MINUTES OF ANNUAL GENERAL MEETING OF THE PETROFAC ATHLETICS LEAGUE Held in the Ex Service Men’s Club, Elgin, on Sunday, October 18, 2009 at 1 pm Present: Andy Dobbie Aberdeen AAC (East Secretary) Linda Dobbie Aberdeen AAC (Records Secretary) Alan Fulton Aberdeen AAC Denis Shepherd Aberdeen AAC (Minutes Secretary) Anne Webber Arbroath & District AC Winston Webber Arbroath & District AC (Secretary/Treasurer) Ian H Silver Dundee Hawkhill Harriers (President) Jenny Currie East Sutherland AAC Mike Archibald Elgin AAC Steve Murdoch Elgin AAC (North Secretary) Alison Murphy Ellon AAC Dorothy Milne Ellon AAC Paul Rogan Forres Harriers Kirstin Grant Nairn AAC Elspeth Allan North District Track & Field Secretary Neill Allan Grade 1 Field Official 1. APOLOGIES FOR ABSENCE None 2. MINUTES OF 2008 ANNUAL GENERAL AMEETING a) Approval of Minutes: Minutes of the meeting of the Petrofac League AGM of October 26 2008 were approved (proposed by Elgin, seconded by Arbroath) b) Matters Arising: Use of Declaraton Sheets (Item 7b (4)): Denis Shepherd pointed out athletes with the same initial and surname were still appearing in the results without a first name which made it impossible for their performances to be accurately recorded. It was agreed the necessity of including first names where necessary be reiterated to clubs and that in such cases first names should appear in the official results. 3. SECRETARY’S REPORT 2008 League: Winston Webber summarised the season, saying east and north matches had fallen out of line partly because of a clash with the Scottish Young Athletes’ League and partly because Queen’s Park had closed for refurbishing earlier than expected. It had been a fairly successful season for athletes and the final had been held at the re-opened Chris Anderson Stadium but the planned grand opening match status at the new Aberdeen Sports Village had been cancelled because the Women’s League had held a meeting there first. For the first time physiotherapists had been at hand at the final. He thanked all officials and the section secretaries. The trophies had been refurbished and a Petrofac badge affixed. The sponsors had been pleased with the League and the publicity and had renewed their sponsorship for a further two years. 4. TREASURER’S REPORT Statement of accounts: Winston circulated a statement which showed an opening balance of £9771.05, income of £8200 and expenditure of £5154.55, giving a closing balance of £12816.50. There were still three bills for stadium hire to be paid. He felt the costs of refurbishing the trophies were worthwhile. Elgin asked why starters’ costs were higher in the East section and Andy Dobbie replied by saying starters were available fairly locally for Inverness whereas there was a shortage in the east and this often necessitated starters travelling long distances. Inverness Council had kept their promise and kept their fees the same as before. It was acknowledged this League was fortunate compared with many other leagues with regard to hire costs but it was likely they would all increase by around 15% in 2010. Clubs were asked to let Winston know how many numbers they required in order to keep costs down. It was proposed by Elgin, seconded by Dundee that the accounts be accepted. Winston said he would arrange to get them audited once the outstanding bills had been paid. 5 RECORDS SECRETARY’S REPORT Records details were distributed by Linda Dobbie. 6. ELECTION OF OFFICE BEARERS FOR 2009 a) President: As it was the alphabetical turn of Forres to provide a President, Paul Rogan was duly elected. b) Secretary/Treasurer: It was proposed by Elgin, seconded by Aberdeen that Winston Webber be re-elected. Winston was unanimously elected with the agreement that Anne Webber would also act in the post and be an authorised signatory. c) North Section Secretary: Steve Murdoch was proposed by Elgin, seconded by Forres and duly elected. d) East Section Secretary: Andy Dobbie was proposed by Arbroath, seconded by Dundee and duly elected. e) League Records Secretary: Linda Dobbie was proposed by Arbroath, seconded by Ellon and duly elected. 