Upcoming AGM Meeting October 2018

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Woolly
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Upcoming AGM Meeting October 2018

Postby Woolly » Thu Sep 13, 2018 8:24 pm

In reference to some queries on the club AGM which will be in October, we have provisional dates reviewing with the whole committee on availability and location. Placeholder dates are 16th or 23rd for your diaries to be confirmed.

A communication will be going out once date, venue and existing club committee members have confirmed their position in order to relay what roles are vacant.
All roles as are available if an individual wanted to put their name down and have it seconded on the nominations sheet which will be put up for 2 weeks on the club notice board and taken down 2 weeks before the meeting.

There currently or has never been any specific role and descriptions to pass on - some guidelines on EA below.
Only some recent roles/ tasks on club secretary and items Team leader/ Rob picked up. If you are interested then have a chat to the person in that position or someone in the committee.
This is something that we can look at as the roles have evolved with the individuals or over time got added to etc with the understanding that these are voluntary positions.

https://www.englandathletics.org/volunt ... er-toolkit
(Volunteer Role Descriptions at the bottom for some roles.)

We will also review if this date is suitable for London marathon rejection magazines for club ballot places and communicate on this too.

This will be confirmed and communicated out to members this weekend on this forum, facebook and calendar.
Rachel Argent, Club Secretary

wilko
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Re: Upcoming AGM Meeting October 2018

Postby wilko » Fri Sep 14, 2018 8:54 am

Thank you for posting these details, Rachel.

I'm assuming that with the further communication regarding the AGM that there will be a deadline for submission of tabled questions to put to the committee?

With reference to the EA links to the roles of the committee, here is a link to the role of chair at the Serpentine club:

https://www.serpentine.org.uk/pages/com ... chair.html

I'm posting it now ahead of formally submitting questions to the AGM for folk to look at it in tandem with the EA roles link above, in good time before the AGM, with a view to adopting it as the role description for the LERC chair (with the exception of the section at the end about registered charities). It might be a good idea to post the Serpentine link with an explanation into Facebook and on the night of the AGM provide sufficient paper copies for viewing. Club committee roles may be voluntary but both the EA and Serpentine role descriptions set out expectations whether a group has 20, 200 or 2000 members.

Additionally, please can paper copies of the club accounts showing the monies received, expenditure, status of all accounts since the 2017 AGM and projected expenditure and income until the 2019 AGM, be provided at the AGM; and please can a simple total income, total expenditure and final balance of all accounts for the end of year AGM's 2017, 2016, 2015, 2014 be included alongside the full accounts on the paper copy at the AGM.

And a request, please. Can committee members make their reports about what they have actually done within that role for the club during the last year - for some committee members their role is self evident and their report will be brief and straightforward, for others it will be longer, especially if there are follow-up questions to points raised. Also, in AGM's past there has been a lot of reporting of results - yes, it's important that recognition of personal success and achievement across the club is recognised (sadly, many achievements are omitted) but can it be done in a structured way avoiding duplication especially if results are going to be shared at presentation events later in the year? Time is short at the AGM and it's the only time that the club meets as a body to discuss the issues that affect it, so we need to make it count.

With a month at least before the AGM there should be sufficient time to prepare in advance of it, so please could someone ensure that all on the committee have seen
this post.

Thanks in advance, Rich Wilkinson

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creakinees
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Re: Upcoming AGM Meeting October 2018

Postby creakinees » Sun Sep 16, 2018 8:49 pm

Could I offer my little bit to the discussion about committee roles please.
The role of a committee member should be what the club NEEDS that position to fulfill, not necessarily what the person in that position does now / has taken on out of the goodness of their heart. Just because someone offers to do something shouldn't automatically make it part of the role of that committee position. There can be a danger in speaking to the present encumbant in being told a whole list of things that they do (off-putting to some prospective committee members) whereas the actual requirement of that role may be considerably less. It needs careful thought and not just a writing down of what's done at the moment.

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Re: Upcoming AGM Meeting October 2018

Postby wilko » Sat Oct 13, 2018 9:41 pm

Other than some information in the the news section , I can't find a summary AGM agenda anywhere on the club website and I don't recall any emails either - once again if this has all been conducted on Facebook that's fine by me, but please copy and paste onto here, the club's forum.

The AGM agenda should be made available before the AGM and summarise the order of items and list all those resigning committee posts and prospective committee members.

Please can the AGM agenda be made available on this website and sent out as an email by Monday evening at the latest?

Thanks in advance,

Rich Wilkinson

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boyband6666
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Re: Upcoming AGM Meeting October 2018

Postby boyband6666 » Mon Oct 15, 2018 8:56 pm

I haven't seen anything on facebook other than the time/location.

It does seem the forum doesn't really get used any more which is a shame, but if that is the case then maybe it does need to be shuttered formally.

I have also put together some suggested rule changes for the club leagues, as the current rules have a lot of issues which can be fixed. With some sensible tweaks we could have a wonderfully inclusive league and friendly rivalry.

