2013 Leicester Forest Cycling Club Annual General Meeting

    Leicester Forest Cycling Club Half Yearly Meeting 19th August 2013 Minutes

     

    Apologies: Sharon Gratrix, Gilbert Martin, Lee Edge, Ivan Waddington, Albert franks, Shirley Ashford, Diarmuid Cullinane.

    Presidents Address – Year to date.

    Ian thanked the committee for the work that they had put in to the club.

    Ian summed up the activities of the club thus far:

     The audax event in February had again been a great success it also being oversubscribed. The Open 25 TT had also been a success with a good field of riders but had not been without its problems. A good number of members are now racing on a regular basis building up points for the club as well as themselves. The evening 10s had fallen foul of the weather but again had been successful even if the numbers were down on last year. Ian thanked all those who had contributed to making the series successful. Go Ride had developed since its inception and now had a new home at New College. There was also Go Ride racing taking place at Mallory Park. Dunwich Dynamo had again been held this year with acclaim from those who took part. Events still to come included the Leicester Circle Audax , Skyride, the open 10 TT and the road race.

    Ian expressed his thanks to those who had helped design the new kit and sourced a manufacturer. The new kit had  made a difference to the identity of the club. The club was the only one to have a real presence at the Castle Classic event and it was good to see so many members in kit. As a result the club had received a number of Facebook requests. Other clubs had also come to usto ask to be involved in the clubs events.

    The club had managed to maintain a membership base of around 180 members.

     

    Election of officers

    Treasurer

    Rob proposed Paul Turner, seconded by Ian Nutt. Paul was elected to the position of Treasurer unopposed.

    Club Kit

    Rob proposed Richard Jackson, seconded by Ian Nutt, Richard was elected to the position of Club Kit unopposed.

     

    Items for discussion

    Officiating the evening 10s

    Ian expressed concern that the events were still struggling to find enough volunteers to officiate on a weekly basis. Steve Hill felt that interest in the evening 10s was waning and thus people’s desire to help, Steve felt that the number of races may need to be reduced. Steve reminded the meeting that each race required a minimum of seven volunteers. Matt Finch felt that the poor weather and road works had not helped this year with nearly half the races needing to be cancelled. Dale Norris felt that the model Hinckley C.R.C. use might work where members are given a spot on a rota and if they could not fulfil that duty they would need to find someone else to do it for them. It was agreed that the committee would come up with different options for resolving the issue for discussion at the next AGM. Steve suggested that a commitment should be gained from the members prior to the next AGM.

    Changing the evening 10 TT course

    Steve felt that there were no other courses available and that finding a new course would be difficult. Steve suggested that the evening 10s revert back to the 7.30 starting time and that the number of riders be capped and the number of events reduced. Sarah Soden expressed concern regarding the safety of the course and the image given of the club to motorists regarding competitors cycling on the A46. Ian suggested that if no other course could be found that the season for the evening 10s be reduced.

    Open TT Events for 2014

    Ian asked for volunteers for the open time trials. Mat Richardson volunteered to run the 25 mile TT. A25/32 course was discussed for the 25TT. It was agreed that this course was better than the current one and should be considered for future events.  Steve informed the meeting that a new course had been devised which ended in Barrow Upon Soar, Mat agreed to investigate this course. No other volunteers came forward for the 10 mile TT although it was agreed that it should run. Dave Allison had expressed interest in running a 50 mile TT and would possibly be interested in running the 10 mile TT.

    Sky Ride

    Dave Muschialli would be helping to organise the day itself, Ian asked that the members also help out on the day.

    Club Runs

    Ian expressed concern that the club runs were becoming disorganised. Simon Askham felt that non club members, riding in an undisciplined fashion were causing the majority of the problems and that certain riders had moved times to attempt to avoid the situation. Mike Walton suggested that all rides in the Summer should start at 8.30 and those dropping off the back of the faster rides could then easily be picked up by the next ride that came along. Rob felt that natural splits would occur if the rides set off in close proximity to each other and it would be easy to pick up riders who had chosen too fast a ride. Ian felt it important that there was more conversation regarding the rides before they commenced. It was agreed that all rides would start at 8.30 from now on. Ian agreed to draft a statement A.S.A.P to this effect for the website.

