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Committee Meeting August 2025

Agenda​

  1. Welcome and apologies
  2. Review previous minutes
  3. Club secretaries report
  4. Treasurers report
  5. Membership secretaries report
  6. Coaching and officials update
  7. Presentation Evening
  8. Training - discussion regarding coaching vs competing
  9. AOB (i) Clothing (ii) Club Records
  10. AOB

Minutes

Attendees: Chris Togwell (CT), Karen Vermeer (KV), Ross Brewer (RB), Lester Medcalf (LM), Eddie Vermeer (EV and acting Chair), Phil Rogers (PR) Victoria Todd

Apologies: Mike Ellis-Martin (MEM), Pauline Wells (PW)

Please note numbers correspond to agenda items

Actions from January were reviewed. EV will recheck the welfare email details and accounts.

Compliance​

To complete mandatory training
Owner: Club Secretary  |  Due: 2025-10-01

Training​

Ensure incident book is available

Owner: Membership Secretary  |  Due: 2025-10-01
Context / Discussion
Incident reporting should be centralised. Secretary to provide book by next meeting.

Ice packs required - welfare officers to check

Owner: Adult Welfare Officer  |  Due: 2025-10-01
Context / Discussion
To check on the first aid kit, including ice packs, and order as required.

Ice packs required - welfare officers to check kits

Owner: Adult Welfare Officer  |  Due: 2025-10-01
Context / Discussion
To ensure club is able to deal with accidents and incidents, we need to be certain that all first aid kits are available and well stocked.
  • EGSCC St Johns First Aid offer open to all - First Aid Essentials for all coaches etc

The Academy​

Was full this year - some on waiting list for U13s in the Autumn when they move to year 6

Finance​

  • most income for the year has been received with £5100 so far
  • similar to last year with £4600 spent to date
  • £28500 in reserves
  • Beatrice Kilkenny still unpaid

Membership​

Confirm if Ella & Myla Vickers are joining.

Owner: Club Secretary  |  Due: 2025-10-01
Context / Discussion
To check with Sam Walker if Ella & Myla Vickers will be joining the club, following initial interest.

Totals​

89 athletes 107 members in total

Coaching​

Ideas​

  • Fully funded coaching opportunities? Liaise with Mike about running sessions closer to the club??
  • Camera club / School photography opportunities / Flyers for parents? KV shared idea to all - look to print professionally and distribute - photos can be taken at training session with permissions requested

    Check what opportunities there are for younger coaches.

    Owner: Club Secretary  |  Due: 2025-10-01
    Context / Discussion
    To check what opportunities are available to younger athletes interested in helping out further around the club.
  • Ensure all are clear on Coaching Assistant and Coaches requirements and promote to parents

Winter Sessions​

  • think about circuits and plyometrics and sportshall competition every 4 weeks

  • vitial that all coaches encourage parents to assist and help

    Club Secretary to book hall.

    Owner: Club Secretary  |  Due: 2025-10-01
    Context / Discussion
    Indoor training will return from Tuesday October 14th with sessions from 1830-1930, 1930-2030 and indoor hall at Imberhorne needs booking until Christmas.

  • outdoor sessions to be Thursday sprint sessions from November

  • club will shift season break in 2026 to winter on a trial basis as club misses September weather suitable for outdoor training

Equipment Required​

Plyometric equipment / podium

Presentation Evening​

  • some trophies are still outstanding - some unknown

    Chair to review options and make proposal.

    Owner: Chair  |  Due: 2025-10-01
    Context / Discussion
    Presentation / club evening to be arranged for later in 2025. Venue to be agreed and identify costs.
    • sub committee recommended to help arrange
  • look into Team Captains

Training​

  • People are using the club for training, but don't compete

    Coaches to discuss with athletes and parents reasons for not competing.

    Owner: Coaches  |  Due: 2025-10-01
    Context / Discussion
    If athletes are training and not competing, coaches will speak to athletes and parents regarding the barriers to competing for the club.
  • Training night indication to gauge numbers of those training regularly vs competing regularly

Club Records​

U15 - Aidan Gallager - biys discus 39.71m

Clothing​

  • KV to lead, PR to help with logo aiming for an online club shop
  • Blue T-shirts - consider other opportunities to sell

AOB​

Club Secretary to liaise with Parkrun for takeover.

Owner: Club Secretary  |  Due: 2025-10-01
Context / Discussion
To arrange a Parkrun takeover to help promote the club.

James Cooper - inspirational talk to athletes / club - possibly for Club Night

Grants - we need to show equipment purchased and ensure we provide thanks to those awarding grants

Calendar - U13 - update final date - Sunday 7th

Next committee - November