A link is below to what I'd like to raise to be discussed either at the AGM or at the appropriate time in the future.
https://drive.google.com/file/d/1cwkPDI ... sp=sharing

wilko
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Re: Upcoming AGM Meeting October 2018

Postby wilko » Tue Oct 16, 2018 8:13 am

Thanks, Anthony. I'll try to get to read your suggestions before tonight.

I still can't find an AGM agenda on this site and I haven't had an email of one as requested in my post above made on Saturday. I also sent a personal email to the club chairman and club secretary requesting this. Speaks volumes really.

Rich Wilkinson

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Re: Upcoming AGM Meeting October 2018

Postby wilko » Tue Oct 16, 2018 9:57 am

A quick look and it makes an interesting read – you two have obviously spent some time thinking about this and much of what you’ve said has been covered in discussions down the pub over the years but it’s a good time with a largely new committee coming to realisation to bring this up again.
The problem is it’s too easy to overthink the league, scoring and positions. Firstly, if you don’t race you don’t get points! – so turn up and race! Essentially, it’s all about rank order of performance, overall for gender and in age groups and somebody will always be at the top and the bottom and the rest in between, and if we’re all honest we could all place ourselves somewhere along that continuum.

But, too few league races and folk can’t make specific dates for all kinds of reasons so don’t get enough in, and too many races means you can cherry-pick poorly attended races and get a high score. So, there’s one thing that can never be properly reconciled as somebody will always lose out or benefit – how many is the right number of races? But does there need to be some slack / flexibility in numbers of races for the inevitable, injuries, illness, work and family related issues that curtail a full set of results or do we accept the premise the league is, say, 7 races and if you don’t get them in, hard luck? (Notts summer road race has this, if you don’t compete the series then no final position; but the English and British fell champs have a maximum number of scoring races eg 4 from six but if you don’t get them all in and score only 1 point in a solitary race you still get a final table position).

As for scoring, the Notts summer league has 1 point for first, 2 for second etc. with lowest final total from all scores counting to final placings and I’ll be adopting this for the Notts fell champs next year for the best 2 out of 3 races (turn up, race, score points!).
The English and British fell champs score 32 points for 1st then 29 for second ie an incentive difference and then 28 for third etc.

My first claim club Dark Peak’s scoring system is that every race within a loose 20 mile radius of Hope in the Peak District is in the annual league. Scoring is your finishing time as a percentage related to the race winner eg winner 80 mins , me 100 mins so 80/100 X 100 = 80%. The incentive is that the faster you finish the closer to the winners time you get and the more points – in the current LERC system you can run a lifetime best and narrow the time to the race winner but still not catch the LERCer in front and don’t get any reward. Your best 10 races then count out of however many races there were available and final and age category positions are calculated. I’ve never heard one critisism or negative comment passed on this system in all the years I’ve been at Dark Peak. Mario has adopted and adapted this scoring system for Long Eaton’s fell league in that every race in the FRA calendar of 500+ is in the league and % scores calculated just for your age group.

Even this % scoring system has pros and cons but if you want simplicity it works and it’s straightforward to manage as Mario has excellently demonstrated with the fell league. You could say 6, 7, or 8 or however many races within a 20, 30 or however many miles of West Park scored by % winners time. Stops race cherry-picking , popular races will still get a big LERC turnout for club atmosphere, time and cash strapped folk get greater flexibility to get their races in and it’s an easy system to administer, and it's more likely to produce the rank order of ability that a league should reflect from performances. Have a look on the Dark Peak website or Mario’s fell league results table to see what it looks like.

Thanks for the time both of you have put into this.

Rich Wilkinson

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boyband6666
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Re: Upcoming AGM Meeting October 2018

Postby boyband6666 » Tue Oct 16, 2018 2:28 pm

Phil A. mentioned a % based scoring system. I'm also not against it, and you make a good point about time not necessarily making a difference (though is it not about racing, not time trials?). The scoring has clearly been a bit of a lightning rod to others. I think most people accept the current system is massively flawed, but what to replace it with is hard.

My conclusion is move slowly with consensus so straight forward unanimous changes for ties should be easy to get done immediately. For scoring we might need a year to think about - keep the existing system, and then see what other systems would have done (and have a parallel system), making a final decision a year from now. Also continuously reviewing and making sure it all stays relevant.

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Re: Upcoming AGM Meeting October 2018

Postby wilko » Tue Oct 16, 2018 6:37 pm

Time trial? Isn't racing about running as fast as you can to beat the runners including LERCers in front of you and thus getting closer to the winner? Racing and not wanting fast times is usual restricted to a slow 1100m then eyeballs out in the last 400m in the Olympic 1500m final and not Chaddesden Booth XC! Runners racing without wanting fast times probably aren't bothered about club points and leagues rather the sheer joy of running or others motives that are more important for them than fast times.


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