Tim Cockerell
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October Minutes - 2007/10/30 20:30
Minutes of the Peterborough Cycling Club
Committee Meeting
Held on 22nd October 2007
Members present:
John McCarthy, Tim Cockerell, Dave Yarham, Norman Hill, John Dawson, Richard Roach, Alex Harrison, Rod Auckland, Keith Steiner, Joe Ippolito
Apologies:
Jeremy Harrison, Gary Gwynn
The Minutes of the previous Committee Meeting were agreed to be a true record of that meeting.
Matters Arising:
ß Purchase of the Bernard Kelly trophy was in hand, with others.
ß Nothing further had been heard from Colin Coe.
ß The Bike Doctor event had been postponed for several reasons; it will be rescheduled, hopefully, before the end of the year.
ß Several venues for the Prizegiving had been investigated. More work was needed but we should aim to have some solid proposals to put before the AGM, based around a Sunday lunchtime event with meal in private room.
ß There was a lengthy discussion about Club nights, based on the cost and numbers attending. Over the 30 weeks so far an average of 7.5 members had attended (excluding the jumble night), and the annual cost approximated to revenues from subscriptions. It was possible that the Scout authorities would allow us to use the hut on alternate Mondays, and if they agreed, this possibility would be discussed at the AGM. Increasing the number of nights when some form of activity was offered would also be discussed.
Correspondence:
ß Secretary had received a letter from Terry Wright thanking the Club for, and accepting, the Life Membership offer.
ß Alex had received a request from The British Heart Foundation (BHF), Peterborough Branch, to help expand the activities at their annual sponsored bike ride, which was under threat for lack of entries. The obvious expansion route was to run a Sportif event, but the Club needed more information from BHF on the extent of Club involvement and the scheduled date for 2008. Action: Alex
ß John Dawson had received a new clothing catalogue and would be considering possible additions to our range of clothing; he would be “advertising” at the AGM with a view to putting in a new order.
Newsletter:
The third 2007 Newsletter had been sent out, largely by e-mail, owing to postal service uncertainty at the time. It included an agenda for the AGM, and a notice that there would be a Club photograph on the night. Alex agreed to arrange photography, and Dave Yarham agreed to bring his time-trial bike.
Action: Alex and Dave
AGM:
The AGM agenda was considered and speakers against various headings agreed.
The draft rules would be put to the meeting for approval/amendment; Secretary would bring copies to the meeting.
Most discussion centred on the Committee’s views on the level of subscriptions. After considerable discussion the Committee agreed, with one abstention, to ask the AGM to agree to a rise in annual subscriptions to £20, the event subscription to remain at £15. In recommending the rise, the following factors were considered:
ß the average level of the Club’s current account had fallen, though not dramatically. While there was no solvency threat, the level needed to be substantial to allow for surges, such as the order for new clothing.
ß the cost of running the Clubroom was extra compared to previous years.
ß while we were lucky that many costs, such as running the web site, were low, there would be a need to purchase new paraphernalia needed to run events (flags, signs, numbers etc).
The Secretary would point out by e-mail that parking at the Clubroom was reasonable but tight, and would lay on coffee etc on the night with no charge but a facility for voluntary contributions. Action: Secretary
CTT South East Midlands District:
Secretary had attended this Organisation’s AGM. There was a sense of crisis as no one appeared likely to take over the role of Open Events Secretary, threatening the future of these events. Secretary was voted on to the Committee. After the meeting Dave Yarham volunteered to take this post, assisted by Secretary. At the AGM, the Club’s bid to run an Open 25 was approved for 24th May.
NCRA Road Races:
The Club had committed to running two NCRA Road Races as last year. There had been some confusion in the NCRA as to who in our Club was responsible for our part in organising these. Although both events ran smoothly last year, only some last minute work by several members made this possible for the second race. It was important that this did not happen in 2008. A single point of contact, ie our Organiser, needed to be decided well before each race; perhaps our Road Race Secretary could take this on board, and let NCRA and the Committee know who the person is.
Action: Jeremy Harrison
Treasurer’s Report:
ß The current balance was £1,221, but not much was owed. Deposit remained at £272.
ß Treasurer was aiming to get the audit done before the AGM.
ß When running Open Events, organisers needed a number of cheques available to avoid the need to use personal funds.
ß Another cheque signer was being established.
ß Members occasionally incurred expenses when on Club business, and should request reimbursement.
Action: Treasurer
Quartermaster:
NTR
Road-Race Secretary’s Report:
NTR
Time Trial Secretary’s Report:
ß The Hill Climbs had been run successfully, and results placed on the web.
ß There would be a series of Winter 10s on the Helpston course. Details were on the web, and an entry fee of £1 was agreed, along with a trophy at the end of the series. The 10 on 29 Mar would need to be moved.
ß Dave was working on a 2008 events list for consideration at the next Committee Meeting
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Press Secretary’s Report:
Results had been sent to local Press, and published on the web site.
Any Other business:
ß Secretary would hold all Club equipment, make an inventory and issue as needed.
ß The Ian Hiles Run and Remembrance Sunday service at Uffington would be coordinated. The Chairman would pass details to the Secretary so that information could be published in good time.
ß A member had suggested getting together for a trip to Manchester for a Revolution series meeting. A good idea which needed someone to coordinate details.
ß A revival of The Christmas Lunch was proposed. A good idea, but a bit late for 2007, so it was agreed that earlier consideration would be given to this next year.
ß The Chairman declared a need for a thorough review of all Club equipment, and for the purchase of new numbers for Open events. This would proceed.
Date of the next meeting: 9th December. There being no further business the meeting closed at 2140.
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