NORTHBROOK ATHLETIC ANNUAL GENERAL MEETING

held at 8.30pm on 29 January 2020 at the Jaguar Sports and Social Club, Browns Lane, Coventry


  1. Present: 60 members.
  2. Apologies – Damian Pharoah, Liz Pharoah, Amanda Deavy, Joe Kelly, Adrian Powell, Lianne Powell, Chris Archer, Clive Horton, Andrew Houston.
  3. Minutes of Last Year’s Meeting – Last year’s minutes accepted (Proposed: Kevin Coughlan, Seconded: John Ralph).
  4. Matters Arising from Last Year’s Minutues – None.
  5. Chairman’s Report  – Bob Adams reviewed the key points for the year.
    • Celebration of club’s 40th anniversary
    • Christmas Party with Masseys and Sphinx
    • Increase in members representing club in races
    • Ladies 10th in division 2 of Midlands Cross country League
    • Men 6th in division 3 of Birmingham Cross Country League, and Mark Baker is 13th in the all-time list for number of races completed
    • Lots of success in the Warwickshire Road Race League. Ladies were 3rd Masters Team. Sally Eason won her age group. Rob Cox was 3rd in his age group.
    • Victory in mixed team competition at Cotswold Hilly 100
    • 86 members ran Coventry Half Marathon. Other were supporting the event
    • 78 members ran the Sphinx 5 miles
    • Retained mixed title in sphinx relays
    • Chip Timing in Summer Handicap. 107 people ran one of the races
    • The Northbrook 10Km was another great success. Tony French is standing down from sub-committee after many years. Thanks to Tony for all his work.
    • 220 members is a record, boosted by 5km improvement sessions

    Thanks to everyone who helped with the committee, training and any events in the last year. We all give up our time but enjoy being part of a great friendly club

  6. Treasurers Report – Tony Mackness sent a report which was audited by Terry Moynihan.
    The committee recommended that subscription fees increase, as the England Athletics fees were increasing by £1.
    Proposed by: Tony Mackness, Seconded by: Craig McNaney.
    Proposal accepted. (For 56, Against 3)
    Fees are now due.
    Existing Member Renewals:
    Full rate: £30, Concessions: £21, Second Claim: £20
    New and Rejoining Members:
    Full rate: £45, Concessions: £30, Second Claim: £30 (all include a club vest).
    Sally Eason noted that the 10Km race charity donation was important for the club.
  7. Proposals Received –
    Proposal 1

    The Club Constitution to be amended by the addition of a new clause 40, new clause 40 to read:
    “The quorum for any general meeting shall be 15% (fifteen percent) of the current First Claim membership, and shall include at least two officers of the club as defined in Clause 12”.
    Consequent upon this addition all subsequent clauses shall be re-numbered.

    Reason

    The figure of 15% of the current membership is proposed as a balance between ensuring that decisions taken at general meetings are regarded as representative of the membership and having a sufficient number of members present for such a meeting to proceed. The current membership is around 220 members, meaning 33 members would have to be present for a general meeting to be quorate. The numbers of members present at previous Annual General Meetings have been:2019 – 35
    2018 – 35
    2017 – 40
    2016 – 50
    2015 – 50
    These numbers are estimates as there has been no requirement for attendees to register their attendance at the meetings. A relative, rather than absolute, number should mean that the quorum should not need to be re-defined as the size of the membership changes.
    Proposed by: Roger Ladbury
    Seconded by: Mark Baker
    Amendment: Clause 17a of the Club Rules be amended to read ‘the quorum for any general meeting shall be 15% (fifteen percent) of the current First-Claim membership present and entitled to vote, and shall include at least two officers of the club as defined in Clause 12 of the Club Constitution’.
    Note: the first sentence under the heading ‘Reason’ is to be taken out.

    Amendment accepted (For 60, Against 0)The Club Rules will be amended accordingly.

    Proposal 2

    The name of the Northbrook Road Race Championship be changed to Northbrook Race Championship. Clauses 68 and 69 of the Club rules to be amended to accommodate the following:

    The same race distances will apply as before i.e.

