WINDSOR SLOUGH ETON & HOUNSLOW AC (WSEH AC)
ANNUAL GENERAL MEETING - 2019
Friday 22nd November at 7.30pm - In the club room

Please accept this as notice of the athletic club's AGM, as detailed above.

THIS IS YOUR CHANCE TO understand the current status of the club and to have your say in the running of it.

PLEASE MAKE EVERY EFFORT TO ATTEND

THIS AGM will focus on the need to future proof the club. We need people to fill one or two club officer positions, plus additional volunteers to cover other tasks needed to keep the club going. PLEASE SEE BOTH the vacancies in the Club Officers list below and the "Vacant Posts" list below. IF YOU THINK YOU CAN STEP IN OR ASSIST ON ANY OF THESE, please reply to this email and let me know. I can arrange for somebody to meet you in an effort to take things forward.

AGM AGENDA
1. Apologies for absence
2. Approval of 2018 AGM minutes
3. Treasurers Report
4. Secretary's Report
5. Team Director's Report
6. Election of Officers

CLUB OFFICERS LIST
The committee proposes those whose names are listed remain in post. However nominations for alternative people can be made in writing to the Club Secretary - Dennis Daly (rudidad@yahoo.co.uk), by November 15th, and must be seconded. For the vacant posts highlighted in yellow, nominations can be made to Dennis Daly in advance or from the floor of the AGM

• CHAIRMAN & MEMBERSHIP SEC. - Dave Weston
• DEPUTY CHAIR - Conrad Milton
• HON SECRETARY - Dennis Daly
• ASSISTANT SEC - Lynda Bussley (may become vacant)
• TREASURER - VACANT
• TEAM DIRECTOR - Irene Speller
• OFFICIALS SECRETARY - Val Stenning
• COACHING SECRETARY - Laura Burke & Reiss Davison
• CHILD WELFARE OFFICER - John Higgins
• CATERING MANAGER - Nicola Thomas
• SOCIAL SEC - VACANT
• SCHOOLS LIAISON - VACANT
• WEB SITE MANAGER - Les Phelps
• GENERAL COMMITTEE - Henry Walker & Lesley Pearson (Vacancy for 3 more / athlete representatives would be good)
• VICE PRESIDENTS - (in alphabetic sequence) Robert Briggs, Stan Eldon, Paul Green, Bryan Goodman, John Hatch, John Hatton, Earl Herbert, Derek McCulloch, Richard Parrish, Doug Scott, Jane Scott, Yvonne Smith, Henry Walker, Wal Wessely.

WSEH Athletic Club Vacant Posts – Help & Guidance will be provided to anyone stepping up.

FIRST - A reminder that the club is totally run by volunteers. The coaches, officials, canteen staff, committee members, Team Director, Team Managers, athlete availability co-ordinators, website manager and many more roles have to be fulfilled.

The club cannot continue its success, grow & develop and be future proofed unless we get more volunteers on board. We get complaints and disagreement on a how things are from club members or their families, which are difficult to address when so few volunteers are each covering two or more roles.

PLEASE DON’T BE THAT PERSON WHO HAS A BIT OF A MOAN, BUT THEN SITS BACK AND DOES NOTHING. VOLUNTEER SOME TIME TO HELP MAKE THE CLUB THE BEST IT CAN BE AND ALSO, TO ENSURE YOU AND YOUR CHILD ENJOY THE EXPERIENCE AND THAT EACH YOUNG ATHLETE ACHIEVES THEIR OWN PERSONAL ATHLETIC GOALS.

VACANT POSTS – All roles are fully mentored & supported, no one is left to sink or swim!
Most of these are currently done by an existing overburdened volunteer doing two or more job for the club.
Some we currently have no cover for.

1) Treasurer: Approximately 12/15 hours per month. Responsible for processing expenses, other income & outgoings and year end process.

2) Social Secretary: Organise events (Socials, bingo, Quiz night, open cinema, rounders, etc).

3) Junior Social Group: WhatsApp communication group, disco, nibbles & music after session in holiday times.

4) Prospective Member Briefing: To release Irene and Dennis from the job. The first point of contact for membership enquiries. Brief prospective new members on the club, how it functions and what its expectations are. Give them unbiased info on the various coaching groups. Offer & introduce the athlete to a trial. During the trial they will be given additional group info by the coaches. The athlete then makes the decision if in agreement with the coach that they join that squad and be signed up for membership.

5) Athlete Availability Volunteer helpers, to get the availability for specific age groups to the Team Managers. Sending emails to collate availability for 2020 Track season.
U13B, U15B, U17B, U20B, Senior Men
U13G, U15G, U17G, U20G, Senior Women

6) Team Managers required, possibly on a shared basis. A team of 2-3 parents to make the role easier. Help from current Team managers will be provided. Just 4 matches a year, per league.
Alder Valley Girls: U13, U15 & U17 &
YDL Lower: U13 & U15s

7) Match Officials: Qualified & unqualified to help run matches. WSEH will pay for parents or young athletes (16 years of age and above) to attend official’s courses. It is not hard and is a useful skill to have.
At every competition, the club has to provide a designated number of qualified officials and helpers as part of the team. Unqualified helpers are given easy tasks to assist their team’s qualified ones. Allocation of a parent helpers time can be done around their child’s event/s so you don’t miss them compete.
Please consider this very seriously. The competing team loses a substantial number of hard earned points if the club does not have the designated number of qualified officials & general parent helpers.

8) Website Manager(s) to assist current manager to keep website updated in a timely fashion.