MINUTES OF THE 44th ANNUAL GENERAL MEETING OF HILLCREST VILLAGERS ATHLETIC CLUB HELD ON THURSDAY 8 OCTOBER 2020 AT 7PM AT HILLCREST VILLAGERS ATHLETIC CLUB.

NOTICE OF THIS MEETING WAS WELL CIRCULATED. AGENDA AND PREVIOUS MINUTES AVAILABLE TONIGHT.

WELCOME AND THANKS FOR ATTENDANCE: By Chairman – Marc Allen

ATTENDANCE: Per recorded sheet = 39

APOLOGIES: Per recorded sheet = 13

CONFIRMATION OF PREVIOUS AGM MINUTES: Proposed by Christine Raulstone and Seconded by Sandy Stewart

MATTERS ARISING: Timing for Time Trial has been implemented adding value to the club as there are usually 150 – 200 runners and manual timekeeping was just too unwieldy and unprofessional. Online Membership will be implemented at a later stage.

PORTFOLIO REPORTS:

CHAIRMAN’S REPORT: By Marc Allen. This report is attached.

FINANCIAL REPORT: By Debbie Eglington. The Report is attached and the Annual Financial Statements as at 30 April 2020 are available on request.

LADIES CAPTAIN’S REPORT: By Michelle Donne. This Report is attached.

MENS CAPTAIN’S REPORT: by Bruce Munro. This Report is attached.

AUDITED ANNUAL FINANCIAL STATEMENTS – have been accepted and signed off by the Chairman. It must be noted that the club operates at an operating loss before taking the marathon proceeds into account. Christine Raulstone proposed and Silvia Burton Seconded.

It was noted that Security costs are included in Capital Costs. Lights stolen, beams around clubhouse. Timing system last capital outlay. Now that Comrades has reverted to June 2021 our race does not need to be postponed. ASA has asked for Applications for events from November 2020 to be considered. We will have our own Christmas Run on 13 December, family day etc. Club to Club Run is being planned on 14 November 2020 with Athletics Kloof.

APPOINTMENT OF THE AUDITOR – Jenny Batchelor at a cost of R2,520. Proposed by Peter Burton Seconded by Warren Kidgell.

RECOMMENDATIONS FROM THE COMMITTEE – nothing further

ANNUAL FEES – the annual fees to increase from R720 to R790

The following is a summary of the fees agreed for 2021:

Full Members R790

Junior members R400

Senior members R400

Social Members R200

Honorary Life Members R150 ( KZNA Licence)

Elite Squad members R0

Disadvantaged members R400

Husband and wife members R1400

HILLCREST SPORTS CLUB FEE STRUCTURE – the fees for 2021 are as follows:

R150.00 – ASA (estimated)

R470.00 – HSC – (not yet ratified)

R170.00 – HVAC

R790.00 – TOTAL

R800 was suggested by Katherine de Groot. It was explained that R790 was a psychological concept and would be more acceptable. Mike Bradley commented that the increase could drive membership lower. Our facilities could not be compared with clubs such as Running Kin but compare favourably with clubs that have similar facilities as ours. Peter Burton commented that we are the only club in this area that offer an annual Marathon. The fees that we pay to Hillcrest Sports Club compare favourably to monthly rentals in the area. We also offer a student fee if under 21. We also offer a 3 month payment plan. Any member can be assisted and each member is assessed individually. Scotch Parker commented that people who want to join will not run away. The proposed fees were adopted.

SOCIAL MEMBERSHIP – R200.00 – visiting the club on a regular basis at least twice a month.

MOTIONS – Peter Burton said that the 100 miler board was a phenomenal achievement but suggested that 100kms should also be recorded on the board e.g. Sky Run. Warren commented that the iconic ultra distance of 100 miles was a significantly higher achievement and thus more important to record.

GENERAL: - Saturday Runs very encouraging and thanks to Adi Weerheim and Kathy Baxter.

ELECTION OF OFFICE BEARERS: The following nominations were unopposed.

