WMAA web site Actions from previous minutes have been captured in the Action Record sheet at annex A. Lloyds bank John Townsend (Treasurer) is now receiving statements direct from Lloyds Bank. Fund Raising Due to a poor selection of photographs John Townsend was unable to proceed with the proposal of a WMAA charity calendar for 2012. Rhondda & Newport have utilised this idea, and have produced Club calendars for this year to great effect. It was decided to keep this action open and re-address for 2013. AGM (matters a risings) In Brian Williamson’s absence, the committee were unable to confirm if the Secretary had written to Pat Gallagher and Sean Power regarding them becoming honorary WMAA vice presidents. Action (on going) Brian Williamson to write to Pat Gallagher and Sean Power advising of their honrary WMAA vice president status. Inter-Area selection – David Rees Mel James has spoken to David Rees regarding his issue with the Inter-area selection. Since the discussions, Dave was selected to represent WMAA at the BMAF X-country international, and Dave e-mail of appreciation for the opportunity to compete for the WMAA was submitted by Dave to the Membership Secretary. Inter-Area selection – Wayne Howe Mel James has been in correspondence with Wayne Howe regarding his issue with Inter-area selection. Mel James advised Wayne that the Association is being managed by only a handful of volunteers, who would not on purpose leave anybody deserving of selection out of the team, and could only apologies for the oversight in selection. Although the Association doesn’t wish to loose Wayne Howe as a member, the committee felt that providing a refund was not acceptable, as this would set precedence for any future disputes. Wayne Howe has since accepted the Associations apology and is to remain a member of WMAA. Inter-Area Programme Mel James has raised the issue regarding the Inter-Area programme with the BMAF, and the fact that the limited event programme has remained fixed for a number of years, leaving out the possibility of members who specialise in certain events not having the opportunity to represent their Association. This especially effects the older age groups. Mel was advised that Arthur Kimber who organises the Inter-area will look at the rotation of limited events. Action John Davies & Eirian Arwyn to provide an analysis of the Inter-area T&F programme for Mel James to take forward at the BMAF executives meeting on the 26^th Feb. Welsh Championships – Women’s Standards Eirian Arwyn originally raised concerns that the track standards being applied to Women’s events for the T&F Championships were having a negative effect on entries and discourage female athletes participation. Mel James advised that the new BMAF standards have now been reviewed, against which the WMAA T&F standards are set. Action Sue Hooper to consider the new BMAF T&F standards and advise the committee on any proposed changes to the WMAA T&F standards. Social Evening The committee discussed the disappointing up take for the WMAA Social Evening, with only 25 members committing to support the event. This poor attendance made the event unviable, leading to its cancellation. This now creates another issue with respects to the annual presentations, and the committee decided that the awards will now be made at the first T&F meeting of 2012. Action The future requirement and organisation of a Social and Presentation Evening to be included on the next WMAA committee meeting Agenda	Brian Williamson John Davies & Eirian Arwyn Sue Hooper Bob Hooper
3.	Chairman’s report	Mel James considered that 2011 was another successful year for the WMAA, with well attended League and Championship events. He looked forward to another busy, but exciting year with the continued support of the committee and organising team members.
4.	Correspondence	Marcel Grey - e-mail to Sue Hooper wishing the committee a happy new year and thanking them for their hard work in 2011. Ali Whitelaw – Letter with receipt attached asking for reimbursement of cost incurred in organising the Women’s International x-country team. Committee agreed to payment of £49.09 expenses. Mel James asked John Townsend to include a letter of thanks and to seek confirmation from Ali Whitelaw on her continuation as Women’s X-country team manager. Action John Townsend to include a letter of thanks with cheque for £49.09 (expenses) and to seek confirmation from Ali Whitelaw on her continuation as Women’s X-country team manager.	John Townsend
5.	Treasurer’s Report	John Townsend advised that the Bank Statement Balance (No 28) for the 30^th Nov 2011 was £8,854. Taking into account outstanding liabilities it is considered that the current WMAA balance is £7,192, which includes the deduction of BMAF affiliation fees for 2011 (estimated £1650). Action John Townsend to contact BMAF (Danny Kerman) and arrange payment of WMAA affiliation fees based on the WMAA membership of 371.	John Townsend
6.	Membership Sec Report	Sue Hooper advised the committee that as of the end of Dec 2011 the WMAA had 371 members. Membership reminders for 2012 have already been sent out to all members. The majority were contacted by e-mail, although 80-90 members needed to be contacted by post. To date 156 members have taken advantage of the ‘early bird’ scheme and have paid their subs for 2012. Mel James advised that Colin Anthony (Port Talbot) had only joined in Dec 2011 and was prompted by a club member to pay again in January 2012. He believed this wasn’t the normal policy for such circumstances and Colin should be reimbursed his 2012 fee. The Committee agreed. Action Treasurer to reimburse Colin Anthony fee for 2012 (Note. cheque for £12.50 given to John Davies during the meeting).	John Townsend
7.	X-country International	X-country International 2011 Mel James stated that a competitive WMAA team was selected for the 2011 X-country International, and all representatives had to work hard on what was a heavily waterlogged course. Although a full article is on the WMAA web site, particular performances to note were that of Austin Davis (M45) and Brian Gough (M70). Mel James highlighted his concerns on the Safety of the course, especially where the slippery grass hill was immediately followed by a tarmac surface. X-country International Course Guidelines As BMAF X-country secretary and a WMAA X-country organiser, Mel James felt that the current BMAF rules concerning were inadequate, which was obvious after the International race at Glasgow. For reasons of Safety, Mel James proposes that under the guideline heading of ‘Venue’ the following changes should be made. In choosing a venue for the event, the following criteria should be considered, change to read ‘must’ be considered. A statement that ‘a suitable course with alternative option on the day to alter the course, should inclement weather threaten the event, with safety as a priority’ should also be included. The committee agreed with Mel James’s proposal and supported him in taking forward the proposal with the other Nations and BMAF X-country 2013 Mel James advised that Bernie Jones has been looking into the North Wales venues to hold both the x-country international and the evening event, with the latter being the most difficult having to cater for approximately 450 people. Current consideration is being given to utilisation of the second N. Wales League course near Llandudno, although this may require bussing out competitors to the event, with the evening presentation being held at ‘The Venue’. Mel advised that they were hoping to obtain some support from the local council in holding the event. Concerns were raised by committee members about the early booking of ‘The Venue’, as this establishment attracted a lot of other events and activities. Action Mel James and Bernie Jones to progress the provisional booking of ‘The Venue’ to ensure its availability. Preferences dates for holding the X-country International are Sat 16 Nov 2013 (1^st choice) and Sat 23 Nov 2013 (2^nd choice).	Mel James and Bernie Jones
8.	Welsh Athletics	Rob Hooper stated that Sue and he represented the WMAA at a meeting with WA General Council on 4^th Nov. Rob further advised that the presentation made to the General Council was the same that had been circulated to the WMAA committee members for approval, which considered the route to closer affiliation of the two associations and governance requirements. It was considered that the meeting went fairly well, although some of the General Council members were quiet pointed in their question regarding the role of Masters athletics, officiating and financing. After some frank discussion, the WA General Council agreed that the WA could continue to progress the relationship with the WMAA, and the T&F championship events in June 2012. Also the WA General council asked their Governance group, which includes John Collins (WMAA committee member) to consider the Governance issues raised. Action Rob & Sue Hooper to continue to progress the affiliation and relationship with the WA, specifically with regards to T&F Championships and report back to the Committee	Rob & Sue Hooper,
9.	AOB	T&F League Sue advised that the T&F League meetings for 2012 are; 11^th April (Cardiff) 16^th May Newport 27^th Jun (Brecon) 8^th August (Swansea) Due to difficulties in controlling what ‘open’ competitors compete in during the WMAA League meetings it was agreed by the Committee that the minimum age group should be U15. Sue Hooper has advised Swansea and Brecon organisers that the majority of Officials supporting the WMAA T&F meetings are from the S. Wales area, and although having been asked to support all the Wednesday evening League, there was no guarantees that these Officials would travel. Reimbursement of costs Mel James submitted an expense claim for 3 members of the x-country committee to travel to Birmingham for a selection meeting. The Committee approved payment of £100. Action Treasurer to reimburse Mel James T&S for X-country International selection meeting in Birmingham (Note. Cheque for £100 was given during the meeting). Sue Hooper submitted an expense claim of £50.02 for membership administration cost and additional travelling to meet with the WA on affiliation matters during the last 3 months. The Committee approved payment Action Treasurer to reimburse Sue Hooper for membership administration cost and additional travelling to WA meetings (Note. Cheque for £50.02 was given during the meeting). WMAA X-country Championships John Davies raised concerns that non-WMAA register competitors were being awarded medals at the Welsh X-country Championships. Mel James advised that this was because the races were organised by the WA, with no involvement of the Masters association, other than for supplying the medals for 5 year age grouping rather than WA preferred position of 10 year age groups. As there is currently no formal affiliation between the associations we had little influence on the results and the WA would award the medals to any Master who is WA registered. Rob Hooper considered that this issue would not be resolved at this committee meeting and the issue should be addressed in the on-going affiliation work with the WA. BMAF General Meeting World T&F Championships. Mel James advised that the proposed World T&F Championships moving to even years to avoid the clash with the World Masters Games is again under review. A response to the recent rulings is still being considered by BMAF (for more detail refer to BMAF web site) Subscriptions. The BMAF are proposing that all affiliated Masters Associations utilise a centralised web based system for individual registration and payment of annual sub script ions. This would make BMAF collection and checking the registration of entrants for Championship and International event easier. The WMAA committee was sceptical regarding this proposal, and would require more detail on the subscription payments. Also, Sue Hooper advised that she has no registered e-mail accounts for nearly 90 WMAA members, and therefore considers these members would not use a ‘pay pal’ subscriptions service. Bob Hooper also considers that moving away from the current ‘Membership Sec’ duties, would depersonalise the service we provide to our members and may impact on our membership. General consensus of the Committee is that the proposal in its current form lacked detail and would not be welcome by our membership. Action Mel James to raise the committees concerns with BMAF on the proposal to have centralised web based subscription and advise that WMAA are not in favour of the proposal. UK Masters Track Suits Mel advised that there were traders selling copies of the UK masters track suits. BMAF executive have advised that the official supplier of UK Masters kit is Bourne sport, and any non-official kit may not be worn on the podium of International meetings. UK Masters Indoor T&F Inter-areas. BMAF are considering organising UK Indoor T&F Inter-area event in 2013, with the proposal to hold the first meeting at Lee Valley. Action UK indoor and outdoor T&F Inter-area to be included as a WMAA Agenda item.	John Townsend John Townsend Mel James Rob Hooper
10.	Next meeting	Next meeting proposed to be held (provisional) at Llandaf f Rugby Club, Cardiff on the 15^th Feb 2012.

