CRCC EXECUTIVE COMMITTEE MEETING – July 2026

Justin Smith·
MeetingsNews

Colchester Rovers Cycling Club

Committee Meeting Minutes

Tuesday 7 July 2026 19:30 at Colchester Northern Gateway

1. Attendance

Present

Maggie Hargreaves (meeting Chair)

Julie Taplin (minutes)

Paul Meadows

John Walls

Matt Haigh

Colin White

David Taplin

Nick Swainston

Malcolm Hargreaves

Simon Wilson

Apologies

Justin Smith

Helen Arnold

Ed Page

John Smith

Jackie Mortlock

Greg Andrews

2. Approval of Previous Minutes

Previous minutes were approved.

Proposed: Colin
Seconded: Paul

No matters arising requiring further discussion.

3. Treasurer’s Report (Maggie)

Youth Account

  • Significant expenditure on new kit resulted in a monthly deficit.
  • Youth account remains financially healthy with a £5,412.28 balance.

Main Club Account

  • Income received from:
    • Membership
    • Bike Box hire
    • Event entries
    • Time Trials
    • Grass Track
  • Overall club finances remain strong.
  • Total club funds stand at approximately £34,125.

Sum up

Nick explained that approximately £2,378 remains in a Sum Up account. Because it is linked to his old phone number, access is delayed due to outdated security authentication. He will continue to work customer services to recover access.

Because this money includes the donation to the Sportive charity. The committee agreed that we would pay them from the main account anyway before the monies are recovered.

Actions

  • Nick to continue trying to recover the access to Sum up account account.
  • Transfer recovered funds into club accounts once access restored.
  • Paul to work with Maggie to make the donation to the Sportive charity

4. Membership Report (Justin)

New members this month are listed below and were approved by the committee:

  • Angela Mann
  • Leo Miller
  • Maxim Miller
  • Ryan Saunders
  • Dexter Williams

Some payment discrepancies identified through the British Cycling membership system.

Actions

  • Justin to contact the 3 people identified about membership payment.

5. Youth Team Report (Simon)

Simon reported:

  • Grass Track coaching continues successfully.
  • Around eight weeks of coaching have generated approximately £400 surplus.
  • Two remaining youth grass track sessions planned.
  • Final session will include a Youth Championship (Omnium format).

Cyclo-cross coaching has resumed with:

  • Separate younger rider coaching.
  • Older rider training sessions.
  • Attendance encouraging but will continue to be monitored.

Additional plans:

  • Eastern Cyclo-cross League coaching day.
  • Further Youth Time Trials before season end.

6. June Grass Track Update (Simon)

The Open Grass Track meeting was reviewed.

Positives

  • Approximately 50 riders participated.
  • Event operated at only a small loss (around £100).
  • Good attendance and positive atmosphere.
  • Northern Gateway staff increasingly supportive.
  • Grass Track continues attracting families and new young riders.

Discussion

Committee discussed:

  • Surface quality.
  • Track layout.
  • Future of the Northern Gateway venue.
  • Comparison with previous Shrub End venue.

Consensus recognised:

  • Improvements are still needed.
  • Northern Gateway provides a sustainable long-term venue.
  • Continued investment in the facility is worthwhile.

Volunteer Recognition

Committee agreed both:

  • Chris Douglas
  • David Triggs

should be nominated for future volunteer/unsung hero awards.

Actions

  • Simon to continue discussions with Northern Gateway regarding surface improvements.
  • Committee to nominate Chris Douglas and David Triggs for volunteer recognition.

7. Road/Circuit Race Update (Greg)

Greg provided an update via email.

Current concerns:

  • Low rider entries.
  • Volunteer recruitment remains difficult.

Committee agreed additional promotion is required.

Actions

  • Nick to liaise with Greg regarding promotional material.
  • Promote through Eastern Region and neighbouring clubs.

8. Dunwich Dynamo Transport (Nick)

Thirteen riders have registered interest.

Current proposal:

  • Transport bikes to London.
  • Collect bikes after the event.
  • Coordinate return transport.

Discussion covered:

  • Van hire.
  • Driver availability.
  • Non-member charges.
  • Bike capacity.

Committee agreed:

  • Non-members to pay £25.
  • Members subsidised by the club.
  • Around 15 bikes expected to be accommodated.

Actions

  • Nick to confirm individual transport requirements.
  • Obtain van hire costs.
  • Speak with Kevin regarding driving.
  • Create transport coordination plan and WhatsApp group.

9. VCR Thursday Nights (Nick)

Financial review presented.

Current position:

  • Around £227 loss across fourteen weeks.
  • Break-even requires approximately 10 riders each week.
  • Recent attendance has fallen below sustainable levels.

Committee wishes to continue if possible but monitor closely.

Actions

  • Nick to discuss attendance figures with VCR.
  • Julie/David and Maggie/Malcolm to visit a couple of sessions this month to look at attendance.
  • Review again at next committee meeting.

10. Time Trial Report (Matt)

Season update:

  • Week 15 of 22.
  • One cancellation due to weather.
  • One venue change because of roadworks.
  • Entries have declined but events remain financially low risk.

Committee noted:

  • Volunteer support remains excellent.
  • Timing system working well.

11. Safeguarding Update (Jacqui)

No safeguarding issues reported.

12. Container Storage

Actions

  • Nick to send round the letter before sending to the Council

13. Committee Succession Planning

Progress made on role descriptions.

Updates:

  • Job descriptions drafted.
  • David Taplin has agreed to take over Treasurer role.
  • Bank signatory changes underway.
  • Documents will be standardised before publication.

Actions

  • Maggie to finalise role descriptions.
  • Upload documents to Google Drive.
  • Publish on website and promote via a Newsletter.
  • Maggie to finalise bank signatory changes.

14. Women’s Only Event (2027)

Julie presented feedback after attending a women’s cycling event.

Committee agreed:

  • A similar event would be valuable.
  • Consider shorter route options (25–50 km).
  • Event should encourage newer female riders.
  • Possibility of forming a small organising group.

Actions

  • Establish small planning group.
  • Develop proposal for 2027 women’s event.

15. Newsletter

June newsletter successfully distributed.

Future editions will include:

  • Committee role opportunities.
  • Youth updates.
  • Club achievements.

16. Any Other Business

Weekend Rides

  • Attendance variable but generally positive.
  • New ride leaders continuing to support rides.

Volunteer Recognition

Committee agreed continued recognition of volunteers is important with special thanks to Dave Scrimshaw who is still organising the Saturday rides and helping at TTs so soon after his accident.

Rider Achievements

Congratulations recorded for:

  • Elizabeth Whall on another National title – U14G Circuit Championship

Presentation evening

Discussion about the possibility of subsidising the event for the clubs 135th anniversary and linking it to some birthday celebrations.

Meeting close approximately 21:00

Next meeting: Monday 3rd August 19:30 at CNG