IEK AGM 2012 - Invicta East Kent Athetic Club

Invicta East Kent Athletic Club - Annual General Meeting 12 th March 2012
1. Club Chairman invited Club President to Chair AGM.
James Roberts introduced himself, and invited IEK Club President Rex Stickland to chair the meeting which is customary at the club AGM.
Members present.
Claire Gilbert, James Roberts, Chris Harvey, Mark Wilkins, John Wilkins, John Gilbert, Stephen Burt, Barry Hopkins, Thomas Purnell, Ralph Noel,
Marianne Underwood, Rex Stickland, Peter Mullervy, Sally Mullervy, Richard Hudson, Andy Cope, Sam Hudson, Alistair Noel, Stuart Earl (non
member), David Weston, Jennifer Weston, Nikki Old (non member) Gavin Knight, Tony Piersall, Tim Sutton, Kieran Reilly ,Stuart Reilly, Veronica
Reilly, Lea Burnett, Michael Gallyer-Barnett. 28 Members
2. Apologies for Absence
Vicky Talbot-Rosner. Gilien Davison. Helen Underwood. Beth Burnett. Charlotte Burnett.
3. President’s address (Full text attached)
Rex welcomed everyone to the Club’s AGM. On behalf of the Chairman and himself, Rex thanked all members of the management committee for
their efforts over the last 12months, including Gilien Davison, Marianne Underwood, Michael Gallyer Barnett and Lea Burnett for attending
meetings.
Rex thanked the coaches and officers for 12months of great work and conveyed that everyone involved in the club should be proud of what has
been achieved over the last year. Rex thanked the club members and will leave James Roberts to talk about member’s achievements in the
Chairman’s Report. Rex explained the club has been unable to find anyone who has agreed to take on the role of Chairperson for the next year.
James has agreed to stay on for a further year during Olympic year for which the club is grateful.
Rex pointed out the area’s for concern.
• The track refurbishment, this is due within the next 2 to 3 years. Rex is currently working with the Canterbury High School and associated
parties regarding how best to secure the future sustainability of the track facility. This may need a considerable investment of money, Rex will
continue to act as spokesperson to protect the interest of the club.
• The club is run by volunteers, the success is dependent on members giving their time. Rex commented that positive signs have been seen
that more members do want to get involved.
• Members come from different backgrounds and as such we will have different views on many matters, Rex reiterated the focus should be on
the club and not minor differences.
4. Accept minutes of AGM 2011
Rex asked if the minutes from the last AGM circulated were correct. There being no amendments, Rex asked for a proposal to accept the
minutes. John Gilbert proposed, this was seconded by Tim Sutton.
5 Matters arising from minutes AGM 2011
Rex asked if there were any matters arising. At last year’s AGM it was agreed that the minutes from the ManCom meetings would in future be
available on the club website. This has not happened, after some discussion, it was agreed this action would be taken forward in 2012.
6 Chairman’s Report
James presented a detailed report on the Club. James explained Invicta East Kent is a multi discipline club, taking part in four disciplines namely
track and field, cross country, road running and indoor events. The club does also try to cater for all age groups and participates in many opens,
championships and leagues throughout the year.
Road Running
James talked about the success of the Club’s road race in January of this year, The Canterbury 10 mile, Peter Mullervy has successfully
undertaken the role as race director for the last two years. The race continues to grow in popularity with 18 IEK members taking part. In the coming
year two further road races have been added.
The Les Golding 10 km, in June, and The Canterbury Half Marathon, in August. Both races will now be organised by Nice Work a specialist race
event organiser, this puts less burden on the club and raises additional funds. The Canterbury Half Marathon will also support a local charity The
Pilgrims Hospices - this will engage the general public due to the charity link. The three events will also act as Club championships for these
distances and medals have already been awarded for the Canterbury 10m. James informed everyone that he would ask Nice Work to take over
the running of the Canterbury 10m race next year if a new race director was not found from within the club.
I.E.K took part in 28 road events at an average of 4 IEK per race.
