Minutes of Committee Meeting July 2023

  1. Attendance:
    • Attendees: Larry, Rupert, Lester, Mike, Leo, Al, Stephen, James, Ingrid
    • Apologies: Steve C
  2. Review and Approve Minutes of Last Meeting
    • Proposed: Lester Seconded: Larry
  3. Matters/Actions Arising:
    • Draft ride leader guidance (Steve):
      • Steve has updated the Ride Guidance Notes following the comments from last meeting. The two most important points are:
      • Under Section 4: "It is strongly recommended that all riders should carry self-identification and contact details in case of emergency."
      • Under Section 7.7: "The run leader should ensure that he/she has contact details for all riders. Ideally, this will be a mobile phone number, and if not, then a common messaging service such as WhatsApp or Facebook Messenger. This will allow the run leader to contact any rider should they become detached from the group. If a rider is unwilling to provide this information, the run leader should make clear that they could be unreachable should they become detached from the group."
      • Add the parental consent form to the website
      • James to circulate, with bullet points for Ride Leaders in next newsletter
    • Ride Leader requirements with Cycling UK (James): James to email Cycling UK with a list of volunteers who are ride leaders
    • Annual Returns: James to catch up with Richard following holidays. James to complete return with Leo.
  4. Officer's Reports:
    1. Chair: No update other than in the matters arising
    2. Secretary/IT Officer: Newsletter sent and a few enquiries responded to
    3. Treasurer: No report still - Richard is on holiday again!
    4. Social Secretary:
      • BBQ went very well: about 30 attended (33 booked in). Need to confirm who has paid. Cost around £80 to the club. Thank you to Andy and Kate for hosting. Next year, will look at a June date, rather than July.
      • Sue Ryder: Thank you to those who helped out (around 7/8) - 474 riders, and so far £39k raised. Sue Ryder have thanked us for our support. Mike is working with Sue Ryder to improve the route.
      • Anniversary lunch: after some discussion, agreed to send out a poll seeing what people would genuinely want - time of day/year, day of week etc.
      • Skittles: Mike to talk to County about putting this on in November/December
    5. Runs Secretary: Formulating the next runs list for August with the relevant ride leaders who help collate. James to send Leo a format for the future runs list so it can be uploaded more easily.
    6. Audax: No report
    7. Publicity Officer: Nothing to report. Asked if Sue Ryder can mention us as supporting.
    8. Welfare Officer: No update from last meeting. Joe to be invited to the next meeting.
  5. Any other business:
    1. Sunday C-Rides:
      • John's report on Facebook was read and discussed
      • It would seem most "C riders" are going out on Tuesdays and Fridays, and aren't attending Sundays to recover!
      • It would seem that this is just an evolution of riders, and not necessarily a picture of the club.
      • Committee agreed to thank John for his service.
    2. Medals: Stephen has spoken with Tony, who has the medals. James to reply to the email confirming details of the last few years of winners.
  6. Next meeting: 11th September 2023