NORTHBROOK ATHLETIC ANNUAL GENERAL MEETING
held by video conference at 7.30pm on 12 January 2023
- Present – Stuart Paul (West Midlands Athletics) plus 49 members in attendance.
- Apologies – Peter Kirkhope.
- Welcome – Bob Adams chaired the meeting.
- Thank you – Many thanks to Stuart Paul from West Midlands Athletics for supporting use of video software which allows easy voting on proposals.
- Minutes of Last Year’s Meeting – Last year’s minutes accepted with 100% vote for (Proposed: Tony French, Seconded: Sally Eason).
- Matters Arising from Last Year’s Minutes – None.
- Chairperson’s Report – Bob Adams stated:
‘It’s been another busy year for the club with races being run on the road, over the country and any other surfaces that our members have been able to find.We currently have over 200 members, and Tim Hughes has done a great job in dealing with all of the administration involved. He has also come up with a new members pack, which will hopefully help them to understand just what I am going on about when I send out the weekly speech e-mails every Tuesday.The structured training programme seems to be going well with sessions being laid on for all levels of ability both on a Monday and Wednesday evening. I’m sure you will all join me in acknowledging the tremendous work that has been done in that connection by Rob Cox, together with all of the training leaders to ensure that the sessions are conducted in a structured manner that is beneficial to us all. I’d like to thank all of the members who have volunteered to undertake the appropriate training courses.We could always do with a few more volunteers though as resources can become stretched as we try to cover 4 different training groups on a Wednesday evening.Following the difficulties posed by the pandemic, the league cross country races made a welcome return to the programme last year. Our women are competing in Division 2 of the Midlands Cross Country League, and after 2 races so far this season they are lying in 9th place out of 25 teams. The men are running in Division 3 of the Birmingham Cross Country League and they are currently lying in 8th place out of 20 teams. Our teams also ran in all of the championship races last year, as well as the Midland relays.It’s been very encouraging to witness an increase in the number of our members who have ran in these races, and great credit for this course to our inspirational captains (Sally and Spencer) for their gentle words of encouragement.On the road Northbrook did well in the Warwickshire Road Race League, where both the women’s and men’s teams finished 5th overall in the Masters categories. Great credit goes to Debbie Campbell and Pete Kirkhope, who both competed all 10 races in the league programme. Tori Boyle was first overall in the FV20 category, whilst Debbie Campbell was second in her age group. Meanwhile Matt Hathrell was the 5th senior male runner.
The club fielded 5 teams in the Cotswold Hilly 100 relay and the mixed team retained their title with a new course record of 11 hours 18 minutes we also won the mixed ‘B’ team competition, whilst our women’s team finished in 3rd place.
On the individual front, Natasha White broke two of the clubs long standing records over both the 20 miles and the full marathon distances. In the latter, she broke the 3 hour barrier at Boston in Lincolnshire. I also want to give a mention to Tom Miller who ran on all 365 days of the year.
The Summer Handicap competition made a full return to the club calendar last year, with all 6 races being held, and it was generally well supported. I am well aware that some of our members did not particularly enjoy the tough finish up Staircase Lane and Coundon Wedge Road, but the safety of our runners remains a priority, and the start and finish point adjacent to the Amazon site roundabout means that no one has to cross the very busy road.
One of the highlights of the year was the return of the Northbrook 10K race, which was held on a particularly hot morning in July, with 393 athletes taking part, as well as some very enthusiastic younger runners in the junior race. The organisation on the day was first class, and I’d like to thank the race director Sarah Phipps and the rest of her team for all their hard work in the weeks and months leading up to the races.
Being able to hold this event certainly helped the club’s financial situation, and we were also able to support various charities in the area.
On the social front, we experienced an enjoyable evening at the Awards presentation ‘do’ at the Jaguar Social Club, and we also had a get together at the Golden Cross pub in Coventry for Christmas. Our thanks go to Sarah Duffy for her excellent organisational skills.
I’d like to thank all of my fellow committee members for all of the time and effort they have given to ensure that the club has operated in a positive and structured manner. I’d also like to recognise the tremendous work done by our ‘unseen hero’, Roger Ladbury, as our website administrator.
Northbrook may not always have the fastest runners in the area, but in terms of friendship and organisation, in my opinion it is the top club in Coventry and long may it remain so .‘
- 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 213 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: Tim Hughes.