CHAIRMAN: Marc Allen

VICE CHAIRMAN: Warren Kidgell

MENS CAPTAIN: Bruce Munro

MENS VICE CAPTAIN: Blessing Buthelezi

LADIES CAPTAIN: Michelle Donne

LADIES VICE CAPTAIN: Nicci Boulter

SECRETARY: Julyette Lewis

TREASURER: Debbie Eglington

THE PROPOSAL OF JULYETTE LEWIS AND SILVIA BURTON AS HONORARY LIFE MEMBERS OF THE CLUB was adopted see attached.

VOTE OF THANKS AND ADDRESS BY INCOMING CHAIRMAN – Marc Allen: thanks for attending and snacks served.

· Chairman’s report

A warm welcome to all you Villagers members and welcome to our 2020 AGM.

The 2020 financial year has proved to be another reasonably successful year for the club. However, membership at present is down from the same time last year (sitting on 361 full and junior members now versus 375 in 2019). It is fair to say that the onset of Covid in late March probably cost us around 50 members for this year, thus affecting our income negatively. We have also lost out on at least 5 months’ bar, kit room, Joker draw and function revenue. Included in the financials as presented are the costs involved in revamping the men’s ablutions and change rooms and significantly upgrading the alarm system including outdoor beams to the tune of around R 20,000.

Despite all of this, the club is still on a stable financial footing and we were fortunate that our 2020 marathon took place before the first lockdown period……many other clubs were not so fortunate. It must be noted that the club operates at a substantial operating loss (2020: R 215,000) before taking the marathon proceeds into account. This means that we really need to hope that some normality returns and that we can host our 2021 event this coming February.

We have made the necessary applications for the marathon, have started the planning process and have commenced the design work. In order for us to host a race of the same standard everyone has become used to, we must get all the necessary authorisation from KZNA by 15 November. If not, there is a very good chance that we will need to host a race compromised in some way in respect of numbers and/or no shirts and/or the participants’ overall experience. Right now, though, everything is totally out of our hands.

The bare financial facts are that we need to continue to maximise the financial potential of our marathon. We cannot take more than 3,000 runners on our route, so we need to continue to keep the costs down, maximize the level of volunteering by members while at the same time providing a positive experience for participants at a reasonable price. We need to understand that if, for some reason, our race cannot proceed or we are given the go ahead at such a late stage that it makes organising the race an impossibility, the club will still need to balance its books. In that case, it may be necessary for a special levy to be imposed on the membership. We hope it will not come to that, but the nature of a Club is that any shortfall in funds needs to be recovered from its members once all other reasonable measures are exhausted.

A big thank you to Threshold for their three-year title sponsorship of our race – this has made a huge difference and we are lucky in that we work very well together. 2021 would be the last of the 3 years they committed to and we are fortunate that they have confirmed that they are still on board despite Covid. Personally, I would love them to extend their sponsorship into the future, but let’s get through 2021 first! I would also like to express my gratitude to each and every member who helped out at the marathon.

We also need to keep driving membership numbers……this in an environment of continually increasing costs, the uncertainty brought on by Covid, the financial pinch being experienced by many people, and always keeping an eye on the “value for money” that our members get.

Our members did continue to excel at all distances in a wide variety of races before things came to a halt. This is testament to the amount of work put in to attract new members and the encouragement that our members get at all levels. A big thank you to Warren Kidgell, who has continued to look after our Elite Squad, though this has been suspended temporarily for now. There is nothing better than seeing our top runners at the front of the pack and getting on the podium. In 2020, the Men’s Open, Vets and Juniors results at Mixed League Time Trial were incredible and we swept the board in all those categories. And congratulations to our Ladies Time Trial League team who retained their Super League title from 2019.

As you know, we are in essence a sub club of Hillcrest Sports Club. The HSC committee is a stable one and the club has sufficient reserve funds to cover operating expenses for the next 6 months. However, membership numbers have already, and are bound to come under more serious pressure given the Covid situation…. as an example, Highway United FC has completely lost out on 2020 (winter sport), many members of HBC and HTC are wary to return to a club environment and even we have no idea what our 2021 membership will be.

