Colchester Rovers Cycling Club
Committee Meeting Minutes
Monday 12th September, 2022
Stanway Village Hall
Nick (chairman) opened the meeting with an email that he had received from Keith Randle (member) saying how impressed he was with everything the Rovers is doing and what a great club it was. Nick (chairman) also gave a vote of thanks to Greg Andrews for all his work on the Centurion races.
Nick (chairman) also wanted to say how sorry he was to hear of the sad passing of Jim Reed and that the Club send their condolences and thoughts to all his family at this difficult time.
Nick (chairman) said that the grass track event at Shrub End had gone well and again thanked all those involved who made this happen.
- Committee Members Present:
Greg Andrews, Nick Swainston, Malcolm Hargreaves, Margaret Hargreaves, Justin Smith, Nick Rowley, Peter Hall, Kelly Phillips, Jo Smith, Stuart Anderson, Paul Meadows, Colin White, Nicky Swainston
- Apologies for Absence:
Matt Haigh, Tom Starmer, Sandra Meadows
- Approval of Previous Minutes Proposed by Justin Smith
Seconded by Nick Rowley - Matters Arising from previous Minutes None
- Committee Roles
It was agreed at the last Committee meeting that Job roles of the Committee need to be discussed. Nick (chairman) said that we do have a list of the roles and the job description but these do need updating. At present the roles vacant are:
TT Secretary
Press Secretary
The meeting started with the role of the Membership Secretary and currently this is mainly computer based. Colin is the present Membership Secretary in title but most of the work is computer based and carried out by Maggie. Maggie was going to step down as Secretary because of the work load of the Membership and that coupled with being Treasurer also. It really is imperative that the Club has a Membership Secretary who is able to carry out the role using a computer. This is to comply with GDPR. (General Data Protection Regulations).
Justin has said that he is more than happy to be the Membership Secretary and will stand for this Committee Post at the AGM. This would mean that we would create a new role for Colin and his role would be Membership Liaison Officer and this would be voted on at the AGM. This is still a very important role and in the main Colin would continue to do what he is doing now. It was agreed by the Committee that all renewals and new members applications should be carried out online. Colin would therefore no longer be receiving paper transactions or monies. Colin will write down what he sees as the role and we can discuss this further at the next Committee meeting.
If all of the above is agreed then Maggie is happy to continue as General Secretary and will stand again at the AGM.
The next role discussed was that of the TT Secretary. Malcolm said it is imperative that we have a TT Secretary in place for next year. This year it was Nick (chairman) who took this on and organized all the TTs and as a Committee we would like to register a vote of thanks to Nick for doing an amazing job without whom no TTs would have taken place. This cannot continue as Nick (Chairman) has enough to do as Chairman and as a club we must share these roles. Nick (Chairman) went through the jobs that need to be carried out as TT Secretary and it was agreed that it was too much for one person and that the Secretary role could be shared with possibly 3 people. Nick (Rowley) said that he was prepared to do it with Elaine Rowley and Jamie Watson. This is a good start but we will need someone to take the lead and be able to report to Committee. A job share role for the TT Secretary seems the way forward and again this will be voted on at the AGM. Thank Nick (Rowley) for stepping forward. Nick (Chairman) said that he would not throw people in at the deep end and would train all those stepping forward.
We then went on to talk about the Press Secretary’s role. At present Kelly has been carrying out this role and is more than happy to put herself forward to take this on. We will vote on this at the AGM.
- Treasurers Report
Maggie presented the Treasurers report. Monies paid in £2426.25 and this consisted of Membership online, Eventbrite payments, Sum Up Payments, Centurion races £687.00 and Cyclo X (organized by Simon Wilson) £637.00.
Money withdrawn was £2731.69 and this consisted of Payment to Greg Andrew (Centurion Races) payments for Thursday nights at NGW. Payment to CBC for Centurion Races, TT Social evening. So slightly more withdrawn than paid in but the total balance is at present £43,519.28 so the club is still in a very healthy position.
- Membership
The following new members were accepted into the club. Miss Emily Roast, Master Lucas Roast, Susan Halsey, Dennis Crump, Ms Lily Best.
- A.O.B
Paul confirmed that the Sportive would take place on 24th October and the route would be going through Suffolk. It would be 100k and 50K. It would be a 9am start from NGW and riders would be able to pay through the Sum Up method. It would was agreed that the charge would be £7.50. and that all funds would go to our Youth Section.
Kelly asked about the TT 25 Memorial Nick (Chairman) said that he would look for a date in October. Nick (Chairman) said that there would be a TT on the Social Night on 16th September and would like to remind riders that as the nights are drawing in that they would need rear lights.
The meeting closed at 8.45pm
Date of next meeting Monday 10th October at Stanway Village Hall.
Margaret Hargreaves
Secretary