Annex A

Record of Actions

ID	Action	Progress	Status
6/10/1d	Mel James to raises the matter of a Welsh 10k Masters Championships to be discussed with Welsh Athletics during a planned future meeting to discuss mutual support between the organisations.		Open
06/10/3b	Mel James to provide suitable dates to Welsh Athletics for a meeting.	Meeting are now continuing with Bob & Sue Hooper.	Closed
09/10/5b	Brian Williamson to undertake a stock-take of the current kit.		Open
09/10/5c	Brian Williamson to introduce a recording/invoicing system to record the sale of kit.	Receipt book to be used.	Open
12/1/1	Brian Williamson to provide the Treasurer with a list of kit sales.		Open
9/3/1	AGM-Proposal for the AGM that Eire is invited to a T&F challenge match for the 2012 season	Committee consider that with the Olympics the 2012 T&F season is to congested and postpone this requirement until 2013	Open
27/4/1	Brian Williamson to contacted Lloyds to reaffirm that the statements are to be sent to John Townsend.	Arranged by Sue Hooper	Closed
2/10/2a	Sue Hooper, who has electronic access to the bank account, to print out the 23^rd statement and forward to John Townsend.	Arranged by Sue Hooper	Closed
12/10/2b	Sue Hooper to re-advertise the requirement for photographs suitable for a WMAA calendar on the Web-site .	To be re-addressed for 2013	Held
12/10/2c	Brian Williamson to write to Pat Gallagher and Sean Power advising of their honouree WMAA vice president honorery status.	Brian to confirm	Open
12/10/4a	Mel James to discuss issues of Inter-Area selection with David Rees.		Closed
12/10/4b	Mel James to write to Wayne Howe concerning Inter-Area selection.		Closed
12/10/4c	Sue Hooper to advertise the Women’s Weekly article on the web-site.		Closed
12/10/6a	Sue Hooper to confirm if Sandra Pinkham is a member and advise John Davies.		Closed
12/10/6b	Sue Hooper to forward copy of membership list to Mel James for X-country International selection.		Closed
12/10/8	Robert Hooper, Sue Hooper and Bernie Plain to represent the WMAA at a meeting with WA on 4^th Nov to discuss closer affiliation of the two associations.	Meeting with WA general council held	Closed
12/10/9a	Mel James to address the implications of retaining a fixed programme for the Inter-Area at the next BMAF Executives meeting.		Open
12/10/9b	Mel James to progress the production of the revised BMAF T&F standards at the next Executives meeting.		Closed
12/10/9c	Sue Hooper to contact Derek Osborne, and discuss the requirement that Brecon will need to fulfil in order to hold a WMAA T&F league meeting.		Closed
12/10/9d	Sue Hooper to book Aberdare Hall, Cardiff for the WMAA Social evening, and advertise the event on the web site. (Sec Note. Social Evening booked for the 18^th Nov).		Closed
4/1/2b	John Davies & Eirian Arwyn to provide an analysis of the Inter-area T&F programme for Mel James to take forward at the BMAF executives meeting on the 26^th Feb.		Open
4/1/2b	Sue Hooper to consider the new BMAF T&F standards and advise the committee on any proposed changes to the WMAA T&F standards.		Open
4/1/2c	The future requirement and organisation of a Social and Presentation Evening to be included on the next WMAA committee meeting Agenda	Sec note. On Standing agenda	Closed
4/1/4	John Townsend to include a letter of thanks with cheque for £49.09 (expenses) and to seek confirmation from Ali Whitelaw on her continuation as Women’s X-country team manager		Open
4/1/5	John Townsend to contact BMAF (Danny Kerman) and arrange payment of WMAA affiliation fees based on the WMAA membership of 371.		Open
4/1/6	Treasurer to reimburse Colin Anthony fee for 2012 (Note cheque for £12.50 given to John Davies during the meeting).	Sec Note. Cheque made out at meeting	Closed
4/1/7	Mel James and Bernie Jones to progress the provisional booking of ‘The Venue’ to ensure its availability. Preferences dates for holding the X-country International are Sat 16 Nov 2013 (1^st choice) and Sat 23 Nov 2013 (2^nd choice).		Open
4/1/8	Rob & Sue Hooper to continue to progress the affiliation and relationship with the WA, specifically with regards to T&F Championships and report back to the Committee		On-going
4/1/9a	Treasurer to reimburse Mel James T&S for X-country International selection meeting. Birmingham (Note. Cheque for £100 was given during the meeting).	Sec Note. Cheque made out at meeting	Closed
4/1/9b	Treasurer to reimburse Sue Hooper for membership administration cost and additional travelling to WA meetings (Note. Cheque for £50.02 was given during the meeting).	Sec Note. Cheque made out at meeting	Closed
4/1/9c	Mel James to raise the committees concerns with BMAF on the proposal to have centralised web based subscription and advise that WMAA are not in favour of the proposal.		Open
4/1/9d	UK indoor and outdoor T&F Inter-area to be included as a WMAA Agenda item	Sec note. On standing agenda	Closed

Welsh Masters Athletic Association Minutes for Meeting held at

Llandaff Rugby Club, Cardiff on 12 Oct 2011

Present

Mel James

Sue Hooper

Robert Hooper

John Townsend

Eirian Arwyn

Brian Williamson

John Davies

Bernie Plain

Chairman

Min. Sec

Apologies

Brian Webb

John Collins

1.	Opening address	The Chairman welcomed the members of the committee, reminding the forum that this was the first committee meeting since April, other than the AGM, at which the members had shown confidence by voting for the retention of the Officers already in post. Mel James also welcomed Bernie Plain back into the fold, who advised that now he is retired he was again available to take a more active role in the association.
2.	Matters arising	Minutes of 27th Apr 11 were accepted as a true record; Proposer; John Townsend Seconded; Sue Hooper Actions from previous minutes have been captured in Action Record sheet at annex A. Lloyds bank John Townsend is still not receiving statements from Lloyds Bank. John has been forwarded recent statements, but hasn’t a full record, with statement 23 missing. Action Sue Hooper, who has electronic access to the bank account, to print out the 23^rd statement and forward to John Townsend. Fund Raising John Towsend’s proposal of a WMAA charity calendar seemed to spark some activity by the members. However, input of suitable photographs from the members is slow. John advised that he has received photos from the Inter-regional, but has not yet received anything from Rhondda as previously mentioned in discussions. Action Sue Hooper to re-advertise the requirement for photographs suitable for a WMAA calendar on the Web-site. Indoor Track Records (update) BMAF have advised Mel James that it is the Athletes responsibility to seek Officials signatory approval of performance and to register for any records achieved with BMAF. Good for Age Standards Jeff Astons proposal regarding the ‘Good for Age Standards’ for the London Marathon has been accepted by David Bedford who is considering adopting the age grouping standards for 2014. AGM (matters arisings) The AGM accepted the proposal for Pat Gallagher and Sean Powell to become honouree WMAA vice presidents. Action Brian Williamson to write to Pat Gallagher and Sean Powell advising of their honouree WMAA vice president honouree status.	Sue Hooper Sue Hooper Brian Williamson
3.	Chairman’s report	Mel James considered that again the Outdoor Track and Field season was a resounding success. This year’s League meetings and Championships were again well supported by the members, with meetings held at variety of locations; Cardiff, Newport and Aberdare. The Inter-Area meeting was well attended, with both Men’s and Women’s Teams placing 4^th out of 9 Areas competing. Although, the Association managed to quickly muster a Team, there were several complaints regarding selection procedures. Lessons have been learnt with respect to the organisational issues raised, and more time should be given to next year’s Inter-Area organisation.
4.	Correspondence	Inter-Area selection – David Rees. David Rees complained to Sue Hooper that he wasn’t selected for Inter-Area, even though he had recorded the fastest time in his age group. Sue has provided an initial response to his e-mail, which indicated that the time he had achieved in a Senior race wasn’t known by the Selection Committee or Team Managers. Mel James stated that his David Rees’s x-country performance would be considered for the X-country International and he would personally discuss the issue with David Rees. Action Mel James to discuss issues of Inter-Area selection with David Rees. Inter-Area selection – Wayne Howe. Wayne Howe has written to complain regarding his selection for the Inter-Area Javelin. The Team Manager advised that he wasn’t indicated on his copy of the availability list, and may have fallen off the bottom of the list when printing. Mel James to write to Wayne Howe concerning the issue, although the association was not in a position to provide refunds. Action Mel James to write to Wayne Howe concerning Inter-Area selection. Women’s Weekly Brian Williamson has received an e-mail highlighting that as part of their 25 year celebration Women’s Weekly are producing an article on ‘Women Athletes – over 60’, which includes Pat Gallagher. Action Sue Hooper to advertise the Women’s Weekly article on the web-site.	Mel James Mel James Sue Hooper
5.	Treasurer’s Report	John Townsend advised that the closing balance for the 21^th Oct 2011 was £6,660.00, which includes an estimated outstanding liability to BMAF of £1650 for WMAA membership. (Note. On 12 Oct 10 the WMAA balance sheet was £2468.30, showing the committees excellent prudence in managing the Associations funds) Sue Hooper advised that the T&F for 2011 has again been self-funding, with a profit of £33.37 for the League and £201.45 for the Championships.
6.	Membership Sec Report	Sue Hooper advised that the association had currently 365 paid up members for 2011. There was also a potential for additional subscriptions for those involved in the X-country International. Action Sue Hooper to confirm if Sandra Pinkham is a member and advise John Davies. Action Sue Hooper to confirm forward copy of membership list to Mel James for X-country International selection.	Sue Hooper Sue Hooper
7.	X-country International	Mel James advised that the X-country International 2011 will be held at Glasgow on 26^th Nov. The Welsh Selection Committee will comprise of Bernie Jones, Ali Whitelaw, Mick McGeoch, John Collins and him-self, who will be meeting at Birmingham during the Road relays. Mel requested travelling expenses for the S. Wales contingent to travel to Birmingham, which was authorised by the committee. Bernie Jones has again done a good job of finding cost effective accommodation, with Premier Inn quoting £65 per room. Mel advised that the venue under consideration for the 2013 X-country International was Llandudno. Bernie Jones was looking into both the X-country course and banquet venue. The venue for 2012 X-country International will be Stormont, Ireland.
8.	Welsh Athletics	Rob Hooper advised that Mel James, Sue Hooper and himself held a meeting with WA on 29^th Jul. It was a positive meeting for both parties were Matt Newman and Steve Brace agreed that there was synergy between both Associations that could be exploited. Robert Hooper and Matt Newman agreed to develop a proposal to present to the General Executive in September, to gain their approval to proceed with exploring the opportunity further. The WA General Executive endorsed further work in this area, and a meeting has been arranged with WA at 14:30 on 4^th Nov. Committee agreed that the following position should be taken, if near future events are discussed; WMAA X-country Champs Opt 1 – Inter-regional Builth Wells (Dec) Opt 2 – Welsh Seniors (Feb) Opt 3 X-country challenge Indoor Champs – 8 Jan & 19 Feb WMAA Champs – alignment with WA Champs Action Robert Hooper, Sue Hooper and Bernie Plain to represent the WMAA at a meeting with WA at 1430 on 4^th Nov to discuss closer affiliation of the two associations.	Robert Hooper, Sue Hooper & Bernie Plain
9.	AOB	Inter-Area Programme John Davies has notices over recent years that the Inter-Area programme has remained fixed with regards to the events. This seems particular unfair with respect to the Over 60’s programme where there are limited events, and therefore the policy continually bars some athletes that perform in those events not in the programme from representing their region. Mel James stated that he would bring issue-up at the next BMAF Executives meeting. Action Mel James to address the implications of retaining a fixed programme for the Inter-Area at the next BMAF Executives meeting. Welsh Championships – Women’s Standards Eirian Arwyn raised the issue of applying standards to track events for the T&F Championships, and after speaking to several female athletes felt that the standards were having a negative effect, discouraging the female athlete participation. Sue Hooper advised that the Standards were introduced to ensure that the level of competition was maintained at a reasonable standard for championships, discouraging non-athletes from competing and ensuring that a full athletics programme could be completed within a reasonable time. Sue also advised that the WMAA T&F standards where 20% lower than the BMAF and significantly lower than the South West Championship standards. Mel James advised that the BMAF T&F standards are under review, and it was agreed by the Committee that the WMAA T&F standards would be reviewed when the BMAF produced their revised position. Action Mel James to progress the production of the revised BMAF T&F standards at the next Executives meeting. Track & Field League 2012 Due to the Olympics the League meeting for 2012 are being condensed into a few months. This may impact on the T&F League dates and venues, especially as Cardiff is being used as a training venue by two Olympic teams and Aberdare will be torn-up to build a new school. Derek Osborne has requested that one of the League meetings could be held at Brecon, although Sue raised concerns that the travelling will put off some athletes competing and she could not guarantee that the usual S. Wales Officials will support the evening event. Action Sue Hooper to contact Derek Osborne, and discuss the requirements that Brecon will need to fulfil in order to hold a WMAA T&F League meeting. Social Evening The committee discussed the venue for the WMAA Social Evening. Action Sue Hooper to book Aberdare Hall, Cardiff for the WMAA Social evening, and advertise the event on the web site. (Sec Note. Social Evening booked for the 18^th Nov).	Mel James Mel James Sue Hooper Sue Hooper
10.	Next meeting	Next meeting proposed to be held at Llandaff Rugby Club, Cardiff on the 4^th Jan 2012.

