Ealing Eagles Running Club – Annual General Meeting (AGM)

(Circulated via weekly newsletter, Facebook and Eagles website)

Date: 26th April 2022
Time: 7:30 p.m.
Venue: The Forester, 2 Leighton Rd., London W13 9EP

Committee:

Chair: David Carlin
Coaching: Wei Hei Kipling
Communications: Maggie Roxburgh & Anna Shierson
Membership: Terena De Abaitua-Hind & Nick Davies
Race: Nils Liborg
Social: Claudia Aviles
Treasurer: Greg Fernandes-Lawes

Index - Item by

Welcome - Chair
Chairperson’s Report - Chair
Annual Accounts - Treasurer
Election of Committee - Chair

Welcome: by Chair

Chairperson’s Report by Chair

Great to see the club has returned to ‘open as normal’ activities.

Over the pandemic, the committee hopes that we managed to look after your safety via following a COVID-19 plan, measured return to full coaching and, during this time, keeping you informed of current government guidelines and our transition back into an open club.

A big thank you to Gerb and Catherine for assisting us with COVID Risk assessments to re-commence coaching at hills and track. Hopefully, we have seen the last of the restrictions and lockdowns.

The club has now successfully returned to all the main sessions, and we have noticed that although we have struggled with volunteers for our Monday and Wednesday's club runs, Kieran, in particular, is raising the profile of our Sunday 10-mile club run.

The pandemic did mean a lot of club members re-evaluated their lifestyle and many left London for pastures new. This, and the fact that we decided to close our membership until we could open fully meant that we dropped from around 900 members to c610 when we came to renew all club member’s England Athletics memberships in April 2021. The committee had great feedback for this gesture, but this did mean we have less funds in the bank than previous years, however, we budgeted for this and expect our finances to improve again next year.

On the positive side we opened the club to new members in April 2021 and now have over 900 members again. A big thank you to Nick who has managed the new membership applications.

Membership fees will remain at £30 for renewals and new memberships and £15 for Second Claim members. England Athletics have put their fees up by £1, this year however, the committee agreed we would only take £14 back into club funds instead of £15 as before. Juniors will also now register via EA and their subscriptions will vary between £30 and £46 dependent on the level they enter. In previous years, the Juniors have ‘paid as you go’ which meant they were paying around £7-£90 per year.

A new kit supplier was agreed and although there have been delays to delivery from them, Piers continues to deliver the kit to members as soon as it is received. Nils is working with Kukri to try and find a solution to the delays. The quality of the kit is much better so he will persevere with this on our behalf.

With club events about to start rolling out e.g. Summer League, Green Belt Relay and our own 10K, we recommend you get your kit orders in as soon as you can so you can wear your club shirt!

As usual, there are lots of club members to thank for their time and energy especially the coaching team and those club members that have started Coaching accreditation. From the committee and our membership, a big thank you!

I hope we can all have a great running and social Spring and Summer and look forward to the monthly socials, summer party and Summer League.

The Annual General Meeting

The Annual General Meeting will take place on 26th April 2022.

Last year we declared that the majority of the committee wanted to stand again, however, this year many of us have served our time and wish to stand down.

Last year both Race (Nils) and 1x Membership role (Nick) were filled successfully. This year for the vacant roles we would like you to put your name forward for one or more of the roles. You can contact me as the Chair about these or the current members about their roles. You need to devote 2 hours per month to a committee meeting and then the work for the role. It is not onerous and it’s enjoyable. The other committee members are incredibly supportive too.

If you are interested in any position, please contact membership@ealingeagles.com initially or myself at chair@ealingeagles.com.

Further information on the election of the committee members is at the end of this document.

Financials by Greg

We have a cash balance of £13,400. In year we had a loss of £11,400 due to the club paying c£9,000 in membership fees. We do also hold kit stock of c£6,000 which will come back into the club funds as it sells. We are holding a retained surplus of £14,300.

We will present the actual accounts at the AGM. Please be assured that Greg reports to the committee at each Committee meeting. The Annual Accounts will be reviewed by two other financially qualified members of the club.

Last year the independent reviewers were happy with the administration of the accounts and from their review commented “there is a good audit for our financial processes, and we were compliant.” The current financial report is attached. If you have any questions about the accounts, please email treasurer@ealingeagles.com or chair@ealingeagles.com


Election of the Committee by David
Firstly, I have enjoyed another year as Club Chairperson, I think I have been in the role for four years! I am now stepping down as Chairperson but will support in other ways.

Terena (Membership) has also been on the committee for four years, Claudia (Social) for three years and Maggie and Anna (Communications) has been on the committee for two years, and are all also stepping down. Therefore, these posts need to be filled at the AGM.

You can find the description of committee roles on our website and if you are interested in one of the vacant roles, Chairperson, Membership, Social, and Communications, or any other role please please email membership@ealingeagles.com.

Committee members have a one-year term, so each role must be elected/re-elected at the AGM.

Proposed Chairperson: Vacant by David
by New Chair
Proposed Coaching: Wei Hei Kipling
Proposed Communications: Vacant
Proposed Membership: Nick Davies and Vacant
Proposed Race: Nils Liborg
Proposed Social: Vacant
Proposed Treasurer: Greg Fernandes-Lawes

If you are interested in any of the positions, please follow the timeline below.

11th March 2022 Letter sent to the membership.

15th April 2021 Nominations for the Committee places to be sent to membership@ealingeagles.com
(Please supply your name and which role you want to be elected for). If only one application is made, the applicant will be moved to ‘Proposed status’ at the AGM.

18th April 2021 If more than one member applies you will be requested to send a short personal statement to membership@ealingeagles.com in the near future.

20th April 2021 Vote for candidates will start.

23rd April 2021 Vote counted if there is competition for the role(s).

26th April 2021 Chairperson’s report, Financial accounts to date and election of the committee.

If you want to speak to me about the roles and expectations of committee posts please do contact me at chair@ealingeagles.com.

David Carlin
Chairperson, Ealing Eagles Running Club