Indoor
At sportshall 9 IEK athletes have taken part this winter and 2 have qualified for this year’s National Finals representing the u15 Kent female team,
this is in addition to the 3 I.E.K athletes who took part last year in Birmingham – Rhiannon Wallwork, Poppy Collins and Kent Captain, Lydia
Gallyer Barnett.
Club also enjoyed success at university championships & indoor championships. At the Kent Championships Sam Hudson and Rhiannon Wallwork
led the way Gold medals.
Cross Country
Kent league, 4 fixtures with an average of 25 I.E.K members running per match. U15 girls team very successful.
At Kent Championships, 47 I.E.K ran, at Southerns in Brighton 20 I.E.K ran, in Nationals at Parliament Hill 26 ran.
At the Kent fitness league an average of 3 I.E.K took part.
James also talked about the successes for the club at the Southern counties, at the Nationals where we had 4 complete teams and last weekend
at the InterCounties in Birmingham - Bobby & Alex Clay won individual gold & silver each at both Nationals and InterCounties.
IEK was well represented in School competitions : as the local club, we dominated the Canterbury District event, then 30 IEK members competed
at the County Schools event, organised in Blean Wood by Kent College and IEK provided all the marshals. Nine IEK went to the National English
Schools in 2011 and one, Bobby Clay was selected to represent English School in the Home Countries event in Dublin
Kieran Reilly, Bobby Clay, Alex Clay, Jason Prickett & Emily Hosker-Thornhill were mentioned for their numerous achievements at the various
cross country events including the Nationals and the UK InterCounties.
James highlighted the importance of athlete development from juniors to seniors and the club was seeing rewards in terms of retaining high
performing juniors into the seniors. James also wanted to bring to everyone’s attention that the club will contribute toward overnight
accommodation and travel costs for National competitions, and the club must be more proactive at this.
Track & Field
1401 performances by IEK members on track and field last year.
486 in league matches.
433 at all open meetings, 272 of which by IEK were at our Open Meetings where a significant percentage were personal bests by our members

323 were by 110 IEK members in our internal Club Championships which were spread over the summer to enable maximum participation – this
compares with 130 performances by 90 members in 2001 when all the club championships were held on one day
122 at county (96) regional (23) & national championships (3) where Bobby Clay not only won the national u-15 AAA 800m title, she broke the 30
year-old record which had eluded Kelly Holmes and Jenny meadows
In Schools competitions, IEK had 59 performances, 52 at County level and 7 at the national English Schools in Gateshead where Bobby Clay won
the junior girls 800m national title
Male IEK Athlete-of-the-Year was Kieran Reilly (winner of the u-20 Regional 1,500m) and Female Emily Hosker Thornhill (Cross-country & Track)
The new award for Junior IEK Athlete-of-the-Year (u-15 & younger) went to Jack Mullins (sprinter) and Bobby Clay (middle-distance)
The U11’s age group will this year return to the club opens, this will add to the atmosphere at these events which was missing last year when the
U11’s took part in six monthly events, organised on Sunday mornings supported by track & field officials from Kent College. This was a reciprocal
arrangement - we attended their 3 summer events for Primary Schools
James reported that, unlike our young athletes and our veterans who all have competed, for several years in joint male-female leagues, our Senior
Men and Women have hitherto competed in separate leagues, the Men’s and Women’s Southern Leagues which doubles the number of IEK
officials needed,. Although the two separate Southern Leagues still exist, for the coming season IEK has joined the newly formed Southern
Athletic League which is for Seniors, both males and females together.
In September the President of the Nepalese Olympic Team visited CHS while we were hosting a Southern Women’s league match : he informed
IEK Chairman that the Nepalese Olympic athletic team will be based in Canterbury and they wish to train with our members, It is understood that
the Bulgarian & Costa Rican teams will also use the Canterbury facility leading up to the Olympics.
