SNCC Full Committee Meeting

19th March 2018, 7:30 p.m.

Minutes

 

Attending

Gary Newman (GN) – Chairman

Ruth Stapleton (RS) – Deputy Chairman

Alistair Henderson (AH) – Treasurer

Mike Biggs (MB) – Club Secretary

Simon Richardson (SR) – TT Secretary

Steve Walker (SW) – Social Secretary

Gareth Mount (GM) – Kit Secretary

James Coulthard (JC) – Website Administrator

 

Apologies

Richard Ostler (RO) – Race Secretary

 

Action Summary

 

 

1. Website

• JC provided an update on the latest website status

• JC has mocked up a shop ap to enable members to order club kit online.  This was well received and, once implemented, should save GM a lot of time managing orders and stock

  • The ap is available as a free version without stock control and a paid version (£50) with stock control

  • Agreed that the cost is not a barrier but that JC/GM would populate the shop using the free version for now

  • JC/RS propose to use Castelli stock images (with permission) plus rendered images to show club colours

• JC requested new website content and the following actions were agreed:

  • MB to provide updated Sportive content (0318/1 – MB)

  • SR to provide updated TT content (0318/2 – SR)

• It was noted that the photos on the website need updating:

  • GM to locate the photos from the last club dinner (0318/3 – GM)

  • JC to investigate photo gallery options (0318/4 – JC)

• GN/MB asked about plans for migration to a Google back-end / Google Calendar:

  • A Google Aps facility has been implemented, with email and Cloud storage.  Currently, the plan is to stick with the existing Webmail email facility but to use the Google Cloud storage to, for example, store Sportive information

  • JC advised that the volume of legacy data would make migrating to a Google back-end a major task and so plans to stick with Joomla for now

  • Implementing a Google calendar is still to be investigated

• Agreed that the existing website calendar would be replaced with current news and events, e.g. Hot Cross Bun Run – now done

• In terms of future website development and maintenance, JC advised the following roles are required:

  • Administrators (probably JC and Alec)

  • Content generators

  • Moderators

 

2. 2018 Trophies

• GN has 4 trophies in his possession (RR points, 10 mile TT, 25 mile TT + 1 other)

• SR requested that the club awards a new trophy for the club member who ranks highest in the new CTT national rankings – GN to consider

• GN to circulate a proposed list of trophies for consideration for 2018 (0318/5 – GN)

 

3. Recent / Forthcoming events

1. Reliability ride (25/02/18)

   • Agreed that the event was very well organised, with details like map handouts particularly good – thanks to George and his team

   • Agreed that the club turnout of 35 members was a little disappointing

   • Total turnout of 90 was lower than the last 2 years

   • Noted that St Ives CC advised that they don’t promote any events until March due to potential weather issues

   • RS suggested setting up a separate Facebook page for next year’s RR

2. Hot Cross Bun Run (30/03/18)

   • Routes have been published and café stop agreed

3. Velodrome (31/03/18)

   • Still fully subscribed with 16 members

4. NCRA race (07/04/18)

   • RO advised that the field is about half full

   • We are however short of marshals and need to canvas for more

 

4. Protocol for sending club emails

• Agreed that too many club emails are currently sent and that, wherever possible, all news should be conveyed via the weekly club email

• A draft of the weekly email is maintained in the Club’s Webmail account which can be edited by anyone with access.  This has started to work well but needs to be adopted by all

 

5. Report from Race Secretary

• RO was unable to attend the meeting but emailed the following report:

  • Unfortunately we haven't been able to re-affiliate with CRRL.  Subs were paid but, because we didn't get a race on BC in time, this was subsequently refunded.  We do have a race submitted to BC for the 15th July - originally intended to be for CRRL. Now looking to run this as NCRA instead.

