Post by Admin on Feb 19, 2019 13:01:22 GMT
Minutes of Committee Meeting Held on Tuesday 4th December 2018
Present: Matt Hinkley, Paul Griffiths, Ian Bolton, Sue Perry, Dave Frost, Ros Llewellyn, Sue Jinks, Sarah Hinkley and Mike Fowler
1. Apologies Julie Snook
2. Minutes: The minutes of the previous meeting were circulated prior to this meeting; it was agreed they were a true record.
3. Matters Arising: Alison Readman will organise the Cycle Jumble Sale on Saturday 2nd March 2019. Sarah Hinkley has not received any reply to her email to Julie Rand at Head Office.
4. Secretary’s Report: There is a need to edit our Ride Leaders List on the Annual Returns to Head Office.
Sarah Hinkley to contact the near 90 leaders on the list asking them to respond by Friday 14th December 2018 otherwise they will be removed from the list.
Response to email from John Bedford:
a) There is no Christmas Lunch this year because of decreasing numbers over the past two years. An after Christmas Meal is planned for the evening of Monday 21st January 2019.
b) Club Rides Lists – John Bedford to receive 10 hard copies of each quarter’s Club Rides List. Any further requests to admin@northbirminghamcycling.uk
c) Problems with publishing minutes on the Club Website. Matt and Paul to look into this. There is need to have someone with knowledge to service and maintain the Club Website.
d) Minutes will only be released after they have been approved.
e) Newsletter depends upon contributions from the wider membership.
f) Notice of our AGM was on the current Club Rides List. Next year’s AGM will be on the first Tuesday of November.
g) Proper Notice and Agenda of future AGMs will be published in the newsletter and posted on the website.
h) Rides Record Books. These are being used unofficially by some Ride Leaders. Guidelines from Cycling UK “The Ride Leaders Toolkit” suggest a different approach which involves downloading official forms on which riders individually enter their name, mobile number and emergency contact number. On completion of the ride these forms must be destroyed within 30 days of the ride.
i) Cycling UK interpretation of GDPR forbids Email Lists. They did promised that by 1st October 2018 they would have a system which would allow members to contact other members by email without access to personal data. We are still waiting!
j) A post will be placed on Facebook, Strava, the Newsletter and Website to assess what demand there is for a First Aid course.
k) All requests for donations will be looked at and assessed on their individual merits.
l) Repetition of ride destinations on a Saturday – In the current rides list there are 13 Saturdays with 12 different destinations. Group 6 currently are doing their own thing.
m) There is no wish to change our Saturday ride starting points. It is safer to cycle as a group through the congested areas than as a solo cyclist.
n) Club Constitution – There is no club constitution. Refer to Cycling UK Members Handbook on Cycling UK website. A link to this webpage will be put in the next newsletter.
Cycling UK North Birmingham Member Group
o) Christmas Meal survey. Vast majority of younger cyclists do not want a midday event on a Saturday. They want to be out cycling. Declining numbers at recent midday meals support this.
p) All avenues of nil cost communication will be used. Current number of people using Facebook - 182, Strava - 92, email - 90. Any suggestions of an easy to use nil cost system to improve on these numbers would be welcomed.
5. Treasurer’s Report:
a) The Club Accounts and the Club PayPal account have been sent to Cycling UK Head Office for auditing.
b) Advert for Ordering Jerseys and Gillets (red or pink along with black and white) is to be placed on Facebook. Order forms also to be available at the Mince Pie Rides on Saturday 8t December 2018.
6. Rides:
Tuesday Rides –Lesley Pymm will organise the next quarter’s ride leaders’ rota. She will then stand down from this role. Wednesday Rides – Earlier start time would be welcomed in order to avoid the build-up of traffic prior to the school run. Ideally a ride from 11am to 3pm would suit. Thursday Rides – B ride continues to get high numbers which necessitates dividing the group into two. Don Townsend will not lead any C rides during the next quarter. Friday Rides – Averaging 8 riders during the past quarter Saturday Rides – Group 6 meeting at an alternative location to the other groups. Sunday Rides – very low demand to ride at present. No rides will be planned for the next quarter. Impromptu rides arranged ad-hoc will be advertised on Strava and Facebook. Off Road Rides - Saturday off road alternative rides organised by Matt Hinkley will be moved to the first Saturday of each month in the New Year.
7. Membership Matters:
No further communications from Head Office 8. Marketing: Prospective new members search out cycling opportunities by looking on the web. Need to develop an attractive webpage for newcomers. Leafletting of Park Runners at Banners Gate when the better weather arrives.
9. Social:
a) Meal planned at The Eastern, Wylde Green on Monday 1st January 2019.
b) Booking a slot at The Derby Velodrome to be done ASAP and places advertised via Strava and Facebook.
c) Another Beer and Skittles evening will be organised at The Walsall Arms.
d) A second Brittany trip is being planned for 2019.
10. Any Other Business
1. Refreshments for the Club Audax might need funding due to absence of voluntary help.
2. Discussion re: Club Centenary Celebrations Formation of a Centenary Celebration Sub Committee. Some ideas put forward:
a) Club 100 followed by a Club Dinner the following week at Aston Wood GC.
b) Hire Curborough Sprint Course and have a Pork Roast catering facility in attendance.