The HSC bank account “safety net” is being steadily used up despite some real cost-cutting initiatives and the HSC chairman, rightly, will always err on the side of caution when it comes to making financial decisions in respect of HSC. As I do at every AGM, I must again make mention of the incredible facility we are fortunate to be a part of and the amazing condition it is always kept in. I do not think there are better grounds for amateur sports in KZN.

A vital key to our future success is still the widening of the base of those prepared to put their hands up to help, without being asked to do so. Braai’s don’t light themselves, refreshment tables don’t just pop up and man themselves, Joker draw tickets don’t sell themselves and training runs are not organised by imaginary beings. Everyone has their own strengths, and all we ask is that you use these a few times when you can see help is required. Help is ALWAYS required.

We have continued to make a huge effort in keeping the members updated via WhatsApp groups (now the primary form of communication with our members), Facebook, the Newsletter and Email Newsflashes. Again …. if you don’t know what is happening at the club, you can only blame yourself.

My thanks go to the following individuals:

· To my committee for all your honest feedback, for putting in so much effort and for agreeing to all stay on board for another year

· To Julyette, thank you for being the most competent secretary we could ever hope to have. You are core to this club and everything it stands for.

· To Debbie, thank you for taking on the role of Treasurer from Silvia with barely a hiccup along the way. The fact that the finances are just “sorted” without a worry is some peace of mind that I value greatly.

· To Hayley Fleming, thank you for continuing to run our kit room

· To Vauneen, I am grateful for all the hard work that goes on behind the scenes in keeping the bar going and for sorting out all the functions

· To Brien, thank you for keeping our website ticking along and for doing some of the design work we need

· To Alison Wasserfall, a huge amount of thanks for organising and admin-ing the virtual competitions we ran as HVAC for three whole months! I think you single-handedly got some people back on the road, kept us all motivated and prevented many from going insane

· To Mike Bradley, we appreciate all the work you have put into getting the Mobii timing system up and running and for sorting out all the little hassles we have had along the way

· To Derek Wasserfall, thank you for all you have done in terms of getting TT results done every week, come rain or shine, mist or the freezing cold

· To Jack and Sandy, for getting all the club photos and videos onto a USB that we plug into the TV……this was a huge job and its really a great addition to the club experience on a Thursday night

· To Kesiny Hayes, for designing the super smart buffs that we got manufactured earlier this year

· To Kathy Baxter and Adi Weerheim, thank you for all the hard work you have put in to keep group runs going and for providing a friendly and enjoyable environment in which our members can keep motivated in

· To Joss Perold, Fran Gandy and the late Trevor Gandy, my massive appreciate goes to you for the huge amount of effort that went into our Xmas Run float last year. We FINALLY claimed the trophy for the “best bus”!

· To Paul Matasa, our ever friendly barman and club “manager”, what would we do without you? You do everything with a smile and nothing is ever too much trouble. I have never seen you cross or angry. It must be tremendously challenging to be so far away from your wife and all your kids. And during the first stages of lockdown, you were here all by yourself with no other human contact, looking after our club for us! Thank you for being patient with me and for all your loyalty and hard work.

Treasurer’s Report

Audited Financial Statements are for the year ending 30 April 2020.

We currently have 384 paid up members. Membership fees are R720 of which R140 is paid to KZNA and a further R410 is paid to HSC, leaving only R170 per member for club running costs. Assisted members pay R350 per year.

The club made a net profit of R41 664 for the year. We had a very successful marathon which contributed R257 297 to the clubs income. This is up 33% from the 2019 marathon profit of

R193 222. Bar Income was down 14% on 2019 and Membership fees up 7%.

I would like to highlight the importance of the profit made from hosting the Hillcrest Marathon. Our current cash position as at 30 September 2020 is R170 228, which is sufficient to cover the monthly running costs of the club for approximately 6 to 7 months. Should Hillcrest Villagers not be able to host a profitable marathon in February 2021, the committee, in consultation with the members, would need to consider charging a special levy to the members to fund the day to day running of the club. ASA is currently in negotiations with the COVID-19 task team regarding the return to competition so here’s hoping for a successful marathon in February!