    Update on Go Ride

    Steve Hill informed the meeting that the Go Ride club was now meeting Tuesdays between 6.00pm – 7.30pm at New College where a good relationship had forged between the club and the college. Steve had been asked to develop an after school club, he had agreed to this request. Steve felt it was important that the good links with the college could be maintained. Steve also felt that more children should be enrolling and that some may think that the caching was for college students only. Ian felt that the message needs to be got out that Go Ride coaching is for all and not just for those coming from New College. Tim agreed to print some publicity leaflets.

    Membership Update

    Sheila reported that there were 182 members at present with 7 juniors and 10 life members. The joining process had been improved although there were question marks over the current use of Paypal for payment. Rob reported that the Paypal account was currently being moved from one account to another and would be up and running correctly shortly.

    AOB

    Mat, Steve and Rob agreed to attend the CTT date fixing conference on the 8th of October.


    Previous Meeting details:

    Notice of the half yearly meeting 2013

    Meeting to be held on:

    Monday the 19th of August at 7.00pm

    Meeting to be held at:   

    The Clubhouse, 38 Haynes Road, Leicester. LE5 4AR.

    Apologies

    President’s address – Year to date.

    Election of officers:

    Treasurer
    Club kit

    Items for discussion:

    Officiating the evening 10TTs.
    Changing the evening 10TT course.
    Open time trials 2014 – volunteers.
    Sky ride
    Update on Go Ride activities
    Update on membership 

    AOB

     


     

    The 2013 Annual General Meeting On Monday 21st January 2013 was postponed due to snow & was held at: The Clubroom, Haynes Road, Leicester at 7pm On Monday 28st January 2013.

    Leicester Forest cycling club AGM - 28th January 2013 Minutes

    Apologies

    Robin Cawser, Rob Martin, Ivan Waddington, Gilbert Hardy, Sarah Soden, Bill Bridges, Julie Hill, Richard Jackson, Sharon Jackson.

    Minutes of the last meeting

    Agreed as being a true and correct record.

     

    Agenda items

    Presidents Report

    Ian reported on the development and success of the previous year’s activities including Audax and evening 10s and also on new activities such as the road race, MTB time trial, and the junior section.

    Ian also reported that the club had continued to evolve, with more riders entering competitive events including 70 club members in the evening 10s. The club is now catering for all types of cyclists including competitive, long distance, social and juniors.  Ian felt that the club was maintaining its friendly spirit.

    Membership had increased from 127 to 187 which equated to an additional burden on administrators and volunteers. Ian asked that everyone try and help in whatever capacity they could, be it marshalling an event, coaching or helping with administration.

    Ian expressed his thanks to everyone who had contributed to last year’s efforts.

     

    Secretaries Report

    Rob reported that the committee had met on some 14 occasions through the year and 5 times with British cycling and/or coaches relating to the junior section. Representatives of the club had also met with regional British Cycling on at least two occasions. Rob informed the meeting that minutes for any meeting would be available on request.

     

    Treasurers Report

    Julian reported that the auditor had looked at the accounts and had accepted them. The club had made a small surplus of £119. Julian felt that this was positive given the amount invested in equipment and events.

    Julian reported that there was also £9450 in grant money from Sport England. This money had not been included in the audited accounts as it did not technically belong to the club until it had been spent.

    Julian reported that the club now has a credit card in order to simplify and indemnify the clubs purchases. Julian announced that he would be stepping down as club treasurer at the end of the meeting. Sharon Gratrix asked that Julian be thanked for the work he had done as treasurer of the club.

