2016 AGM Minutes

Date: 5th November 2016   Time: 14:30

Venue: Jubilee Room, Orton Waterville Village Hall

Attendance: Adrian Lovelock (AL), Alan Moore, Andy Clark, Andy Cox (AC), Angela Henderson, Chris Cooper (CC), Clyde Banks, David King, Elizabeth Lavelle, John Elliott, Jonathan Orchard, Lesley Coombs, Maggie Watson, Mark Lassman (ML), Mike Atkinson (MA), Pete Herron, Phil Bridger, Phil Watson (PW), Richard Donoyou, Roberto Del Pino, Tim Curtis.

Apologies received from: Colin Moore, David Smith, Miles Goff, Dave Nunn, Gary Hilborne, Ann Enticknap, Julian Griffiths, Harvey Edwards, Bryan Smale, Pauline Smith.

1. Welcome and introduction by the Chair, Phil Bridger

2. Election of Officers Chair, Secretary, Treasurer, Membership Secretary, Rides Secretary, Welfare Officer, Social Secretary

No nominations had been received in writing prior to the meeting and there were no new nominations in the meeting.

All committee members confirmed they were happy to continue to serve in their present roles and were unanimously re-elected.

Phil Bridger as Chair.
Chris Cooper as Secretary.
Andy Cox as Treasurer.
Peter Herron as Rides Secretary.
Maggie Watson as Welfare Officer.
Phil Watson as Membership Secretary.
Richard Donoyou as Social Secretary.

3. Minutes from 2015 AGM

PW stated he had circulated draft minutes of the 2015 meeting to all attendees and that no errors or omissions had been reported. Minutes of the meeting had also been available on the Group’s website for ten months.

The minutes of the 2015 AGM were agreed at the meeting as being a true record.

4. Treasurer’s Report

AC presented the Treasurer’s report (see Annex 1). There were no queries. It was noted we had not applied for a grant from head office in 2015 or 2016 but that we would apply for a grant 2017.

5. Approval of Accounts

The accounts and report were accepted and agreed unanimously by the meeting.

6. Secretary’s Report (See Annex 2)

CC presented the Secretary’s report (see annex 2)

AL asked if there were other CTC clubs in the area for which we receive a monthly membership update from Cycling UK (CUK) head office. PW said there were no other Member Groups in our area, only 4-5 Affiliated Groups. The boundaries of our area do however overlap with other member groups, in particular Cambridge to the south. CC advised that CTC Cambridge sends details to us of members in the north of their area who they believe may find it more convenient to ride with us.

ML asked if we do anything to contact CUK members in our area who do not ride with us. PW advised that, for the 3 years ended 2014, emails had been sent to all CUK members in our area but there had been no response from anyone who had not already contacted us or ridden with us. CC said that out of 34 people who rode with us for the first time during 2016 only 3 were already members of CUK. This was evidence that those who wanted to ride with a group were easily able to find. It was thought that local CUK members will be aware of our existence but there will be a variety of reasons why they prefer not to ride with us.

MA expressed concern that there have been occasions when the starting location and time of rides has been changed and that this has been posted on Facebook but not on the website. Several members do not use Facebook and it was agreed that details of rides should be consistent across the three sources of information: Facebook, website, Google calendar (linked to the website).

It was confirmed it is the responsibility of Ride Leaders to check the 3 sources are consistent and to advise Pete Herron (or Phil Watson in Pete’s absence) of any amendments to be made to the website and Google calendar. Additionally, details of each ride should, ideally, be posted within 24 hours of the end of the preceding ride.

It was suggested Ride Leaders should be given permission to amend the website. After discussion it was agreed to keep the present level of access whereby only Pete Herron and Phil Watson update the website. It was also agreed not to attempt to create an automatic link from Facebook to the website.

7. Any Other Business

There being no other business, the meeting closed at 15:35.

Chris Cooper
CTC Peterborough

Annex 1 – Treasurer’s Report
Annex 2 – Secretary’s Report