Colchester Rovers Cycling Club
Committee Meeting Minutes
Monday 5th February, 2024
At Stanway Village Hall
- Committee Members Present:
Malcolm Hargreaves, Margaret Hargreaves, Justin Smith, Helen Arnold, Kelly Phillips, Colin White, Paul Meadows, Matt Haigh, Ray Robins, Elaine Rowley, Jacqui Mortlock, Greg Andrews, Nick Swainston, & Peter Hall.
- Apologies for Absence:
Nick Rowley, Tom Starmer, Jonathon Whall, Perry Taylor, Colin Foster & Simon Wilson.
- Approval of Previous Minutes
Proposed by Elaine Rowley
Seconded by Colin White
- Matters Arising from previous Minutes – None
- Treasurers Report – Maggie presented the Club accounts. The balance is sitting at £37590.92. Total monies paid in this month was £1880.09 (Membership & Rebino night/books) and withdrawn £20159.82 (Jock Wadley Registration, flip charts etc,) (£20K transferred to high interest account)
Greg Andrews requested monies to be considered for portable podium. Suspect cost to be £8-900 pounds. Memorable podium in name of Tony Aspin discussed. Podium to be branded.
- Road/Circuit Races – Jock Wadley entries now live with 38 entries to date, three weeks left to run. Possible Australian entry has made contact. (NS to speak to comm) Greg advised Tony Aspin Mem 23/6/24, now suggesting Paxman Academy for HQ for the event. There may be a £450 charge that could be split with the morning event with Dave Hales (VCR lacking support for event at moment). Alternatively smaller venues could be considered if we encourage morning riders to leave before afternoon event begins. Plans for 2024 Centurion Racing – currently one event only. Possibly 12th/19th May 2024, liaise with youth so they can race in the morning, adults in afternoon. ER to ensure she is available for safeguarding once date confirmed.
- TT – MH advises easels need to be made to mount signs. Provisional TT calendar released by NR. NS/NR to have follow up discussion to finalise events for each championship. Events launched on CTT website to encourage entries from other clubs.
- Membership – New members as per recent update. Colin had a few additions. (NA,LH,DH,TH,RH,BK,CW,PT,RW,PH,DH,LS and LB). NS raised the issue of BC not being willing to stop individuals from advising that they are members of CRCC during the renewals process of BC membership which automatically adds them to our membership without payment of CRCC membership fee. This must be checked by JS to ensure we do not send a membership card to non-paying member in error. NS raised the issue of consideration as an alternative platform being sorted to handle membership in the future.
- Documents/Media Ownership and storage – JS discussed centralising our documentation. JS has created a google account to centralise documents. This would cover departing committee members. HA requested a club secretary email address. NS advised such an email address exists; he will forward details. JS to forward details of central drive to committee. JS raised similar issues would relate to website.
- Bike Box Hire – HA had circulated updated details of the bike boxes available for hire by the club. The ‘info@colchesterrovers.org.uk’ is now available for bookings.
- Youth Team/Youth Development – Simon Wilson not with us tonight but new policy document to follow shortly.
- Northern Gateway – Simon Wilson not available tonight. KP met new coach at NGW from BC called Mark (Taking over from Abbey) and Sally Withey (Covers Eastern Region). KP provided names to Mark for club contacts that may be useful. PH advised Simon has got BC to agree to commission a report for drainage of the field at NGW.
- A.O.B – Club Development Planning meeting set for 12/2/24, 7.30pm NGW. Notice of the meeting will be added to Facebook to encourage any other members who may wish to attend. NS to send notice of meeting to club members.
HA – Mr Chris Hall has passed, Geoff and MH have written to Dr E Hall passing on Club condolences. Colin thanked the club for their card to him offering condolence.
JS – has been looking to develop and electronic task manager. JS happy to upload tasks to the board ongoing, he will circulate via email, and the committee will try it.
MH – Jonathon Whall had asked why minutes in full on website. NS advised the most recent upload of minutes have now been edited. NS advised historically minutes were requested to be put on website by some members. Agreed an abbreviated version to be formed for committee agreement at next meeting for publication to website.
Committee would like to record a vote of thanks for the wonderful cyclocross event that Simon organised at NGW on 4th February 2024. All participants really looked as if they enjoyed the event and Simon’s efforts were greatly appreciated by the Club.
Date of next meeting is Monday 4th March 2024.
The meeting closed at 9.20pm
Helen Arnold
Club Secretary
Colchester Rovers CC
Actions required from February Meeting:
Maggie – Contact Robert Wood re Youth Account, ongoing.
HA/JS/NS – Recheck documents fully visible on website, Procedure for accidents via link to BC.
NS – provide details of Club Sec email address to HA
NS – ongoing discussion with VCR regarding Stowmarket having some riders attend track nights.
NS/JS – NS collating full records for upload to website. NS/JS to work on best format and method for this to occur.
NS – To contact Carl Day regarding sponsorship of JW event.
MH – Potential TT calendar now available for date check clashes with other TT events.
KP – awaits final details of championship/results to pursue presentation event.
KP – To pursue interview with Terry Burns.
GA/NS – to return to committee with proposals for new podium.
NS – to update to website and circulate via email new Bike Box details to club members.
NS – To contact members via email offering invitation to Club development meeting, details to be added to Facebook.
JS – Google Drive details for documents and task manager.
Other tasks:
New platform for membership renewal to be looked for (Possibly ‘Spond’)
Two new signatures for account once MH has sorted existing account.