MOLESEY HEAD RACES - RESPONSIBILITY LIST AND ACCOUNT										NOTE THAT THIS RACE WAS CANCELLED DUE TO BAD WEATHER
MOLESEY VETERAN HEAD
MOLESEY JUNIOR HEAD
Updated 29th April 2020
Andrew Ruddle (Racing Sec)	07946 528277	Ben Pugh	07729 249329					Alison Frost	07974 827791
Anne O'Connor	07960 848862	Malcolm Hutton	07836 272722					Mike Watts	07976 419252
David Porteus (President)	01590 623703	Pat Sinnott	07884 438656					Dick Kruger	001 8023733737
Mark Stollery	07931 726730	Rob Nesbitt (Treasurer)	07979985241					John Sheldon	01372 810088
Geoff Brown	01483 751176	Steve Matley	07973 727457					Jacqui Papillon
Joel Cassells (Capt. MBC)	07724 453687	Ted Bates (Secretary)	07951 638516					Britt Bates	07931 546184
Sarah Langslow	07813 135404	Fe Wood (Asst Sec.)	07850 270002					Hans Peter Ulrich	07981 019138
											2020	2020	2020	2020	2020	2019	2019
HEADING	Responsible	WHO DOES IT	Status	People					Do by	COMMENT	BUDGET	BUDGET	ACTUAL	ACTUAL	Comment	ACTUAL	ACTUAL
				Need	Have	Short	Duplicate	HOT SPOT	Weeks Before		Expenses	Income	Expenses	Income		Expenses	Income
RACE PREPARATION	Ted/Fe							*
Water Safety Boat	Ted	Ro-Rescue	Checked						12	2 boats. On MVH radio and own system to ambulance.	?700.00		?700.00	?485.00	part refunded	?680.00
First Aid	Pat	Lone Med Ltd	OK						12	Pat to check if any equipment needed	?250.00					?24.95
Time-keeping	Mike	Mike Watts, Hans Peter, Laurie, David at Start. Tim, Helene, Katie, Bridget at Finish.	Training to do	9	8	-1		*	8	3 at start, 3 at Finish, Mike at base. Reminder session needed. Reminder sessions planned.	?20.00		?20.00	mifi top up		?31.96
Daytable	Ted/Fe		Revised						8	Time and event listing, and onto website.
PA for clubroom	Rob/Ted	Nigel	Installed						8	Permanent onr paid by MAR	?120.00
Check course for obstructions	Steve	Steve, Pat	To do					*	4
Order paper numbers	Andrew	Stacey & Son	In progress					*	4	60 for Vets, 150 Juniors, front and back at ?3 per 20	?40.00
Bow numbers	Andrew	Stacey & Son	In progress					*	4	95p x 70. Replace missing, order 50 more	?100.00		?221.68		Reserve Transfer
Prepare course buoys	Wick		To do					*	2	Turning buoy at top, turnng buoy at MBC, warning buoys at intake and Garrick.
Drop buoys	Wick		To do						Day -1	3 at head of Garrick, 3 at Sunbury water intake and start turning buoy. MBC turning buoy to be dropped by Marshal 7.
Timing equipment check	Ted		Done						4
Landing stage control and oar removal	Peter Hartman	Peter, Hugh (a.m.), Alex Madeley, Chris Daley, and Erick. Could be helped by trailer team in p.m.	OK	4	4	0			4	Assist crews leaving and returning. Move oars out of way.Ensure landing stage safety. Need new organiser. Hugh assisted Bernard in 2019. What about Hampton? Maybe put alex onto timekeeping and Graeme onto landing stage ?