11. Date, time and location of next committee meeting: Tuesday 5th February 2019 at 7:30pm at the Cooper Room.
Present: Matt Hinkley, Paul Griffiths, Ian Bolton, Sue Perry, Dave Frost, Ros Llewellyn, Sue Jinks, Sarah Hinkley and Mike Fowler
1. Apologies Julie Snook
2. Minutes: The minutes of the previous meeting were circulated prior to this meeting; it was agreed they were a true record.
3. Matters Arising: Alison Readman will organise the Cycle Jumble Sale on Saturday 2nd March 2019. Sarah Hinkley has not received any reply to her email to Julie Rand at Head Office.
4. Secretary’s Report: There is a need to edit our Ride Leaders List on the Annual Returns to Head Office.
Sarah Hinkley to contact the near 90 leaders on the list asking them to respond by Friday 14th December 2018 otherwise they will be removed from the list.
Response to email from John Bedford:
a) There is no Christmas Lunch this year because of decreasing numbers over the past two years. An after Christmas Meal is planned for the evening of Monday 21st January 2019.
b) Club Rides Lists – John Bedford to receive 10 hard copies of each quarter’s Club Rides List. Any further requests to admin@northbirminghamcycling.uk
c) Problems with publishing minutes on the Club Website. Matt and Paul to look into this. There is need to have someone with knowledge to service and maintain the Club Website.
d) Minutes will only be released after they have been approved.
e) Newsletter depends upon contributions from the wider membership.
f) Notice of our AGM was on the current Club Rides List. Next year’s AGM will be on the first Tuesday of November.
g) Proper Notice and Agenda of future AGMs will be published in the newsletter and posted on the website.
h) Rides Record Books. These are being used unofficially by some Ride Leaders. Guidelines from Cycling UK “The Ride Leaders Toolkit” suggest a different approach which involves downloading official forms on which riders individually enter their name, mobile number and emergency contact number. On completion of the ride these forms must be destroyed within 30 days of the ride.
i) Cycling UK interpretation of GDPR forbids Email Lists. They did promised that by 1st October 2018 they would have a system which would allow members to contact other members by email without access to personal data. We are still waiting!
j) A post will be placed on Facebook, Strava, the Newsletter and Website to assess what demand there is for a First Aid course.
k) All requests for donations will be looked at and assessed on their individual merits.
l) Repetition of ride destinations on a Saturday – In the current rides list there are 13 Saturdays with 12 different destinations. Group 6 currently are doing their own thing.
m) There is no wish to change our Saturday ride starting points. It is safer to cycle as a group through the congested areas than as a solo cyclist.
n) Club Constitution – There is no club constitution. Refer to Cycling UK Members Handbook on Cycling UK website. A link to this webpage will be put in the next newsletter.
Cycling UK North Birmingham Member Group
o) Christmas Meal survey. Vast majority of younger cyclists do not want a midday event on a Saturday. They want to be out cycling. Declining numbers at recent midday meals support this.
p) All avenues of nil cost communication will be used. Current number of people using Facebook - 182, Strava - 92, email - 90. Any suggestions of an easy to use nil cost system to improve on these numbers would be welcomed.
5. Treasurer’s Report:
a) The Club Accounts and the Club PayPal account have been sent to Cycling UK Head Office for auditing.
b) Advert for Ordering Jerseys and Gillets (red or pink along with black and white) is to be placed on Facebook. Order forms also to be available at the Mince Pie Rides on Saturday 8t December 2018.
6. Rides:
Tuesday Rides –Lesley Pymm will organise the next quarter’s ride leaders’ rota. She will then stand down from this role. Wednesday Rides – Earlier start time would be welcomed in order to avoid the build-up of traffic prior to the school run. Ideally a ride from 11am to 3pm would suit. Thursday Rides – B ride continues to get high numbers which necessitates dividing the group into two. Don Townsend will not lead any C rides during the next quarter. Friday Rides – Averaging 8 riders during the past quarter Saturday Rides – Group 6 meeting at an alternative location to the other groups. Sunday Rides – very low demand to ride at present. No rides will be planned for the next quarter. Impromptu rides arranged ad-hoc will be advertised on Strava and Facebook. Off Road Rides - Saturday off road alternative rides organised by Matt Hinkley will be moved to the first Saturday of each month in the New Year.
7. Membership Matters:
No further communications from Head Office 8. Marketing: Prospective new members search out cycling opportunities by looking on the web. Need to develop an attractive webpage for newcomers. Leafletting of Park Runners at Banners Gate when the better weather arrives.
9. Social:
a) Meal planned at The Eastern, Wylde Green on Monday 1st January 2019.
b) Booking a slot at The Derby Velodrome to be done ASAP and places advertised via Strava and Facebook.
c) Another Beer and Skittles evening will be organised at The Walsall Arms.
d) A second Brittany trip is being planned for 2019.
10. Any Other Business
1. Refreshments for the Club Audax might need funding due to absence of voluntary help.
2. Discussion re: Club Centenary Celebrations Formation of a Centenary Celebration Sub Committee. Some ideas put forward:
a) Club 100 followed by a Club Dinner the following week at Aston Wood GC.
b) Hire Curborough Sprint Course and have a Pork Roast catering facility in attendance.
11. Date, time and location of next committee meeting: Tuesday 5th February 2019 at 7:30pm at the Cooper Room.