NORTHBROOK ATHLETIC ANNUAL GENERAL MEETING
held by video conference at 7.30pm on 13 January 2022
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- Present – Stuart Paul (West Midlands Athletics) plus 52 members.
- Apologies – Bob Adams, Peter Kirkhope, Steve Bottomley, Alex Darragh, Claudie Combelas, Chris Archer.
- Welcome – Mark Baker chaired the meeting as Bob Adams could not attend
- Thank you – Many thanks to Stuart Paul from West Midlands Athletics for supporting use of video software which allows easy voting on proposals.
- Presentation – Stuart Paul virtually presented a ’Midlands Award for Innovation in Athletics and Running’ to Spencer Davies.
- Minutes of Last Year’s Meeting – Last year’s minutes accepted with 100% vote for (Proposed: Roger Ladbury, Seconded: Duncan Gordon).
- Matters Arising from Last Year’s Minutes – None.
- Chairman’s Report – Mark Baker read a report on behalf of Bob Adams.
‘I started my report last year by expressing a hope that this would be the first and last time that we held or A.G.M. on ‘Zoom’. Well, some 12 months later, here we are again!The good news is that despite everything that’s been thrown at us, the club continues to be in good health (no pun intended!). I have been really impressed by the resilience and enthusiasm shown by the membership as a whole. We now have a record number of members, and during 2021 we have seen an incredible amount of races being run – I should know, as I’ve done my best to mention them all in by weekly e-mails!.Huge credit goes to our inspirational captains (Sally and Spencer), and also to the training leaders who have taken on the responsibility of leading the group sessions despite the hurdles that have been placed in their way by the Covid pandemic. I would like to give a particular mention to Rob Cox, who has done such a great job in making sure that the club members have been able to train together in a manner that is compliant with the ever changing England Athletics guidelines. The group training sessions seem to be going well, and it was also very encouraging that we had 10 members volunteering to undertake the leadership course when an appeal for help was sent out. This has certainly helped to take some of the pressure off our existing leaders. In this connection, we are also indebted to our Website Administrator, Roger Ladbury, for his technical knowledge and expertise.Due to the pandemic situation, none of the League cross country races were able to be held in the 2020-2021 season, but they made a welcome return at Betley Court near Crewe in November.The effort and determination shown by the members who have ran in this season’s races has been fantastic, but if I am allowed just ONE wish for the New Year it’s that it would be nice to see even greater participation in the cross country league races. I have always considered the League fixtures to be the most important races that we run as a team competition. There are only 4 of them per season, so I don’t think that’s a lot to ask. Okay, I’ll get off my soap box now!A rather truncated racing season in 2020 resulted in some new winners of the various age category awards in the Race Championship, which I consider to be a positive thing. We were unable to hold our usual Awards evening last year, but we made good use of the outside space of the Jaguar Social Club car park to present the trophies. Hopefully, we will be able to hold an Awards evening this year on the proposed date of 5th March.There were not a lot of actual races being held at the start of 2021, so Kevin and Spencer kept us entertained with Virtual events such as ‘The Hare and the Tortoise’, It’s Not a Sin, Two One in 21 (I am STILL trying to understand that one), and Red January. From March onwards, we began to see lots of actual races taking place, and ever since then our members have been travelling the length and breadth of the country to gain those very valuable Race Championship points.In this connection, I would like to acknowledge the great job that Kevin Coughlan has been doing in continuously updating the Championship tables.In addition to all of this racing, club events such as ‘The Wacky Races’, the Train relays and the Good, the Bad and the Ugly relay were held during the summer months, and I’m sure that you will all want to join me in acknowledging the terrific job that the likes of Spencer and Rob have done with the organisation. In August, the Summer Handicap competition made a welcome return to the calendar, and we managed to squeeze in 3 races withing the space of 5 weeks whilst the daylight held. In the interest of safety, the start and finish position was changed to the Amazon site entrance, and this is something that we will consider doing again for the 2022 competition.
Sadly, we were once again unable to hold our annual 10k race in 2021, and this undoubtedly had an adverse effect on the club’s finances. Sara Phipps and her eager team are keeping everything crossed that the 2022 race will be able to go ahead in July.
A big highlight of the year came at the England Athletics regional awards event, when Spencer Davies won the award for Innovation in Athletics and Running. We all know what a positive influence Spencer has on the membership of the club, and I am sure that we all consider this particular award to be well deserved.
On the social side, Sarah Duffy has been literally ’chomping at the bit’ to get involved, and she organised a really enjoyable ‘Re-Union’ event in the summer when we returned to the Jaguar Social Club. We were then able to enjoy a Christmas meal together at the Hare and Hounds pub in Keresley. On the subject of the Jaguar Social Club, I am pleased to report that the change of ownership to the Elite Sports organisation does not seem to have had any adverse effect on our club.
I would like to end by thanking all of my fellow committee members for all of the time and effort they have given to ensure that Northbrook continues to be the number one running club in Coventry (in my humble opinion!). They really do make my job much easier.’