Ladies Captain

Ladies Captain Portfolio report 2019/2020

So, Covid 19 came in March 2020 and life as we knew it was over for a bit but it’s such a good feeling to be back and see that we are slowly but surely returning back to normal.

This also means that I at least have something to report on as we were voted into position last July and being the active club that we are, we have accomplished quite a bit.

Starting off with our annual club getaway to Kaapsehoop Marathon in Nelspruit in Nov 2019.

It was such an amazing experience, from the misty horse country of Kaapsehoop town to the Jane Goodall gorilla sanctuary to the Sudwala Caves. Great memories were made as we toured as a group of around 35.

The world cup rugby final was on the same day and the Kaapsehoop race organisers put on quite the event at the finish of the race outside the Mbombela stadium. The atmosphere was electric and everyone was in high spirits as SA took victory, it was difficult to see that anyone had even run a brutal downhill marathon. Special mention must go to Jonathan Edwards who came 10th overall in a time of 2h35 and Warren Kidgell who came 17th overall in a time of 2h39. I did hear Warren say “never again” but the jury may still be out on that lol. That race is certainly not as easy as it appears.

The after party ended at the infamous Jocks pub in town and us Village idiots, in our matching shirts fitted right in. It was a great way to end a very successful club weekend away and we look forward to once again planning another club weekend away * Watch this space*.

Our ladies were superstars once again coming out top in the Asics upper highway ladies league.

We obtained 746 points in the super league followed by PDAC with 671 points and then Westville with 500 points. This super league is purely based on runners over the line on the night and how many teams we close in the fastest times. So with a club size of approx. 165 ladies, we were closing anything from 5 to 8 teams each month. On the handicap league (which is worked out on a point system based on the size of your club) we came 3rd. We were beaten by both PDAC and Kearsney in this category. My sincere thanks to each of you who assisted with reaching the number 1 spot again! I am a very proud ladies captain. Special thanks to Vauneen who always made sure us girls had champagne and orange juice for every league and Delyse who assisted me with typing up of results and other admin needed.

The clubs half marathon champs were held at the SAPS striders race in Sept 2019. A nice flat route and good weather ensured some great results and congrats to Robyn Mare who took top spot in 1h30, 2nd Katherine De Groot 1h45 (both in the 40-49) age category, 3rd Mel Rohde in 1h57 and a special mention to Silvia Burton who in the 60 + category finished in 2h00!

Our marathon champs were run at Deloitte marathon in March, which also happened to be the last race run in KZN before Corona came along and put an end to our race calendar. Thankfully they did not run out of water this year and we produced some great results as a club. Congrats once again to Robyn Mare who was first Villager home in 3h45, Natalie Cooke was second in 4h00 and Kesiny Hayes 3rd in 4h01.

After these uncertain and scary last few months, I think we can all take away a new appreciation for the freedom we have as runners. When we returned back to the long open road, I looked at the sunrises with new eyes and I have to say that we are very blessed to live on the Comrades route surrounding some of the most beautiful views. I appeal to you not to take this for granted and to enjoy and embrace our sport. Get involved with the club, bring your families to braai night, join in the planned events coming up and every now and then put your hand up to volunteer on TT nights or league nights or at upcoming races. I for one have enjoyed the slower pace but am looking forward to an exciting year ahead as a runner and more importantly as a proud Villager.

Thank you

Michelle Donne

Report from Julyette Lewis for nomination as Honorary Life Member

I have been a supporter of Hillcrest Villagers for 35 years and a member of the club for 25 years.  I was a bit of a late starter to running and attempted my first Comrades at the age of 49.  I went on to complete 3 Comrades, 3 Two Oceans and 3 Bergvilles and got so much help, support and encouragement from the club every step of the way.  I loved long distance running and enjoyed numerous marathons. Over the years I have helped many new runners to get started and get great pleasure from seeing them go from strength to strength and achieve their goals.   I joined the Committee in 2010 as Secretary and Treasurer.  I was thrown in at the deep end which is quite nice in a way as I was able to put my own systems in place.  I still enjoy running although distances are now short and the pace is leisurely.

Report from Silvia Burton for nomination as Honorary Life Member

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