SNCC Central Committee Meeting
22nd January 2018, 7:30 p.m.
Attending
Gary Newman (GN) – Chairman
Ruth Stapleton (RS) – Deputy Chairman
Alistair Henderson (AH) – Treasurer
Mike Biggs (MB) – Secretary
Apologies
None
Action Summary
|
Ref |
Description |
Due Date |
Owner |
Status |
|
0118/1 |
Advise an incremental website update plan, with timescales, at the next committee meeting |
Feb 2018 |
RS |
|
|
0118/2 |
Amend membership application form re. GDPR |
Mar 2018 |
AH/RS |
|
|
0118/3 |
Produce club privacy policy |
Mar 2018 |
MB |
|
|
0118/4 |
Promote club reliability ride with Steve W |
Feb 2018 |
RS |
|
|
0118/5 |
Coordinate club affiliations |
Mar 2018 |
MB |
In progress |
|
0118/6 |
Consider ideas to promote participation in the inter-club TT competition |
Mar 2018 |
GN |
Awaiting RO to confirm NCRA date |
|
0118/7 |
Confirm 2018 Road Race teams |
Mar 2018 |
GN |
See below |
|
0118/8 |
Draft proposal re. Club subsidy on kit for racers |
Feb 2018 |
RS |
|
|
0118/9 |
Confirm dates for SNCC events and who is organising / marshals |
Mar 2018 |
GN |
Awaiting RO to confirm NCRA date |
|
0118/10 |
Issue membership cards after the end Jan cutoff |
Mar 2018 |
MB |
|
|
0118/11 |
Confirm status of bidons with Gareth / Wayne |
Feb 2018 |
GN |
Done |
|
0118/12 |
Conduct audit of club equipment |
Apr 2018 |
MB |
|
|
0118/13 |
Book Golf Club for the Awards Dinner and AGM via Steve Blows |
Mar 2018 |
MB |
|
|
0118/14 |
Confirm date / who will organise / pay deposit for Dales trip |
Mar 2018 |
GN |
Done |
1. Website
· RS and James Coulthard have met with Alec with a view to updating the website.
· The intent is to provide a window onto club activities which is regularly updated and provides a hub for the various social media feeds.
· The following tasks are planned:
§ Update to latest Joomla server since the current Joomla is no longer supported;
§ Convert to Googlemail server. This will provide a more supportable platform. Cost £10-£12 per email address per month;
§ Update content;
§ Add plug-ins (Strava, Facebook, etc);
§ Provide Paypal interface.
· RS to discuss with James and advise an incremental plan, with timescales, at the next committee meeting (RS)
2. GDPR
· The GDPR legislation, which governs the handling of Personal Information (PI), comes into force in May 2018.
· An initial assessment has been made of the impact to the club, as follows:
§ We need to advise members at the point at which they provide PI (e.g. email address) what we do with the PI and how long we will hold it for. AW/RS to amend application form (AH/RS)
§ We need a privacy policy (MB)
§ Health information is subject to more stringent regulations. We ask for blood group and show this on membership cards, so should be no issue
· Agreed we would take advice from Club members who have knowledge of GDPR compliance.
3. Forthcoming events
a) Reliability ride
· The event is advertised on the website & Facebook, but additional promotion in local bike shops / cycling clubs / etc – RS to coordinate with Steve W (RS)
· Agreed we would support MAGPAS & 3Pillars
b) Velodrome
· Thanks to Jane Wilson for coordinating this event
· £360 paid for this event
· 16 paid-up members (event full)
c) Curry Night – 2nd February
· Typically get 10-15 attendees
· Suggested that an earlier time might increase numbers?
