Post by Admin on Jan 2, 2018 9:31:48 GMT
Minutes of Committee Meeting
held on Tuesday 5th December 2017
Present: Matt Hinkley, Paul Griffiths, Ian Bolton, Sara Hinkley, Sue Perry, Dave Frost,
Ros Llewellyn, Julie Snook and Mike Fowler.
1. Apologies: Sue Jinks.
2. Minutes: The minutes of the meeting were circulated prior to the meeting -
Paul Griffiths proposed, seconded by Ian Bolton that they were a true record.
Agreed.
3. Matters Arising: Nothing other than what is on the agenda.
4. Secretary’s Report:
A “Secretary’s Toolkit” has been downloaded from the Cycling UK website
Annual Returns Form received by email from Julie Rand at Cycling UK National
Office. It was hoped to get this form completed and returned within the next week
A Cycling UK Policy Handbook received as an email attachment from Julie Rand
A hard copy of the Policy Handbook received from the Chair.
5. Treasurer’s Report:
An Income and Expenditure Report and a Balance Sheet for the year ending 30th
September 2017 was circulated
All liabilities had been paid off with the exception of the BBQ subsidy to Dave Frost
£100 transferred to the Club’s PayPal account to cover annual internet costs.
Christmas Meal subsidy was £119, Trophy Engraving was £19.90
Club Audax 2017 raised £1178.10
Expenses of £57.62 from Tony Tibbins incurred in running the Club 100
Current Bank Balance is £4715.50
Fourth signatory required for Club Account – decided it would be Mike Fowler
Club jerseys – have yet to receive outstanding stock and documentation from Sally
Wheelwright. Discussion about looking for an alternative supplier and other jersey
options.
6. Rides/Ride logs:
Short discussion whether we should be logging numbers of riders or names of
riders
Chair to contact head office for clarification
7. Membership Matters:
a) Communications with Members
Monthly Newsletter available online and as a hard copy to those not online
Quarterly Rides List available as a hard copy and online
Social Media (Facebook and Strava) – is used by a good number of leaders to
advise riders of any changes or cancellation.
b) Checking Membership
How should we do this? Some ride leaders are not in favour of having a list of
members along with all their data - Data Protection issues. It is important that all
Ride Leaders do the same.
c) Data Protection
The new General Data Protection Regulation (GDPR) becomes enforceable from
25 May 2018. Contact Head Office for guidelines.
8. Marketing:
Website upkeep and development - Discussion re New Website Organiser.
Possibility of Paul Griffiths or Sarah Hinkley taking on the role.
9. Social:
Alternative Christmas Meal to be on Monday 29th January 2018 at ‘The Eastern’
Lanes Shopping Centre, Wylde Green B72 1YG
Investigate organising a Skittles Evening and a visit to The Derby Velodrome
Possibility of holding a Cycling Tour Holiday at the Elan Valley
10. Any Other Business:
Discussion re: using again the Jamboree Stone as a start location for some rides in
the summer months. Agreed to repeat in 2018.
On the second Saturday of January, February and March starting on 14th January
2018 there will be an Off Road Ride option. Matt Hinkley will advertise this in the
January 2018 Newsletter and will lead the first one. Volunteer Leaders required for
the other two months.
11. Date, time and location of next meeting:
Tuesday 6th February 2018 at 8pm in The Cooper Room, Shenstone
held on Tuesday 5th December 2017
Present: Matt Hinkley, Paul Griffiths, Ian Bolton, Sara Hinkley, Sue Perry, Dave Frost,
Ros Llewellyn, Julie Snook and Mike Fowler.
1. Apologies: Sue Jinks.
2. Minutes: The minutes of the meeting were circulated prior to the meeting -
Paul Griffiths proposed, seconded by Ian Bolton that they were a true record.
Agreed.
3. Matters Arising: Nothing other than what is on the agenda.
4. Secretary’s Report:
A “Secretary’s Toolkit” has been downloaded from the Cycling UK website
Annual Returns Form received by email from Julie Rand at Cycling UK National
Office. It was hoped to get this form completed and returned within the next week
A Cycling UK Policy Handbook received as an email attachment from Julie Rand
A hard copy of the Policy Handbook received from the Chair.
5. Treasurer’s Report:
An Income and Expenditure Report and a Balance Sheet for the year ending 30th
September 2017 was circulated
All liabilities had been paid off with the exception of the BBQ subsidy to Dave Frost
£100 transferred to the Club’s PayPal account to cover annual internet costs.
Christmas Meal subsidy was £119, Trophy Engraving was £19.90
Club Audax 2017 raised £1178.10
Expenses of £57.62 from Tony Tibbins incurred in running the Club 100
Current Bank Balance is £4715.50
Fourth signatory required for Club Account – decided it would be Mike Fowler
Club jerseys – have yet to receive outstanding stock and documentation from Sally
Wheelwright. Discussion about looking for an alternative supplier and other jersey
options.
6. Rides/Ride logs:
Short discussion whether we should be logging numbers of riders or names of
riders
Chair to contact head office for clarification
7. Membership Matters:
a) Communications with Members
Monthly Newsletter available online and as a hard copy to those not online
Quarterly Rides List available as a hard copy and online
Social Media (Facebook and Strava) – is used by a good number of leaders to
advise riders of any changes or cancellation.
b) Checking Membership
How should we do this? Some ride leaders are not in favour of having a list of
members along with all their data - Data Protection issues. It is important that all
Ride Leaders do the same.
c) Data Protection
The new General Data Protection Regulation (GDPR) becomes enforceable from
25 May 2018. Contact Head Office for guidelines.
8. Marketing:
Website upkeep and development - Discussion re New Website Organiser.
Possibility of Paul Griffiths or Sarah Hinkley taking on the role.
9. Social:
Alternative Christmas Meal to be on Monday 29th January 2018 at ‘The Eastern’
Lanes Shopping Centre, Wylde Green B72 1YG
Investigate organising a Skittles Evening and a visit to The Derby Velodrome
Possibility of holding a Cycling Tour Holiday at the Elan Valley
10. Any Other Business:
Discussion re: using again the Jamboree Stone as a start location for some rides in
the summer months. Agreed to repeat in 2018.
On the second Saturday of January, February and March starting on 14th January
2018 there will be an Off Road Ride option. Matt Hinkley will advertise this in the
January 2018 Newsletter and will lead the first one. Volunteer Leaders required for
the other two months.
11. Date, time and location of next meeting:
Tuesday 6th February 2018 at 8pm in The Cooper Room, Shenstone