Category Archives: Committee meetings

Minuites and reports from the monthly Committee meetings

Committee meetings, News

Minutes & Officer’s Reports December 2024 EWCC Committee Mtg

Minutes from Exeter Wheelers Committee Meeting

Date: 9th December 2024, 7.30 p.m.

Venue: First Floor, Cuckoo Tap Room, Paris Street, Exeter, EX1 2JB

Present: Ian Hennessey (IH), Andy Webb (AW), Pete Bishop (PB), Rob Masterson (RM) Jon Hare (JH), James Maddison (JM), Finlay Webb (FW) and Mike Rose (MR)

  1. Apologies rec’d:
    Greg Rorke, Nik Rorke, James Atkinson, Diogo Pacheco, Didier Lebatteux. Nick Helsing, Sandy Storrie
  2. Approval of Previous Minutes:
    Minutes were approved
  3. 3. Matters arising from Previous Minutes:
    Actions outstanding from the previous minutes –
    JH to arrange purchase of 3 further empty hosepipe reels for Escot CX
       PB to compose communication with SWCX –     see under ‘British Cycling’ in these minutes.
       JH to research and report back on the possibility of EWCC running an off-road sportive
       of some kind.
       AW to contact Will Tidball re: guest speaking at Awards Night
      
  4. Correspondence:
    Club secretary (PB) read an email received from a Lee Hayes to the club in which he asks advice on best routes through East Devon for a proposed charity ride. IH said that Mr Hayes’ best bet would be to contact CTC/Cycling UK and in particular Graham Brodie. Action: PB to reply to the email, suggesting CTC/Cycling UK, and giving Mr Hayes Graham Brodie’s contact details.

Other correspondence was email from Ron Clint, the President of Sid Valley CC, informing us of the time, date and location of long-time EWCC member Chris Burton’s funeral – 10am, 18th December at East Devon Crematorium.

We also received the Winter Newsletter from the Road Records Association.

  1. Officer’s Reports (full reports can be found after the Minutes of each meeting)

5.1 Membership – We are currently in a period of transition as SS steps down and RM takes over. RM reported that he and SS are meeting up Friday 13th of December to effect handover.

5.2 Treasurer – Report from CS received, our bank balance is healthy, though JH said that as yet he had been unable to pay our rider levies to BC yet due to the technical issue with us renewing our membership.

5.3 British Cycling – NH did not have anything to report aside from two pieces of correspondence. The first related to a proposal for a new/expanded cycling facility at the Laurence Weston BMX track just off Junction 18 of the M5. This is 1hr 20 minutes away, so a little further than Ilton but something we should support. NH also reported that the Dawlish National Circuit Race had been confirmed for Friday evening 26th of July. It had been mentioned previously that there would be local races (subject to organisation by local clubs) as part of the weekend. NH said he would seek further information from Alan Jones, the SW BC Commissaire leading this as his latest email made no mention of this.

PB reported that SW BC/BC have given us the dates of 11th May 2025 for the Tom Hawkiins, and the last Thursday in June (26th) and the first Thursday in July (3rd) for our Westpoints. We have also been offered the 31st if July for a Westpoint but do not wish to take it up.

Race organiser for the Tom Hawkins to be PB, who expressed the need for him to be given lots of help as it was his first time as a road race organiser. He said he had already been in touch with previous organiser Joe Godwin regarding running the event.

Subject of the Zettle terminals was raised. PB confirmed he has them both in his possession. It was decided that an official booking in & booking out mechanism/forms be instituted. Action PB: produce booking in mechanism/forms.

JH reported that there had been a useful meeting of Escot volunteers last month. It was felt by AW and PB that our request for greater transparency of operation by SWCX could take place within the framework of the SWCX awards night, or if not then subsequent to that. It was recognised that it was good to have SWCX organising the league, but we feel that we would still like to raise the governance consideration of poor transparency.

Actions: PB to book Uffculme Community Hall as race HQ for Tom Hawkins

5.4 Cycling Time Trials – MR said it was good that we would be having an indoor HQ for the New Year Ten on 5th January. He went on to say that it was vital that riders arriving by car for the event park in the public car park and not in the residents’ car park any of the resident’s spaces out in the road.

5.5 Audax/Road Records Association – IH reported that nothing happening hence no report from him although he did inform us that long-time organiser of Audaxes Sarah Britton was stepping down from such activities at the end of 2025, but that Antonia Netherton/Weekes would be shadowing Sarah with a view to taking the role on.

5.6 Go-Ride – No report, DP absent.

5.7 Rides – report submitted by JH, and the Mince Pie run would be 22nd of December with the route available on the club website.

