Statement on current club activities – 29/9/2020

 

Statement on the current club activities and committee position
29/9/2020 – By Paul Ward (Coaching Coordiantor)

 

At the beginning of the Coronavirus crisis the club was forced to suspend all organised running activities for the safety of our members and the community that we live in. This was a difficult time for all of us and as a committee, when the future was uncertain, we didn’t believe it was appropriate to ask for Membership Fees to be paid.

Instead we froze membership fees but continued to provide support through weekly updates, virtual coaching sessions and completely revised our risk assessments so that we could return to organised training when permitted. This also included a new booking system for training sessions to ensure we maintained the required records for Test and Trace.

Over the summer we have offered organised training sessions in a safe and structured way. This has been through the hard work of our leaders and co-operation with the owners of the facilities we use. I am extremely proud to say that we have supported members when many other clubs simply posted that they had stopped organising training sessions.

I would like to focus briefly on the relationship we have with Southgate Hockey Centre (SHC). We moved to the SHC several years ago and it has been a base for us in the centre of Trent Park ever since. A substantial proportion of our funds pay for the rights to use SHC as our “Home” and benefit from the facilities including Free Parking, Toilets, Changing Facilities inc. showers and the use of the Bar/Restaurant facilities. We also use the centre for meetings, staging race events and social events with no additional charge.

Unfortunately, due to the present situation SHC are not able to provide the facilities that they and we would like to experience. This is the same for the Hockey Club and all other SHC users. Through discussion with members of SHC committee we have listened to each other and it is clear that both parties would like to continue the long relationship that has been established. In order to do so TPRC needs to contribute to the financial running of the centre. All other clubs that are based at SHC have continued to provide the same level of financial support as pre-COVID19, but with reduced money from Bar sales and Social events SHC is running at a loss every month. Like many other businesses they have benefitted from Government aid but whilst we continue to live in a restricted world their losses will continue.

Robert Pick, Paul Ward and Chas Taylor attended a meeting with members of SHC last week and agreed a financial agreement that is below what was initially requested and substantially below that paid in previous years. The details are £500 per month for August and September and then £42.50 per senior member through to March 2021 (6 months). This recognises a reduced level of facilities available but also helps ensure the financial viability of SHC and our “Home”.

We recently communicated our intention for a reduced Membership fee of £50 to be paid from the 1st October. The reasons for this are two-fold. Firstly, the reduced fees recognise that members are not able to enjoy the full experience of running with friends in the way we would all like to do and also considers the potential financial strain on some members. Secondly, we believe that whilst the club is financially able to pay SHC from its balance sheet we need to retain financial strength and ask for a members contribution for this year’s membership. This will allow us to continue developing the club as we move forwards. The committee therefore recommended £50 as a fair payment for the 2020-2021 membership year (reductions for all other membership classifications applied). This would still leave us with a shortfall on this year’s account.

However, as a number of members have asked for further discussion regarding membership fees, no final decision will be agreed until after the AGM on the 26th October. This we will be happy to accommodate to ensure that everyone has the opportunity to air their personal views

If you would like further information regarding the meeting at SHC please feel free to contact Robert, Paul or Chas. Further details of the AGM agenda will be shared shortly.

Kind regards
Paul Ward 

 

Southgate Hockey Centre Arrangements – 29/9/2020

 Southgate Hockey Centre Arrangements
29/09/2020

We had a meeting with Southgate Hockey Centre on Thursday to agree arrangements for our ongoing use of the Hockey Centre as our base. This included our financial settlement for the rest of this membership year up to 31st March 2021. The amount we pay the Hockey Centre constitutes a significant element of our membership fee. It was agreed that we pay a fixed sum for £500 per month for August and September and then £42.50 per member for the 6 months October to March. There will be lower amounts per member for the other membership types. We also agreed a number of other items about our use of the facilities as follows:

  • We can use any of the car parks and are not expected to use the overflow car park on Tuesday and Thursday evenings.
  • The Hockey Centre will be open and we can use the toilets near the entrance pre and post-session but please wear a mask on entering the Clubhouse.
  • If you are using the Clubhouse for refreshments please follow the strict COVID compliant guidelines including checking in (via the app or by providing your details over the bar).
  • If you are going for a run do not meet or congregate close to the club. We will arrange for groups further down the car park. The same applies after the session.
  • The changing and showering facilities are not open and are unlikely to be before the virus has been beaten. The changes to make them COVID compliant are just too expensive.
  • The Hockey Centre membership cards are now mandatory and may be used to limit numbers if they are too busy. We are checking the GDPR issues around giving the Hockey Centre our members details.
  • We can still use the playing field next to the hockey pitches particularly for carefully managed Junior sessions.

Please accept the above restrictions and hopefully at some stage we will be able to get back to our traditional way of operating.

Chas Taylor
Chairman

Change of Membership and Training Session Booking System – Coacha

Change of Membership and Training Session Booking System – Coacha

 

In short, we are changing our membership system and training session booking system to an alternative called Coacha. A full explanation of the reasons for this and some of the improvements you can expect can be seen below

You will shortly receive an email from Coacha with links to the system to activate your account. If you do not receive this in the next couple of days please check your junk/spam folder before contacting us so we can look into this. Many of the Juniors will already have activated their account as they have used the system for a couple of weeks to book their sessions as a pilot.

