Minutes for City of Plymouth AC Annual General Meeting for 2025
21st November 2025, Bright Suite in the Hub at Foulston Park at 7pm
Attendees – Committee Paul Crutchley Chair,
Steve Blackford Vice Chair,
Jeff Walsh Secretary,
Tamzin Gribble Treasurer,
Committee members Paul Wearne Simon Anderson Jamie Ingleby, Steve Eales
Members ~85 junior members and parents
Paul welcomed everyone to meeting at 7:10pm. He recognised that the meeting was quorate. The meeting then proceeded to conduct the formal business of the meeting.
4 motions were presented and approved unanimously
- Chairmans Report, which include Secretary’s statement was read out – agreed and accepted (see attached)
- Treasurers report was read out – agreed and accepted (see attached)
- There were no new nominations and current committee members were content to continue in their roles, apart from Welfare Officer. Jo White who has asked to stand down
- Trustees for the club were agreed as the Chair, Vice Chair, Secretary and Treasurer. (namely Paul Crutchley, Steve Blackford, Jeff Walsh and Tamzin Gribble)
Paul brought the AGM to close at 7:35pm and the buffet was opened.
Presentations and awards ceremony commenced after light refreshments at 8:05pm.
Presentations were completed at 8:40pm and the event closed.
COPAC AGM and Presentation Evening – Chair script
Good evening and welcome to the COPAC AGM and presentation evening for 2025 at Bright Suite in the Hub at Foulston Park. Ultimately we are here to recognise and celebrate the achievements of our athletes, officials, coaches and volunteers.
It is so fantastic to see so many members here tonight, thank you for supporting your club in what has been a very challenging couple of years and I’ll cover that later on.
The club boasts about 320 members. All our officials, coaches, committee members and volunteers are exactly that; volunteers. We do our roles because we want to. So to everyone in the club a polite reminder that we should all respect one another, without volunteers there would be no club and no athletics in the local area. Without them our athletes would not have the great platform they have to achieve the best of their potential. It is imperative that we continue to recruit and train new coaches. 2 of our current coaches are in their 70’s, many in their 60’s. Most of these volunteers have more than one role so as always a plea that if you are interested in supporting us please come forward and let us know. Please join me in a round of applause to all those that carry out their fantastic roles.
There have been many highlights over the last 12 months but a couple I would like to mention. For our athletes I think it fair to say that what Annabelle has achieved this year is simply exceptional. To break national records at such a young age is something I didn’t think I’d see in my tenure with the club. From me and everyone at the club many congratulations and we wish you all the best for the coming season. For our coaches and volunteers Jai was awarded coach of the year by the EA SW regional council, again a simply fantastic achievement and truly merited. Well done. Applause
This evening is also the clubs AGM so as we are quorate I need to get the boring stuff done and ask for your approval of the following and confirming you are content with the clubs procedures, policies and elected officers. We recognise the constitution is out of date but it is our intention to review it when the new clubhouse is in place.
- Finance report – for/against. – EA fee increase £23/athlete, £210 for club. Club fees likely to increase in Jan 26
- Secondly – club trustees – Tamzin, Jeff, Steve B. and I. for/against
- Finally all the current committee members have indicated they are willing to stand for a further 12 months apart from our Welfare Officer, Jo. EA requirement if we want to continue to be affiliated. All those in favour/against
Thank you for your support with that. Does anyone have any questions? The boring bit over I now intend to add a bit of detail to the changes and developments that have occurred since we last met. I also believe this coming season will be a very difficult one for all of us, whether an athlete, coach, official or volunteer. I’ll come on to why in a minute
England Athletics (EA). For 2026 EA require each organisation to meet their 7 standards to achieve and we already have 7/7 however without a Welfare Officer we will be not compliant and won’t be allow to be affiliated. It is therefore vital we find a replacement and I would urge you to consider the role.