     

    Audax reports

    Kim reported that he had received 175 entries for the 2012 event of which 108 started and 104 finished. The organisation of the 2013 audax was proceeding well with 100 entries received so far. Kim thanked those involved in helping to run the event on the day.

    Mat reported that the Leicester Circle audax had 99 starters and 70 finishers with some fast rides from some of the club members. For 2013 Mat would also include a shorter circuit of 80KM but with more climbing per KM. The date had been set for Sunday the 22nd of September which would be the weekend before the Road race. Mat asked for more helpers at the clubhouse in future to spread the workload. Mat thanked all those who had helped on the 2012 event.

     

    Open TT Reports

    The TT events had attracted 66 entrants with roughly 55 finishing in each event. The 25TT had been won in 54m 42s by Scott Walker and the 10TT by Richard Handley in a course record of 19m 25s. Fastest club members in each event were Mark Sobieraj just outside the hour for the 25 and Tom Graham in 21m 44s in the 10TT. Mat thanked all those that had helped run the events.

    This year’s events would be on the 8th of June for the 25TT and the 24th of August for the 10TT they would be organised by Rob Jones and Andy Ward respectively. Velobici had agreed to sponsor both events.

     

    Junior Section Report

    Chris Sprott reported the junior section had been effectively running for six months with Dave Manship, Steve Hill and Chris all successfully completing their level two coaching certificates.  Chris had also completed his level two road specific coaching certificate. Helen Jackson would also be taking a level two coaching courses in the Spring.  Between 9 and 15 children up to the age of 12 were regularly attending the sessions. The Junior club had chosen a name for themselves and will now be called Leicester Forest rockets.  The juniors had done some racing last year and would be utilising Mallory Park for a race series next year. There appeared to be plenty of interest from other children in the training.

    The venue was proving to be problematic as it was too small. Chris asked the meeting to look out for other suitable spaces.

    Ian asked for more volunteers to become coaches, he warned that there would be a commitment to deliver a certain number of sessions in return for the coaching funding. He asked that interested members speak to Shirley Ashford or Chris Sprott or turn up to a meeting at the club house on the 5th of February.

     

    Changes to the club constitution

    Julian explained the changes to the club constitution (see agenda) as being necessary for the club to gain accredited status. A vote was taken by the members and carried with no objections.

    Dave Hardy asked about the disposal of tangible assets should the club fold. Julian explained that the changes wouldn’t affect the issue of asset disposal.

     

    Election of Officers

    Officer

    2012

    2013

    Proposed

    Seconded

    President

    Ian Nutt

    Ian Nutt

    Ron Gratrix

    Sharon Gratrix

    Secretary

    Rob Jones

    Rob Jones

    Nick Jordan

    Julian Howe

    Treasurer

    Julian Howe

    Jason Hersey

    Helen Jackson

    Eddie Newcombe

    Membership Sec.

    Sheila Newcombe

    Sheila Newcombe

    Sharon Gratrix

    Nick Jordan

    Events coordinator

    New Post

    Mat Richardson

    Rob Jones

    Sheila Newcombe

    Junior Section Coordinator

    New Post

    Shirley Ashford

    Helen Jackson

    Sheila Newcombe

    Promotion and Website

    New Post

    Simon Askham

    Chris Sprott

    Shirley Ashford

    General Committee

    Diarmuid Cullinane, Eric Ludlow, Eddie Newcombe, Helen Jackson, Tim Cooper, Mat Richardson

    Helen Jackson,

    Tim Cooper,

    Chris Sprott,

    Diarmuid Cullinane.

    Sharon Gratrix

    Rob Jones

    Nick Jordan

    Rob Jones

    Nick Jordan

    Helen Jackson

    Ron Gratrix

    Sharon Gratrix

    Unelected Positions

    Position

    2012

    2013

    Evening 10TT

    Eddie Newcombe,

    Sheila Newcombe,

    Steve Hill

    Eddie Newcombe,

    Sheila Newcombe,

    Steve Hill

    Open Time Trials

    Mat Richardson

    Rob Jones, Andy Ward

    British Cycling rep.