Annex A

Record of Actions

ID	Action	Progress	Status
11/09/1a	(Mel James now progressing) Brian Williamson to write to AAW to establish the WMAA coming back under the umbrella of AAW and arrange a meeting to discuss what we can offer as an association, and the way ahead.	Welsh athletics have been contacted. Meeting to be arranged on Steve Brace’s return to work post 24^th May. WMAA are now fully engaged with WA.	Closed
03/10/6b	John Collins to talk to Andrea Whitcombe regarding her National status and future intentions to compete for Welsh Masters.	Not appropriate at this time. To be progressed at a later stage. Timing not appropriate will address in the future.	Closed
6/10/1d	Mel James to raises the matter of a Welsh 10k Masters Championships to be discussed with Welsh Athletics during a planned future meeting to discuss mutual support between the organisations.		Open
06/10/3b	Mel James to provide suitable dates to Welsh Athletics for a meeting.	Original action was against Brian Williamson.	Open
09/10/5b	Brian Williamson to undertake a stock-take of the current kit.		Open
09/10/5c	~~Mel James~~/Brian Williamson to introduce a recording/invoicing system to record the sale of kit.	Receipt book to be used.	Open
12/1/1	Brian Williamson to provide the Treasurer with a list of kit sales.		Open
12/1/6c	AGM – WMAA committee members to review WMAA presidents for AGM proposal.	Committee proposal (to date) Sean Power & Pat Gallagher. See AOB	Closed
9/3/1	AGM-Proposal for the AGM that Eire is invited to a T&F challenge match for the 2012 season	AGM supported proposal. WMAA committee to progress.	Open
9/3/2	Brian Williamson to write to Welsh Athletics to thank them for organising the WMAA indoor championship event.	Letter sent by Sec.	Close
9/3/6	Mel James to discuss possible 2013 X-country international venues with John Collins and Bernie Jones	Agenda item – venue (Llandudno) under consideration	Closed
27/4/1	Brian Williamson to contacted Lloyds to reaffirm that the statements are to be sent to John Townsend.		Open
2/10/2a	Sue Hooper, who has electronic access to the bank account, to print out the 23rd statement and forward to John Townsend.		Open
12/10/2b	Sue Hooper to re-advertise the requirement for photographs suitable for a WMAA calendar on the Web-site .		Open
12/10/2c	Brian Williamson to write to Pat Gallagher and Sean Powell advising of their honouree WMAA vice president honouree status.		Open
12/10/4a	Mel James to discuss issues of Inter-Area selection with David Reese.		Open
12/10/4b	Mel James to write to Wayne Howe concerning Inter-Area selection.		Open
12/10/4c	Sue Hooper to advertise the Women’s Weekly article on the web-site.		Open
12/10/6a	Sue Hooper to confirm if Sandra Pinkham is a member and advise John Davies.		Open
12/10/6b	Sue Hooper to confirm forward copy of membership list to Mel James for X-country International selection.		Open
12/10/8	Robert Hooper, Sue Hooper and Bernie Plain to represent the WMAA at a meeting with WA on 4th Nov to discuss closer affiliation of the two associations.		Open

Welsh Masters Athletic Association AGM Minutes held at

Leckwith Stadium, Cardiff on 5 Jun 2011

Present

Mel James

Sue Hooper

Robert Hooper

Phil Rees

Alyson Hourihan

John Davies

Ian Swanson

Barrie Roberts

Clare St. John-Coleman

John Powell

Ruth Jansen

Trefor Pugh

Colin Bradley

Dave Shields

John Townsend

Eirian Arwyn

Brian Dias

Duncan Steward

Gwenno Williams

Chairman

Min. Sec

Apologies

John Collins

Brian Webb

Dave Williams

Cath Alford

Darren McAtee

Brian Williamson

Sec

1.

Introduction

Chairman welcomed and thanked the members to the meeting, and commented that the attendance of the AGM was better than previous years.

2.

Matters Arising

The minutes of the previous AGM, although short, were accepted as a true recorded of the previous meeting.

Proposer: John Powell

Seconded : Phil Rees

Indoor T&F Championship

The Chairman expressed that the First Indoor Masters T&F Championship held in association with Welsh Athletics was a resounding success with 1 World record and 2 British records (awaiting ratification);

Caroline Powell – 400m World Indoor record (W55)

Pat Gallagher – 800m British Indoor record (W65)

Mary Wixey – although broke records in her events (W90), these records were exceeded in Ghent.

There was an issue regarding the presentation of medals to non Welsh members of the Welsh Masters association. This allocation of medals will need to be agreed with Welsh Athletics prior holding an indoor T&F championship event in 2012.

3.

Chairman’s report

Chairman’s report – see Annex A.

4.

Secretary’s Report

No Secretary’s Report for 2011

5.

Treasurer’s Report

The Treasurer presented the income and expenditure accounts for the period 15 Aug 10 to 28 Aug 11. This was because this years AGM was being held early. The current account remains health, rising from £5,678 to £7,852 during this period

Due to the short period it was difficult to reflect on the cost of assets (kit) and John Townsend advised that he was still awaiting a stock-take to be carried out by Brian Williamson.

John Townsend also stated that it will be Welsh Masters Athletics Associations responsibility to arrange the x-country International in 2013. From past experience, the organising association have lost approximately £2000 holding these events, and additional funding will need to be sort.

6.

Membership Sec Report

Sue Hooper advised that the current membership for 2011 is 302 members (2010 – 371 members, 2009 – 349 members), although she still held 104 members from 2010 on the data base that haven’t yet renewed their subscriptions. These were mainly members who compete in the x-country and road events, and don’t usually rejoin until the later part of the year.

Sue Hooper stated that many members have benefited from the ‘Early Bird’ membership rate (£12.50) and those who fail to take advantage of the early payment of subs were not only paying the full rate (£15.00) but were also losing out on the benefit of receiving the British Masters magazine.

7.

Other delegates report

BMAF Delegate

Mel James advised that he was representing the WMAA on the BMAF committee as British Masters road running secretary. This post he is hoping to resign from in the new year to take on the post (if elected) as x-county secretary.

If anybody wishes to have any issues raised at the BMAF, then please raise the subject through the WMAA committee.

8.

Proposals

There were no proposals submitted from the membership prior to the AGM in line with the constitution. The following are proposals from the committee brought forward from the committee meetings

1. Sean Powell and Pat Gallagher are made honorary Presidents of the WMAA

Proposer: WMAA Committee

Seconded: Alyson Hourihan

AGM vote: Unanimous

2. WMAA committee look into holding a T&F challenge match with Eire.

Proposer: WMAA Committee

Seconded: Barrie Roberts

AGM vote: Unanimous

9.

Election of Committee Officers

Due to no nominees being presented by the membership for the committee. It was proposed that the current WMAA committee should be re-elected on mass.

Proposer: WMAA Committee

Seconded: Alyson Hourihan

AGM vote: Unanimous

10

AOB

Rob Hooper raised concerns about the lack of available Officials to support the T&F events, and on reflection this mirrored a growing problem with Officials Wales. It was requested that Master athletes that were not competing help by supporting the T&F League meetings as Officials. Brian Dias advised that if he becomes a graded official he would be happy to support WMAA T&F league meetings.

Although Derek Osborne didn’t attend the AGM he had raised a number of issue in writing;

There has been no publication of Welsh Masters x-country results.

·        Mel James to forward results to Sue Hooper for publication on web site.

Holding the WMAA x-country with the Cardiff –x challenge seemed to make it a non event, with the Masters races tacked onto the end with no spectators and no medal presentation.

·        Mel James advised that he would look at placing the WMAA x-country championships again with the inter-regional, which had been cancelled this year. This would be raised as an agenda item for the committee to consider.

Derek Osborne was interested in offering to organise a Masters T&F League meeting at Brecon for the 2012 season.

·        Sue Hooper advised that a request had been made for clubs to hold T&F league meetings for this season, with Cardiff, Aberdare, Les Croups and Newport volunteering. However, we will be looking for clubs to share-out next seasons T&F meetings.

Derek Osborne raised concerns that on a number of occasion’s field events had not been started due to lack of Officials.

·        It was suggested that the score cards should be left by the event in order that competitors could manage the events by them-selves. Sue Hooper advised that field card were already being made readily available.

Derek Osborne raised concerns with the T&F programmes with respect to clashing of events.

·        Sue Hooper stated that most competitors were content with the time tables as they balance specific event groups through out the evening league and championship meetings. It was not down to the meeting organisers to change the time table to suite individual athletes who decide to cover multiple events in either the League or Championships.

Derek Osborne advised that Satu Haikala would be content to help out the WMAA with any administration.

·        The committee thanked Satu for the offer, and advised that they will accept any offer for help, especially on the day of the events.

On behalf of the Membership Barrie Roberts wished to thank the WMAA Officials for all their hard work.



11

Next meeting

Next AGM to be held in line with the 2012 WMAA T&F Championships

Annex A

CHAIRMAN’S REPORT 2011

Once again as an association, we have had a very successful year.

On the roads in the Half Marathon and 10 miles at British level there were many medals won by our members.

At X/Country our international team visited Dublin.

Austin Davies achieved Gold for the second successive year in the o/45 age group, with Huw Evans settling for the Bronze in his o/35 age group. The ladies were not to be outdone with Pat Gallagher taking Silver in the o/65s.

On the team front, we didn’t match last year’s Gold’s, but ended up with seven teams taking Bronze. (Five men’s and two women’s).

Also in November we held our annual autumn buffet and presentation night. Awards were presented to the various league points scorers and the men and women’s league team winners (Newport and Les Croupiers respectively)

A very sad end to the evening was the posthumous gift presentation to our long term treasurer Ken Bray, who passed away before he could receive his award for his service to our association.

January brought us the Old Father Tyme 5 mile road race, organised by the Les Croupier Club, it was another successful event, with 38 medals awarded.

Also in January, we had the first of our Welsh Indoor Track and Field events, the second was in March. This was experimental by holding the joint venture with Welsh Athletics on their open event. (It was first requested by the floor at last year’s AGM) The result was an outstanding success, with 2 British records (One by our own Pat Gallagher) and a World record broken by Caroline Powell. We are now hoping to make this an annual event.