- Treasurers Report – Tony Mackness sent a detailed presentation of accounts to all members, and showed the presentation at the meeting. The accounts were audited by Terry Moynihan. We have 230 members.
The committee recommended that subscription fees increase by £1 to reflect the increase in England Athletics affiliation fees.
Proposed by: Tony Mackness, Seconded by: Mark Baker.
Proposal accepted – 96% for, 4% against
Existing Members Renewals £31
Concessions £22
Second Claim £20
New Members/Rejoining Members:
Full rate: £46, Concessions: £31, Second Claim: £30 (all includes £15 vest)
Fees are now due. - Life Membership
Roger Ladbury was awarded life membership for continued excellent work on the website and also securing sponsorship for the 10k race.
VOTE – Accepted – 98% for, 2% against - Proposals Received
Proposal 1a
Amendment to Club Rule 50 That the title Club Coach be changed to Club Coaching Co-ordinator, with duties and responsibilities that satisfy the aims and objectives of the Club and meet as far as reasonably possible the requirements of the membership. Such duties and responsibilities will be defined by the Club Committee in consultation with the post holder.
Proposed by: Tony French, Seconded by: Roger Ladbury
VOTE – Accepted – 98% for, 2% against
Proposal 1b
That the position of Club Coaching Co-ordinator be a Committee Position, and that the post holder be nominated annually by the Club Committee in consultation with the run leaders, and the nomination ratified by the members at the Annual General Meeting. Reason Structured training is a core component of the Club’s activities, and relies on the managed delivery of training sessions run and led by competent individuals. Collectively, these run leaders deliver a weekly programme of training sessions designed to cater for the whole of the membership. A Coaching Co-ordinator position at Committee level with duties to ensure that the competence of run leaders conforms to the requirements of the sport’s governing body, and that training session delivery meets the need of the Club’s membership will enhance the Club’s ability to fulfil one of its main objectives.
Proposed by: Tony French, Seconded by: Roger Ladbury
VOTE – Accepted – 95% for, 5% against
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Proposal 2a
Addition of new Rule 51 That the position of Welfare Officer be formally recognised in the Club Rules, and that the duties and responsibilities be defined by the Club Committee to ensure that Club’s Welfare Policy and processes are fully compliant with the requirements and guidance of the governing body to which the Club is affiliated and that any welfare issues are properly managed and reported. To avoid conflict of interest the Welfare Officer should not hold any other official or coaching position.
Proposed by: Tony French, Seconded by: Roger Ladbury
VOTE – Accepted – 98% for, 2% against
Proposal 2b
That the Welfare Officer be appointed by the Club Committee. Reason Affiliation to the sport’s governing body requires clubs to have a Welfare Officer. Including the position and description of its duties in the Club Rules demonstrates the Club’s commitment to management of member welfare and safeguarding.
Proposed by: Tony French, Seconded by: Roger Ladbury
VOTE – Accepted – 98% for, 2% against
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Proposal 3a
Addition of new Rule 52 That the position of Health & Safety Co-ordinator be formally recognised in the Club Rules, and that the duties and responsibilities be defined by the Club Committee to ensure that the Club’s Health and Safety Policy and processes are fully compliant with the requirements of UK Athletics and current England Athletics Guidance, and that processes are properly conducted and results reported. The Health and Safety Co-ordinator should not hold any other position that has responsibility for Risk Assessments.
Proposed by: Tony French, Seconded by: Roger Ladbury
VOTE – Accepted – 98% for, 2% against
Proposal 3b
That the Health & Safety Co-ordinator be appointed by the Club Committee. Reason Affiliation to the sport’s governing body requires clubs to have a Health & Safety Co-ordinator. Including the position and description of its duties in the Club Rules demonstrates the Club’s commitment to management of health and safety.
Proposed by: Tony French, Seconded by: Roger Ladbury
VOTE – Accepted – 98% for, 2% against
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Proposal 4
Addition of new Section headed “Policies” and addition of new Rule 66, to read: The Club will implement and maintain policies as required by statute and by the governing body to which to the Club is affiliated. Policies will be reviewed periodically by the Club Committee and will be available to view by the membership on request. Current policies include: (a) Health and Safety (b) Welfare and Safeguarding (c) Privacy Reason Legislation and/or affiliation to the sport’s governing body require clubs to have certain policies in place. Including a policy section in the Club Rules demonstrates the Club’s commitment to the implementation and management of necessary policies.
Proposed by: Tony French, Seconded by: Roger Ladbury
Consequent on the adoption of these proposals subsequent rules will be re-numbered.
