ANNUAL GENERAL MEETING

AGENDA

1. Open and Welcome
2. Acceptance of previous minutes
3. Chairman's report
4. Treasurer's report
5. Secretary's report
6. Club Captain's report
7. Nominations and election of new committee
8. Membership fees
9. Sub-Committees
10. Club race
11. General
12. Closing by new Chairman

Open and Welcome

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Acceptance of previous minutes

MINUTES OF THE AGM ON 27 JUNE 2000

1. OPEN AND WELCOME

Simon Welch, the current chairman, welcomed all to the meeting.

Confirmed that a quorum was present.

2. PREVIOUS MINUTES

Minutes confirmed as a reflection of the meeting by Cathy Reid and seconded by Michael Vodouris.

Dave de Bruin suggested that the minutes be sent out with the last newsletter before the AGM in future.

3. CHAIRMAN'S REPORT

Simon Welch read out a report (see attachment). He added his thanks to Willie Burger for his donation as well.

4. TREASURER'S REPORT

DH provided report. It was stated that the books would only close at the end of June and be audited accordingly. The reason provided was that the income and expenditure for Comrades was not usually wrapped up by the time the books were to be audited. The financial audit report will be published in a future newsletter.

DH stated that some Comrades income was still to be collected and the 2000/2001 Sponsorship had not yet been received. It is estimated that the expenses outstanding would be around R3000.

Simon Welch commented on the favourable position of the club's finances and indicated that while the intention of the club hosting a race was to make a profit, funding was required up front. Dave de Bruin reiterated the statement that the race should be run at a profit as the club would not get recognition from simply hosting the event.

5. SECRETARY'S REPORT

The secretary's report was read out by Keith Reynolds (see attachment)

6. CLUB CAPTAIN'S REPORT

Simon read the report in Gerhardt Pretorious' absence (see attachment)

7. NOMINATIONS OF 2001/2002 COMMITTEE

The following Nominations were received for the 2001/20002 committee:

• Voting for the vice-chairman occurred with the result that Riana Michau (15/12) was elected onto the committee.
• Voting for the secretary occurred with the result that Alta Moir (14/13) was elected onto the committee.
• Voting for the Club Captain occurred with the result that Nellis Dippenaar (22/6) was elected onto the committee.
• Voting for members was done with each person present electing 3 of the 8 available names (Gisela, Joey, Julie, Bongi, Willie, Evelyn, Marius, Michael). The results were as follows:

  Marius, Julie and Gisela were nominated.

The responsibility of clothing co-ordinator created last year will be allocated to a committee member.

A proposal was tabled by Donald Mellors to raise the size of the committee to 10, with the additional people been seen as members. Paul Cook seconded the Motion. Simon Welch (Chairman) stated that it will remain at 8 and additional members could always be co-opted if required. He proposed that the additional members who stood for election but were not voted onto the committee would be targeted first for co-option, if required. Simon's proposal was accepted.

8. MEMBERSHIP FEES Currently R80 per annum.

Simon Proposed this remain the same over the next year. Donald Mellors proposed this be raised to R100 to cover escalating costs. Seconded by Dave de Bruin but raised issue of people running shorter distances not getting the benefit.

6 members opposed the motion, all others were in favour of raising to R100. It was felt that the members generally receive the money back from the club through various events throughout the year.

Motion carried – Fees for 2002 will be R100.00

9. SUB-COMMITTEES (Away races – Grub Runs etc)

• SW proposed that members assist in club runs once a calendar has been finalised (dependant on the 2002 draft calendar).
• Club members to talk to each other and make use of newsletters and mail to communicate sharing of transport etc to away races.

10. CLUB RACE

• The club race is set for 28 October 2001.
• Eskom Conference center (Midrand) has undertaken to host the event.
• Sponsors have been approached – No fixed sponsor to date, the race will be held regardless.
• All sponsorships will be appreciated. Letter for sponsorship to be included in next newsletter.
• Charles Gradwell should be approached for sponsorship. ( D Mellors)
• If pre-entries are used they must be available on the day as well.
• Race has been earmarked by various clubs for inclusion in their training buildup for Tough One etc.

11. GENERAL

• Clothing co-ordinator role will be given to a member on the committee and not have a specific person in this role.
• Donald Mellors raised issue of kit, which is not available (on behalf of Heidelberg Member). SW indicated that there were problems with the supplier. Donald indicated he would take the issue up with the supplier. Get artwork and move to alternate supplier. Simon Will take up the Issue
• Tracksuits were identified. Promises were made but not delivered on. 35 Ordered from original samples shown to the club earlier in the year. Price around R200 each.
• Kathy stated it was difficult to find tent at races suggested we erect a flag or something to assist in location. Committee to look into issue.
• The committee endeavors to get a tent to most races – check newsletter
• Club runs. Poorly attended but lots of fun. Donald Mellors suggested that the club runs be structured to assist in training programs (indicated he would be available to assist). Important that members assist in this area. Rienett Kok suggested we increase from R2 to R5 but cold drinks to be include on the route. Idea is to cover costs – New committee to take decision. Place notices on Board for Club Runs.
• Proposal to upgrade tents by Donald Mellors. New committee to look into this after the race. Mary to be contacted to get a quote.
• Points races to be published after initial committee planning day – ensure enough time to get information to all members.
• Plan to have a club run in Germiston – quite a few members live in the area

12. CLOSING BY CHAIRMAN

Simon thanked the outgoing committee members for their efforts and welcomed the new committee.

In closing Simon thanked all members present for braving the cold and attending and making the meeting a success.

It was confirmed that no changes to the constitution were required.

The meeting was officially closed at 19:47

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Chairman's report

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Treasurer's report

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Secretary's report

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Club Captain's report

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Nominations and election of new committee

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Membership fees

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Sub-Committees

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Club race

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General

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Closing by new Chairman

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		© 2003, Dosco E.T.S. Gijimas