Quite a few of our Athletes made the trek to Lee Valley in February, for the BMAF Indoors, it was a very successful exercise, with many medals won.

Coming up to today’s Championships, I hope everybody was successful in their events and thoroughly enjoyed the day.

As an Association, we are very well respected throughout the BMAF, this is down to our very small, but very hard working committee. Without you we could not survive, many thanks to you all, for making my role easier through the year, with extra thanks to Rob and Sue, for not just the meeting minutes, but the league results, championship and social organisation. We could always accommodate more committee members to share the workload of our small group, please volunteer if you have time to donate to the sport.

We have another year ahead of us with athletes visiting Sacramento and our Inter Regional event at Solihull. Looking ahead to 2013, we have to start planning our organisation and venue as hosts for the X/Country International.

Mel James.

---------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Welsh Masters Athletic Association Minutes for Meeting held at Llandaff Rugby Club, Cardiff on 27 April 2011

Present

Mel James

Sue Hooper

Robert H

John Townsend

Eirian Arwyn

John Collins

Chairman

Min. Sec

Apologies

Brian Webb

Brian Williamson

John Davies

1.	Matters arising	Minutes of 9th Mar 11 were accepted as a true record with minor errors corrected; Proposer; Sue Hooper Seconded; John Townsend Actions from previous minutes have been captured in Action Record sheet at annex A. Welsh Athletics Meeting Mel James has spoken to Steve Brace informally. It seems that the AAW are generally welcoming of the WMAA as an affiliated association, although a more formal meeting will need to be held to discuss appropriate terms and arrangements regarding the affiliation. Ongoing Action Mel James to address the meeting arrangements with Welsh Athletics on a Friday to allow Sue Hooper to attend Lloyds bank John Townsend is still not receiving statements from Lloyds Bank. Action Brian Williamson to contact Lloyds to reaffirm that the statements are to be sent to John Townsend. Fund Raising John Towsend’s proposal of a WMAA charity calendar seemed to spark some activity by the members. However, it is still early days and no suitable photographs have yet been received from the membership. 2011 Track and Field dates Sue Hooper confirmed that the 2011 T&F dates where. Wed 11^th May – Venue; Cardiff – Organising club; Les Croupiers Wed 22^nd Jun – Venue; Cardiff – Organising club; Cardiff Wed 13^th Jul – Venue; Newport – Organising club; Newport Wed 17^th Aug – Venue; Aberdare – Organising club; Brian Williamson Championships Sun 5^th Jun – Venue; Cardiff – Organising club; Cardiff Sue advised that all venues have now been booked, and she had obtained the necessary track permits. As usual there are problems in getting enough officials to support what is a growing meeting, especially the field. Although the small group of officials that have supported the masters events over the years remain loyal. Any help with officiating at any of the WMAA T&F events would be gratefully welcomed. Indoor Track Records (update) At the WMAA Indoor Championships the following records are still awaiting review and ratification; Caroline Powell – 400m World Indoor record (55 age group) Pat Gallagher – 800m British Indoor record (65 age group) Mary Wixey - although broke records in her events (90 age group), she achieved high level of performance in Ghent.	Mel James Brian Williamson
2.	Chairman’s report	Jeff Astons proposal regarding the ‘Good for Age Standards’ for the London Marathon has been forwarded to the organisers. An e-mail from David Bedford suggests that they are looking to adopt the age grouping standards for 2013. At a the recent 4 Country International meeting the following items were discussed; v The Irish proposed that for the X-country Internationals team positions were calculated on the fastest combined times of the scoring athletes. This motion was rejected. v Residential changes would be allowed as long as the athlete had missed at least one International. Motion carried. v BMAF T&F standards to be reviewed. Motion carried. BMAF are still looking to hold the British T&F Championships in the Olympic stadium post 2012.
3.	Correspondence	Road Statistician. David Williams has resigned from the Road Statistician post. John Kirsten . John Kirsten has written to Mel James with respect to Liz Clarke resignation as team manager several years ago. Mel James has replied to John Kirsten over his concerns.
4	Treasurer’s Report	John Townsend advised that the closing balance for the 27^th April 2011 was £7,834.11. However, this was based on best information as he had not received any bank statements since the last meeting.
5.	Membership Sec Report	Sue Hooper advised that the association had currently 262 paid up members for 2011. There was also a potential of another 117 subscriptions that haven’t yet paid from 2010 membership list. Sue also advised that the stock of membership cars was significantly depleted and requested authority to purchase a new batch of membership cards. Action Sue Hooper to find the best quote and purchase new membership cards.	Sue Hooper
6.	2013 X-country International	Mel advised that there was no progress on the venue for the X-country International, although John Collins had intimated that it should initially be offered to the North. Action (ongoing) Mel James to discuss possible 2013 X-country International venues with John Collins and Bernie Jones	Mel James
7.	AOB	AGM Mel James asked if the AGM on the 5^th Jun 10, after the T&F Champs had been advertised. Action Sue Hooper to advertise AGM on the web site and request members to submit any proposals or motions to the Secretary before the 5^th June in-line with the constitution. Action AGM motion that current Officers are re-elected on mass unless there are any other motions provided by the membership to elect new officers. Inter-area T&F Meeting. Eirian Arwyn asked ‘what was the selection policy for the Inter area T&F meeting to be held at Solihull on the 7^th August 2011.’ It was agreed that the selection would be based on the best performance of the available athletes, and in order to give appropriate opportunity to all members to deliver a good performance, the selection would take place after the BMAF T&F Championships. Action Sue Hooper to advertised the Inter-area T&F meeting on the web site and request athletes to advise on their availability for consideration to compete for the WMAA. Membership. Sue Hooper advised that Membership and WMAA T&F entry forms would be made available at the initial T&F league meeting on the 11^th May.	Sue Hooper Brian Williamson Sue Hooper
8.	Next meeting	Next meeting proposed to be held at Llandaff Rugby Club, Cardiff on the TBN at AGM

Annex A

Record of Actions

ID	Action	Progress	Status
11/09/1a	(Mel James now progressing) Brian Williamson to write to AAW to establish the WMAA coming back under the umbrella of AAW and arrange a meeting to discuss what we can offer as an association, and the way ahead.	Welsh athletics have been contacted. Meeting to be arranged on Steve Brace’s return to work post 24^th May	Open
03/10/6b	John Collins to talk to Andrea Whitcombe regarding her National status and future intentions to compete for Welsh Masters.	Not appropriate at this time. To be progressed at a later stage,	Open
6/10/1d	Mel James to raises the matter of a Welsh 10k Masters Championships to be discussed with Welsh Athletics during a planned future meeting to discuss mutual support between the organisations.		Open
06/10/3b	Mel James to provide suitable dates to Welsh Athletics for a meeting.	Original action was against Brian Williamson.	Open
09/10/5b	Brian Williamson to undertake a stock-take of the current kit.		Open
09/10/5c	~~Mel James~~/Brian Williamson to introduce a recording/invoicing system to record the sale of kit.	Receipt book to be used.	Open
12/1/1	Brian Williamson to provide the Treasurer with a list of kit sales.		Open
12/1/6c	AGM – WMAA committee members to review WMAA presidents for AGM proposal.	Committee proposal (to date) Sean Power & Pat Gallagher	Open
9/3/1	AGM-Proposal for the AGM that Eire is invited to a T&F challenge match for the 2012 season		Open
9/3/2	Brian Williamson to write to Welsh Athletics to thank them for organising the WMAA indoor championship event.		Open
9/3/6	Mel James to discuss possible 2013 X-country international venues with John Collins and Bernie Jones		Open
9/3/7a	Sue Hooper to discuss with Darryn McAtee the arrangements for the Newport T&F event to be held on the 13^th Jul.	Arranged	Closed
9/3/7b	Mel James to discuss with Dave Williams the e-mail correspondence and document format issues relating to the Road Stats.		Closed
9/3/7c	Sue Hooper to update the Abingdon Marathon advertisement on the website to include early entry closure of the event and that entry forms can be found on the BMAF website.		Closed
27/4/1	Brian Williamson to contacted Lloyds to reaffirm that the statements are to be sent to John Townsend.		Open
27/4/5	Sue Hooper to find the best quote and purchase new membership cards		Open
27/4/7a	Sue Hooper to advertise AGM on the web site and request members to submit any proposals or motions to the Secretary before the 5^th Jun in line with the constitution.		Open
27/4/7b	AGM motion that current Officers are re-elected on mass unless there are any other motions provided by the members to elect new officers.		Open
27/4/7c	Sue Hooper to advertised the Inter-area T&F meeting on the web site and request athletes to advise on their availability for consideration to compete for the WMAA.		Open

