NORTHBROOK ATHLETIC CLUB COMMITTEE MEETINGS

held by video conference on 3 December 2024

Present:

T. Moynihan
R. Adams (Chairman)
M. Baker (Secretary)
T. Hughes (Membership Secretary)
D. Robbins (Social Secretary- acting)
S. Davies (Men’s Captain)
S. Eason (Women’s Captain)
R. Richardson (Coaching Co-ordinator)

Apologies – A. Mackness (Treasurer)
AGM Meeting Format – Bob suggested holding the AGM in person at the Jag club, but Sally and Spencer raised concerns about attendance and cost. Tim proposed a hybrid format to accommodate both in-person and online participants.

  • In-Person AGM: Bob suggested holding the AGM in person at the Jag club. He emphasized the importance of face-to-face interaction and the opportunity for members to meet and converse in person.
  • Concerns Raised: Sally and Spencer raised concerns about the potential low attendance and the cost of hiring the room at the Jag club. Spencer mentioned that the Jag club now charges for room hire, which was not the case previously.
  • Hybrid Format: Tim proposed a hybrid format to accommodate both in-person and online participants. He explained that this would involve setting up a camera and microphone to broadcast the meeting to online participants, allowing for broader participation.
  • Voting Method: Sally suggested the need for a more effective voting method, such as a secret ballot, to ensure members feel comfortable casting their votes. Tim mentioned the possibility of using online tools for voting during the hybrid meeting.
  • Decision Process: The committee discussed the need to decide on the format of the AGM and agreed to check the availability of the room at the Jag club before making a final decision. Bob will inquire about the room availability and update the committee.

Social Report – Daisy reported on the success of the recent Christmas party, mentioning a mix-up with the singer’s booking. The band covered for the absent singer, and Daisy suggested using the singer for the awards night in March.

  • Christmas Party Success: Daisy reported that the recent Christmas party was a success, with positive feedback from attendees.
  • Future Events: Daisy suggested using the singer for the awards night in March, as he is available and willing to perform. The committee agreed that this would be a good solution, and Daisy will confirm the singer’s availability for the awards night.

Financial Report – Bob summarized the financial report sent by Tony.
Membership Report

  • Membership Numbers: Tim presented the membership report, showing a total of 259 members, including 55 new members. He highlighted the club’s growth and the positive impact of new members joining.
  • Non-Competing Members: Tim suggested that new members join as non-competing members initially to save on EA fees. He explained that this approach would allow new members to benefit from club activities without incurring additional costs until they decide to compete.
  • Member Engagement: Tim noted that new members have been actively participating in training sessions, which is a positive sign of engagement and integration into the club. He praised the efforts of coaches and leaders in welcoming and supporting new members.

Training and Safety – Robert discussed recent training sessions and incidents, including a fall by Rachel. Spencer and Tim emphasized the need for basic first aid kits and training for leaders.

  • Training Sessions: Robert discussed recent training sessions, noting that they have been going well overall. However, he mentioned a recent incident where a member, had a fall during a session, resulting in injuries.
  • First Aid Kits: Spencer and Tim emphasized the need for basic first aid kits to be available during training sessions. Spencer shared his experience of dealing with the member’s fall.
  • First Aid Training: Tim suggested providing first aid training for leaders to ensure they are better equipped to handle injuries during training sessions. He proposed exploring options for short first aid courses or demonstrations to enhance leaders’ preparedness.
  • Safety Measures: Robert highlighted the importance of safety measures, such as leaders carrying phones and doubling up on sessions to ensure there is always support available in case of emergencies. He also suggested surveying the club to identify members with first aid training or medical expertise.

Cross Country and Race Performances: Sally and Spencer reported on recent cross- country and race performances, highlighting strong team participation and individual achievements, including podium finishes and team wins. They noted that the club had a good turnout at recent events, with many members competing and supporting each other.
Club Standards and Policies:

  • Policy Updates: Tim and Sally discussed the need to update club standards and policies to align with current requirements. Sally provided drafts of the inclusion and diversity policy and the health and safety policy for the committee to review.
  • Inclusion and Diversity: Sally explained that the inclusion and diversity policy was based on EA guidelines and customized to fit the club’s needs. She emphasized the importance of creating an inclusive environment for all members.
  • Health and Safety: this outlines the club’s commitment to ensuring the safety and well-being of its members during training sessions and events. The policy includes guidelines for risk assessments and incident reporting.
  • Member Acknowledgment: Terry suggested that members should acknowledge reading and understanding the updated policies as part of their membership renewal process. This would ensure that all members are aware of the club’s standards and policies.

Runners of the Month – The committee selected Michelle Edwards and Simon Aldridge as the runners of the month for their impressive performances and contributions to the club.
Parkrun Grand Prix Proposal– Robert proposed a Parkrun Grand Prix to keep members active over the winter and market the club. The committee supported the idea, and Robert will submit it for approval at the AGM.
London Marathon Club Draw: – Mark updated the committee on the London Marathon club draw, with 17 entries so far. He will verify eligibility and conduct the draw on December 11th.

Follow-up tasks:

  1. AGM Room Availability: Inquire about the availability of the room at the Jag Club for the AGM on the 22nd or 29th of January. (Bob)
  2. AGM Voting Method: Investigate the possibility of running the AGM both online and in person, including the technical setup required. (Tim.)
  3. AGM Notification: Send out a notification to the membership about the AGM, including the opportunity to submit proposals and nominations for committee roles. (Bob)
  4. First Aid Training: Drop a note to the EA to see what first aid training options they offer for leaders. (Terry)
  5. First Aid Training Alternatives: Explore the possibility of using internal resources, such as Cliff Evans, to provide basic first aid training to club members. (Daisy)
  6. First Aid Kit for Leaders: Purchase small first aid kits for leaders to carry during training sessions. (Spencer)
  7. Inclusion and Diversity & Health &Safety Policies: Review them and provide feedback to Bob. (All Committee Members)

    8. Next Meeting – Tuesday 7 January 2025