d) Weekly club email
· This is produced as a draft in the club webmail account
· Agreed that content would be added , as required, by Committee members by COP Thursday
4. Club affiliations
· CTT renewed for 2018 – £30
· CTT levies for SNCC TT season paid - £816
· ECA renewed for 2018 - £20
· NDCA renewed for 2018 - £10
· BC renewed for 2018 (c £300 incl supplement for sponsors)
· NCRA status TBC – MB to discuss with RO
· Central Road Race League (CRRL) affiliation paid - £40
· MB to coordinate affiliations (MB)
5. Racing
a) Proposal from AGM to combine Ashman and inter-club points
· Rejected by the committee as the Ashman is a historic competition and should be sacrosanct
· GN to consider other ideas to promote participation in the inter-club TT competition (GN)
b) Proposed teams for 2018
· Probably just 1 x men’s team of 4 who will be supported from the pool of riders currently proposing to ride at 3/4 races – Dave H to sponsor
· GN to confirm (GN)
c) Race Series
· There is no summer NCRA series so races of interest are the spring NCRA race and a summer CRRL race
d) Collation of racing & TT results
· Chris Green agreed to collate TT results
· Assumed RO will do the same for road racing
· Race reports need to be added to the Club website
e) Sponsors
· We have 2 confirmed sponsors for 2018,Dave Hennessey & Martin Taylor (KRB)
· c£1400 in Club Account as surplus from 2017 SNCC-hosted events has been ring-fenced to support racing events in 2018
f) Skinsuits
· Gareth is coordinating a skinsuit order for TT guys and others
g) Club subsidy on kit for racers
· RS proposed that members attending 10+ events (Crits, open TTs, road races, Cyclocross) should get a discount on club kit. RS to draft a proposal (RS)
h) SNCC events
· Need to confirm dates and who is organising / marshals – MB to confirm with RO (MB)
6. Recurring club business
a) Membership / membership cards
· 95 members at 22/01/18, which is down on 2017
· 74 members from 2017 still to renew
· Membership cards will be issued after the end Jan cutoff (MB)
b) Club kit order
· Stock will be around £3k
· Socks due this week – RS to pass to Gareth to handle as pler other club kit
· Bidons – GN to confirm status with Gareth / Wayne (GN)
c) Whereabouts of club equipment: flags / TT stuff / numbers / tea urns etc
· MB to conduct audit (MB)
7. Committee
a) Frequency / timetable / venue for future committee meetings
· Agreed that the committee will meet monthly on the 3rd Monday of each month
· Full committee quarterly (Mar, Jun, Sep), primary committee in other months
b) Training for new committee members (e.g. use of club email a/c)
· RS now has website Admin rights
· AH to send guidelines on use of club emails to MB & RS – done
c) Contact details
· AH advised that contact details (email address & phone number) are available via the club webmail facility
8. Future Events (ideally to be booked now and the Club informed)
a) Sportive (07/10/18)
· BC registration paid (£50) in October 2017
· MB agreed to run this, with assistance from the usual suspects
· Suggested that we re-use existing routes
· Questioned whether the 30-mile route is worthwhile
· Numbers were down in 2017, mainly due to poor weather. The event needs to be publicised well in advance
· RS suggested that organisational details are stored centrally (cloud, etc) for the benefit of future years
b) Awards Dinner (date?)
· Proposed that a club band provides entertainment in lieu of a disco
· MB to book at the Golf Club via Steve Blows (MB)
c) AGM (07/11/18)
· MB to book the venue (MB)
· Proposed that nomination slips for committee posts should be circulated with the calling notice
d) Dales trip 2018 – 18-19/05/18
· Need to confirm date / who will organise & pay deposit asap (GN)
· 50% Deposit paid – 14 places available
e) SNCC 100 miler (29/07/18)
f) TT Season (starts 26/04/18 for 18 weeks)
g) Ashman Trophy (Sun 15/07/18)
· 80th Anniversary – Think local publicity for SNCC and history of the Club
h) Hell of St Neots (date?)
· Ask SR if he is prepared to organise the event
i) Club TT (11/08/18)
· Marshals / Police sign off etc
9. AOB
a) Website – all events to have a write up (e.g. Sportive and Awards Dinner)
b) Ideally one email per week covering all / most events (not always possible but the Thursday email should not be seen as solely about routes)
· Feedback from TT guys: they really like the calendar on the bottom of the Thursday email
c) Volunteers for events – ask in advance and not at last minute
d) Change password on Club email account
10. Next Committee Meeting
● The next committee meeting will be held at Alistair’s house on Monday 12/02/18 at 19:30.