Vote accepted – 95% for, 5% against, 0 abstentions
Membership Renewal £32
Non-competing membership £15
Concessions £23
Second Claim £20
New Members/Rejoining Members:
Full rate (including club vest): £47
Full rate (including club T-shirt in lieu of vest): £55
Concessionary rate (including club vest): £38
Concessionary rate (including club T-shirt in lieu of vest): £46
Second claim (including club vest): £30
Second claim (including club T-shirt in lieu of vest): £38
Concessions – State pension, Unemployed and Students.Fees are now due. - Election of Officers
Bob Adams thanked Tony French who was standing down from the President role after many years of great service to the club.There was a requirement to propose a candidate for the role of Club Coaching Co-ordinator. Rob Cox was proposed by Bob Adams and seconded by Tony French.The following officers and committee members were re-elected unopposed:- President – Vacant
- 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
- Club Coaching Co-ordinator – Rob Cox
Non committee
- Welfare Officer – Tracey Williams and Darren James
- Health & Safety Co-ordinator – Catherine Dear
- COVID-19 Officer – Sean Duffy
- Summer Handicap – Richard French
- Website – Roger Ladbury
- Kit Person – Damian Pharoah
- 10km race – Sara Phipps, Pete Marshall, Richard French, Steve Turvey, Tony Mackness, Becky Barber and Rich Cawley
- Race Champs Administrator – Kevin Coughlan
- Auditor – Terry Moynihan
- Succession Website/Statistics – Sarah Duffy, Sara Phipps, Rich Cawley and Chris Archer.
- Proposals Received
Proposal 1 – Member Proposal
Amendment to Rule 6.2.c
“resolutions proposed for consideration by a General Meeting shall be submitted in writing to the Secretary at least two weeks before the date of the meeting”
Revised wording to read: “resolutions proposed for consideration by a General Meeting shall be submitted in writing (including by email) to the Secretary or by other appropriate means provided by the Club, eg, via a webform or dedicated email address at least two weeks before the date of the meeting”
Reason
Reword the rule to be consistent with current practice.
Proposed by: Roger Ladbury, Seconded by: Tony French
VOTE – Accepted – 93% for, 5% against, 2% abstain.
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Proposal 2 – Member Proposal
Amendment to Rule 8.2
“Any Member may be nominated by any other two Members, with his/her approval, as a candidate for any of the posts of Ordinary Committee Member by notice in writing (including email) to the Secretary at least two weeks before the date of the Annual General Meeting.”
Revised wording to read: “Any Member may be nominated by any other two Members, with his/her approval, as a candidate for any of the posts of Committee Member by notice either in writing (including by email) to the Secretary or by other appropriate means provided by the Club, eg, via a webform, at least two weeks before the date of the Annual General Meeting.”
Reason
Reword the rule to be consistent with current practice.
Proposed by: Roger Ladbury, Seconded by: Tony French
VOTE – Accepted – 95% for, 2% against, 2% abstain.
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Proposal 3a – Club Committee Proposal
Amendment to Rule 15.9.5 (London Marathon Draw)
a. Change number of races that must have been completed from five (5) to ten (10)
Revised Section to read:
“15.9.5. have completed at least ten (10) races from the designated Club events listed below by 31 December – see note below
Cross-Country
Birmingham & District League (men), Midland Women’s League (women)
MCAA 5 (women) & 7 (men) Mile Championships
Warwickshire, Midland and National Championships
Midland and National Relays Warwick University Relays
Road
Midland and National 12-stage (men), & 6-stage (women) Relays
Midland and National 6-stage (men), & 4-stage (women) Relays
Warwickshire Road Race League
Cotswold Hilly 100 relay
Summer Club Handicap races (assisting as a volunteer counts as competing)
Other
Any team event supported by the Club and entered under the Club name.
Note:
Entrants who have not completed ten (10) qualifying races at the time of entry submission will be required to specify the event(s) they intend to complete. If successful in the draw, allocation of the Guaranteed Entry will be conditional on the event(s) being completed.”
Reason
a. To encourage members to support the Club’s participation in inter-club competitions as well as our own handicap..
Proposed by: Tony French (on behalf of Club Committee)
Seconded by: Bob Adams (on behalf of Club Committee)
VOTE – Rejected – 38% for, 57% against, 5% abstain.