Check, place bank numbers	Pat	HansPeter on Friday?	Decide	1	1	0		*	0	Take bank numbers and start and finish signs. Numbers in 10's at 250 paces separation starting from above the water intake. Decide how to handle Middlesex marshalling.	?125.00
Start & Finish signs & turning buoy	Ted	Wick	To do						0	Wick on Friday						?43.48
RACING	Andrew							*
Agree events		Committee	Approved						12	All O/W/Mx: 8, 4x, 4-, 4+ NM 8. Explore 4x+/4+. Junior: 8 J15 16 18. 8x J14. 4x+ J13 14 15. 4x- J16 17 18. 4+ J15 16 17 18. 2x J14 15 16 17 18
Race fees		Committee	Approved						12	?11 per seat. Estimate 30 eights, 20 fours. This plus 50 crews		?10,000.00		?1,694.34	Incl ?924.34 via BROE		?8,360.00
Race fees refund to home clubs	Rob		After event						After	Quid quo pro for help		?-700.00	?606.98
Open BROE/charges	Andrew		Opened 1/1						8	Opened 1/1/20	?80.00
BR Fees & Affiliation	Ted	British Rowing	Automatic						8	Both events this year	?239.00					?349.88
Safety adviser :	Pat		OK	1	1	0			8	Pat nominates Ted if necessary			?12.66
Chief Umpire	Mark Stollery		OK	1	1	0			6
Umpires/Observers	Andrew	Names needed	In progress	10	10	0			6
Race Committee	Andrew	M Stollery, A Crawford, Ciaran Hayes, Kathy Long	In progress	3	3	0			6
TRUC Representative	Andrew	John Robson	OK	1	1	0			8
Chief Marshal	Ben			1	1	0			8	Mark Stollery
Race Control	Ted			1	1	0	1			Gives order to start when satisfied with marshalling and safety items
Safety documents etc.	Pat		Approved 18/1/20						8	Nearly there. Chased13/1/20	?100.00					?32.00
Safety briefing	Ted			1	1	0	1		day	Coaches to brief juniors
Starter		An umpire	OK	1	1	0			4	Wait for Race Control to give go ahead, then get crews moving, then call GO for each crew.
Handle entries	Andrew		In progress	1	1	0			1
Ensure pre-payment	Andrew		In progress
Race order	Andrew		Due 10/2						1		?10.00
Results	Andrew/Mike	Decide	Not due						0	BR and Website. Display provional/final results in crew room.
Prizes	Ted/Fe	Coventry via Steve	Delivered							210 medals at ?8.26. Small stock held	?1,760.00		?1,840.32		Reserve TFR	?1,825.62
Prize-giving	Fe	Davi, Ted,Fe	Agreed	3	3	0				Junior 2.30, Masters 4.30. Do we need a PA?
Medal engraving	Ted	Nina	Agreed							?2. Add towebpage	?150.00
MARSHALLING	Ben							*
Decide marshalling plan	Ted, Ben	Andrew/ Pat/ Ted/Ben	Review					*	4	Middlesex unless strong stream, then Surrey
Obtain launches	Ben	MBC	Available MBC, WHS, LEH, Hampton					**	4	7 needed. Gurney, Marlow, Gosling, Jukes, Surrey, extra launches available from Hampton/LEH/WHS
Marshals on water - see individual ones below	Ben	Richard, Neil, Ted, Ben	In progress					**	4	Based on two per boat for top 3 boats, then one, though 2 better. But we can't expect all marshals to do all the divisions? 2019 - Ben Ted Paul T Neil Andy M Phil N Graham T Gillian David P
Allocate/rota marshals	Ben		Not due						4	Help possible from schools
Marshal 1	Ben	Neil, Richard	OK	2	2	0			4	Top Boat. Boats 1-20. Take turning buoy and start sign, if not done on Friday.
Marshal 2	Ben	Ted, Andrew (2 divs)	OK	2	2	0	2		4	Middle Boat. Boats 21-40. Take Finish sign and Garrick and Sea Scout buoys.
Marshal 3	Ben	Ben	Allocate	2	1	-1			4	Lower Boat. Boats 41 and up
Marshal 4	Ben		Allocate	1		-1			4	Crossover Boat. Only needed if strong stream.
