Penge Cycle Club (incorporating Go Ride Penge) Minutes of Annual General Meeting 2015 Friday 26 th June, 8pm, at The Goldsmiths, 3 Croydon Road, Penge. SE20 7TJ. Present - Jonathan Burns, Louisa Harding, Helen Hughes, Louise Thompson, Andrew Stroud, Marilyn Pogson, Conor Crossinggum, Lucy and James McMillan, John Haile and Hugo Greer- Walker. 1. Apologies for absence - James Hanscomb, Ann Ferris, Yvonne Wright, Rachel Hale, Steven Crispin and Pe Jouy. 2. Minutes of the previous AGM - approved. 3. Chairman s Review of the year 2014/2015 see below. 4. Secretary s report see below. 5. Financial report see below. 6. Election of Club Officials all main roles and sub-groups were read out and agreed. Agreed to take Rob Morrison off the club roles list as he has moved away from the area. Jonathan Burns to take over from Helen Hughes as treasurer. Proposed by Andrew Stroud and seconded by Louise Thompson. 7. Open discussion (Q&A). Should we have a page on website just for club kit showing regular updates with kit orders? Investigate different club kit suppliers - so members can buy direct themselves. Look at Force GB - http://www.forcegb.com. Louisa Harding to forward emails to Jo Hewitt and Marilyn Pogson so they can meet and get ready for the club kit organising hand over. For our new Time Trial Secretary we need to find someone and have our application in by October ready for next year. Track meeting needs to be arranged Jonathan Burns and Phil Taylor to add Andrew Stroud, Steven Crispin and Hugo Greer-Walker to the meeting list.
Interim Chair report - AGM - 26th June 2015 Welcome everyone on this gorgeous summer evening. Just a shame we can't all be on our bikes out on the Surrey lanes. Thank you for taking the time to join us at our AGM. Thank you because if it wasn't for the commitment, tenacity and time freely given by a core group of volunteers, we wouldn't have a club. We've had many members that have supported us from the very beginning and more that are joining us all the time. And everyone that joins, everyone that helps out at the Saturday kids club at Alexandra junior school, the annual Tour de Penge marshals and supporters, the ride leaders that give their time on a Sunday, the organisers of our new time trial and grass cutters at the Bethlem hospital for a go ride league event, welfare officers, those doing the often thankless task of ordering and designing our distinctive and fabulous clothing and our club sponsors - all of you make the club the success that it is. The last 12 months have been very busy. So much has happened and you'll have to see our website and Facebook page to see it all. Some of the highlights for me and evidence that the club is growing and developing include: - A new time trial series - developed by John Haile and a core group of volunteers. The club hill climb is planned for this autumn. - Another highly successful Tour de Penge with over 300 riders cycling to Greenwich with the fantastic support of our local community PCSOs. The celebration event at the end of the ride at Cator Park was really great. We'll be building on that and planning more fun for next year - our 10th anniversary of our Tour. - We've not always kept out junior riders and many would leave in their teens to pursue other interests and sports. With the support of our coaches, we have expanded our youth offering and have longer supervised road rides. We've been so successful, we're now looking for faster adult riders to accompany the youth riders as they're getting too quick and role models for the girls and young women. - The women's riders are ever more successful. Some of the ladies that were themselves returning to cycling after many years are now ride leaders and supporting a wider group of ladies. How inspirational is that! Some of our women successfully completed the London to Brighton ride, that's astonishing progress from the Sunday afternoon beginners rides they were doing only a year ago. And one of our club stalwarts is taking and local ride leader and regional coordination role with the ladies Breeze rides. - Track sessions for our club at Herne Hill velodrome. These examples demonstrate the breadth of the club - the diversity of our community and that we provide support and fun for 4 to 79 year olds, from beginners to good quality club level riders standard racers on the road and track. And as they say in management, a success can also be a weakness. We have a wide range of activities we want to do. We have an ambition and commitment to encourage people back to cycling, to increase skills and fun in cycling, to set challenging targets for distance and speed, to maybe create new facilities at out host venue, Alexandra junior school. And to have more social events, summer BBQs, Christmas parties and ride evenings that might end in a pub or se20 cycles. But can we do it all? Have we enough volunteers with enough time to achieve some of our ambitions?
So, we think that we need to look at how we manage our club, how we ensure we have financial security to achieve what we want to do, to support our ride leaders to lead support new and established riders and make us the best and friendliest community cycle club in London. We're going to be sharing with you all soon a survey, to get your views about what we do, how we develop the club, find out if there are more members who are committed to volunteering to help shape our future and to let people know what we do. We want to encourage more people to join us and discover or rediscover the joys of cycling. We look forward to hearing your views and continue growing a great local community cycling club. So, what have been my personal highlights in a year of being interim Chair? Definitely the Catford Hill climb at Yorks Hill - an amazing effort for our risers, men and women, and we got some fabulous club photos. The Christmas kids party is always great fun and seeing the progress, success and confidence of our young riders. And seeing how our riders are increasing riding in audaxes and in continental sportives - Penge goes international. But for me it's the fun of club riding or individual riding with our great kit. All this is made possible by the tremendous support from the team volunteers - from riding, to sorting out the money, planning and managing the meetings, updating the website, organising and supporting the tour de Penge. Fantastic effort everyone. So I'm not going to mention people by names, it's not the oscars. But with my insanely busy schedule in the last 6 months, I seriously would have struggled even more that I did to commit time, without the organisational and support of Louisa Harding, our club secretary. And as we get feedback from our survey we'll be looking again at the roles and support we need, including the appointment of a permanent Chair. Happy Cycling and thanks again for the tremendous support you and all the other volunteers give to our Club. Helen Hughes Interim Chairman Sponsors: Blue Belle Cafe, Maple Road Designer Drapes, Penge High Street Murray Brothers Butchers, Penge High Street SE20 Cycles, Penge High Street --------------------------------------------------------------------------------------------------------------------------- Secretary s Report - AGM - 26th June 2015 Club Membership At our last AGM in 2014 we had 124 current members with 58 overdue/expired. For this AGM we have 168 current members with 50 overdue/expired. Similar numbers but they do show our current membership figures are still increasing in size. (129 Adults = 92 men and 37 women and 39 go-ride = 28 boys and 11 girls). We still have too many overdue/expired members though and chasing up overdue members takes a lot of time and we don t have enough volunteers to do this. So we ve decided to increase efficiency with renewing membership by moving to automatic renewal (by direct debit) with RiderHQ. This was set up earlier this month.