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Proposal 3b – Club Committee Proposal
Amendment to Rule 15.9.5 (London Marathon Draw)
Remove Warwickshire Road Relays from list. Move Warwick University Relays to Cross Country section and clarify the descriptions.
Reason
b. To update and clarify the list of designated Club Events.
Proposed by: Tony French (on behalf of Club Committee)
Seconded by: Bob Adams (on behalf of Club Committee)
VOTE – Accepted – 93% for, 2% against, 5% abstain.
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Proposal 4 – Club Committee Proposal
Amendment to Rule 15.9 (London Marathon Draw)
Add sub-section 6 (i.e. 15.9.6)
“15.9.6. Alternatively, and in addition to qualifying via 15.9.5 above, Club Coaches and Training Leaders qualify for inclusion in the Ballot if they have led at least eight (8) official “Club Training Sessions” during the year preceding the Draw.
Note:
Club Coaching Officials may qualify for up to two opportunities to obtain a place via the Club ballot.”
Reason
To recognise the important contribution the Club Coaches and Leaders make to the day to day running of the club, without which the formal weekly training sessions would not be available to members.
Proposed by: Tony French (on behalf of Club Committee)
Seconded by: Bob Adams (on behalf of Club Committee)
VOTE – Accepted – 46% for, 44% against, 10% abstain.
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Proposal 5 – Club Committee Proposal
Amendment to Rule 15.9 (London Marathon Draw)
Add sub-section 7 (i.e. 15.9.7)
“15.9.7. Has not been awarded a place in the previous three (3) Club Ballots.”
Reason
To provide a fairer distribution of opportunity for members to obtain a place.
Proposed by: Tony French (on behalf of Club Committee)
Seconded by: Bob Adams (on behalf of Club Committee)
VOTE – Accepted – 98% for, 2% against, 0% abstain.
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Proposal 6 – Club Committee Proposal
Amendment to Rule 14. (Honours and Awards)
Delete Rule 14.3 “After every 10 years of continuous membership a member will receive a certificate in recognition.”
Reason
This Rule has never been fully implemented. However, long term members are recognised on the Club website, but Certificates are not issued and members have not requested them.
Proposed by: Tony French (on behalf of Club Committee)
Seconded by: Bob Adams (on behalf of Club Committee)
VOTE – Accepted – 86% for, 12% against, 2% abstain.
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Proposal 7 – Club Committee Proposal
Amendment to Rule 15.5. (5km Summer Handicap)
Delete final sentence and replace with “In addition, the name of the first finisher in each race will be entered into an annual draw. The number of entries in each draw being equivalent to the number of times a member has been the first finisher. The draw winner will be given a voucher.
Reason
The value of the current monthly voucher is so insignificant that members are not always redeeming them. So, just as we have done for the Runner of the Month, it is thought that rolling up the monthly voucher into one annual one would be more useful and acceptable.
Proposed by: Tony French (on behalf of Club Committee)
Seconded by: Bob Adams (on behalf of Club Committee)
VOTE – Accepted – 86% for, 2% against, 12% abstain.
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Proposal 8 – Member Proposal
Change the current race champs age bandings from 10 years to 5 years to bring it in line with many other external race results, and to give people a better chance of getting a “Top 3” place
Reason
The current Northbrook race champs age bandings have been in place in 2011.
They are:
MSEN – aged below 35
MV35 – Aged 35 to below 45
MV45 – Aged 45 to below 55
MV55 – Aged 55 to below 65
MV65 – Aged 65 to below 75
A similar structure exists for females.
There is no consistency when you see published external race results, and often see people classified into smaller age bands (MV50, MV55 etc.) in the same race.
In the Northbrook Race Champs, this means that someone aged 55 is competing directly with someone aged 64. That 9 years difference is slightly unfair to (most) people at the top end of that scale in my opinion.
To make it easier for people to achieve a “Top 3” place, I am proposing that we adopt a 5-year band starting from 35 for both male and female (e.g. MV35, MV40, MV45, MV50, MV55, MV60, MV65, MV70 etc.).
There is a precedent for this, as England Athletics Masters age groupings are in 5-year bands starting from 35.
Clearly this more or less doubles up the number of categories for both male and female, and there may be people who say “what about the extra expense of having more categories?”.
Personally, I think the kudos of achieving a top 3 place in an age category is enough a reward in itself. Do there really need to be physical awards for age groups? We are meant to be in a recession after all. Virtual awards are the way forward.
