MINUTES OF PINETOWN & DISTRICTS ATHLETIC CLUB

ANNUAL GENERAL MEETING

Held on 30.10.07 at the Club House, Lahee Park

Meeting opened : 07:15pm by Vince Huxtable.  Vince advised that there were not enough members for the forum, but all present agreed to go ahead with meeting.  In his capacity as Chairman, Vince appointed & introduced Janine Engels as the new Club Secretary.

Notice Convening the Annual General Meeting was given by Janine

Present:

Vince Huxtable          Janine Engels            Teresa Scott              Sheree Kirsten

Sindy Kreutzner         Shelley Frankish        Dawn Frankish          Gavin Frankish

Sonya Lagane           Herve Lagane            Mark Deeble              Norman Harris

Gabby Verster           June Watson              Gay Tilbury                 Colleen McCann

Sam Hibbert              Derek Davies            Teneal Featherby      Melody Olivier

Terry Moss                 Glenn Fisher              Gregg Patterson       Danielle Adlam

Peter Linnow             Steve Muchna            Lise Muchna              Harold Swanson

 Apologies:

Kelvin Borland           Kim Surmon               Jean Foster               Scott Wilson

Anne Erasmus           Stephanie Carlton-Shields                           Gordon Battersby     

Lyn Scott                    Len Zetler                   Crawford Reid           Greg Kirsten             

Wayne Scott              Craig Olivier              Linda Palmer             George Palmer

Yvonne Lurie

Additions to Agenda – General

• Incentives
• Security
• Clarity on Committee Members’ duties
• Clubhouse – relocation
• PDAC races

Minutes of Previous Annual General Meeting

 Unavailable – therefore unable to discuss Matters Arising

 Reports

 v     Audited Financial Statements

 Gordon sent his apologies for not having these available due to his illness.  Would let us have them as soon as he possibly can.

 v     Coach

 Track & Field

 Harold submitted his report.  Available on request

 v     Captains

  Ladies Road

 Lise submitted her report.  Available on request.

 Men’s Road

 No Men’s captain – therefore no report

 Race Walking

 Lyn not available but Vince conveyed a verbal report on her behalf.

 X-C

 June gave a verbal report.

 Reports accepted by Teresa Scott and seconded by Glenn Fisher

 v     The Club 2006/2007

 Chairperson

 Vince submitted his report.  Available on request.

 Election of Office Bearers

 No written nominations for Office Bearers received.

 The following members were nominated for committee and accepted :  

Peter Linnow – Chairman                                        Gordon Battersby

Danielle Adlam                                                          Janine Engels (Secretary)

Teneal Featherby                                                      Teresa Scott (Trustee)

Harold Swanson                                                       

 Captains

Lise Muchna ( Ladies Road )                                    June Watson (Ladies X-C)

Gavin Frankish (Men’s X-C)

 Gregg Patterson – Race Organiser

Steve Muchna – Tent Manager

 The following posts need to be advertised:

 Men’s Road Captain

Race Walking Captain

 Special Awards

 None

 General

 Incentives

 Ø      Lise suggested special incentives for those runners who achieve extraordinary times – using Provincial times as a guideline.  To be discussed at next Committee Meeting

 Security

 Ø      Glen voiced his concerns for safety & security at club & suggested relocating the clubhouse.  Terry suggested CCTV & Monitor and moving gate in as present security gate was being opened without seeing who was there.  After discussion it was suggested to look at feasibility of moving clubhouse as apposed to improving current security measures.  To be discussed at next Committee Meeting.

Ø      Sheree brought up the subject of non-members using the club shower facility and using up all the hot water.  Gregg said he’d been given an Access Control System free of charge and suggested trying it out (members would be given an access card).  To be discussed at next Committee Meeting. 

Gregg also mentioned that the club was under threat of being closed down by the municipal council if there wasn’t a radical change in black, junior membership.

   Clarity on Committee Members Duties

 Ø      Terry wanted clarity on duties expected of Committee Members.  Committee Members are the management of the club & attend monthly meetings to discuss various aspects.  Any member is welcome to come to the meetings but would not be allowed to vote.

 PDAC Races

Ø      Vince wasn’t sure whether Huletts were sponsoring our race again, although it was cheap advertising for them.  Mark had spoken to Huletts and they were happy to sponsor together with Sportsmans Warehouse.  A recommendation was made to cancel the 21km/10km later in the year;  a vote was taken and it was agreed that PDAC should only host the 25km race in January.

Club Tent

 Ø      Teresa mentioned that nobody offers to take the club tent to races – Steve offered to be “Tent Manager” and requested a list of all members & contact numbers so he could draw up a roster so everybody could become involved.  Vince did mention the risks with this as the cost of repairing the tent was extremely high.

 Closing

 Peter thanked Vince for a job well done, before the meeting closed at 8:55pm