Welsh Masters Athletic Association Minutes for Meeting held at

Llandaff Rugby Club, Cardiff on 9 Mar 2011

Present

Mel James

Brian Webb

Sue Hooper

Robert Hooper

Brian Williamson

John Davies

John Townsend

Eirian Arwyn

Chairman

Min. Sec

Sec

Apologies

Mike Davies

Darryn McAtee

Dave Williams

John Collins

1.	Matters arising	Minutes of 12 Jan 11 were accepted as a true record with minor errors corrected; Proposer; Sue Hooper Seconded; Brian Webb Actions from previous minutes have been captured in Action Record sheet at annex A. Welsh Athletics Meeting Mel James has spoken to Steve Brace informally. It seems generally that the AAW are generally welcoming of the WMAA as a affiliated association, although a more formal meeting will need to be held to discuss appropriate terms and arrangements regarding the affiliation. Ongoing Action Mel James to address the meeting arrangements with Welsh Athletics and submit convenient dates to Steve Brace. Ken Bray (presentation) Mel James advised the committee that he had presented Ken’s award posthumously to Mavis Bray at Les Croupiers AGM on the 30^th Jan 11. He consider the occasion quiet touching and the award was accepted with gratitude. Sue advised that she has received a Card from Mavis thanking the WMAA for the award. Bill Kingsbury Brian Webb advised that Bill was in fine spirits. Lloyds bank Brian Williamson advised that statements were still being forward to him, and he had again contacted Lloyds to reaffirm that statements were to be sent to John Townsend. Kit (x-country international) Brian Williamson advised that he still needed to correlate the sales and stock holdings for the Treasurer Ongoing Action Brian Williamson to provide the Treasurer with a list of kit sales. International T&F meeting After some discussion it was considered to difficult to motivate the other home nations to support a independent Masters Home International T&F meeting, although consideration could still be given to a challenge match against Eire. As it is too late to arrange anything for this season (2011). It was considered that this should be a proposal that the AGM need to consider for 2012 T&F season. Action Proposal for the AGM that Eire is invited to a T&F challenge match for the 2012 season. Team Manager Expense Claim The Treasure raised concerns with the expenses submitted by the Women’s Team manager for the x-country international. He advised that he wasn’t disputing the fact that the expenses had been incurred, as he had promptly paid the claim, however, after studying the break-down, he was concerned that nugatory work and expense had been occurred through the process of arranging the team. After some debate by the committee, it was considered that an outline of what is expected of the team manager should be given, and that they should be advised of a budget prior to progressing with the team selection and contact. This should ensure that everybody is aware of the expense/target budget prior to agreeing to any arrangements/work. After studying the claim, it was suggested that the following guidelines should be followed. No blanket mail drop to members requesting availability or wish to be considered. Use of the WMAA web site to advertise the event and contact details of team manager for those members that wish to be considered. Preference that e-mail and telephone is used before letters. Where considered necessary, a formal letter to be posted to those selected to represent the WMAA as confirmation of selection and arrangements. Women’s Standards After discussing in detail Eirian Arwyn concerns with regards to the Women’s Standards. Mel James challenged the BMAF with regards to discrepancies in the BMAF women’s standards. Mel advised that BMAF executive identified other discrepancies found since the last review, and proposed to undertake another full review of both Men and Women T&F standards. Fund Raising Sue Hooper advised that John Towsend’s proposal of a WMAA charity calendar seemed to spark some activity by the members. Rhondda are fully behind the project and may be providing some ‘saucy’ athletics photo’s for consideration.	Mel James Brian Williamson Brian Williamson
2.	Chairman’s report	Mel James stated he was surprised and very please with the level of competition and membership support for the WMAA indoor championship held in association with the AAW, and considered the event a resounding success. He highlighted the fact that there were problems with changes to the original time table, especially impacting on those competing in the 60m. Sue Hooper stated that the original Welsh Athletics programme was only provisional, since the event is an ‘open’ meeting and therefore the times would change dependant on the number of competitors that turn up for each event, which is not quantifiable until the day of the event. On the day most experience Track athletes look for the programme updates, which in this case were well displayed and listen for any announcements. Although where changes to the provisional programme, generally the WMAA championship events aligned to the times in the programme that was issued on the day. Action Brian Williamson to write to Welsh Athletics to thank them for organising the WMAA indoor championship event. The Chairman considered that the majority of athletes were content with the programme, and representatives outside Wales were shocked to receive the ‘older’ medals as recognition for their performance at the championships, a memento of the occasion that they didn’t expect. For the WMAA T&F Championships’ it was agreed by the committee to continue with this principle, and award the older medals to the Guest competitors. The chairman also advised that for the Cardiff X challenge approximately 65 medals had been awarded for the Masters championship events. The WMAA were liable for 50% of the cost and would be invoiced shortly by Welsh Athletics.	Brian Williamson
3.	Correspondence	Bank Statements – Brian Williamson forwarded two bank statements to the Treasure. Mavis Bray – Sue Hooper received a thank you card for Ken Bray’s award.
4	Treasurer’s Report	John Townsend advised that the closing balance for the 28^th Feb 2011 was £7708.11, which is approximately £1000 more than this time last year.
5.	Membership Sec Report	Sue Hooper advised that the web site had now been adjusted to reflect the membership fee of £15, as the ‘early bird’ payment was only until the 28^th Feb 2011. Subscriptions were continuing to come in, with £352.50 subscriptions paid into the bank since last meeting. Approximately 66% of last years membership had now rejoined, and the process of removing the old members from the register has commenced, in order that the BMAF membership list can be updated. Only members on the BMAF list will receive the quarterly magazine.
6.	2013 X-country International	Mel advised that there was no progress on the venue for the x-country international, although John Collins had intimated that it should initially be offered to the North. Action Mel James to discuss possible 2013 X-country international venues with John Collins and Bernie Jones	Mel James
7.	AOB	2011 Track and Field dates Sue Hooper advised at the last meeting that the 2011 T&F dates where. Wed 11^th May – Venue; Cardiff – Organising club; Les Croupiers Wed 22^nd Jun – Venue; Cardiff – Organising club; Cardiff Wed 13^th Jul – Venue; Newport – Organising club; Newport Wed 17^th Aug – Venue; Aberdare – Organising club; Brian Williamson Championships Sun 5^th Jun – Venue; Cardiff – Organising club; Cardiff Although the meeting were now going to be arranged by other clubs, Sue Hooper advise that she had sent availability requests to the normal group of officials that supported the WMAA T&F meetings. Generally the response was good; however, there will be a shortage of timekeepers for the 22^nd Jun and 17^th Aug meetings. Support from any members who knows how to work a stopwatch would be most welcome. However, without an official time keeper, any records broken would be invalid. Sue Hooper also advise on the provisional costs for hiring the tracks, the most expensive seemed to be Newport. As Sue wasn’t organising the event on the 13^th Jul, no arrangements have been made for this event. Action Sue Hooper to discuss with Darryn McAtee the arrangements for the Newport T&F event to be held on the 13^th Jul. The Track and Field committee would meet up on Sunday 20^th March to discuss the T&F competition events, relays and time tables for 2011. T&F Inter-regional The T&F Inter-regional for 2011 will be held at Solihull on the 7^th August. Website Mel James advised the committee that he had received a complaint from Dave Williams (Road Statistician) that the information he was forwarding Sue wasn’t being placed on the website, and he felt that it wasn’t worth him continuing in the role. Sue Hooper refuted this, and advised that she had already e-mailed Dave Williams about two months ago advising that she wasn’t able to open the sent attachments. However, since then she hasn’t received any further correspondence. Mel James also advised that he had also e-mailed Sue to advertise the Abingdon Marathon on the website. Sue Hooper advised that any request received is dealt with promptly, and to date she had only received the request to advertise the Marathon, and no correspondence had been received to emphasis the early entry closure of this event. Action Mel James to discuss with Dave Williams the e-mail correspondence and document format issues relating to the Road Stats. Action Sue Hooper to update the Abingdon Marathon advertisement on the website to include early entry closure of the event and that entry forms can be found on the BMAF website. Sec Note. Details of the Abingdon Marathon was found to be already advertised on the web site. Indoor Track Records William Davies (M80) recorded two British records at the recent BMAF indoor championships at Lee Valley. Sue Hooper stated that the BMAF Welsh Masters participants’ results have been placed on our web site. At the recent WMAA indoor championships there is a possibility that records have been broken by Pat Gallagher and Mary Wixey. These are being reviewed & ratified.	Sue Hooper Mel James Sue Hooper
8.	Next meeting	Next meeting proposed to be held at Llandaff Rugby Club, Cardiff on the 27^th Apr 11

Annex A

Record of Actions

ID	Action	Progress	Status
11/09/1a	Brian Williamson to write to AAW to establish the WMAA coming back under the umbrella of AAW and arrange a meeting to discuss what we can offer as an association, and the way ahead.	Welsh athletics have been contacted. Meeting to be arranged on Steve Brace’s return to work post 24^th May	Open
03/10/6b	John Collins to talk to Andrea Whitcombe regarding her National status and future intentions to compete for Welsh Masters.	Not appropriate at this time. To be progressed at a later stage,	Open
6/10/1d	Mel James to raises the matter of a Welsh 10k Masters Championships to be discussed with Welsh Athletics during a planned future meeting to discuss mutual support between the organisations.		Open
06/10/3b	Mel James to provide suitable dates to Welsh Athletics for a meeting.	Original action was against Brian Williamson.	Open
09/10/5b	Brian Williamson to undertake a stock-take of the current kit.		Open
09/10/5c	Mel James/Brian Williamson to introduce a recording/invoicing system to record the sale of kit.	Receipt book to be used.	Open
12/1/1	Brian Williamson to provide the Treasurer with a list of kit sales.		Open
12/1/2a	Rob Hooper to include the Masters x-country International 2013 as a standing agenda item.	Actioned – standing agenda item	Closed
12/1/2b	Mel James to Clarify with the AAW the designation of ‘open’ and ‘closed’ competitors before the second indoor WMAA indoor championships event in March 11.	Medals presented to open and closed competitors during the championships	Closed
12/1/3	The claim of £138.57 from Alli Whitelaw for the x-country international administration was passed to John Townsend for payment.	Cheque Forwarded	Closed
12/1/6a	Mel James and Eirian Arwyn to discuss discrepancies in the BMAF women’s standards and take forward to the BMAF executive.	BMAF executive re-addressing the T&F standards	Closed
12/1/6b	Sue Hooper to advertise on the web site the requirements for Masters athletic photos (preferably group) for inclusion in a WMAA calendar.	Actioned	Closed
12/1/6c	AGM – WMAA committee members to review WMAA presidents for AGM proposal.	Committee proposal (to date) Shaun Power & Pat Gallagher	Open
12/1/6d	Sue Hooper to update web site with New kit and postal prices.	Actioned	Closed
12/1/6e	Brian Webb will look after all the surplus medals after the WMAA x-country championships, and the organisers of subsequent events should try to utilise these medals before proceeding to buy new.	Mel James gave Brian Webb a box containing all surplus medals	Closed
9/3/1	AGM-Proposal for the AGM that Eire is invited to a T&F challenge match for the 2012 season		Open
9/3/2	Brian Williamson to write to Welsh Athletics to thank them for organising the WMAA indoor championship event.		Open
9/3/6	Mel James to discuss possible 2013 X-country international venues with John Collins and Bernie Jones		Open
9/3/7a	Sue Hooper to discuss with Darryn McAtee the arrangements for the Newport T&F event to be held on the 13^th Jul.		Open
9/3/7b	Mel James to discuss with Dave Williams the e-mail correspondence and document format issues relating to the Road Stats.		Open
9/3/7c	Sue Hooper to update the Abingdon Marathon advertisement on the website to include early entry closure of the event and that entry forms can be found on the BMAF website.		Open

==============================================================================================