Note: As I turn 55 next year, this proposal is not benefiting me at all.
Proposed by: Alan Smith, Seconded by: Kevin Coughlan
VOTE – Rejected – 37% for, 57% against, 7% abstain.
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Proposal 9 – Member Proposal
To recognise the range of cross-country events which the club competes in and to widen the opportunity for members to score points in a ‘Cross-Country League’ the proposal is to set up a Northbrook Cross-Country Championship, for which there will be a championship shield presented to the top scoring man and woman, and runner up trophies.
The championship will comprise 10 cross-country events, with the athletes’ best six events scoring, of which a minimum of three must be league events.
The events included will be:
Midland Counties Women’s League (women) – four races
Birmingham and District Invitation Cross-Country League (men) – four races
Warwick University Relays
Warwickshire Championships
Midlands Cross-Country Championships
National Cross-Country Championships
Midlands Cross Country Relays
Midlands 5 & 7 Stage Cross-Country Relays
Scoring
The proposal is to use an average pace per individual in each cross-country race and score it as a percentage against their average pace across the summer handicaps*. Whichever runner has the best time relative to their handicap average pace gets the most points for that race.
For example:
Runner A has a baseline handicap average pace of 8:00 minutes per mile and runs XC race 1 at an average pace of 8:15. Runner A has a relative % score of 97% (against their handicap average pace).
Runner B has a baseline handicap average pace of 9:15 minutes per mile and runs XC race 1 at an average pace of 8:55. Runner B has a relative % score of 104% (against their handicap average pace).
Runner B records the better % pace against their baseline handicap average pace.
Runner B scores 100 points, Runner A scores 99 points.
Proposed by: Sally Eason
Seconded by: Spencer Davies
VOTE – Accepted – 78% for, 12% against, 10% abstain.
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Proposal 10 – Member Proposal
With regard to the London Marathon Ballot ALL members that have failed in the official ballot and opt in get an entry to the ballot. Members can be rewarded an additional entry for completion of any volunteer duty on behalf of the club at handicaps, 10k or leading 8 club sessions. Additional entries for completing each of the races in the list proposed by the committee. Maximum 5 entries per member.
Proposed by: Richard Arnold, Seconded by: Sara Phipps
VOTE – Rejected – 27% for, 62% against, 11% abstain.
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Proposal 11 – Member Proposal
To add a first timer draw to the London Marathon Draw.
With regard to the London Marathon draw Northbrook AC currently receives 2 London Marathon Places. With the usual club qualification criteria then the same club members could be added to the draw and members who have previously run London Marathon could get both places. London Marathon is such a special race then, in the event that the club gets greater than one London Marathon place, then the second place should be offered to a first timer. This proposal is to split the draw into 2 parts, the first part is only open to runners who have NOT previously run London Marathon (either with a GFA, ballot, charity, club place). Once this is drawn then all unsuccessful members get added to the main draw which is drawn as per usual draws. This proposal will encourage first time marathoners and first time London Marathoners to apply for their place.
Proposed by: Tim Hughes, Seconded by: Richard Arnold
VOTE – Accepted – 70% for, 25% against, 5% abstain.
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Proposal 12 – Member Proposal
Limit Committee position terms served to a maximum term.
All positions should be up for new nominations every year as in the current rules but after 3 years then the committee member should not automatically remain incumbent. If there are no volunteers stepping forward to take up the role then the committee member can stay in for another year. This proposal should encourage both new and existing members to get involved with the running and planning of their club.
Reason
To eliminate committee positions from going stale a maximum term served should be installed to keep the committee fresh and applicable to the current membership and activities of the club.
Proposed by: Tim Hughes, Seconded by: Spencer Davies
VOTE – Rejected – 36% for, 55% against, 9% abstain.
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Proposal 13 – Member Proposal
That an ultra-marathon distance be added to the Northbrook Race Championship.
I’d suggest that a milestone distance is added, either 50k, 50 miles, or 100 miles.
The distance could be agreed by the committee or by vote at the AGM.
Proposed by: Cliff Evans, Seconded by: Caroline Hughes
VOTE – Rejected – 32% for, 61% against, 7% abstain. - Any other business
- Damian Pharoah thanked everyone on the committee.
- Steve Turvey asked about a Rewards Committee. Could the club committee think about ideas and go back to the membership for feedback later.
Meeting closed at 9.48pm.
Minutes prepared by Mark Baker