The Club is in the process of twinning with an Italian Athletic club, Atletico Faenza 80, who are visiting UK, staying in Canterbury during the
Olympics : their vice-president is also one of the managers of the Italian Olympic Team and he intends to make time to visit us at CHS. The
coaches of their 30-strong club team would like to join our coaches for training in order to gain wider experience of athletics and our athletes will be
invited for a similar exchange in 2013
There is a planned Varsity match involving Christ Church College University & University of Kent on Tuesday 1 May, and will be incorporated into
the IEK Open for the month of May. Glossy leaflets and race-day programmes are being prepared by our Publicity Officer Barry Hopkins with input
from Tom Purnell
The future
Regarding the issue of the need to refurbish the CHS track in the next two years, the Committee is investigating the setting up of a special
Partnership with the Canterbury High School including local schools from Primary, Secondary and University who will all have a vested interest in
ensuring the facility is maintained at the highest level. The proposal being looked at is Charity Trust whose sole objective is to collect and hold
funds for the refurbishment
As to the coming year, James reported he is aware that his direct practical involvement in all IEK activities may be something that would put off a
successor who could spare the time for the Committee side of things, but not have time for the day-to-day operations : consequently he proposes
more delegation so his successor will have more realistic specifications.
To this end, James reported he will not be involved in the day-to-day issues/decisions regarding either our IEK Open meetings or our internal Club
Championships : one week before this AGM, James reports he chaired a meeting of 5 persons who have taken responsibility for these two events
and will themselves inform club members and the Committee of their progress.
Regarding Club Championships, Tim Sutton has taken on the task of making available medals on the day any Club Championship is being
contested in order to ensure members get their award at the time
Finally, the Club is grateful for the time Gilien Davison gives, not only to officiating at Club matches, but also for her constant attendance on
Tuesday & Thursday training evenings when she not only collects training fees, she also updates fees for other Club sessions. We’re grateful to
Pater Mullervy for his two-year stint as Race Director for the Canterbury 10 as well as for all his work as our Social Secretary and also for being
our Coach Co-ordinator. Finally grateful to Dave Weston (Track) and Karen Farnell (Field) for volunteering to recruit parents & helpers for both our
Opens and our Club Championships.
7 Matters arising from Chairman’s Report
Marianne Underwood raised the fact that Joshua Taylor had broken the 60m record and would in all probability be invited to the next Para Olympic
games. This achievement was not mentioned in the chairman’s report. James responded with an apology and acknowledged his oversight.
8 Secretary’s Report
Tony Piersall thanked the committee and explained he would be making a brief report, as outgoing club secretary. Tony wanted to remind
everyone that Invicta East Kent Athletic Club is one club, and not a club within a club. Tony highlighted the achievements of a couple of the
athletes he and Terry Hawkins had coached over the last year. Dominic Smee is currently ranked 12 th in the country for U15 males high jump and
Bradley Wake-Smith was first in the U15 male Long jump at the South East Athletics Competition held at the Julie Rose Stadium.
Chip Timing, Tony then raised the matter of Invicta’s chip timing, and was concerned if the club’s best interests were served by the percentage
paid to the people running this on the club’s behalf.
John Gilbert, Coach & club member, stated that this issue was not relevant for the secretary report and should be discussed at a more appropriate
time.
Tony acknowledged this and continued with his report. Tony gave praise and recognition to three of his athletes who will be competing in the Kent
Young Athletics League in the season ahead. Tony also commented the club has a thriving under 11, under 13 and under 15 groups who compete
in many events for the club.
Open evenings, Tony raised the point that club training nights on a Tuesday and Thursday are a good income earner for the club. Tony fully
supported the move for the open meetings to be held on a Wednesday for the forthcoming season. Tony then raised his concern over the present
agreement with the track facility, he felt that the club’s say in running the track facility had changed. At the outset when the facility was originally set
up, our club had a 50% say, with the proposed changes outlined within the President’s address, Tony is concerned this may not be the case
moving forward.
Training fees, Tony wanted to make it known that he, as secretary had opposed the increase in training fees which was voted on at the last
Management Committee meeting.
