Minutes of Committee Meeting May 2024

  1. Attendance:
    • Attendees: Leo, Lester, Rupert, Al, Stephen P, Ingrid
    • Apologies: Stephen McD, James, Steve C, Mike
  2. Review and Approve Minutes of Last Meeting
    • Proposed: Rupert Seconded: Lester
  3. Matters/Actions Arising:
    • Brief talk about AGM. Club Member of the Year needs to be published for nominations prior to BBQ.
    • Committee as before minus Larry, Rupert new Treasurer
  4. Officer's Reports:
    1. Chair: Nothing to add to "matters arising"
    2. Secretary/IT Officer:
      • Newsletter to be sent later this week, following this meeting - please let James know what needs including
      • Website update: The existing website is working, with a very blank template. Will be speaking with Alex N about the look/feel/design. Work has started on integrating both a members' area and a fully functioning rides calendar. The calendar now exists, and works, with links to destination information etc.
      • James would like to rework/update all the content/written info, and will sort out the ride leader guidance as per previous meeting discussions. Would also like someone to rewrite/review the Home page, About us, Rides information and Joining us pages.
      • Next steps: redesign with Alex; social events calendar, giving access to Mike etc to be able to add/update info; ability for "Admins" to edit the ride calendar; add ride leaders to data; add information such as WhatsApp community links to the members' area; collation of ride numbers and submission of ride reports; encourage members to sign up to the website, as that will give more functions - including submitting ride numbers and ride reports.
      • Club Kit: 7 members have asked about club kit following the last newsletter. Will speak with Richard J, when he's back, about what is available "off the shelf" and who we've bought from previously - unless someone else wants to be responsible for kit!
      • Cycling UK: Still don't have any access to change anything on the Cycling UK website for the club - need to sort out with Leo
    3. Treasurer: Returns submitted, not yet shared with committee/Rupert. Get Leo on the bank account.
    4. Social Secretary: BBQ arranged for 15th June
    5. Runs Secretary: New runs list out - see James' update to the website for a live version. PDF too, still, for next quarter.
    6. Audax:
      • Our Cheltenham Flyer events from Andoversford were on Saturday 11th May. Rider figures were 200km=37, 150km=23, 100km=12, so 72 on the day. Stephen has also ridden the 150 and 100km and intends to ride the 200km on Tuesday 14th.
      • The support teams at Fernham and Burbage were applauded by ALL the riders and their food contributions will support their charity fund-raising. Fernham visits (all riders visit) generated £175 towards Oxfordshire Lowland Rescue. The Burbage Control visiting cyclists generated £95. The Andoversford food bar, charging £2, drinks free, generated £55; the sandwiches had been provided by RAFA Cheltenham, so £45 will be returned to RAFA and £10 to the organiser to cover home-provided consumables. So, over £300 donated for charitable funds.
      • The hall had been double-booked, so the smaller "committee" room adjacent to the kitchen was used. It worked fine and the hire fee was less.
      • Planning for 10th May 2025 for the next Calendar Flyer event. Sadly, very few Cheltenham cyclists took part, notably a handful from County.
    7. Publicity Officer: Now Mike B - no report
    8. Welfare Officer: No report
  5. Any other business:
    1. First aid: the training from the recent course was put to use during a medical incident on a ride.
  6. Next meeting: 8th July 2024
  7. Actions:
    • Revisions for website sections (as per Secretary's report) - Lester
    • Clothing coordinator: ask Richard, find replacement if necessary
    • Ask for nominations for Club Member of the Year, arrange to give at BBQ
    • Feelers for October/November club meal (evening?)
    • End of year report to Cycling UK - Leo/James