Marshal 5	Ben		Allocate	1		-1			4	Top of Platt's Eyot Boat. Then before first crew passes, drop back to Finish area.
Marshal 5A	Ben	Umpire on land	OK	1	1	0			4	At Hampton/LEH on bank, ensures smooth insertion of crews boating here into the file of boats coming from MBC.
Marshal 6	Ben		Allocate	1		-1			4	Bottom of Platt's Eyot boat.. Before first crew comes by in race, drop back to Astoria.
Marshal 7	Ben		Allocate	1	0	-1			4	Manages boats tiurning into MBC. Drops turning buoy.
Launch fuel	Ben		To do						Day -1		?75.00					?57.00
Get launches ready	Ben	Drivers	Ask John P	4	4	0			On the day	John Parker crew/marshals?
COMMUNICATIONS	Rob							*
Radio Manager	Rob	Rob	OK	1	1	0			6	Issue/recover radios and hailers, provide etiquette
Radios	Rob	Purse Communications	In progress						6	24 needed - see Marshalling Plan. Repeater to be at Hampton School. Final number to confirmed	?500.00		?60.60			?432.50
Loudhailers	Rob	Purse Communications	In progress					*	6	20 needed - see Marshalling Plan
Repeater	Rob	Purse Communications	In progress						6	At Hampton School
Get/return radios	Rob	Purse Communications	Arrange						Day -1
PUBLICITY	Fe							*
Adverts	Fe		None						4	Not needed			?21.70
Press releases	Fe		In progress						4							?110.77
Website	Ted	MW/Ted	Updating						4	moleseyheadraces.org.uk	?8.00		?7.19			?7.19
Mailshot Clubs	Fe		Done						4	By paper and post. 80 clubs	?120.00		?202.28
Posters	Fe		Done						4	150 at .60p	?90.00		?130.00
Head Races banner	Fe		Done										?96.00		Re-usable
CATERING	Anne							*
Agree with/without Cavan			In progress					**
Teas	Anne	Catering Team	To find	12	6	-6	1	**	6	Cost of vouchers to be recorded. MBC parents problem being checked by Fe. Numbers not yet checked with Anne.	?100.00	?750.00	?204.70	?7.08	Resreve TFR	?103.28	?979.57
Early teas etc cover	Anne	Cavan/Anne	OK	1	1	0			6	Cost and income included above.
Forecourt refreshments	Fe/Ted/Anne	Haloumi	Booked						6			?75.00
Check card readers ok	Ted		Done						2	Explained to Alex
Bar	Ted	Rachel/Cavan	Cavan ?	4	4	0		*	2	Cavan have offered staff
Advise beer order	Ted	MBC	Done						2	Need to check
Helpers' refreshments	Anne	Bar/Teas	Track						0	Coupons	?90.00					?84.23
FRIENDS	Geoff							*
Advise event	Geoff		Done						4		?25.00
CONSTRUCTION	Ted							*
Land Hire	Ted								12	No longer available. Cricket Club and MBC to be used.						?61.70
Extra toilet hire	Ted	Anderson	Ordered							3 toilets on forecourt, to be decided	?270.00
Trailers and cars plan	Ted	Permission from Cricket Club, Residents	Done						6	Trailers on on one side of Graburn Way andd north side of Riverside. Boats only to be assTedled in assTedly areas. Traffic handling procedure now drafted.	?50.00					?50.00
Trailer control	Geoff	Rob, Graeme	Planning	4	3	-1			4	Plan when entries close. 2019 - Geoff Kathy Caroline Carol
Parking Suspension	Geoff	Elmbridge	Obtained						4	Graburn Way. Is it worth ?200 or can we get a final reduction?			?100.00	?100.00	Refunded
Road signs/cones Friday night	Ted	Geoff, Ted, Fe, John	To do	3	3	0			-1	Have cones and jackets	?50.00		?56.05			?132.61