  1. A.O.B – This centred on the forthcoming awards night. A couple of further possibilities had been identified since last meeting, these being The Topsham Brewery in the Canal Basin, and St Thomas Social Club. We might also consider an alternative to a buffet if we choose the Cowick Barton. PB brought it to committee’s attention the need to make sure our timings allow sufficient time for Rorke to get the various trophies engraved. It is hoped to hold the Awards Night in February. If Will Tidball not available other possibilities were discussed including ex-Wheeler and National Hill Climb Champion Andrew Feather – Action AW – contact Will Tidball to see if might be happy to attend and speak. PB to contact Nik and Greg Rorke re: lead time on trophy organisation. PB to investigate various venue and menu options and report back.
  2. Date, Time and Place of next meeting: Monday 13th January 2025, 7.30 p.m. at The Cuckoo Bar.

 

 

Officer’s Reports in Full:

Treasurer (Chris Shakya):

Novembers Treasurer’s report as follows 

 

Bank Balances 

Current – £2,063.61

Saving – £18,309.23

PayPal – £166.48

Total – £20,539.32

 

November Income

Escot – £2,451.48

Memberships – £120.00

Bampton Breakfast – £64.83

Interest – £29.39

Total Income – £2,665.70

 

November Expenses 

Escot – £1,397.69

Storage – £100.00

Race Team – £33.00

Zettle Card Reader – £18.00

Membership fee’s – £5.28

Bank Fee – £5.00

Total Expenses – £1,558.97

 

Cycling Time Trials report (Mike Rose) 

Our New Year fancy dress (if applicable) is on the Honiton club course on January 5th first rider off at 10:00am. Entry £5:00 prizes for best fancy dress. 

The HQ will be in the warmth this time as we have hired EDCC community centre at Dunnings Court Honiton. Refreshments facilities will be available here. The community centre is located at the bottom of the town turn left at the traffic lights (Cullompton Road) and then turn right into the large car park which is free on Sundays. The centre is situated on left as you come into the car park. Please note no parking down by the community centre as this is for residents only. I will source the post code and directions for Pete to paste on Facebook later. As usual we will require helpers including help with the refreshments at the hall.

 At the recent SWCTT meeting we will require a risk assessment for Pete’s new course just outside Exeter.  

The SWCTT committee is asking CCTT if they can become a working group instead of a committee due to lack of interest in participation awaiting response.  

January we will have to review the dates and participation of clubs organising the club tens.  

 

Rides Report (Jon Hare)

Rides Report is not much! But all positive that I’ve heard. A quiet time of year but all groups organising themselves, a lot of it via EWCC WhatsApp which is a great tool.

Importantly though – we have our Mince Pie Ride booked for Sunday 22nd! It would be great to have a few groups similar to the Centenary ride going at different paces. There will definitely be a steady social group however, as I intend to be there! I have booked the Bluebell Cafe, Willand for 10:30am ish but will be updating with time and numbers before we leave County Hall, plenty of time to get there! £4.50 for 2 mince pies and tea or coffee. BYO hip flask of Christmas cheer! If we can spread the word and get a really good turnout it will be a lovely festive event and a great chance to catch up with Club mates.

Committee meetings

Minutes & Officer Reports November 2024 EWCC Committee Mtg

DRAFT Minutes and Officer Reports from Exeter Wheelers Committee Meeting

Date: 11th November 2024, 7.30 p.m.

Venue: First Floor, Cuckoo Tap Room, Paris Street, Exeter, EX1 2JB

Present: Ian Hennessey (IH), Andy Webb (AW), Pete Bishop (PB), Jon Hare (JH), Nick Helsing (NH), James Maddison (JM), Diogo Pacheco (DP), Finlay Webb (FW) and Didier Lebatteux (DL)

  1. Apologies rec’d:
    Greg Rorke (GR), Nik Rorke (NR, Mike Rose (MR), Rob Masterson (RM), James Atkinson (JA), Sandy Storrie (SS)
  2. Approval of Previous Minutes:
    Minutes were approved
  3. 3. Matters arising from Previous Minutes:
    None
  4. Correspondence:
    Club secretary (PB) read an email received from Lauren Bos, studying at Exeter University, asking us if, as a club, we would consider being involved in a no-obligation study that is gathering data on a local charity sector refurbished cycles scheme, in this case Ride On. The committee agreed that they would be happy with this, adding that an club member and current EWCC Development Officer Matt Atkinson was a trustee of Ride On. Action: PB to reply to Lauren’s email, expressing our willingness to be involved, and in addition to supply her with Mr Atkinson’s email address.
  5. Officer’s Reports (full reports can be found after the Minutes of each meeting)

5.1 Membership – We are currently in a period of transition as SS steps down and RM takes over. PB reported that RM and SS are meeting up in December to effect handover.

