AGM 2013-14

London Fields Triathlon Club AGM, January 13th, 2013 — Meeting opened 1.10pm

Agenda

  1. Welcome and Attendees
  2. Apologies
  3. Review & accept AGM Minutes for 2012
  4. Committee reports
  5. Items for discussion
  6. Committee Elections
  7. Any Other Business

Minutes

  1. Welcome and Attendees

    List attached.

  2. Apologies

    Karl Grainger, Anna Blythe, Jane Dennyson, Kristal Pous

  3. Review & accept AGM Minutes for 2012

    Copies available to read. Minutes agreed.

  4. Committee reports

    1. Chairman

      Chris Skinner — Written, circulated.

    2. Coaches report

      Tim Smith

    3. Members secretary

      Kath Brasier — Summarised current membership and attendance at sessions. Report attached. Survey for new members being sent shortly.

    4. Treasurer

      Rhodri Gabe — Written. Club finances generally healthy. Report attached. Automated booking system evaluated and trial to start in February.

      Questions on committee reports:

      Shiz Gerami asked what benefits there was to being a member and should we make it compulsory. Amanda Wilmer/Chris Skinner responded to confirm members receive priority in session booking but important to allow some casual attendees to continue to bring people into club. Seb Arroyave asked how the automated booking system would work with members/non members. Rhodri Gabe/Rohan Byles responded to say agreed number of places would be reserved for non members e.g. 2 per session for weekend swim. No further questions, committee reports accepted.

  5. Items for discussion

    1. Juniors Policy 2013

      Chris Skinner, Amanda Wilmer — Overall a good year for juniors training in 2012 but opportunity to build her juniors offer by links with local schools and community groups. Chris Skinner proposed forming of juniors committee — led by Juniors Secretary with 3-4 people to assist development of juniors training sessions. Juniors Secretary to be member of LFTC committee. Generally agreed.

    2. Club Mark/Star Mark update

      Chris Skinner — Club mark/Star mark are independent accreditations reflecting how well the club is run; similar outline but club mark includes juniors. Star mark accreditation expected to be achieved next 6 months.

    3. Club Rules

      Chris Skinner — Club rules distributed for review. Acceptance of club rules will be included in participation agreement so covers all members and casual attendees. Club rules to be added to website once spelling/typing errors corrected.

    4. Club storage

      Chris Skinner — Currently using Chris Skinner’s shed. Potential to need more storage space as club accumulates equipment. Clare Shakespeare queried whether insurance needed — Chris Skinner replied items currently low value so not worth insuring but would be a consideration when club starts buying more valuable equipment. Volunteers requested for researching storage options — Scott Millar volunteered to investigate including contacts at Hackney Council.

    5. Sponsorship

      Chris Skinner — Currently no club sponsor but repeated offers for discounts etc in exchange for club mailing list. Club does not need sponsorship financially but maybe future offers will be more interesting. Gabriel Sayer — link with charity would be good. Amanda Wilmer — where would we publicise any sponsorship, kit turnover is too low to be worthwhile. Seb Arroyave — not enough people on the mailing list to be worthwhile to sponsors and would there be a challenge to selling data as this is currently not covered. Charity link well liked. Bea Hackett said she is trustee on Hackney Quest, will make contact to understand possibilities of club links. Members secretary to research data sharing and member permission to do so.

    6. Website

      Chris Skinner — Up and running. Big vote of thanks to Marc Hibbins. Lots more that can be done. Proposed change for 2013 with individual club/committee members to be responsible for different sections. Agreed.

    7. Committee structure

      Chris Skinner — 2012 committee comprised 17 members. Change proposed to reduce overall committee size to ~14. Expectation is that whole committee meets twice yearly; smaller meetings to be held more regularly for admin committee/coaches committee etc. Subcommittees will report to whole committee via representative and all meeting minutes to be available on website. Seb Balcombe suggested all sub committees or groups decide clear objectives at start of year. Scott Millar asked how key races/club events were decided and publicised — Chris Skinner/Rohan Byles replied as current agreed at start of year and published on website/via newsletters etc. Chris Skinner confirmed welfare secretary must be CP checked but if required, this would be done at club expense. Proposal to introduce shadowing within committee roles so back up available if people leave during year. To be covered in committee elections.