VOTE – Accepted – 100% for, 0% against
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Proposal 5
Introduce a Bonus Point system for the club team events. These are for the set team events where we want the club to be seen at its best and strongest (not just pace but numbers). These competitions are: • 4 League Cross-Country races • 4 Cross-Country Championships • 2 Cross-Country Relay Competitions • Spring Road Relays • Autumn Road Relays • Hilly 100 Road Race These races need to be chosen and announced at the start of the year. Provide a finish at these events and receive a 2 point bonus award for each event. We would suggest that this in place immediately for the year 2022. As a secondary suggestion, if a member does enter into a Club race and then drops out for another race then a 2 point deduction could be applied. Reason During the year every member is competing for points in the Northbrook Race championships. Currently the club events such as Cross-Country, Road Relays and Hilly 100 are NOT included in these. So for runners trying to complete all the events towards the end of the year they are often unable to enter some of these events at the end of the year. This means that runners who do take part in the club events every week, especially during the winter, often are unable to compete for honours in the Race Championships. Proposed by: Tim Hughes Seconded by: Spencer Davies Amendment to Proposal 5 Introduce a Race Championships Bonus Point system for the four League Cross-Country races. Two points to be awarded to each runner who completes each race (maximum of 8 points available over the calendar year). Proposal to introduce this in a phased manner: Year 1: 2022 Race Championships: 4 points available from participation in the first two cross-country league championships for the 2022/23 season (for cross country league races held in November and December 2022). Full implementation: Year 2: 2023 Race Championships: 8 points available from participation in the last two cross-country league championships for the 2022/23 season (January and February 2023) and the first two crosscountry league championships for the 2023/24 season, (November and December 2023). Reason Simplification of proposal 5 approach to Bonus Points, with very clear criteria for additional points linked to a Club event where every runner’s participation helps the Club’s overall standings in the Cross Country Leagues.
Proposed by: Tim Hughes, Seconded by: Spencer Davies
VOTE – Rejected – 38% for, 62% against
Proposal 5 Amendment
Introduce a Race Championships Bonus Point system for the four League Cross Country races.
Two points to be awarded to each runner who completes each race ( maximum of 8 points available over the calendar year).Proposal to introduce this in a phased manner:
Year 1: 2022 Race Championships : 4 points available from participation in the first two cross country league championships for the 2022/23 season ( for cross country league races held in November and December 2022).Full implementation:
Year 2: 2023 Race Championships: 8 points available from participation in the last two cross country league championships for the 2022/23 season (January and February 2023) and the first two cross country league championships for the 2023/24 season,( November and December 2023) .Reason:
Simplification of proposal 5 approach to Bonus Points, with very clear criteria for additional points linked to a Club event where every runner’s participation helps the Club’s overall standings the Cross Country Leagues.Proposed by: Sally Eason, Seconded by: Rob Cox
VOTE – Rejected – 26% for, 74% against~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Proposal 6
Introduce separate groups for males and females in the total miles run chart.
Proposed by: Sara Phipps, Seconded by: Rich Cawley
VOTE – Accepted – 67% for, 33% against
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Proposal 7
That the club consider a family membership rate for households with more than 1 member.
Proposed by: Sara Phipps, Seconded by: Rich Cawley
VOTE – Rejected – 40% for, 60% against
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Proposal 8
That a concession rate be made available for long-term injured runners.
Proposed by: Sara Phipps, Seconded by: Rich Cawley
VOTE – Accepted – 53% for, 47% against
ACTION – Further discussion at committee required to refine this proposal
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Proposal 9
That the monthly Runner of The Month awards be changed from the current system of awarding a £5 voucher each to the winning male and female in each month. Instead, each monthly male and female winner will be entered into annual draws for larger awards of a £60 voucher each. If someone has won the monthly Runner of the Month award more than once, they will have more than one entry in the draw. The total award value is £120 (£60 for male, £60 for female winners), the same as the current total value. The vouchers are currently from our sponsors – Coventry Runner.
Proposed by: Mark Baker, Seconded by: Bob Adams: on behalf of current club committee, and the most popular choice from a recent club vote.
VOTE – Accepted – 90% for, 10% against. - Election of Officers – the following officers and committee members were re-elected unopposed:
- President – Tony French
- Chairperson – Bob Adams
- Secretary – Mark Baker
- Treasurer – Tony Mackness
- Men’s Captain – Spencer Davies
- Women’s Captain – Sally Eason
- Membership Secretary – Tim Hughes
- Social Secretary – Sarah Duffy
Committee nominations
VOTE – Accepted – 95% for, 5% against
President – Tony French – proposed by Mark Baker, Seconded by Tony Mackness
VOTE – Accepted – 83% for, 17% againstNon committee
- COVID-19 Officer – Sean Duffy
- Summer Handicap – Richard French
- Website – Roger Ladbury
- Kit Person – Damian Pharoah
- 10km race – Sara Phipps, Fern Kenny, Kelly Parker, Pete Marshall, Richard French, Steve Turvey, Terry Moynihan, Tony Mackness, Debbie Campbell
- Race Champs Administrator – Kevin Coughlan
- Auditor – Terry Moynihan
- Any other business
- Paul Robbins commented that the online AGM/anonymous voting works very well.
Meeting closed at 9.18pm.
Minutes prepared by Rob Cox and Mark Baker