Boat assembly areas	Ted		Booked						8	Cricket Club and MBC
ADMINISTRATION	Ted/Fe							*
River Permission	Ted		Received						8
Advise lockkeeper	Ted		To do						2
Advice letters	Ted		Done						8	RUG - OK, Hampton School OK, LEH, 2 Sailing Clubs OK, Police, 3 schools at MBC -OK
Resident letters	Ted		In progress							Octagon, Berkeley, Ash, Taggs, Garrick
General secretarial	Ted/Fe		In progress						12		?120.00		?144.89		Meetings and colour copes	?117.36
Advise sponsors	Ted		Done						8	Posters and Christmas cards sent			?17.80
Book club	Ted	Rachel	Done						12	Done
Do the budget	Rob/Ted		Done						6
Insurance	Ted	Towergate	In place						6	Share of ?532 with MAR. Check renewal.	?280.00		?280.00		Refundable?	?266.00
Docs for registration	Andrew		Not due						1	Entry forms, RA copies, instructions
Registration desk MBC	Jacqui	Jacqui, Bob	OK	2	2	0			4	Check/collect crew payments, issue numbers, take/refer queries. Ready 10.30. Need to agree system.
Hampton representative	Ted	?	Find	1	0	-1		*	4	Needs equipping. 2019 - Annie Brock Kirsten
Information Team	Fe	Davinder		2	1	-1		*	2	Wandering about, assisting.
Advise helpers	Ted/Fe		To do					**	1	Do final check
General help at club	Ted	Fe	OK	1	1	0			0
Accounts	Rob/Ted		Not due						-10	To follow
Thank all helpers	Ted		Not due						-5	After race in writing/party	?160.00					?105.70
Contingency										Contingency	?250.00					?100.00
														?2,264.90	TFR from Reserve
TOTALS				70	56	-14	5			TOTALS	?5,882.00	?10,125.00	?4,722.85	?4,551.32		?4,616.23	?9,339.57
											?4,243.00	Surplus	?171.53	Deficit		?4,723.34	Surplus
Hot spot count	12/12/2019	01/07/2020	01/18/2020							ANALYSIS	BUDGET	BUDGET	ACTUAL	ACTUAL		ACTUAL	ACTUAL
*	13	19	14								Expenses	Income	Expenses	Income		Expenses	Income
**	3	5	4								2020	2020	2020	2020		2019	2019
										RACE PREPARATION	?1,355.00	?0.00	?941.68	?485.00		?736.91	?0.00
Overall number of tasks	90		90							RACING	?2,339.00	?9,300.00	?2,459.96	?1,694.34		?2,697.00	?8,360.00
										MARSHALLING	?75.00	?0.00	?0.00	?0.00
										COMMUNICATIONS	?500.00	?0.00	?60.60	?0.00
Staff short	52		14							PUBLICITY	?218.00	?0.00	?457.17	?0.00		?117.96	?0.00
Staff needed	70		65							CATERING	?190.00	?825.00	?204.70	?7.08		?187.51	?979.57
										FRIENDS	?25.00	?0.00	?0.00	?0.00		?0.00	?0.00
										CONSTRUCTION	?370.00	?0.00	?156.05	?100.00		?244.31	?0.00
										ADMINISTRATION	?810.00	?0.00	?442.69	?2,264.90		?589.06	?0.00
										TOTALS	?5,882.00	?10,125.00	?4,722.85	?4,551.32		?4,572.75	?9,339.57
											?4,243.00	Surplus	?171.53	Deficit		?4,766.82
										SUMMARY & COMMENTS
BANK CHECK										COMMENTS						NOTE: RACING EXPENSES DEDUCTED FROM FEES
	Starting		Now							1 The Initial loss was covered by taking into stock through the Reserve Account items that are reusable in the future - ?2265, and deducting 8% from Race Fees before refund - ?1003. This leaves a small deficit of ?172				Description	Race Cost