Secondly I have no doubt that the age group changes will mean we will all make mistakes at some point especially those who have to contend with the differences between English Schools and EA specifications. This is a massive change specifically for our young athletes who will have different weights and heights to deal with depending on their competition. I fear for all officials in administering these changes. Please be patient with them. This will affect our younger members here and will have a huge knock on effect for all clubs not just ours. The administrive burden cannot be emphasised enough as it’ll mean –
- a whole new suite of trophies;
- all new age group club records. Our website has a proforma that I’d encourage you to fill in if you believe you have achieved a new record. Please be patient with me as I’m the one that currently updates the website. Any questions?
Thank you from to all our paying members without whom the club would not be able to function. One of the major problems the club has is recording who attends training sessions and whether they are paying. It has always been an issue and one that we always struggle with. The updated membership system appears to be working and I thank all for their honesty in signing up and paying their way. If and when we get a new clubhouse I would like all to register their attendance. Coaches want to coach and don’t want to take registers so we are very reliant on your honesty. You all have electronic membership cards with a QR code on that can be accessed within your profile area of the website. Any questions?
Competitions –
- SWAL 2nd overall,
- Sportshall 4th, format has changed currently leading by small 7 point margin
- Spring Warm Up, great attendance last year nearly 200 athletes. This year 5th April, Easter Sunday 2026
- Devon Open – good attendance, dates to be confirmed
- Funetics
Any questions?
We would like to hold more local competitions but I think we need to recognise that all events are totally reliant on volunteers. It takes about 40 officials to make a track and field event like Spring warm up work. The average age of our current timekeepers is nearly 80, one is well into his 90’s and without new blood coming forward these events are simply not sustainable. So if you want more local competitions we need more volunteers.
As I stated earlier the age profile of our coaches is also concerning. 2 over 70; many over 60, we need new blood. Keith has been working hard in the background and I am very hopeful a coaching assistant course will be put on locally in Feb/Mar so look out for the posters/invites and please sign up if you are interested. The club will pay for your fees. Any questions?
Update on the Foulston Park development
History – lease from PCC until 2027 on a piece of fenced land where the old club house is.
After18 months of negotiation the club surrendered the lease 12th September 2024 15 months ago! We have been homeless since with much of our equipment stored in the toilet block.
Service Level Agreement is valid 5 years (2029) key deliverables before we would be prepared to sign up to surrendering the lease early.
- Firstly the DHaN food bank moved to Devonport guild hall.
- Secondly the containers that are currently on our site and their functionality needs to be maintained.
- Thirdly pitch maintenance – Agreed
City college
- was a disaster,
- admin nightmare,
- lost equipment not ideal location for training.
- Lost a whole year of sportshall effectively, impressive to finish 4th.
The Hub opened in March 24. It is a great facility however for us the sportshall is very noisy and we have lost over £2k of equipment
On site the car park is being upgraded. Next closure is 4th December and we should continue to use the Cumberland car park and access to the track from that end.
Pitch A is now complete so we shouldn’t have PAFC ladies on the infield during our booked sessions – thank you for your patience and understanding recently
- academy building opposite track – watertight.
- The covered 3G area behind the toilet block – work commenced
Between now and March there are plans for significant alterations to site
- Toilet block – refurbishment commence before xmas New container to store our equipment placed behind the 2 fir trees.
- w/c 24th Nov –
- Formation of temporary pedestrian and emergency vehicle access into track; scope of works to include laying subbase for temporary container.
- Tom C and ACT team to remove ACT equipment/items from CRB – either for disposal* or to be stored elsewhere.
- Paul to confirm any residual COPAC items/equipment stored in CRB that can be disposed* of.
- 2nd/3rd Dec –
- 1 no. container (min 20ft) to be delivered to site and positioned in above area.
- 2 no. portaloos to be delivered for temporary toilet provision whilst CRB is out of use. ACT are happy for COPAC members to use Hub’s changing facilities, showers and accessible toilets if required during the period.
- 4th – 5th Dec –
- Residual COPAC equipment stored in CRB to be relocated into temporary container – both Ali and Mark have confirmed that WB and ACT respectively can likely help shift items – do liaise with them on this to plan for a proposed day etc.
- 8th Dec – work to commence through to March
- Access through new gate and via Cumberland.
- Play zone by start of 100m. forecast March
- The containers – Contractor on site next week to review optionsgym and weights room which would enhance the coaches ability for rehabilitation and training of athletes Forecast March .