Welsh Masters Athletic Association Minutes for Meeting held at

Llandaff Rugby Club, Cardiff on 12 Jan 2011

Present

Mel James

Brian Webb

Sue Hooper

Robert Hooper

Brian Williamson

John Davies

John Townsend

Dave Williams

John Collins

Eirian Arwyn

Chairman

Min. Sec

Sec

Apologies

Mike Davies

Darryn McAtee

Dave Williams

1.	Matters arising	Minutes of 20 Oct 10 were accepted as a true record with minor errors corrected; Proposer; Sue Hooper Seconded; Brian Webb Actions from previous minutes have been captured in Action Record sheet at annex A. Welsh Athletics Meeting Brian Williamson has had a reply from Steve Brace regarding a meeting to discuss the beneficial mutual support that can be gained between the two associations.. Ongoing Action Mel James to address the meeting arrangements with Welsh Athletics and submit convenient dates to Steve Brace. Ken Bray (presentation) Mel James has received all the items associated with Ken’s affiliation to Welsh Masters from his family. This included an array of medals, old bank statements and cheque books. As Ken’s wife or daughter could not attend the Welsh Masters Social evening, Mel has arranged to present his award posthumously to Ken’s family at the Les Croupiers AGM on the 30^th Jan 11. Bill Kingsbury The meeting was advised that Bill was now up and about and in good spirits. Lloyds bank Brian Williamson has forwarded two bank statements to John Townsend and has arranged with the bank for future statements to be sent directly to John.. Social Evening Mel James thanked Sue Hooper for arranging another successful Social Evening. The Committee have received several e-mails of thanks from members who attended. Kit (x-country international) John Townsend advised that the bank statements had three entries that related to kit sales, although he wasn’t able to account for any changes in the stock level from the kit sales. Action Brian Williamson to provide the Treasurer with a list of kit sales.	Brian Williamson
2.	Chairman’s report	Mel James stated he is very please with the state of Welsh Masters athletics and the association at the current time. The Old Father Tyme races went off well and the inaugural WMAA indoor championship held in association with the AAW was a resounding success. The Chairman would like to personally thank all those who were involved in the organisation and helping on the day of these events a sincere thanks. We have now to look forward to the future and the organisation of the 2013 ‘5 Nation’ Masters x-county international that will soon be upon us. Mel James advised due to recent events, he has arranged to present Ken Bray’s award for services to Welsh Masters athletics posthumously to his wife Mavis at the Les Croupiers AGM on the 30^th Jan. At the British Masters meeting, Mel raised the idea of holding a Masters Track and Field International meeting on an annual basis. England weren’t too enthusiastic with the idea. After discussion, a Celtic event could be a compromise, on the same basis as the inter-regional. Scotland is interested, but Northern Ireland representative was not available to discuss. Mel suggested, too get things moving we could challenge the Eire Team as basis for growing an international T&F meeting. Action Rob Hooper to include the Masters x-country International 2013 as a standing agenda item. Action Indoor championships – AAW Clarification required on the designation of ‘open’ and ‘closed’ competitors before the second indoor WMAA indoor championships event in March 11.	Rob Hooper Mel James
3.	Correspondence	Bank Statements – Brian Williamson forwarded two bank statements to the Treasure. Brian also received an ‘on line’ banking machine, which he gave to Sue Hooper for safe keeping, since it will not be used. Ali Whitelaw – A claim from Ali was received for £138.57 to cover the administration of the X-country international event. Action The claim of £138.57 from Ali Whitelaw for the x-country international administration was passed to John Townsend for payment.	John Townsend
4	Treasurer’s Report	John Townsend presented his position with regards to the current balance, although it would need verify against the bank statement he had only just received. Closing balance for the 12^th Jan 2011 is £6,370.18, which is of a similar amount as last year (£6,309).
5.	Membership Sec Report	Sue Hooper advised that after an early membership subscription reminder drop, the response had been good and subscription where rapidly coming in. Current membership for 2011 was 130, with two payments made to the current account of £1205 (Dec 10) and £549 (Jan 11) for subscriptions.
6..	AOB	Women’s Standards Eirian Arwyn again raised concerns with regards to the Women’s Standards. Eirian considered that the recent BMAF Standard conversions need to be re-reviewed as there seems to be a number of discrepancies in the older age groups. Action Mel James and Eirian Arwyn to discuss discrepancies in the BMAF women’s standards and take forward to the BMAF executive. 2011 Track and Field dates Sue Hooper advised the meeting of the 2011 T&F dates. Wed 11^th May – Venue; Cardiff – Organising club; Les Croupiers Wed 22^nd Jun – Venue; Cardiff – Organising club; Cardiff Wed 13^th Jul – Venue; Newport – Organising club; Newport Wed 17^th Aug – Venue; TBC – Organising club; TBC Championships Sun 5^th Jun – Venue; Cardiff – Organising club; Cardiff Bernie Plain John Collins wished to congratulate Bernie Plain on receiving a MBE. The committee agreed that Bernie should have a open invitation to attend all future WMAA committee meetings. 2013 X-country International The committee discussed possible venues that the meeting could be held. It was agreed that due to the last international masters x-country meeting being held in the South, North Wales should be given first refusal. John Colin advised that Swansea might consider holding the meeting, and there is always a possibility of returning to Newport. One of the main considerations is finding a venue local to the event large enough to hold the evening function. Fund Raising John Townsend presented another idea for raising funds to support future events. John presented the possibility and examples of charity calendars. The committee considered this to be a viable fund raising idea and considered that obtaining photos from the memberships (preferably group photos) for inclusion in the calendar would increase the interest. Action Sue Hooper to advertise on the web site the requirements for Masters athletic photos (preferably group) for inclusion in a WMAA calendar. WMAA Presidents Mel James considered that the committee should review the current WMAA Presidents and put forward any proposals for the next AGM. Action WMAA committee members to review WMAA presidents for AGM proposal. WMAA Kit Brian Williamson advised the committee on the current stock holdings, and advised due to the changes in the Vat (20% in Jun) and disparities in postal requirements that a review of the current kit costing was required. Against the stock holding list provided by Brian, the committee agreed on the following kit cost structure. 56 Vest - New price £12 14 Shorts (Red) - New price £10 7 Nicker shorts - New price £10 15 Polo shirts (cotton) - New price £10 76 T shirts (cotton) - New price £7 Cool fit T shirts - New price £11 Postage - £2.50 first item & £1.50 all subsequent items Action Sue Hooper to update web site with New kit and postal prices. Medals A box of medals was received from Ken Bray’s family, of which approximately 100 are useable. These should be sorted and aimed to be used at future WMAA events. Approximately 40 medals will be required for the WMAA x country championships held in association with the AAW x- country challenge. The AAW have offered to supply suitable medals at half cost for these championships. The WMAA committee agreed to pursue this avenue and pay the cost. Action Brian Webb will look after all the surplus medals after the WMAA x-country championships, and the organisers of subsequent events should try to utilises these medals before proceeding to buy new.	Mel James/ Eirian Arwyn Sue Hooper WMAA committee members Sue Hooper Brian Webb
9.	Next meeting	Next meeting proposed to be held at Llandaff Rugby Club, Cardiff on the 9^th Mar 11

Annex A

Record of Actions

ID	Action	Progress	Status
11/09/1a	Brian Williamson to write to AAW to establish the WMAA coming back under the umbrella of AAW and arrange a meeting to discuss what we can offer as an association, and the way ahead.	Welsh athletics have been contacted. Meeting to be arranged on Steve Brace’s return to work post 24^th May	Open
03/10/6b	John Collins to talk to Andrea Whitcombe regarding her National status and future intentions to compete for Welsh Masters.	Not appropriate at this time. To be progressed at a later stage,	Open
03/10/6c	John Collins to discuss the details of the proposal of holding the Welsh Master X county championships in conjunction with the Cardiff cross from 2011 with Graham Finlayson, including cost implications and medals	This has now been agreed.	Closed
06/10/1d	Mel James to raises the matter of a Welsh 10k Masters Championships to be discussed with Welsh Athletics during a planned future meeting to discuss mutual support between the organisations.		Open
06/10/3b	Mel James to provide suitable dates to Welsh Athletics for a meeting.	Original action was against Brian Williamson.	Open
09/10/1	Outstanding action for Brian Williamson to arrange Welsh Athletics meeting and also to enquire into whether the WMAA are entitled to attend the Welsh athletics AGM.		Closed
09/10/2a	Mel James/Sue Hooper to look for appropriate dates for the Welsh T&F Championships	Dates agreed	Closed
09/10/2b	Sue Hooper to Speak to James Thie prior to the Fixtures Congress with appropriate dates the WMAA would like to be taken forward for the WMAA T&F Championships. (Note. League meeting are held on a Weekday, and therefore seldom a problem).	Dates agreed and included in AAW fixtures book and on Welsh Masters web site	Closed
09/10/2d	Brian Williamson to enquire with Welsh Athletics the holding of a WMAA indoor Championship along side a Welsh Athletics pre-arranged indoor event.	Masters Welsh Indoor champs has be arrange with the AAW ‘open’ events in Jan and March 11.	Closed
09/10/2e	The WMAA is awaiting more information from Gwenno Williams regarding the St David’s Day celebrations before committing to supporting the event.	It will now be too late for the WMAA to support any event for St David’s day.	Closed
09/10/5a	Brian Williamson to enquire with the Bank on the process to adjust the current WMAA account signatories.	Signatories have now been adjusted to reflect the change of Treasurer, with Ken Bray being removed and replaced with John Townsend.	Closed
09/10/5b	Brian Williamson to undertake a stock-take of the current kit.		Open
09/10/5c	Mel James/Brian Williamson to introduce a recording/invoicing system to record the sale of kit.	Receipt book to be used.	Open
10/10/1a	Brain Williamson to write a letter of thanks to Ken Bray for his many years of support as Treasurer	Actioned	Closed
10/10/1b	John Townsend and Sue Hooper to make necessary arrangements to recognise Ken Bray’s loyal service at the WMAA Social Evening.	Actioned. To be presented posthumously on the 30^th Jan.	Closed
10/10/2a	Brian Williamson to write to BMAF nominating Mel James for the position of BMAF x-country secretary.	Actioned	Closed
10/10/3a	Brian Williamson to send a best wishes card/letter to Bill Kingsbury.	Actioned	Closed
10/10/3b	Brian Williamson to write to Ken and Mavis Bray inviting them as the associations guests to the WMAA social evening.	Actioned	Closed
10/10/5a	Sue Hooper to provide Dave Williams with latest WMAA membership list.	Actioned	Closed
10/10/6a	Mel James and Brian Williamson were to organise the distribution of the kit for the x-country international and devise a method of invoicing sales.	Actioned. See open entry 09/10/5c.	Closed
10/10/6b	John Townsend (Brian Williamson) to pay Mel James T&S expenses of £42.90 for BMAF x-country meeting	Actioned	Closed
12/1/1	Brian Williamson to provide the Treasurer with a list of kit sales.		Open
12/1/2a	Rob Hooper to include the Masters x-country International 2013 as a standing agenda item.		Open
12/1/2b	Mel James to Clarify with the AAW the designation of ‘open’ and ‘closed’ competitors before the second indoor WMAA indoor championships event in March 11.		Open
12/1/3	The claim of £138.57 from Alli Whitelaw for the x-country international administration was passed to John Townsend for payment.		Open
12/1/6a	Mel James and Eirian Arwyn to discuss discrepancies in the BMAF women’s standards and take forward to the BMAF executive.		Open
12/1/6b	Sue Hooper to advertise on the web site the requirements for Masters athletic photos (preferably group) for inclusion in a WMAA calendar.		Open
12/1/6c	WMAA committee members to review WMAA presidents for AGM proposal.		Open
12/1/6d	Sue Hooper to update web site with New kit and postal prices.		Open
12/1/6e	Brian Webb will look after all the surplus medals after the WMAA x-country championships, and the organisers of subsequent events should try to utilise these medals before proceeding to buy new.		Open