• GN advised that this is potentially a major issue as the race team doesn’t have any events to enter.  He is aware that the sponsors are not happy and the situation with sponsors’ logos on skinsuits needs to be resolved

• PMN: All sponsors have confirmed their commitment for 2018

• To ensure these issues are not repeated in future years, agreed that a  moratorium on recent race issues will be held at the next committee meeting – RO and DH to attend

 

6. Report from Time Trial Secretary

• SR provided the following report:

  • Plans for the Club TT have been agreed with the police, etc

  • The Open TT will be part of the NDCA series.  Helpers / marshals will be required. Confirmed that the Club will receive subs through the CTT and so the event should generate income

  • Agreed that a TT taster session will be run on 19 Apr

  • The Interclub Hill Climb / Club Hill Climb will be staged as a combined event on 30 Sep

 

7. Report from Social Secretary

• SW advised that the club dinner is booked at the Golf Club via Steve Blows

• SW to talk to Jason Dixon re. having a Club band as entertainment (0318/6 – SW)

 

8. Report from Kit Secretary

• GM provided the following report:

  • The socks have finally arrived – hurrah! – thanks to RS for perseverance.  Agreed that we would consider re-ordering from the same supplier again, despite the issues, but not pay in advance

  • Arrival of the remaining items from the Nov Castelli order (which was stolen in transit) is imminent – GM advised that all Club members affected have been very understanding

  • This year’s Castelli order has been mainly met from stock

  • 17 bidons are left in stock

  • Very few items of the old-style kit are left

  • GM has a source for Castelli Gabba / Perfetto items with no MOQs and is finalising colours and logo options

• It was noted that managing the club kit takes a lot of time and this is running very smoothly at the moment – thanks to Gareth

 

9. Recurring club business

1. Membership / membership cards

• No change from last meeting

2. Club affiliations

• No change other than the CRRL issues noted above

3. Club kit order

• See above

4. GDPR

• A Club Privacy Policy has been produced and an email sent to all club members giving them the option to remove their consent for the Club to hold their email address (for mailing purposes) and for the Club to use photos of members (on the website, etc)

• No member has declined their consent to date

5. Whereabouts of club equipment

• MB has conducted an audit of club equipment – attached to these minutes

 

10. Future Events

1. TT Season (starts 26/04/18 for 18 weeks; taster session on 19/04/18)

2. Dales trip (18-19/05/18)

• Still some spaces

3. Ashman Trophy (Sun 15/07/18)

• 80th Anniversary – Think local publicity for SNCC and history of the Club

4. SNCC 100 miler (29/07/18)

5. Hell of St Neots (date TBC)

• SR confirmed that he was prepared to organise the event, probably re-using an existing route

• Agreed that the trails need to dry out to make this feasible

6. Open TT (11/08/18)

• Marshals / Police sign off etc

7. 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

• The event needs to be publicised well in advance – RS suggested setting up a dedicated Facebook page

• RS suggested that organisational details are stored centrally (cloud, etc) for the benefit of future years

8. AGM (07/11/18)

• Golf Club booked (email from Steve Blows, 21/02/18)

• Proposed that nomination slips for committee posts and notification of any committee members intending to step down should be circulated with the calling notice

• Meeting to cover GDPR issues

9. Awards Dinner (23/11/18)

• Golf Club booked (email from Steve Blows, 21/02/18)

• Proposed that a club band provides entertainment in lieu of a disco

 

11. Future Committee Meetings

• Meeting timetable circulated as follows

  • 22/01/18

  • 12/02/18

  • 19/03/18 – full committee

  • 16/04/18

  • 21/05/18

  • 18/06/18 – full committee

  • 16/07/18

  • 20/08/18

  • 17/09/18 – full committee

  • 15/10/18

• The next committee meeting will be on Monday 16/04/18 at 19:30 in the Snug at St Neots Leisure Centre

 

12. AOB

• Agreed that the Club should send teams to the Silverstone TT event – date?

• It was mentioned that Steve Lyons helps run the St Ives GoRide and so this could be promoted as a joint St Ives / St Neots venture – GN to consider (0318/7 – GN)