Club house – Still not ordered.
- Foundations – over engineered huge ACT cost
- Services – water , electric and data
- Waste water and drainage – very difficult, at one time I was told it was cost prohibitive. Resulted in complete re-evaluation of options
- Septic tank solution – maintenance cost once per year ACT until SLA ends
- Needs alteration to planning submitted this morning, meetings with EA etc
- PCC £15k, Armada £5
- Building cost £50k, internals £40k, we don’t have enough so will be looking for your support when we get there!!!
- ACT VAT potential
I’ve covered a lot of information there. This has become a full time job supporting the clubs interests and in some ways it’s just as well I retired. Any questions on the Argyle development?
Thank you for bearing with me I am happy to take questions afterwards if anyone has any?
Finally a reminder that we have a London marathon spot and closing for date is next Friday.
Probably rabbited on too long, thank you for your patience and enjoy the rest of the night, we’ve been requested to try and finish by 9:15pm so please be back as soon as possible.
Grab some food and then presentations.
SWAL Team Managers Report
City of Plymouth is part of a composite team including Tavistock AC and Erme Valley Harriers. SWAL is a series of 4 track and field meets held in Exeter for ages Under 13s to Seniors with 2 athletes scoring in each event. In 2025 we had another successful season finishing second overall out of 12 teams the same as in 2024 with home team Exeter Harriers winning again. Our best category place was also second in the senior and under 17 Women helped by a good turn out from Tavistock. We had good representation from most age groups with our only weakness being both under 15 girls and boys, due to lack of numbers.
We had some outstanding individual performances with a lot of wins and club athletes setting four new SWAL records: Rory Sumner U20 400m 48.9s, Alison Oldfield U13 100m 12.85s and Annabelle Fasuba U15 100m 11.72 and 200m 23.79.
SWAL continues to be a high quality local and well supported event and is the club’s only participation in a track and field league offering our athletes good competition. The scoring system is beneficial to clubs with high numbers of athletes so we need to try to up our participation for next season.
Steve Blackford
Team Manager
English Schools Cross Country and Bremco North Devon Cross Country League Team Managers Report
English schools cross country we had a total of six athletes qualify for English schools cross country. Elsie Goodspeed, Finley Eales, Molly Shorey, Molly Gilby and Phoebe Timson ran for Devon. Taylan Jones ran for Cornwall.
We also had several athletes qualify for their respective year seven teams and compete at the south west schools championships. Daisy Elliot and Lucas Sweeney ran for Cornwall schools. Darcy Bacon and Sebastian Travers ran for Devon Schools.
Bremco North Devon cross country League .
We had lots of success this League. The league is different from the Westwood league the younger age groups are under nine and under 11 we were successful in the under 11 girls claiming both the team title and individual title.
In the under 11 boys, we won the individual title. Higher up the age groups we won the under 13 boys category and third in the under 13 girls category. we also collected the under 13 boys individual title and second and third in the under 13 girls.
Wetward League Team Managers Report
Westward League is a cross country completion with six fixtures incorporating clubs from Cornwall to West Somerset with age groups from under 11s to Masters. In 2024/25 the club had one overall winner, Evie Welsh U11 girls, three second places, Annie Arnold senior women, Elsie Goodspeed U15 girls and Jack Penney U11 boys, and a third, Finley Eales U13 boys. We also had success in the team competition with our Under 11 girls and under 13 boys winning their categories, and our Under 13 girls, Under 11 boys and Veteran Men coming 3rd. The Westward League continues to be a popular and high quality competition which is well supported by our athletes. There was a total of nearly 1000 runners participating in 2024/25 season and we hope that it will continue after Keith Reed ends his tenancy this season.
In the county championships we had three Cornwall medallists Daisy Elliot 2nd under 13 girl, Lucas Sweeney 2nd under 13 boy and Annie Arnold 3rd senior woman. At the Devon Championships Finley Eales was 2nd under 13 boy and Molly Shorey 3rd Under 20 woman. COPAC had a number of athletes representing their county in both the South West and National counties cross country championships.