Welsh Masters Athletic Association Minutes for Meeting held at

Leckwith Stadium, Cardiff on 20 Oct 2010

Present

Mel James

Brian Webb

Sue Hooper

Robert Hooper

Brian Williamson

John Davies

John Townsend

Dave Williams

Chairman

Min. Sec

Sec

Apologies

John Collins

Mike Davies

Darryn McAtee

Eirian Arwyn

1.	Matters arising	Minutes of 1 Sept 10 were accepted as a true record with minor errors corrected; Proposer; John Townsend Seconded; Brian Williamson Actions from previous minutes have been captured in Action Record sheet at annex A. Welsh Athletics Meeting Brian Williamson has had a reply from Steve Brace regarding a meeting to discuss the beneficial mutual support that can be gained between the two associations. A meeting to be arrange post return from the Common Wealth Games. The position with respect to the WMAA being invited to Welsh Athletics AGM wasn’t discussed. Ongoing Action Brian Williamson to continue to address the meeting arrangements with Welsh Athletics and also to enquire into whether the WMAA are entitled to attend the Welsh athletics AGM. Treasurer Mel James has spoken to Ken Bray regarding the election of a new WMAA Treasurer, and thanked him for the many years of loyal and devoted service. Mel advised that Ken seemed reasonable content with the reason and situation. Action Brian Williamson to write a letter of thanks to Ken Bray for his support Action John Townsend and Sue Hooper to make necessary arrangements to recognise Ken Bray’s loyal service at the WMAA Social Evening.	Brian Williamson John Townsend / Sue Hooper
2.	Chairman’s report	Mel James wished to highlight the exceptional performances by Welsh Master association Athletes in the recent BMAF recognised road races. 10 Mile – Oldbury-on-Seven Nick Dukes – M35 – Gold Austin Davis – M45 – Silver Bill Davis – M80+ - Gold Half Marathon – Burnham Beaches Claire Johnson-F65-Silver Scott Howell-M50-Gold 10k-Goodrich Sheila Symonds-F70-Gold Mel James advised that he was looking at resigning from the BMAF Road running Sec position and applying for the BMAF x-country sec post. The committee where supportive of Mel’s decision, and considered that weight of the Association could come to bear if a letter of nomination was submitted to the BMAF. Action Brian Williamson to write to BMAF nominating Mel James for the position of BMAF x-country secretary.	Brian Williamson
3.	Correspondence	BMAF Affiliation fees – Brian Williamson has responded with a cheque for the payment of the BMAF affiliation fees. Copy of the letter has been handed to the treasurer, John Townsend. Lloyds bank - Brian Williamson has contacted Lloyds bank with respect to amending the account signatories to reflect the change in treasurer. Brian is awaiting a return call to make the necessary arrangements. Bill Kingsbury – Brian Williamson to send a best wishes card/letter to Bill Kingsbury. Social Evening - Brian Williamson to write to Ken and Mavis Bray inviting them as the associations guests to the WMAA social evening. Resignation - Sue Hooper had received a letter of resignation from Nigel Legg, who unfortunately cannot continue to run and therefore would not be renewing his membership.	Brian Williamson Brian Williamson
4	Treasurer’s Report	John Townsend advised that currently he was yet unable to provide the level of detail of the accounts until he was granted access, which was currently being organised by Brian Williamson. The current balance was £4,474.30, with an outstanding bill from Welsh Athletics for the medals presented at the recent Welsh road running event. Sue Hooper and Brian Williamson presented John Townsend with invoices and account balance sheets for the treasures records. John Townsend advised that he had made further enquires with regards to a WMAA specific xmas cards for fund raised, and advised that due to the cost and volumes needed to turn a profit, it would not be a funding avenue worth pursuing. The committee thanked him for looking into the possibility of raising extra funds for the association.
5.	Membership Sec Report	Sue Hooper advised that the current membership was now 366. Prompted by the letter drop, 30 members have also paid their subscription for 2011. Dave Williams request that the membership secretary provide him a WMAA membership list in order that he could refine his WMAA Road Running ranking stats. Action Sue Hooper to provide Dave Williams with latest WMAA membership list.	Sue Hooper
6..	AOB	Road running Stats – Dave Williams updated the committee of his progress in producing the Road running stats; Currently he was confident he had completed Men & Ladies 5k rankings and Men’s 10 miles rankings, but required a current membership list to refine the listings. He was hoping to complete all road rankings for the web site by the end of the 2010. The committee thanked him for his sterling effort in resurrecting the Road Race rankings. Social Evening - Sue Hooper advised that the take up for the social evening was unusually slow this year and encouraged the committee to publicise the event in their clubs. Sue also advised that the Dave Williams trophy has been over the years presented to the Official who continually supported the WMAA events. She proposed that this year it should be presented to Chris Boswell, a time keeper who not only regularly supports T&F meetings, but also has drummed up support with fellow offices, especially when he not able to officiate himself. The proposal was unanimously agreed by the committee. Kit (x-country international) – Brian Williamson advised that he would require a list of kit required to travel to the x-country international and a POC who would manage the kit. To reduce the burden on an individual taking responsibility for carrying and collecting money for kit sales, the committee considered that it would be better if the majority of the kit was sold/distributed before travelling (especially S.Wales competitors). Brian Williamson also advised that T shirts where available, but any other specialist kit should be ordered directly with himself. This kit was already advertised on the web site. Action Mel James and Brian Williamson were to organise the distribution of the kit for the x-country international and devise a method of invoicing sales. BMAF X-country Meeting , Sutton Park. Mel James and John Collins represented the WMAA at the BMAF x-country meeting. They where also joined by Dick Evans. Mel submitted a T&S request to cover their expenses of £42.90. The committee agreed to the T&S claim. Action John Townsend (Brian Williamson) to pay Mel James T&S expenses of £42.90 for BMAF x-country meeting T&F Rankings. Sue Hooper advised that she had received a few complaints that the T&F rankings where not up to date. This was mainly due to her not receiving any updates recently. However, she was currently looking to transfer the more up to date rankings (WMAA members only) produced by Darren Macatee from the Newport Athletic web site. She also advised that she had received a number of requests from members to amend the ‘Power of 10’ performances. Although she advises the ‘Power of 10’ satiations of where the WMAA results can be found, it is not her responsibility to progress member’s results on the ‘Power of 10’ web site. If WMAA members have an issue with their recorded ‘Power of 10’ performances, then they should take the matter forward directly with the ‘Power of 10’ web site coordinators. T&F subgroup The members of the T&F subgroup advised that they held an initial meeting on the 13 Oct 2010. The minutes of the meeting where presented to the WMAA committee and the key proposals discussed briefly (Copy of the T&F minutes can be found on the web site). It was planned to have a 2^nd meeting in the new year, before formalising any changes to the current WMAA T&F league structure and scoring procedures.	Mel James/ Brian Williamson John Townsend (Brian Williamson)
9.	Next meeting	Next meeting proposed to be held at Llandaff Rugby Club, Cardiff on the 12^th Jan 11

Annex A

Record of Actions

ID	Action	Progress	Status
11/09/1a	Brian Williamson to write to AAW to establish the WMAA coming back under the umbrella of AAW and arrange a meeting to discuss what we can offer as an association, and the way ahead.	Welsh athletics have been contacted. Meeting to be arranged on Steve Brace’s return to work post 24^th May	Open
03/10/6b	John Collins to talk to Andrea Whitcombe regarding her National status and future intentions to compete for Welsh Masters.	Not appropriate at this time. To be progressed at a later stage,	Open
03/10/6c	John Collins to discuss the details of the proposal of holding the Welsh Master X county championships in conjunction with the Cardiff cross from 2011 with Graham Finlayson, including cost implications and medals		Open
06/10/1d	Mel James to raises the matter of a Welsh 10k Masters Championships to be discussed with Welsh Athletics during a planned future meeting to discuss mutual support between the organisations.		Open
06/10/3b	Brian Williamson to provide suitable dates to Welsh Athletics for a meeting and arrange a meeting prior to the vent to discuss the strategy and subjects to be addressed		Open
09/10/1	Outstanding action for Brian Williamson to arrange Welsh Athletics meeting and also to enquire into whether the WMAA are entitled to attend the Welsh athletics AGM.		Open
09/10/2a	Mel James/Sue Hooper to look for appropriate dates for the Welsh T&F Championships		Open
09/10/2b	Sue Hooper to Speak to James Thie prior to the Fixtures Congress with appropriate dates the WMAA would like to be taken forward for the WMAA T&F Championships. (Note. League meeting are held on a Weekday, and therefore seldom a problem).		Open
09/10/2c	Sue Hooper to contact the T &F focus group members, and arrange an appropriate meeting to discuss WMAA League re-organisation.	Meeting held on 13^th Oct 10. Minutes posted on web site. Follow-up meeting to be arranged in new year	Closed
09/10/2d	Brian Williamson to enquire with Welsh Athletics the holding of a WMAA indoor Championship along side a Welsh Athletics pre-arranged indoor event.		Open
09/10/2e	The WMAA is awaiting more information from Gwenno Williams regarding the St David’s Day celebrations before committing to supporting the event.		Open
09/10/4a	Cheque for the sum of £207 was given to Sue Hooper to pay Welsh Athletics for the WMAA T&F Championship medals	Paid	Closed
09/10/4b	Sue Hooper to continue to plan the Social Evening for either Friday 19^th or 26^th Nov at a cost of £15 per person.	Social evening arranged for the 19^th Nov	Closed
09/10/5a	Brian Williamson to enquire with the Bank on the process to adjust the current WMAA account signatories.		Open
09/10/5b	Brian Williamson to undertake a stock-take of the current kit.		Open
09/10/5c	Mel James/Brian Williamson to introduce a recording/invoicing system to record the sale of kit.		Open
09/10/5d	John Townsend to look into cartoon xmas cards relating to athletics as a WMAA fund raising activity.	Cost prohibitive – volume of sales required to large to turn a profit	Closed
09/10/8b	Brian Webb and Sue Hooper to arrange Trophies for highest point scorers at T&F league for 2010.	Actioned	Closed
10/10/1a	Brain Williamson to write a letter of thanks to Ken Bray for his many years of support as Treasurer		Open
10/10/1b	John Townsend and Sue Hooper to make necessary arrangements to recognise Ken Bray’s loyal service at the WMAA Social Evening.		Open
10/10/2a	Brian Williamson to write to BMAF nominating Mel James for the position of BMAF x-country secretary.		Open
10/10/3a	Brian Williamson to send a best wishes card/letter to Bill Kingsbury.		Open
10/10/3b	Brian Williamson to write to Ken and Mavis Bray inviting them as the associations guests to the WMAA social evening.		Open
10/10/5a	Sue Hooper to provide Dave Williams with latest WMAA membership list.		Open
10/10/6a	Mel James and Brian Williamson were to organise the distribution of the kit for the x-country international and devise a method of invoicing sales.		Open
10/10/6b	John Townsend (Brian Williamson) to pay Mel James T&S expenses of £42.90 for BMAF x-country meeting		Open

---------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Welsh Masters Athletic Association Minutes for Meeting held at

Leckwith Stadium, Cardiff on 1 Sept 2010

Present

Mel James

Brian Webb

Sue Hooper

Robert Hooper

Brian Williamson

John Davies

John Townsend

Eirian Arwyn

Chairman

Min. Sec

Sec

Apologies

John Collins

Mike Davies

Dave Williams

Darryn Mcatee

1.

Matters arising

Minutes of 23 Jun 10 were accepted as a true record;

Proposer; John Davies

Seconded; Brian Webb

Actions from previous minutes have been captured in Action Record sheet at annex A.

BMAF Subscriptions. Payment of the BMAF subscriptions should have been due in June. No correspondence has been received by Brian Williamson regarding the BMAF subscriptions to date. Mel James advised that he will have an opportunity to speak to the BMAF Treasurer in the next couple of weeks, and will raise the subject.

Welsh Athletics Meeting

Brain Williamson still needs to arrange a meeting with Welsh Athletics to gain a better understanding of the relationship and any beneficial mutual support that can be gained between the two associations. The meeting discussed the requirement to hold a pre-meeting before speaking to Welsh Athletics and whether the WMAA is entitled to attend Welsh Athletics AGM. It was considered that Welsh athletics would currently be focussed on the Common Wealth Games, and it would be more appropriate to arrange a meeting on a Friday in November.

Action

Outstanding action for Brian Williamson to arrange a meeting with Welsh Athletics and also to enquire into whether the WMAA are entitled to attend the Welsh athletics AGM.

Inter Area

Mel James thanked the selection committee and organisers for their efforts in pulling together a strong team for the Inter Area T&F Meeting. It was a successful day, with the Welsh men positioned 3^rd and the women positioned 4^th. It seemed that all those athletes that supported the event thoroughly enjoyed the day and performed outstanding as individuals and team members in achieving this successful outcome.

Mel also advised that an Invoice for £385 has been received for the coach to Solihull, of which £95 was collected from those athletes that used the coach.

Brian Williamson advised that the Solihull coach Invoice of £385 has been paid.

