Notice of Annual General Meeting

You must register your attendance in advance (whether in person or online) no later than 5pm on Wednesday, 14th January 2026 so we can adequately cater for numbers. Registration

Only those who have registered in advance either for in person or online attendance will be admitted to the meeting.

The AGM is central to the good governance of Athletics NI and the Board encourages all clubs to participate in this important annual meeting.

Ordinary Business of the AGM:

1. To approve the minutes of the previous AGM held on 24th October 2024.

2. To receive Athletics NI’s accounts for the financial year ended 31st March 2025 together with the reports of the Directors and the Auditor thereon. (See Note 1)

3. To appoint the auditors of Athletics NI for the financial year ending 31st March 2026. (See Note 2) 

4. • To consider the Membership Fees for the year 2026/27. (See Note 3)
   • To consider the Board’s proposal regarding committee structures (see Note 4)
   • To consider the Motion from Ballymena Runners AC (see Note 5)
   • To confirm the appointment of directors to the Board in the period from the date of the previous AGM to the date of this meeting. (See Note 6)
   • To elect the Vice-President(s). (See Note 7)
   • To confirm the nominations of the members of the Committees for the year 2026/27. (See Note 8)

Notes

1. Copies of the Company’s audited Financial Statements for the year ended 31st March 2025 are enclosed with this Notice.

2. The board recommends reappointment of Finegan Gibson for the 2025-26 financial year.

3. Membership fees for 2026-27

Athletics remains one of, if not the lowest cost of participation sports. It is essential that all clubs pay their membership fees in a timely manner – all club fees and individual fees are due 1st April annually.

As Athletics NI’s financial position has improved in the last year the board is recommending no change membership fee for 2026/27.

It is essential to properly count the numbers participating in the sport and member clubs are asked to register ALL members of their clubs (from Mini to Master) so that everyone is adequately insured for their participation in the sport.

Registration fees for 2026/27 will be:

• Clubs & Associations Affiliation Fee £140
• Senior Athlete Registration £20.00
• Junior (11-15) Athlete Registraiton £10.00
• Mini (4-10) Registration Free
• Coaches/Officials Free
• Honorary Members Free 

4. Confirmation of appointment and resignation of directors of the Company for period from the 23rd October 2024 AGM to 20^th January 2026

The Articles of Association of the company provide that any director appointed by the board to fill a casual vacancy shall hold office only until the next annual general meeting and shall then be eligible for re-election.

Janet Boyle appointed on 20/12/24 , resigned 15/9/25

Joy Alexander appointed on 8/01/25

Peter Jack appointed 2/4/25

Ursula Fay appointed 8/4/25

Raymond Fullerton appointed 1/10/25

5. Election of Vice-President

Nominations have been received for the following to be elected as Vice President:

Vice President: to follow

Please send your nominations to shauna.bratten@athleticsni.org by no later than 5pm on Wednesday 14^h January 2026.

6. Confirmation of Nominations to Committees

Appointments to the following Committees are due:

• Endurance Committee
• Track & Field Committee
• Selection Committee*
• Audit & Risk Committee**

* Selection - Nominees are sought to be part of a selection pool from which panels will be appointed as required.

** Audit and Risk Committee due to the central governance role , the Board will appoint based upon skills and experience required.

Terms of reference for each committee are published on the Athletics NI website.

In order to maximise the opportunities for a diverse pool of members to participate in our committees, and participate in the governance of our sport, the Board is seeking expressions of interest from anyone wishing to support our sport and act as a member of our Sub Committees.

We therefore invite all willing individuals to notify the Board of their interest in being appointed or re-appointed to our committees, with details of their preferences for joining any particular committees, noting any skillsets that may be required as set out in the terms of reference.

The Board will consider all responses received and will use our best endeavours to accommodate all preferences. In order to ensure a broad and diverse membership with strength and depth of skills, we may ask individuals to accept nomination to a different committee from their preference. All individuals will be asked to affirm they accept appointment to the final committee structure proposed.

Please send your expression of interest to shauna.bratten@athleticsni.org by no later than 5pm on Wednesday 14^h January 2026.

7. Proxy Voting

To ensure that our Members can continue to remain engaged with, and play an active role in, this year’s AGM we have arranged for proxy voting and proxy voting forms will be circulated in due course.

As a Member of the Company, you are entitled to appoint a proxy to exercise all or any of your rights to attend, speak and vote at the Meeting. You can only appoint a proxy using the procedures set out in these notes and the notes to the proxy form. The Chair of the Board of Directors (or, in his absence, such other Director as the Board may determine) may be appointed to act as your proxy for the meeting.

All proxies must be sent by email using the approved proxy form (to follow) to shauna.bratten@athleticsni.org and must be received by 12 noon on Monday 19th January 2026.

By order of the Board

Phillip Snoddy,

Chair

Questions to the AGM

If a member has a question they would like raised at the AGM, it should submitted via email to shauna.bratten@athleticsni.org by no later than 5pm on Friday, 16^th January 2026 to ensure that a full response is available.

Questions will be permitted on the night, but a full response may not be available.

Requests to Amend Motions

Requests to amend any Motions must be made to shauna.bratten@athleticsni.org by no later than 5pm on Friday, 16^th January 2026.

Registration for AGM

Proxy Voting Form

2025 AGM Booklet