Once you have logged in to Coacha please check and update your membership record so the information is correct. As we have moved between systems some errors may have crept in. The most important items to check are:-

  1. Your contact details. Mobile number and email address. These are used for update emails and in the event we need to contact you at short notice we now have the ability to text you, for example, if a training session is cancelled at short notice.
  2. Your Next of Kin / Emergency contact details. 
  3. Your date of birth. Some of these did not transfer over correctly previously.

if you have any issue logging in or don’t receive an email, please contact hello@trentparkrc.com and we will look into this and resolve any issues. 

If you receive any emails from Clubtrac you can ignore these (unless we advise otherwise) and please do not make any payments via Clubtrac.

Background for change

 

In preparation for the membership renewal back in March we moved our membership system from one written by James to Clubtrac, this was just when we went into lockdown and had to suspend all club activities. Since then we have been extending your membership and started to use Clubtrac as a booking system for the training sessions we were able to run.

Without going into all the technical background there have been a number of issues with Clubtrac, especially around the booking system requiring a great deal of intervention in the background to make it work. However, the biggest issue has been the communication and support from Clubtrac (or rather lack of) so as we move forward as a club we felt we had no choice but to look for an alternative system and move the whole membership database over.

 

We have again looked across the market for an appropriate alternative system and James has undertaken much testing. The system we have settled on is Coacha, and is the best fit we could find. The providers are very responsive and seem eager to take on our feedback to improve.

We moved the Juniors over to Coacha just over a week ago and they have been using this for training session bookings. We felt this was important to test the system in the real world with real members and the whole thing has been relatively painless and problem-free. 

With Coacha the booking process is much simpler and there is a mobile app for you to manage your account, book sessions, make payments, etc. All of which should make it far easier for members.

Annual General Meeting Notice

Annual General Meeting
26/10/2020

The Annual General Meeting of Trent Park Running Club will take place at 7:30 pm on Monday 26th October 2020. This will be held virtually using appropriate technology, details of which will be announced well in advance of the meeting. Given the current COVID restrictions it is impossible for us to meet physically because of social distancing and rule of six as well as other guidelines so we are having to meet virtually. I attach various relevant documentation to support the meeting. Further documentation will be made available over the coming weeks.

Agenda Item or Constitution Proposal Form

Committee Member Nomination Form

AGM Draft Agenda 26.10.2020

The draft agenda will be added to as proposals are received.

At such a difficult time for us all especially the Club it is important that all members do their best to be involved and contribute to decisions important to the Club.

Chas

The latest version of the agenda and supporting documents can be download from the link below.

 

“The Plank” – New Handicap Series

“The Plank” – New Handicap Series

The ‘Plank’ Handicap

The handicap is back on Saturday 3rd October, but with a load of changes to comply with the Club’s and England Athletics guidelines. Therefore, don’t just turn up at the hockey centre as things are very different.

Firstly, it is only open to Club members, so no guests, and you need to register for each race, so we know who is attending. When booking you will need to choose your start time, these are 5-minute slots for up to 5 people as you will be started individually, so no mass start.

The registration is now open so you can book your place via

https://www.webscorer.com/register?pid=1&raceid=222524

The assembly point and course have also changed. You will need to collect a number from the sports field adjacent to the hockey pitches, you will be given a new number for every race so they are not reusable. From there you will wait in your time slot group to be called to the start, you will walk the plank from the sports field to the hill next to this (the one we use for some cross country races) and will be started 10 to 60 seconds apart. You run up the hill and turn right and run past the hockey centre to the concrete road and continue on the normal course until you get to the turn around point on the pineapple. Instead of turning around, hang a left past Go Ape then left again onto the blind trail, keep going (it is further than you think) then turn right back to the start. From there walk the plank again back to the sports field.

https://gb.mapometer.com/running/route_5132559.html

Results will be live so you can check your time within a few minutes of crossing the line, the link for this will be on

https://www.webscorer.com/trentparkrc?pg=results.

There will be a new table for this series and you will be sent a link for this once live.

If you have any questions please email handicap@trentparkrc.com

James

Clubtrac session booking system – 30/08/2020

Clubtrac session booking system – 30/08/2020

Clubtrac session booking system – 30/08/2020

We have been working through some of the issues we have been having with the system and slowly addressing these. Some of these issues are due to the human factor, where people are either not logged in or do not complete the booking process. Therefore, we have created 2 short videos on how to login (and check you are logged in) https://youtu.be/4ubZ1zyvYmc and how to book session and check you are booked in https://youtu.be/NbhGHSfXEnI 

Once you have booked in you will receive a confirmation email, it will also appear on your My Booking page on your profile. Therefore, if you don’t receive this email and it does not appear on the bookings page then you are not booked in and may be turned away from the session as we have strict limits on these to comply with the England Athletics guidelines.

If you have any issue logging in or booking session please email hello@trentparkrc.com 

James