Local Paper (Echo)

Brian Webb approached his newly acquainted contact in the Echo and inform them of the BMAF Championships on 3^rd/4^th Jul, although the paper didn’t take the opportunity to send a reporter to cover the event.

Brian Williamson

2.

Matter arising from AGM

WMAA T&F Organisation for 2011

Sue Hooper advised that she has some comments and ideas from Members on how the League meeting could be re-organised next year to cope with the increasing number of competitors; specific suggestions have been made by Darren McAtee and Eirian Arwyn. It has been suggested that a re-vamp of events and scoring system is required to re-emphasis the Team competition of the league. As discussed in the AGM, the fixture will now be run by different clubs at a variety of venues, although the T&F Championships will still be organised by Sue Hooper at Leckwith. Due to fixture cramming and clashes of other Cardiff events, a league meeting had to be cancelled in 2010, although this could be avoided, if greater priority is given to the Masters (Champs) requirements at the fixtures Congress, which may also help with the availability of Officials.

It was suggested that a focus group should be set-up to consider the T&F League organisation for 2011. The focus group comprising of by Darryn Mcatee, Eirian Arwyn, Sue Hooper, John Davies & Bob Hooper.

Action

Mel James/Sue Hooper to look for appropriate dates for the Welsh T&F Championships.

Action

Sue Hooper to Speak to James Thia prior to the Fixtures Congress with appropriate dates that the WMAA would like to be taken forward for the WMAA T&F Championships. (Note. League meeting are held on a Weekday, and therefore seldom a problem).

Action

Sue Hooper to contact the focus group members, and arrange an appropriate meeting to discuss WMAA T&F League re-organisation.

WMAA Indoor Championships

The meeting considered the request at the AGM to consider holding a indoor T&F Championships. The committee discussed the options of organising such an event. Sue Hooper advised that she had contacted the NIAC, and they had quoted £1500 to hire the arena from 0900 – 1700 hrs. This is three times the cost of an external event, and would be too expensive for the WMAA to hold as an individual event. It was considered that the only way the WMAA could hold an indoor Championship combined with another indoor event. Mel James advised that the Midlands Masters hold an indoor event, although it was considered that the travelling and the combining of the events would not incentivise the Welsh Maters Athletics Members to compete. It was considered that the only way the WMAA could hold an indoor Championship is arranging it with another Welsh Athletics event at NIAC.

Action

Brian Williamson to enquire with Welsh Athletics the holding of a WMAA indoor Championship along side a Welsh Athletics pre-arranged indoor event.

Cardiff City –St David’s Day Celebration

Gwenno Williams asked at the AGM whether the WMAA could organise some form of athletics event aligned to the St David’s Day celebrations. As there was little information at this stage, it was difficult to support the proposal.

Action

The WMAA is awaiting more information from Gwenno Williams regarding the St David’s Day celebrations before committing to supporting the event.

Mel James/ Sue Hooper

Sue Hooper

Sue Hooper

Brian Williamson

Gwenno Williams

3.

Chairman’s report

Mel James thanked the Committee for their support during the last years, and after the majority re-election at the AGM their ongoing support for the forthcoming year. He particularly welcomed the new Treasurer, John Townsend and advised the committee that he hadn’t yet seen Ken Bray to discuss the position change and thank him for his many years of support as WMAA Treasure.

The Chairman, also wished to thank again Sue Hooper and Brian Webb for organising the Welsh T&F Championships. It again proved to be a well attended and successful event, with letters of thanks received from Alex Donald, Trevor Pugh, Keith Dutton, and a selection of e-mails from other members. All correspondence highlighted how much they enjoyed the day, the pleasant atmosphere and the outstanding organisation.

Mel commented on how the time allowed for the AGM at the end of the Championship was insufficient to run a full meeting, and the AGM this year was the quickest yet. Next year we may need to reconsider the timing or venue of the AGM to ensure that all attending members are able to discuss and consider proposals.

4.

Correspondence

No correspondence received by the secretary

Medals

Sue Hooper received a invoice from Chris Moss for Medals for the WMAA T&F championships; 139 medals - £207

Action

Cheque for the sum of £207 was given to Sue Hooper to pay Welsh Athletics for the WMAA T&F Championship medals

William Davis – Record ratification

Sue Hooper advised that she had submitted the necessary documentation into the BMAF for ratification of William Davis’s 400m British Record time achieved at the WMAA T&F Championship’s. However, Bob Minting has e-mailed back and advised that the BMAF can not ratify the record, as any record set between 100m – 400m needs to be electronically timed. She advised the committee that William Davis has been informed of this position.

Social Event

Sue Hooper advised that she had contacted the College regarding the annual WMAA social event, and they had sent her a hall rental and menu price list. She highlighted that the hall rental has doubled over last year (£136), although the menu price/head had remained at £9.15. The committee considered that we should continue to plan the evening event, and it was proposed, based on previous attendance, that the cost per person should be £15. It was considered that either Friday 19^th or 26^th Nov would be the most appropriate dates to hold the social evening..

Action

Sue Hooper to continue to plan the Social Evening for either Friday 19^th or 26^th Nov at a cost of £15 per person.

Sue Hooper

Sue Hooper

5

Treasurer’s Report

John Townsend wished to thank Rob Hooper, although not the formal Treasurer, for assembling a Balance Sheet for the AGM. John advised that this will greatly help him in setting a peg in the ground for his new role as WMAA Treasurer. As this was the first meeting since the AGM 2 weeks ago, currently there was no other details on the accounts to report.

The Committee discussed the signatory requirements for the WMAA account, which must now include John Townsend as Treasurer.

Action

Brian Williamson to enquire with the Bank on the process to adjust the current WMAA account signatories.

Kit Sales

Brian Williamson advised the committee that the Solihull track and coach fees had been paid, and also that he had sold £495 of Kit during the meeting, which has yet to be banked.

John Townsend raised concerns that there where no records being maintained of the quantity of kit being sold, which will make it difficult for him to create an accurate Balance Sheet in the future. In order to resolve this matter, it was agreed that some sort of invoicing system/receipts book needs to be introduced to record future sales.

Action

Brian Williamson to undertake a stock-take of the current kit.

Action

Mel James/Brian Williamson to introduce a recording/invoicing system to record the sale of kit.

Fund Raising

John Townsend asked if there was any additional WMAA Fund raising being undertaken, other than the normal subscriptions. Mel James advised that the WMAA hasn’t needed to organise a Major event in several years, and therefore there has been no requirement to raise additional funds. However, this position now needs to be re-considered, since the WMAA will be responsible for organising the X-Country International in two years time. John Townsend suggested that he could look into cartoon xmas cards relating to athletics as a fund raising activity. The committee agreed with this proposal.

Action

John Townsend to look into cartoon xmas cards relating to athletics as a WMAA fund raising activity.

Track Receipts

Sue Hooper presented John Townsend with the Track & Field invoices/receipts, which has been settled since the AGM. Sue also provided a P&L statement for the T&F, advising the treasurer of what has been banked and paid out.

Brian Williamson

Brian Williamson

Mel James/ Brian Williamson

John Townsend

6.

Membership Sec Report

Sue Hooper advised that there were no changes to membership since the AGM.

7..

X Country International Selection

Mel James asked the committee to decide on the selection committee members for the up and coming X country International to be held at Sanctuary Park, Dublin on 13^th Nov 2010. Sue Hooper advised that she had already forwarded a membership list to the regular team managers for this event; Bernie Jones & Alison Whitelaw.

The committee agreed that the selection committee should comprise of;

Bernie Jones

Alison Whitelaw

Mick McGeoch

Mel James

John Colins

8.

AOB

Kit – Shorts

Brian Williamson highlighted that there had been a number of complaints from athletes on the fit of the WMAA provided shorts. After some debate, it was considered that some kit, such as shorts, style and fit was a preference to each individual. In line with this, it was proposed that the WMAA stop providing red shorts as formal kit, and request selected Athletes to provide their own Red (Preferably) or Black shorts. This was unanimously agreed by the committee.

Publicity

Although their has been some publicity in the echo recently promoting Masters Athletics, it is considered that Gwenno Williams recent exploits in representing WMAA at the Inter Area may also provide some more publicity aligned to her Radio work.

2010 T&F Rankings

Eirian Arwyn highlighted that the Women’s T&F Rankings were not up-to-date on the WMAA web site. Sue Hooper advised that she would update the ranking to reflect the paid-up members of the WMAA.

AGM minutes - Accounts

Mel James raised concerns that the AGM minutes on the website showed the full WMAA P&L and Balance Sheet. It was considered that these should be removed from the websites AGM minutes.

Action

Sue Hooper to remove P&L and Balance sheet from the website AGM minutes.

T&F Trophies

Trophies to be arrange for highest point scorers at T&F league for 2010.

Action

Brain Webb and Sue Hooper to arrange Trophies for highest point scorers at T&F league for 2010.

Sue Hooper

Brian Webb/Sue Hooper

9.

Next meeting

Next meeting proposed to be the AGM held at Llandaff Rugby Club, Cardiff on the 20^th Oct 10

Annex A

Record of Actions

ID

Action

Progress

Status

11/09/1a

Brian Williamson to write to AAW to establish the WMAA coming back under the umbrella of AAW and arrange a meeting to discuss what we can offer as an association, and the way ahead.

Welsh athletics have been contacted. Meeting to be arranged on Steve Brace’s return to work post 24^th May

Open

11/09/1c

Constitution change regarding affiliation and representation of WMAA to reviewed and any proposal for constitutional change submitted to the AGM

Discussed at AGM – Decision; Welsh selection for WMAA members only

Closed

01/10

Proposal to make Sean Power a life time member of the WMAA for his involvement and support in WMAA to be forwarded for consideration at the AGM. (see 09/09/6j)

Discussed at AGM – Decision; Sean Power unanimously voted as a ‘life time member’

Closed

01/10/1a

AGM to be aligned with the Welsh Masters Track and Field Championships 2010.

(Sec note. WMAA T&F Championships – 15^th Aug)

AGM Held with T&F Championships.

Closed

03/10/6b

John Collins to talk to Andrea Whitcombe regarding her National status and future intentions to compete for Welsh Masters.

Open

03/10/6c

John Collins to discuss the details of the proposal of holding the Welsh Master X county championships in conjunction with the Cardiff cross from 2011 with Graham Finlayson, including cost implications and medals

Open

05/10/3b

Sue Hooper to amend WMAA membership form to advise members considering competing in BMAF competitions or Internationals that they must be registered with a National association i.e. Welsh Athletics.

Open

06/10/1a

Mel James to ask Ken Bray if he has received any correspondence from BMAF regarding affiliation fees for 2010.

Not received

Closed

06/10/1b

Agenda item to be included at the AGM to discuss the organisation and officiating requirements for the 2011 T&F League meetings. (Brian Williamson)

Sub committee nominated to look at T&F organisation. Other clubs have agreed to hold future league events.

Closed

06/10/1c

Sue Hooper to advertise on the web site that the Wolverhampton 10k on the 12th Sept is an Inter Area competition for English regions only

Actioned

Closed

06/10/1d

Mel James to raises the matter of a Welsh 10k Masters Championships to be discussed with Welsh Athletics during a planned future meeting to discuss mutual support between the organisations.

Open

06/10/3a

Brian Williamson to forward May’s bank statements to the Treasurer (Ken Bray).

Actioned

Closed

06/10/3b

Brian Williamson to provide suitable dates to Welsh Athletics for a meeting and arrange a meeting prior to the vent to discuss the strategy and subjects to be addressed