Agenda for Bath Cycling Club AGM on 14th November 2014
Chairman’s introduction
Matters arising from minutes of previous AGM
Matters arising from Treasurer’s report
Matters arising from the Secretary’s report – see page 13 below
Matters arising from the Membership Secretary’s report – see page 14 below
Election of officers & Delegates
President
Chairman
Vice Chairman
Treasurer
General Secretary
Club Captain
Off Road
Time Trial Secretary
Road Race Secretary
Youth Officer
Club Welfare Officer(s) - ideally one each for male/female members
Membership Secretary
Webmaster
Two committee members who are first claim and who hold no other committee
positions
British Cycling delegate
Cycling Time Trials delegate
Western Time Trials Association delegate
Road Records Association delegate
Western Counties RRA delegate
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Proposals
Proposals for AGM from Aileen Brown
This proposal has been split into 4 parts. All changes reflect current practice
regarding club membership (club rule 3)
Rule 3a Membership Proposal 1
Amendment to reflect that new members are approved by the membership
secretary & reported to the committee monthly rather than having
membership approval delayed until the next committee meeting when a vote
is made on their approval.
Rule 3a Membership Proposal 2
Amendment to remove a 50% discount on membership fees for those joining
after 1st July
Revised wording of club rule 3a covering both the above changes
a) New Members will be approved by the membership secretary and
reported to the committee at the next meeting. All applicants shall sign a
form of application for membership provided for the purpose (On line
applications do not require a wet signature). The membership form should
point out that applicants cannot race as a member of the Club until their
membership application has been accepted. New Members joining after
1st September and paying a full year’s subscription shall have all the
benefits of the Club until 31st December of the following year.
Rule 3b Membership Proposal 3
Amendment to remove the need for associate members to apply to the
committee for associate membership
Revised wording of club rule 3b
b) An Associate Member is a person who wishes to support the interest and
welfare of the Club without taking out full membership. Such a member
shall not be allowed to ride regularly with the Club, race under the Club’s
name or vote at meetings.
Rule 3c Membership Proposal 4
Amendment to clarify the position for 1st claim members who have elected to
race in the name of another club
Revised wording of club rule 3c (new sentence underlined)
c) A person, who is a member of multiple cycling clubs, may elect to be a
second claim member of Bath CC, for a reduced membership fee.
Second Claim members may not race in the name of the club. A Second
Claim member is not eligible to vote at General Meetings, or hold office.
Footnote: A first claim member paying the full membership fee may elect
to be considered 2nd claim in whatever race disciplines they choose. They
must state this in writing/email to the Membership Secretary. Members
may only compete for club trophies or records in a race discipline for
which they have chosen to compete 1st claim for Bath CC. This will not
affect their right to vote at General Meetings, or hold office.
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Minutes of Bath Cycling Club AGM on 29th November 2013
Please note that following various amendments this is the final version of the
minutes from our AGM. All amendments were either typographical or gave more
information in comparison to the initial minutes. Thanks to Aileen Brown, Dave
Summers and Mike Woodward for their assistance.
Present: Alan Pickard (AP)(President), Chris Atchison (CA) (Chairman), Richard
Grigsby (RG) (Secretary), Matt Hargreaves (MH) (Treasurer), Derek Fisher, Tony
Thorne (AJO) (Vice Chairman), Nigel Sherwen (NS) (Magazine
Editor/Distributor), Tom Ryan, Darren Edwards (DE) (Road Race
Secretary/Compliance & Welfare Officer), Maureen Thorne, Aileen Brown (AB)
(Membership Secretary), Paul Arayan, Dennis Davis, David Summers (DS),
George Rowntree (GR) (Committee member), Andy Greenham, Paddy Doble,
Martin Croxford, Paul White, David Dew, Brian Turner, John Tooze, Natalia
Sheppard, Simon Hodgson, Ron Whittle, Bob Bolwell, Ian Rogers, Paul Snow,
Mike Woodward (MW) (Committee member), Andy Stewart (AS) (Off-road
section/Youth Development), Rod Green, Paul Dale, David Stoyle, Daniel Taylor,
Gary Sheppard, Ruan Bester, Eugene Kertzman, Michael Stanley, Jonathan
Schofield, Jon Witty
Apologies: Simon Williams
Chairman’s introduction
After a brief introduction CA introduced Peter Wilson who raised a point of order.
Please see below the letter written by Peter to our Chairman:
Dear Chris
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I am writing to you in your capacity as Chairman of the Bath CC to raise a point
of order about proposals under Item 9, paragraph 10; item 10; and Item 13.
The Rules and Regulations of the Bath Cycling Club are only concerned with
matters affecting the running of the Bath Cycling Club not its relation with another
organisation.
The Bath Cycling Club can and does affiliate to other organisations but its rules
and regulations do not contain commitments to those organisations nor should
they. For example:
1. I represent the Club on the WTTA. I have undertaken certain duties for the
WTTA but it would not be appropriate for the Bath CC rules to incorporate
responsibility for those duties;
2. David Summers, as a member of the Bath CC, has undertaken duties both
for the WTTA and the CTT West District. Similarly those duties should not be
incorporated in the Bath CC rule sand regulations;
3. The Bath CC affiliates to British Cycling and Cycling Time Trials. It is
encouraged to support these organisations by promoting events and it does this.