    1. The Summer Handicap 5k
    2. 5k
    3. 5 miles
    4. 10k
    5. 10 miles
    6. Half Marathon
    7. 20 miles
    8. Marathon

    but all races completed over these distances will now qualify, regardless of the surface on which they are run. As long as the race is advertised to be over the appropriate distance, there will be no need for an official Certificate of Course accuracy to be produced.

    The only time that such a Certificate of Accuracy will be required is when a member breaks one of the official club records.

    The categories will continue to be : All Men, All women, Veteran Men (MV35, MV45, MV55 and MV65) and Veteran Women (FV35, FV45, FV55 and FV65).

    If a member completes more than 5 distances in a calendar year, the best 5 distances count to their total. It is the responsibility of members to inform the results compiler of their results by using the Results Upload form on the Club website, to ensure that their results are included in the Championship.

    200 points will be awarded to the fastest time over each distance, for both Men and Women, then 199 and so on.

    Reason

    Confusion has arisen regarding which races can count in the Road Race Championship, This proposal intends to remove that confusion by including any race over the appropriate distance.

    The increase in the number of members and the corresponding increase in the number of results being reported over each distance neccesitates widening the points range to avoid some members scoring zero points.

    Proposed by: Bob Adams/Richard Cawley

    Seconded by: Roger Ladbury/Sara Phipps

    Proposal accepted: (For 45, Against 3).

    Proposal 3

    A separate race league for all events not counted as road races. This will allow for everybody’s races to be recognised in some way. A separate league to the road race will also enable more club members the opportunity to win an award.
    Proposed by: Sarah Duffy

    Seconded by: Kelly Parker

    Proposal withdrawn

    Proposal 4

    That there be two Most Improved Runner awards, to be awarded to the Most Improved Male runner and the Most Improved Female runner, and that this take effect for the Awards Presentation in 2020.
    Proposed by: Richard Cawley
    Seconded by: Sara Phipps
    Proposal accepted: (For 47, Against 2)

    Proposal 5

    The points awarded at the Summer Handicap to start at 200, and the same range to apply to men and women.
    Reason
    The increase in the number of participants means some members complete a handicap race but score no points.
    Proposed b:y Richard Cawley
    Seconded by: Sara Phipps
    Proposal accepted (For 52, Against 0)

    Proposal 6

    That volunteering at the handicap is to count as part of the qualification towards the London Marathon place draw. So, if a member does not run, but does volunteer at the handicap, they can still use the handicap as their part of the qualification for the London Marathon place draw.

    Reason

    The Handicap enables members to qualify for London, but the handicap cannot take place without the volunteers.
    Proposed by: Richard Cawley
    Seconded by: Sara Phipps
    Proposal accepted: (For 32, Against 18)

    Proposal 7

    A Summer family olympics day at Godiva track. Mixture of fun and competitive activities but something for all of the family to take part in.
    Proposed by: Sarah Duffy
    Seconded by: Kelly Parker
    Proposal withdrawn

    Proposal 8

    A Northbrook minibus for travelling en masse to big races; XC; events etc. Could do fundraising events to help with costs.
    Proposed by: Sarah Duffy
    Seconded by: Kelly Parker
    Proposal withdrawn

  8. Election of Officers – the following officers and committee members were elected*/re-elected unopposed:
    • President – Tony French
    • Chairperson – Bob Adams
    • Secretary – Mark Baker
    • Treasurer – Tony Mackness*
    • Men’s Captain – Spencer Davies
    • Women’s Captain – Cath Fenn
    • Membership Secretary – Richard Cawley
    • Social Secretary – Catherine Shepherd

    Non committee

    • Summer Handicap – Richard French
    • Website – Roger Ladbury
    • Kit Person – Damian Pharoah
    • 10km race – Terry Moynihan, Tony Mackness, Roger Ladbury, Steve Turvey, Damien Dear, Sara Phipps.
    • Race Champs Administrator – Kevin Coughlan
    • Welfare Officer – Catherine Shepherd
    • Auditor – Terry Moynihan
  9. Any other business: – none
  10. Meeting closed at 9.42pm.

Minutes prepared by Mark Baker