EMAC AGM Minutes Saturday 24 March 2018

St Agnes's Church Hall, Bury Road

Newmarket CB8 7BT

Present

Michael Hausler, Amr Ziko, Carey Hollick, Christine Anthony, Pamela Abbott, John Borgars, Maureen McCarthy, Chris Hawkins, Ty Farrer, Betty Gash, (Facebook live after- Aaron Bollu, Brian Hawkins, Cath Duhig, Jeffrey Reed, Helen Reed, Sarah McGrath, Christine Lathwell and Alison Bourgeois)

1.Adoption of the Previous Minutes

Noted and adopted

2.Matters arising

Action from last AGM to have accounts audited and accepted at this AGM – This did not happen; Brenda is having both 2016 and 2017 accounts audited right now.

…Action – Accounts to be audited and accepted at next AGM

3.Secretary’s Report (in lieu of there being no chairman)

Carey Hollick provided a report to the meeting (which is attached).

4.Treasurer’s Report

Brenda Russell sent a report and the draft report for 2017 accounting period and it was circulated at the AGM. We have a very healthy bank account. In the report she discussed the need to reduce membership fees. We also have a good supply of medals in stock, but even though she mentioned that we have a good supply of vests, Carey sold quite a few vests at the EMAC Indoor Championships and Inter-Area meets so we are out of some sizes so some need to be ordered. Please see attached Treasurer’s report for the rest of the report.

5.Membership

Courtney Gunn sent a report with the membership numbers. Current membership is 26 first claim and 649 second claim, totalling 675 members on 24 March 2018.

6.Election of Officers

Since the Notice of AGM, there were nominations received and volunteers willing to fill all but one of the positions which were being vacated or were already vacant. The nominations were elected as:

  • Chairperson – vacant
  • General Secretary – Carey Hollick
  • Treasurer – John Borgars (Chris Hawkins helping with vests for a year)
  • Membership Secretary – Michael Hausler (Amr Ziko helping with data analysis)
  • Communications Editor – Paul Preston
  • Road and XC Secretary – Ty Farrer
  • Track and Field Secretary – Christine Anthony
  • OCMs – Amr Ziko, Maureen McCarthy

Most of the positions were filled but chairperson. Committee will determine a “co-opt or Acting Chairperson” until the next AGM.

7.Proposals which were discussed

Membership subscriptions for 2019-2020–We discussed what the membership subscriptions will be and we decided that second claim memberships will be £10 and first claim will be the £10 plus whatever EA membership is next year. The proposal was proposed by Michael Hausler and agreed by all.

EAMA XC Inter-Area Championships – Maureen McCarthy discussed the upcoming inter-area meeting which is on Saturday 29 September 2018 at Nowton Park in Bury St. Edmunds and we are co-hosting and how she has everything at hand. Ty Farrer proposed we should incorporate the EMAC XC Championships with the inter-area meeting and the committee and members present all unanimously agreed to this proposal. This should attract more EMAC members to hopefully win both championships!!

Track and Field League – Two issues were discussed. First was the fact some divisions have a problem getting race walk judges so we decided if there are not enough race walk judges the race would be a ‘B’ category race instead of an ‘A’ category. (Paul Harrison has mentioned to me since the AGM that he is working on getting enough race walk judges for all the divisions). Second issue discussed was the fact there are sometimes a lack of officials for the league. It was proposed to pay official’s travel expenses using a form like the ones used at the BMAF indoor championships. This proposal was agreed by all who were present. Since the AGM, Paul Harrison has sent out the final fixtures and locations of the meetings, the league rules and the list of events in each meeting.

A place where members can order EMAC merchandise – Carey proposed that we use the same website that her local club uses because it is free to set up an online store. It was agreed. The website hasn’t been set up yet but it will be with striptees.

Road Racing – The road racing champion of 2017 was Steve Hall M45 and the report was circulated and is attached. Ty Farrer announced that we would use the same four race distances this year that we did for last year and he will announce them when they are coming up. There will be a 5 mile, 10k, 10 mile and half marathon to compete in. More information will be posted in an email, on the website and on our Facebook page.

Other issues which arose –

  • We discussed having a proper AGM next year where we want an increased number of members participating. We want to hire a venue, have a free buffet and awards to be handed out to make it more attractive. We will also try to get any additional ideas to increase member participation for the AGM.
  • We are going to be buying an EMAC gazebo
  • We also plan to pay to update the website with a new one.
  • We voted on having 3 signatories for the bank account instead of just 2 – they will be the Treasurer, General Secretary and the Membership Secretary. We are working on this now.
  • We also discussed about having more committee meetings this year other than doing things just by email.

Meeting Closed