    8. Club Coaches, training and incentives

      Rohan Byles — Club funds coaches training for new coaches and existing coaches moving to higher levels. Arrangement currently requires coaches to provide club with 20 training sessions after qualifying in exchange for the funding. Not all coaches still active with club once qualified. On query Rohan Byles confirmed that individuals were obliged to repay course cost if not completed or if training sessions not provided. Proposal that coaches receive a free training session in return for every session coached once the 20 session obligation has been fulfilled. Shahab Uddin queried if one session per trained session was enough; Tim Smith agreed it would be OK. Proposal agreed. Dave Price suggested bringing in guest coaches; agreed as action for coaches committee to discuss.

    9. Lifetime Membership

      Rohan Byles — Proposal to introduce life membership for club members and exemption from membership fees for individuals who have made extraordinary contributions to the club. Rohan Byles proposed Chris Skinner as first life member — carried unanimously.

    10. Club role in non-BTF/triathlon activities

      Various — General discussion regarding non-triathlon races such as trail running/adventure racing etc and potential conflicts with targeted club races. General agreement for club races to be clearly listed and identified on website so conflicts with other events can be minimized. Proposal made to change committee Wild Swim role to Wild Pursuits co-ordinator — agreed.

    11. Members Pack

      Chris Skinner — 2012 members gift distributed. 2013 gift to be agreed. Suggestions for any further information needed for new members to be forwarded to committee to arrange members packs.

    12. Capital Tri & proposed summer sessions

      Chris Skinner, Rohan Byles — Capital Tri is a small events company started by Chris Skinner/Rohan Byles/Laura Turner to run triathlon events in Hackney area, including West Reservoir. Training time has been secured by Capital Tri which they can provide to LFTC for open water training sessions at West Reservoir over summer. Total of 26 sessions available and current plan is to run 6 events and provide 20 LFTC training sessions. Sessions to be provided to LFTC at cost prices from Capital Tri. Potential for future partnerships recognized but concerns regarding potential conflict of interests raised given overlap of Capital Tri directors and LFTC office bearers.

  6. Committee Elections

    1. Chairman

      Nominee Proposed Seconded
      Chris Skinner Rohan Byles Rhodri Gabe
      Elected unopposed

    2. Club Secretary

      Nominee Proposed Seconded
      Rohan Byles Chris Skinner Rhodri Gabe
      Elected unopposed

    3. Members Secretary (x2)

      Nominee Proposed Seconded
      Kath Brasier and Chris Morris Amanda Wilmer Tim Smith
      Elected unopposed

    4. Club Treasurer

      Nominee Proposed Seconded
      Rhodri Gabe Rohan Byles Seb Arroyave
      Elected unopposed

    5. Events Officer

      Nominee Proposed Seconded
      Shahab Uddin Gail Wilkinson Seb Balcombe
      Elected unopposed

    6. Juniors Secretary

      Nominee Proposed Seconded
      Amanda Wilmer Chris Skinner Rohan Byles
      Elected unopposed

    7. Protection Officer

      Nominee Proposed Seconded
      Clare Shakespeare Shahab Uddin Dominic Bloomfield
      Elected unopposed

    8. Club Welfare Officer

      Nominee Proposed Seconded
      Clare Shakespeare Nathan Dytor Shahab Uddin
      Elected unopposed

    9. Kit Secretary

      Nominee Proposed Seconded
      Gabriel Sayer Seb Arroyave Ian King
      Elected unopposed

    10. London League Co-ordinator

      Nominee Proposed Seconded
      Ellen Greaves Sam Hart Kath Brasier
      Elected unopposed

    11. Race Diarist

      Nominee Proposed Seconded
      Hannah Troop Claire Tomlinson Kath Brasier
      Elected unopposed

    12. Ride Co-ordinator

      Nominee Proposed Seconded
      John Kennedy Shiz Gerami Gail Wilkinson
      Elected unopposed

    13. Men’s Captain

      Nominee Proposed Seconded
      Stuart Hitchcock Andrew Finn Shahab Uddin
      Elected unopposed

    14. Women’s Captain

      Nominee Proposed Seconded
      Sam Hart – –
      Ellen Greaves – –
      Vote won by Sam Hart

  7. Any Other Business

    No items raised.

Meeting closed