AGM_
2023 Annual General Meeting
Our 2023 AGM is being held on Tuesday 21st March, 7:30pm, at the fabulous, recently restored Shelter Hall on Brighton sea-front.
The club will buy all attendees a drink ( venue capacity limited to 50 people ) and food is going to be available to buy from their cocktail bar menu. Please register on the link below ( no fee !) so that we have an idea of numbers.
https://brightonphoenix.clubtrac.co.uk/e/brighton-phoenix-agm-9307
We look forward to meeting lots of new members as well as those who have been with us for a while.
Shelter Hall, Kings Road Arches,
Brighton BN1 1NB
Brighton Phoenix Athletics and Triathlon Club; a Charitable Incorporated Organisation
NOTICE OF, AND AGENDA FOR, ANNUAL GENERAL MEETING 2023
To be held on Tuesday 21 st March @ 7.30pm.
Shelter Hall, Kings Road Arches, Brighton BN1 1NB
Meeting Agenda
1. APOLOGIES FOR ABSENCE
2. TO CONFIRM THE MINUTES OF THE 2022 AGM AS A TRUE RECORD (see attached)
3. MATTERS ARISING
4. SPECIAL RESOLUTION
The Board proposes a special resolution, to amend sub-clause 14.2 of the club’s Constitution
to create the position of a Diversity and Inclusion Officer within the Committee of the Board.
Resolved:
That the Charity’s Constitution be amended by changing the reference to ‘7 people’ to
‘8 people’ in the first line and adding the following to the end of sub-clause 14.2
‘Diversity and Inclusion Officer.’
5. OFFICERS’ REPORTS
(a) Chair
(b) Coaching director
(c) Multisport
(d) Women’s Captain
(e) Men’s captain
(f) Membership
6. TREASURER’S REPORT AND ADOPTION OF ACCOUNTS
2
7. SUBS
In 2022 it was agreed that subs would increase in 2022 and 2023, in order to minimise some
historic losses and ensure the longevity of the club. Below are the agreed membership fees
for 2023 (agreed in 2022):
1. Increase juniors by £10 to £60.
2. Maintain unwaged at £35
3. Increase seniors by £5 to £60.
8. Break out session: Membership consultation & Club fundraising –goal setting for the
next 5 years
Our ethos as a club has evolved over the years as has our membership numbers, and we now
have over 200 junior 450 senior athletes, many volunteer coaches (and other volunteer
support), and more recently have become a registered Charity. We have evolved organically
into a very successful club, but what sort of club - and what does success look like moving
forward? - … More members? More PBs? More records, cups and medals? A more diverse
membership? Now is a time to reflect on what we - as members - want from our club, and what
is its purpose in the community.
Break into groups of 5 – 7 people which we hope will be supported by an outside facilitator.
Use the following questions as a starting point for club goals in the next 5 years. Please
nominate one person to note down the ideas and discussions during the breakout, and
another to feedback at the end.
Suggested discussion points:
- What goals should we set for the club over the next 5 years, what annual step
would we need to achieve?
- How should the club spend additional money? What feels engaging, important and
relevant for club members? (elite development, support for overseas runners,
training camps, subsidized kit etc)
- How could we raise funds? (races, events, kits sales etc)
- What is the most important thing the club should achieve in the next 5 years?
Please email notes in advance of meeting to club@brightonphoenix.org.uk, don’t worry about
perfectly formed sentences and spelling – a few notes and some ideas ahead of the meeting is
better than none
9. ELECTION OF OFFICERS: -
List of Officers with Nominations received to date:
Trustees
Chairperson Mike Townley*
3
Vice-Chairperson Josh Guilmant*
Treasurer Darryl Hards*
Coaching Director Malcolm Kemp*
Secretary Kirsty Bunning
Board Committee Members
Membership Coordinator Mike Scofield/Fiona Gambie
Communications Officer currently vacant
Club Captain x 2 Tom Hooper* + Chelsey Powederhill*
Parent Representative Sarah Russell*
Multisport Representative Geoff Pike*
Social Secretary Alex Garrod
Welfare officer Sarah Russell
Diversity and Inclusion officer new role, seeking volunteer(s)
NOTES
1)* Indicates current postholder willing to stand for re-election
2) Job Descriptions are available on request though the exact role of most officers is
negotiable as plenty of tasks can be and are shared/delegated and there is scope for extra
volunteers to help elected Officers in all of these roles.
3) It is still possible for you nominate yourself or someone else for any of the Officer
positions - though the sooner the better please.
10. ANY OTHER BUSINESS
As in recent years this is also an opportunity for members to speak openly and without restriction
or formality on any aspect of club life they want to discuss. It’s good to share ideas and thoughts on
how things can be improved or just to share experiences.
Proxy voting
Any member may appoint any other person (who need not be a member) as
a proxy to
exercise all or any of that member’s rights to attend, speak and vote at a general meeting
of Brighton Phoenix. Proxies must be appointed by a notice in writing (a “proxy notice”)
which:
states the name and address of the member appointing the proxy;
identifies the person appointed to be that member’s proxy and the general meeting in
relation to which that person is appointed;
is signed by or on behalf of the member appointing the proxy, or is authenticated in such
manner as Brighton Phoenix may determine; (note unsigned emails will be acceptable
for this meeting).
Any proxy notice can be sent via email for the attention of the Secretary at any time until 4pm. on the day of the meeting.
A proxy notice may (but does not have to) specify how the proxy appointed under it is to
vote (or that the proxy is to abstain from voting) on one or more of the resolutions. The
Chair can be appointed as your proxy, with or without instruction on how to cast your vote.