General	?3,517.11	11/05/2019	?3,115.59	26-Apr						2 Whilst the stock has a cash value, it will not be realised until MHR 2021.				Radios/Hailers	?-60.60
R&D	?16,456.36	11/05/2019	?11,074.35	26-Apr						3 Race fees would have exceeded ?10k				Affiliation	?-120.00
										4 All our regular suppliers gave us very favourable cancellation terms.				Teas	?-200.00
MAR advance costs	?20.00	Friend - Kruger								5 The bank account figures shown here match the current statements.				Insurance Tgate	?-280.00
	?20.00	Friend - Lusty								6 At the moment our 'Pluvius' reserve is down to ?7735 from ?10,000 until the stock items are used.				Rescue boat	?225.00
	($252.00)	Insurance												Rescue boat	?260.00
	($17.99)	MAR Website												Timing	?-20.00
														Boat numbers	?-221.68
MAR TOTAL	($229.99)													Timing	?-20.29
														Rescue boat	?-350.00
RESERVE ACCOUNT STATUS		RESERVE ACCOUNT TRANSACTIONS								Balance Sheet	11/05/2019	04/26/2020		Rescue boat	?-350.00
4/11/19														Prize medals	?-1,840.32
Pluvius	?10,000.00	Agreed donation to MBC								Barclays Bank General a/c	?3,517.11	?3,115.59		Publicity	?-79.65
1/3 Paterson Legacy	?938.00	?469.00	TV screen							Barclays R & D a/c	?16,456.36	?11,074.35		Club mailing	?-122.23
Provision for renewals?	?1,000.00	?150.00	Trophy Boxes							Total Bank a/cs	?19,973.47	?14,189.94		Publicity	?-85.40
Provision for events ?	?1,000.00	?589.00	PA System							Stock		?2,264.90			?-3,265.17
Surplus for MBC Donation	?3,518.36	?1,000.00	Room Donation							Total Assets	?19,973.47	?16,454.84
Balance 4/11/19	?16,456.36	?143.95	4 tables							Flow of Funds		?3,518.63		Less stock	?2,262.00
26/4/20		?520.00	Shoes Octagon							Appropriation Account				Race costs	?1,003.17
Donation made	?2,871.95	?2,871.95	TOTAL							- MBC donation		?2,871.95
Regatta expenses	?245.16	Regatta expenses								- Regatta Expenses		?245.16
MHR Reserve items	?2,264.90	?80.00	Trophy cloth							- MAR advance costs		?229.99
		?180.00	Generator							- MHR Loss		?171.53
Blalance	?11,074.35	?6.87	Interest							Net Fund Flow		?3,518.63
		?7.97	Interest
Pluvius	?7,735.10	?245.16	TOTAL
Paterson Legacy	?938.00	Held in stock for MHR/MAR
Provision for events ?	?1,000.00	?1,840.32	Medals
Provision for renewals?	?1,400.90	?221.68	Numbers
		?202.90	Teas
	?11,074.00	?2,264.90	TOTAL
													Prepared by Ted Bates - Secretary
TOTAL EXPENSE FROM RES'VE		?5,382.01											Approved by Rob Nesbitt - Treasurer
SECRETARY HAVE READY FOR THE DAY
Crew entry book		Race numbers		Long cable					Cash float
Payments due/paid list		Duct tape		Paper					Signs for changing room codes
Cash receipt form		Race order copies (60)		Cheque book					Printer
Safety pins		Coxes briefing		River Map					I-Zettle and wifi
Almanack		Life-jackets		Hi-vis jackets
Refreshment vouchers
DO ON DAY (HELP FROM COMMITTEE)
Start and warm up launches, provide life-jackets		Put flag up		Set up registration					Medals ready	Check PA
Have buoy and signs ready for first launch		Prepare for cox briefing		Set up tables/beer/tea/radios
Brief marshalls		Put up river map		Set up timing office