7 PETROFAC ATHLETICS LEAGUE 2010 a) Proposals 1. Proposals from Moray and Montrose: Two proposals, both concerning hurdles, had been submitted by Moray Road Runners and Montrose & District AC and circulated in advance, but as neither club was present they both fell. b) Points for Discussion 1. League programme: Neill Allan, Andy Law and Andy Dobbie had prepared draft programmes for the season. It was agreed they would both be put on the website and clubs should notify the secretary for any comments by November 30. The following were agreed: Long hurdles be included Sprint hurdles to be run starting with the longest and finishing with the shortest No U15 girls’ triple jump (not recommended by SAL) Hammer and pole vault A only (for safety reasons) No under-11 discus (status of under-11 javelin to be checked with SAL) Steeplechase to be added (men and women, A and B) at Dundee and Inverness Senior men’s 3000m to be replaced by 5000m Senior men’s 110m hurdles to be A and B and the U20 event discontinued Andy, Elspeth and Neill agreed to construct a draft programme accordingly in the next two weeks and put on the website for comment by November 30. (See post-meeting notes) 2. Sponsorship: See Secretary’s report 3. Stadium Hire Costs: No indication of charges for 2010 had been received. Hire time would be kept minimal. Perth and Dundee were cheapest. 4. Use of Declaraton Sheets: Winston asked all clubs to use the recognised sheets and to include non-counters. It was clarified that if an athlete competed illegally in four events he/she would lose the points scored for the last counting event. 5. Club Provision of Officials: Clubs were reminded they should make an effort to provide 6 officials who should remain available for the whole meeting, and that they should be declared at the start. Some clubs including some of the larger ones were not providing any officials and others supplied helpers who disappeared after one or two events. It was agreed SAL should be asked to help the situation by holding courses outside the central belt. 8. DATES AND CONVENING CLUBS FOR 2010 (but see post-meeting notes) The five dates had been issued provisionally by SAL. Details were agreed as follows: North Section: Date Venue Convenors Programme 25 Apr Inverness Caithness, E Sutherland 1 23 May Inverness Elgin, Moray RR 2 27 June Inverness Forres H, Nairn 3 8 Aug Inverness Lochaber, Ross County 4 5 Sept. Inverness Inverness H Final East Section: Date Venue Convenors Programme 25 Apr Aberdeen Aberdeen, Ellon 1 23 May Dundee Dundee HH, Brechin HAC 2 27 June Dundee Arbroath, Montrose 3 8 Aug Perth Perth SH, Banchory 4 Stonehhaven 9. ANY OTHER COMPETENT BUSINESS: a) Convenor’s Packs: Winston asked if clubs required convenor’s packs but because of the cost, it was agreed convening clubs be left to provide the necessary paperwork. Responsibilities of convening clubs were spelt out in the programme. b) Annual fees: Winston suggested leaving the fees at £200 and this was unanimously agreed. c) Websites: Andy Dobbie asked clubs to provide him with a link to their club websites to be included on the League website. d) Missing names: Denis Shepherd asked why clubs were still gaining points from using athletes who had competed apparently without being declared, after it had been agreed at a previous AGM that they should not gain points. There were at least 3 instances quoted form the 2009 season. It was agreed this rule should be applied more rigorously. e) Medley relays: Linda Dobbie asked if separate records had to be kept if the medley legs were run in a different order. As SAL had indicated this did not matter provided the same distances of legs were run. It was agreed only one record need be kept regardless of the running order. f) Officials: Andy Dobbie registered his thanks to all officials during the season 10. CLOSE OF MEETING The meeting closed at 3.30 pm, with a vote of thanks to the Ex-Service Men’s Club for providing the teas Post-meeting notes: 1 Most likely dates are now 25 April - 23 May 27 June 22 August 5 Sept 2 Proposed programme was put on the website (under “downloads”) early November with a request for comments by 31 December.
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