9 Matters Arising from Secretary’s Report
Rex Stickland, reminded everyone present that a vote on training fees would have to be taken by the members present, and that this matter is
currently at the proposal stage. Andy Cope, was concerned the club’s opens would clash with the Watford opens. Sam Hudson also added he
would rather travel to Watford than attend a club open in order to get a competitive race.
Reassurance was given that the planned club open dates do not clash with the Watford opens.

10 Treasurer’s Report
Claire Gilbert presented copies of the financial report to the meeting.
Club Balance sheet, a healthy bank balance is held which is split between savings and bonds. A second set of chip timing had been purchased
and was reflected within the Fixed Assets in the accounts.
Income & Expenditure Operations Account, Claire commented that membership had dropped and as a consequence income received from training
fees and membership was down. The track rent had also increased this year, the management committee’s desire for membership and training
fees to cover the general running costs of the club is an area for concern.
Income & Expenditure Development Account, Claire explained the Canterbury 10 had again made a sizeable profit. The income from the chip
timing was also ahead of plan following the purchase of a second set of equipment. The money from the development account is then used to
develop areas of the club, but the fact is much of the funds budgeted have not been spent.
Budget Income & Expenditure for year ending 2013 Operations Account, an operating deficit of £7,300 is forecast based on the club collecting
£20K in training fees & £6K membership. Turning to the development account budget, a surplus of £7,300 is forecast. Based on £35K income from
the 67 booked chip timing races, the purchase of the second set of equipment would pay for itself by 2014. The development funds would again be
available to further grow the club.
Claire proposed that the budgets for 2013 to be accepted by the members and that this acceptance would also agree a flat rate increase of 50p to
all training fee rates for the year ahead, new rates £2-50 per member, £3-50 per non member with a maximum training fee per night of £7-50 for a
family.
11 Matters Arising from Treasurer’s Report
Peter Mullervy raised several points regarding the chip timing equipment, Peter was instrumental in helping the club purchase the equipment from
HS sports. 18m ago he received a call from HS Sports who complained to him that I.E.K chip timing were undervaluing the service by charging
only £1-20 per race competitor, the original proposal was for £2-00 per competitor. Peter also stated that he was horrified that the flat fee agreed
for Mike Roberts or another member to run the chip timing had changed from £100 flat fee per day plus expenses, to now 40% of the total fees
collected. Peter used the Canterbury 10m as an example of how much money Mike would receive.
Peter proposed that we charge the correct fee, since HS sports and no one else locally charges less than £2-00. The additional income ie £40K
could then avoid the need for training fees to be increased and assist with the refurbishment of the track.
Rex replied that the ManCom wanted to offer value for money to other clubs for the service provided. Rex also explained that Mike Roberts had
developed software to make the operation of the chip timing more efficient and this produced the results in a format that had proved popular with
the various race users. Mike Roberts therefore owns the intellectual property rights and in order to retain his services a new deal was agreed in
terms of payment.
Questions were asked about who actually owned the intellectual rights, several members thought these were owned by the club as Mike Roberts
was being paid a fee by the club when this software was developed. Acknowledgement was given to the fact this has grown into a commercial
entity, however the club is not charging a commercial rate for this service.
Rex explained the partnership owns the intellectual right with 60% owned by the club and 40% by Mike Roberts, this is net of repairs. Rex also
acknowledged that charging more for the service was a valid point. Questions were asked what would happen if Mike Roberts wanted to walk
away from this agreement. Rex responded that Mike would have to sell his rights.
Members commented on the fact they were disappointed this information had not been shared. Several years ago the role of running the chip
timing was to be shared and a position advertised. Members present said this had not happened –James Roberts stated that in the early days two
members, Mike Gore and Tim Corby, had been recruited but found the operation of the system more than they could handle. Rex confirmed that
an operators manual does exist. Mike Roberts had identified Dave Kitcher who does the computerised Kent XC League results to run the second
set of equipment and he is paid the set fee for his services.