    Rob Jones

    Rob Jones

    CTT Rep.

    Rob Jones, Andy Ward

    Rob Jones, Andy Ward

    Welfare Officer

    Richard Hyman

    Richard Hyman

    Auditor

    Ivan Waddington

    Ivan Waddington

     

    Marshalling the evening 10TT

    Ian reported that it was becoming ever more important to marshal the TT course and as such was inevitable that riders would need to give up races in order to contribute to the marshalling. Ian suggested that this should be seen as an expectation of those regularly riding. Ian cautioned that future individual events would be cancelled if there were insufficient marshals. Ian suggested that Steve’s online booking system be used again this year.

    Steve Hill suggested that the onus should be on the riders to find their way around the course. He also suggested that the risk assessment for the events need to state where and to what degree of importance marshals should be placed and that the course should be signed. As this information would be submitted with the police forms it would be a matter of necessity that marshals were in place for the events. Steve also suggested that marshals who observed bad riding practice (riding over the white line) should report this back in order that riders be disqualified from the race. Steve also asked that for each event a person be assigned to signpost the course.

    Dave Hardy suggested that the rules and regulations be displayed at the start.

    Sheila Newcombe, Nick Jordan and Alan Bontoft , suggested that riders signed forms to declare that they understood the rules and regulations Before  racing. Eddie informed them that the start sheet was a CTT form and so could not be amended by the club.

    Ian also asked that more members volunteer to do the timing so as to allow the usual officials to race occasionally.

    Eddie informed the meeting that the evening 10s would run from the 9th of May to the 15th of August inclusive. Start time would be 7.15pm.

     

    Membership Fees

    Ian informed the meeting that the club intended to increase the membership fee to £12.50 as of January 2014. The increase would be needed to cover the cost of online payment systems which would be implemented soon.

     

    A vote was taken and was carried with one objection.

     

    Jason Hersey asked about how to get some of the regular Sunday riders to join the club. Ian informed him that at present there was no answer to this but as online membership became established it would make it easier to join. Steve Hill felt it was important that riders were not pressured into joining.

     

    AOB

    Ian informed the meeting that membership subs were now due.

    Simon updated the meeting on the new kit design. He informed them that the committee had chosen the best three, and those three had been voted for with Andy Wards being the eventual winner.  A kit manufacturer was currently being chosen with quality and a simple, flexible ordering system being the priority. The committee would likely choose the manufacturer at the next meeting. Andy Warby expressed concern about how quickly the kit design had changed. Ian promised that the new kit design would have a minimum 5 year lifespan.

    Rob informed the meeting that he had CTT handbooks for sale.

    Julian suggested that this year certificates be handed out for everybody completing the century challenge.

    Eric Ludlow expressed concern over the venue chosen for the club’s annual dinner. He felt that given its religious and gender overtones, using the Freemasons hall was not in the ethos of the club. Ian promised that the committee would discuss this.

    Dave Hardy expressed concern that the dinner menu’s neglected to mention the names of prize winners or their times. Dave felt that from a historical perspective there was potential for such information to be lost in future. Ian agreed that the committee discuss this.

    Sharon Gratrix expressed concern about the payment of day to day expenses. Ian promised that the club would repay all expenses for activity relating to it.

    Alan Bontoft expressed concern regarding the awarding of the senior cyclocross trophy. Ian agreed that the committee would discuss this.

    Dave Hardy expressed concern that trophies had been awarded to a second claim member when trophies should only be awarded to members riding events in the clubs name. Ian agreed that a mistake had been made in this instance.

     

    The meeting closed at 9.20pm

     

    The next committee meeting

    Shall take place on:

    Tuesday the 12th of February 2013

     

    To be held at:

    The Club room, 37 Haynes Road, Leicester. LE5 4AR.