Committee meeting minutes – 29th August 2017

LEWES WANDERERS COMMITTEE MEETING ON 29 TH AUGUST 2017 AT BRETT AND LISA DAVIS’ HOUSE, HEATHFIELD AT 8 P.M.

PRESENT: Graham Jeffs (Treasurer) – in the Chair Richard Meed (President), Paget Cohen (Press Officer), Brett Davis (Membership Secretary), Paul Gibbons (Off Road Secretary) Graham Jeffs (Treasurer), John Mankelow (Club Secretary), Chris Martin and Ian McGuckin (Club Runs Secretary)

1. APOLOGIES FOR ABSENCE

Apologies were received from Bob Evans, Tom Glandfield, and Emma Gearing.

2. RESIGNATION OF CHAIRMAN

Chris Martin was present at the meeting but had resigned as Chairman for personal reasons. This was very much regretted by the Committee which would be trying to find volunteers to take over the numerous activities and responsibilities that Chris currently covered. Chris had been Chairman for many years (going back to 2009) and had been a stalwart of the Club for even longer. He would be sorely missed in this role and all the other things he undertook, leaving a huge gap to be filled. The Committee expressed their thanks to Chris for all his work on behalf of Lewes Wanderers.

3. MINUTES OF THE MEETING HELD ON 28 TH MARCH 2017

The Minutes of the last meeting were agreed.

4. ACTION ARISING FROM THE LAST MEETING

Trip to Velodrome The trip to the velodrome on 9th May had been a success and a further date would be obtained.

5. MUGS AND OTHER ACCESSORIES

The stock of mugs had been replenished but it was not thought that the purchase of coasters would be worthwhile.

6 PROTOCOL FOR CONDUCT BY MEMBERS OF THE CLUB

The Committee considered e mails from a club member comprising complaints against a member of the Committee. After careful consideration it was not felt that these were justified or that any action was necessary. Although the tone and content of the e mails was deplored and felt to be unacceptable, no formal action was proposed. It would be pointed out to the member concerned that there should be no repetition and if they were not content with this they should consider whether they should remain a member of the club.

7. THE FORUM AND OPTIONS FOR THE REPLACEMENT OF ITS FUNCTIONS

Following a software problem, and as the licence was due for renewal, it had been decided to take the Forum down. It had been suggested that some form of replacement was needed so that Members could post results from open events, notifications etc. Brett reported that he has made good progress on creating a central results database and demonstrated the system proposed which would allow all results to be collated and analysed in a central place. This would be very useful in assessing results for the awards ceremony and give ready access to results for members. The system would use freely available software at no cost to the club. Chris would be relinquishing the updating of the club website and this would be taken on by Brett although it would probably need a different approach. The Committee agreed that the new arrangements should be adopted.

8. RESULTS RECORDING

To aid in keeping electronic results the Committee approved the purchase of a projector and screen for use at events at an estimated cost of £150. Brett would be able to provide a laptop although this might have to be replaced eventually.

9. OFFICER REPORTS

(a) Membership Current membership was 159 which was a very slight reduction from last year but more than many previous years.

(b) Treasurer The current balance was £9,975.29. This was after meeting the cost of the barbeque but there would be levies to pay from it.

(c) Road and Track The Crits had run successfully for which the committee was very grateful to Darren Haynes who had indicated that he was willing to organise the event in the same way next year. However, Bob Evans would be retiring as Road Racing Secretary from next year which would leave a vacancy as it was understood that Darren did not wish to take it on nor be the British Cycling rep as that required someone who was not competing. A replacement for Bob would be sought but the Committee felt that if necessary the post could remain unfilled as long as the Crits could be run.

(d) Time Trials Tom had informed the Committee that he would be resigning as Time Trial Secretary next year and a replacement would have to be found. It was hoped that there would be a volunteer. Although some time trial courses were under threat it was not possible to move forward on this until more information became available. It was reported that ESCA were looking for an organiser for the 50 tt but it was felt that this should probably come from another club. It was noted that there was some doubt about the organisation of the 30 tt. Chailey had now been covered.

(e) Club Runs There were now more riders on the B run and Paget had offered to be the point of contact and for his details to be put on the website. Graham would continue to do the roster. Ian reported that the winter programme would start a week later than usual and coincide with the end of BST. Details had yet to be agreed for the tourist trail and the LWCC Reliability Trial which it was agreed should be held on 28th January and organised by Jon Collett.

(f) Press There was nothing exceptional for Paget to report. He would be taking over the remaining responsibilities from Chris.

(g) Social Secretary The BBQ had been a great success and the Committee expressed appreciation to Emma. The Awards Dinner would need to be organised although the Club was lacking someone to do the presentation in place of Chris.

(h) Off Road There was nothing to report.

10. NEXT MEETING The next meeting would be held on Tuesday 14th November 2017. The meeting ended at 10.00 p.m.