5.2 Treasurer – Report from CS received, which included some figures from Escot, but JH pointed out that this was very much an interim report – there would be further income and expenditure figures from the event incoming over the next few weeks.

5.3 British Cycling – NH stated “Nothing to report but well done JH for Escot!”
NH said that the club’s renewal of affiliation to BC was currently on hold due to a technical issue with our Safeguarding accreditation.
JH spoke about Escot, which was Round 6 of the South-West Cyclo-Cross on 10th November. JH then gave report of EWCC’s staging of this event, telling us that numbers were down on last year, and last year they had been down on the previous year, not by a huge amount in each case, but nevertheless a concern as fewer entries = less income. It is unlikely we will break even this year. He went on to say that across all of the SWCX events this season entry figures were down c. 15%. JH expressed gratitude towards all of those in the club who rallied to the cause and gave up their time over the weekend to ensure the running of the event. It is labour intensive, for not only is there the work of setting up and taking down the course but a considerable amount of personnel are required on race day, all needing to be provided from within our ranks: 8 marshals, 3 lap scorers, 3 on car park, 3 on sign-on desk etc etc.  PB and JH expressed dissatisfaction with how the BC course tape was being managed – lots of tangled and thus unusable tape because few clubs have purchased reels to put tape on. For ourselves we will buy a few more empty hose-pipe reels Action JH – order more empty hose pipe reels.
JH said he would email all helpers to invite them to an informal ‘wash-up’ meeting, where they could again be thanked, and where feedback on current processes could be gathered. Action JH – contact helpers with invite.
This item on the agenda ended with a discussion over the organising body that is SWCX. For each entry the club must pay a levy of £4.50 per rider, and it was felt by the committee that there were concerns over transparency. Action PB – compose a draft communication to be sent to SWCX expressing the committee’s concerns over visibility of a) SWCX Committee Composition/Structure b) SWCX Committee Meeting Calendar c) SWCX Accounts. The EWCC Committee were mindful that the SWCX League was an effective organ for CX in the SW. However, it was strongly felt that we should raise our concerns over ‘opaqueness’ with them, but whilst making sure to be diplomatic.

5.4 Cycling Time Trials – MR reported ‘It’s winter, nothing to report’

5.5 Audax/Road Records Association – IH reported that plans were in hand for various events next year, including the Exe-Buzzard 600km event, and that there would be a new event for the Mad March 200.

5.6 Go-Ride – DP has taken on this role, and reported has been actively recruiting new young members among my his two son’s friends, and  was successful in bringing five of them to participate in the youngster’s races at Escot. They were distributed across the age categories as follows: two in U8, one in U10, and two in U12.

 5.7 Rides – JH said that with his attention having been on the organisational demands of Escot the past few weeks he was not as much in the loop re: rides, but that as far as he was aware all was well, and it was pleasing to note that the rides have returned to normal levels of non-crashinesses.

  1. A.O.B – JH said he would like to look at the possibility of the club running an off-road/gravel sportive, possibly in partnership with a ‘event company’; with competitive events across the board currently only breaking even at best such an event might be a way for the club to generate some welcome income. Action JH – research possibilities and report back.
    PB spoke on the subject of the EWCC Awards Night. It is the case that there are few suitable venues available. Feedback from attendees at the Centenary Awards & Celebration night at the St James Centre had been good concerning the venue. Action – PB to contact St James Centre to enquire about availability. The possibility of a Guest Speaker was raised – Action AW – contact Will Tidball to see if might be happy to attend and speak
  2. Date, Time and Place of next meeting: Monday 9th December, 7.30 p.m. at The Cuckoo Bar (if still available)

 

Officer’s Reports in Full:

Treasurer (CS):

Bank Balances
Current – £737.51
Saving – £18,279.84
PayPal – £393.17
Total – £19,410.52

October Income
Escot – £94.00
Memberships – £82.50
Interest – £29.90
Total Income – £206.40

October Expenses
Escot – £264.00
Storage – £100.00
Race Team – £78.00
Bank Charges – £5.00
Membership fee’s- £3.90
Total Expenses- £450.90

 

Audax & Road Records Association (IH):

From the Chair: welcome to our new Secretary and others who have stepped up to help the club.  Thanks also, for all their work, to those who have retired.

AUK: Sarah’s and my events for next year are all published.We have decided to run the Kernow & SW and the Exe-Buzzard 600s in alternate years, so this year it’s the turn of the Exe-Buzzard.  The Exe-Buzzard route is changed to remove some main road bashes.  Sarah has a new route for the Mad March 200, which involves a visit to Bude.

Nothing from RRA.