Please check your membership has not lapsed all links to RiderHQ can be found on our Penge Cycle Club website. Also the importance of having 3 rd party liability insurance can t be stressed enough. About a 3 rd of our riders do not have this (and we are chasing them) so we will be changing our membership process once more so that you must have 3 rd party liability insurance before becoming a member with us. This will happen next month. Affiliations We re affiliated with British Cycling which we need to have to operate as a youth go-ride club - and this gives our members a reduced joining fee and very importantly 3rd party liability insurance. We have not renewed our affiliation with Cyclists Touring Club this year. We feel we should just be affiliated with British Cycling as they give us a lot of support and being affiliated with one organization is easier for us to organize and saves money. We re also affiliated with Cycling Time Trials which allows our club members to enter and ride in time trial events and this has allowed us to host open and club time trials which you ll all agree our first one organized by John Haile is working very well. We are still aiming to gain Community Amateur Sports Club accreditation. This scheme distinguishes between clubs and businesses for rates and tax purposes helping to keep the money in sports clubs. For example - by raising funds from gift aid and being exempt from corporation tax. We re just waiting for our bank account to go online and this is taking a very long time. Club Roles Penge CC is a volunteer run club so a big thank you to all our club volunteers and for everyone s continuing support. Changes to the club roles since last AGM please refer to the club roles list and note the blank spaces that are ready to be filled. We ve had no chair for a year now. Thank you to Helen Hughes for stepping in as interim. James Hanscomb has taken over as rides co-ordinator. Thank you to John Haile who stepped down to concentrate on the time trials. However John Haile would like to step down now as Time Trial Secretary. Everything has been set up by John so we just need someone to keep it going or the time trials will not be continued. Marilyn Pogson has taken over as our club kit co-ordinator. Thank you to Jo Hewitt for having organised this previously. Youth representative - we are still looking for a young person from the go-ride club. And we re still looking for a social organiser. This role has lots of opportunities for fundraising ideas and lots of pubs and curry houses to choose from. We just need someone or even a group of socialites to take this forward. Other roles (not on the list) Ride Leaders - thank you to all our ride leaders the rides wouldn t happen without you however we still need more leaders. We re hoping to offer ride leader training in the future and we re always looking for advice on how to encourage more to lead if you have any ideas with this please me know. Parent helpers thank you. We re always looking for more helpers with the go-ride sessions and with the go-ride races. Go-Ride Coaches We have around 9 trained British Cycling coaches that help with the kids go-ride sessions with 2 more waiting for training/completion dates. If you are interested in becoming a coach - all training with British Cycling is funded by the club in which you go on a 2 or 3 day course depending on the level you are training for. You also have to complete a first aid training course and be DBS checked.
Sub-groups Just to quickly mention that the sub-groups are still working well. They meet every few months or when needed. We have a Rides group, a Go-Ride Group, a Racing and Youth Team Group and also the Events, Promotions and Projects group which has been organising this years Tour de Penge. If you are interested in getting involved and volunteering with any role or sub-group please let me know. Lastly Penge Cycle Club s - 6th Anniversary/Fundraising BBQ will be on Sat 25 th July from 12pm at The Goldsmiths with Time Trial Awards. However it won t really be a BBQ as the burgers and sausages will be cooked inside in the Goldsmiths kitchen and we won t be fundraising either its just more of a summer social meet up. Advertising for this will be sent out next week. --------------------------------------------------------------------------------------------------------------------------- Financial report - AGM - 26th June 2015 Penge Cycle Club Annual Accounts 2014/15 Cash brought forward from 2013/14 Current account 369.95 Reserves account 2,557.49 Total 2,927.44 Cash in account at year-end Current account 953.16 Reserves account 3,242.30 Total 4,195.46 Total Cash in 7843.31 Total Cash out 6575.21 Balance at year-end 1268.1 Cash In Cash deposit (clothing, track session, Go ride subs) 3683.9 Interest 0.91 Rider HQ inc. membership 1858.5 Paypal inc. clothing orders 2300 Total 7843.31
Cash Out Cycling Time Trials 185 Trips/Events 126 Club Clothing order 4462.48 BGRRL Race Levy & venue hire 208 Sea container 708.5 Sundries 451.22 Track Banner: Promotion 330.01 British Cycling affiliation 67 Food for Christmas party 37 Total 6575.21 ---------------------------------------------------------------------------------------------------------------------------