The issues raised were summarised as follows;
Failure to keep members informed. The original plan was to purchase photo finish equipment, but instead a second set of chip timing equipment
had been purchased. Communication had been very poor. The club may be in a vulnerable position. The club was undervaluing the chip timing
service. 40% of the income was not seen as unreasonable by some of the members.
Michael Gallyer-Barnett mentioned that too much time at ManCom meetings is spent on administration, rather than discussing these issues. The
ManCom will need to review how time is spent and look at the finances as a whole.
John Gilbert stated that putting ManCom minutes on the website would help with communication.
Rex acknowledged these points and explained the Chairman and a very small group of people had constantly asked for volunteer help and then
tried their best to manage all aspects of the club - the sub committees are not in place thus putting an additional burden on James, our Chairman.
Rex asked the members present to vote on the treasurer’s proposal to accept the budget and increase in training fees by 50p.
3 members voted in favour, everyone else voted against.
Rex then asked members present to vote on revising the 2013 budget and keep training fees at the current level of £3 for visitors and £2 for
members.
The majority of members present voted in favour for this proposal, 3 voted against.
Peter Mullervy requested that a working group be formed to review the chip timing arrangements. This will happen shortly with Mike Roberts being
invited to attend.
12 Election of Management Committee 2012
Tony Piersall had received nominations prior to the AGM, these were read out and were for the following positions.
James Roberts – Chairman.
Ralph Noel – Vice Chairman.
Rex Stickland – President
Michael Gallyer-Barnett – Secretary.
Peter Mullervy –Coach Coordinator.
Claire Gilbert – Treasurer
The above positions had been nominated by Tony Piersall and seconded by Sarah Wake-Smith.
In addition, Tom Purnell had been nominated by Barry Hopkins as Road Race Manager and seconded by Michael Gallyer-Barnett. Barry Hopkins
had been nominated by Tom Purnell as Publicity Officer and seconded by Michael Gallyer-Barnett.
None of the above were opposed.
Steve Burt then agreed to take up the last position on the ManCom which was nominated by Tony Piersall and seconded by John Gilbert, role to
be confirmed.

13 Election of Club Officers & Team Managers 2012
Representatives elected en bloc.
Membership Secretary
Lea Burnett/Nikki Old
School Liaison (CHS).
Michael Gallyer Barnett
Website Administrator
Thomas Purnell
Club-Night Reception
Gilien Davison
Officials Secretary
Gilien Davison
Child Welfare
Marianne Underwood
Liaison Local Schools
Thomas Purnell
Social Secretary
.....vacant
Canterbury 10 (2013)
.....vacant
Kit Officer
Marion Gilbert
Equipment Officer
Marion Gilbert
The above were proposed by Tony Piersall and seconded by John Gilbert.
Team Managers
Track
Senior Men – John Gilbert
U20 Male & Female – Gilien Davison
Senior Women – Sharon Hawkins
Kent Young Athletes M/F Jennifer Weston
Positions were proposed by Richard Hudson & seconded by Stephen Burt.
Cross Country
Senior Men – Mark Wilkins
Young Males & Females – Jennifer Weston
Senior Women – Sally Mullervy
Vet Male Tim Sutton
Positions were proposed by Michael Gallyer-Barnett & seconded by Veronica Reilly
Vets Male – John Gilbert
Vets Female – John Gilbert.
Vet Female Sally Mullervy.
Road
Senior Men – Tom Purnell
Senior Women – Tom Purnell
Vet Men – Tim Sutton
Vet Female – Sally Mullervy.
Positions were proposed by Stephen Burt & seconded by Veronica Reilly.
Athlete Representatives
Junior Athletes' Rep Alistair Noel
Senior Athletes' Rep (M) Andy Cope
Senior Athletes' Rep (F)
Positions proposed by Marianne Underwood & seconded by John Wilkins.
14 Any Other Business
Website administration, some members felt the club website was biased towards certain parts of the club. The new roles within the committee will
ensure this will no longer be the case.
Rex thanked everyone for their input, the meeting closed at 10:20pm.