But none of the assistance that the Club provides to these organisations is a
responsibility incorporated in the Club’s rules and regulations;
4. Cycling Time Trials (CTT) has links to British Cycling but Cycling Time Trials
rules and regulations do not contain commitments to British Cycling and I have
no doubt that the reverse also applies.
Those people who have given their time to the Sulis Scorpions Youth Cycling
Alliance should be applauded, as should all other helpers in the Bath CC. But this
Alliance is no different to organisations to which the Club is affiliated and it is not
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appropriate for the Bath CC rules and regulations to contain commitments to the
Sulis Scorpions Youth Cycling Alliance, another club.
The incorporation of the proposals detailed in the first paragraph above would
breach current arrangements and best practice and I suggest that they should be
ruled out of order.
Only the Chairman can rule whether a proposal is out of order and if you so
decide I think that you should tell the AGM at the start of the AGM.
Copy goes to the President and Vice Chairman.
Yours sincerely
W P Wilson
CA agreed with Peter Wilson and item 9 paragraph 10 (latterly amended to para’
6), item 10 and item 13 were deemed inappropriate.
CA suggested noting in the Bath CC Handbook that we were in alliance with
Sulis Scorpions’.
Nigel Sherwen suggested that rules could be changed at the AGM and AS
objected.
DS suggested that a Memorandum of Understanding between the various clubs
that contribute to the Sulis Scorpions Alliance would maybe be a better way to
proceed. All agreed that this would be a good idea.
Matters arising from minutes of previous AGM
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DS noted that the minutes were incorrect with respect to the amendment to
proposal 5, and that it was not passed at the previous AGM. DS suggested an
update to the minutes with the words "The chairman stated a mistake had been
made", and remove that the amendment had been approved. DS stated he had a
proposal on the agenda of the current meeting to formally correct the mistake
noted in the last AGM.
Matters arising from Treasurer’s report
MH said that the club made a £1160.42 loss in the 2013 financial year.
DS questioned subsidizing purchase of clothing and stocking of clothing and preorders for the up-coming season. MH said that clothing was ordered in advance
and that club members bought stock quickly.
There was some discussion as to the merits of reducing senior membership to
£15 but the proposal was passed.
Matters arising from the Secretary’s report
The secretary’s report was conspicuous by the absence of comments.
Matters arising from the Membership Secretary’s report
AB reported that ladies, juniors, families and on-line subscriptions were all up on
last year.
AS made a vote of thanks to Aileen for handling all relevant correspondence in
2013.
Matters arising from the Road Race Secretary’s report
DE said how fantastic it was to have 14 members competing for the club in road
races and thanked all organisers for the success of Odd Down track an also
thanked MH for his Roman Road road race.
Election of officers
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President
AP said he has done 10 years and was standing down.
Aileen nominated Brian Turner (BT) and Paul Arayan seconded him. BT became
president of Bath CC.
Ian Pritchard made a vote of thanks to Alan Pickard for his presidency.
Rod Green reminded the club that presidents should hold a 3-year term with an
option for a further 3 years before voting in a new president. AP commented that
he was aware of the situation but had agreed, with the club’s blessing, to
continue beyond the guidelines.
Chairman
CA stood down as chairman.
AJO nominated GR for chairman and MH seconded this nomination.
AB nominated Simon Hodgson (SH) for Chairman and John Witty seconded her
nomination.
A vote was made and GR was voted in 27 to 9.
GR agreed and became the new chairman for Bath CC.
Vice Chairman
AJO happy to continue in role.
AB proposed SH for role, seconded by DS.
A vote was made and each delegate gained 15 votes. AJO stood aside to allow SH to
adopt role of vice chairman.
CA made a vote of thanks for AJO in his role as vice chairman.
Treasurer
MH said he would continue as treasurer for one more year.
Committee members
MW said he was happy to continue as part of the committee.
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Ian Pritchard proposed AJO as second committee member and Bob Bolwell
seconded. AJO agreed.
Ruan Bester nominated David Stoyle for the second committee member and was
voted in 19 to 17 from AJO.
Club Captain
Brian Turner proposed Andy Greenham (AG), Paul White seconded, as club
captain. AG agreed.
Off-road section
AS was proposed by Martin Croxford and seconded by David Stoyle. AS agreed.
Road Race Secretary
DE was proposed by Ruan Bester and seconded by David Stoyle. DE agreed.
Time Trial secretary
Nigel Vaugnaux (NV) was proposed by AB and seconded by AJO. NV was
absent from the meeting.
Membership Secretary
Nigel Sherwen nominated AB and DS seconded. AB agreed.
Compliance and Welfare Officer
DE was prepared to continue in this role.
Second position to be left open for a potential female volunteer.
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Youth
AS stood down.
RG proposed GR for role, seconded by SH. However GR was unable to agree
due to existing commitments.
AS outlined role being largely Bath CC representative at Sulis Scorpions
committee meetings.
Proposal made by John Witty for SH to be Youth Development representative
and seconded by Daniel Taylor. SH therefore elected.
Assistant Treasurer
Derek Fisher stood down
Auditor
CA Stood down. Nigel Smith the remaining incumbent was not present at the
AGM.
Social Secretary
AB stood down.
Club Dinner Secretary
Maureen Thorne stood down.
Press Secretary
It was left to see how Derek Pierce recovers from his accident before reallocating
this role.
Timekeepers
Paul Arayan and Dennis Davis happy to continue in this role.
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RG made a vote of thanks for Paul and Dennis for their work in 2013.
Vice Captain
Paul White stood down.
Run Leaders
BT and Paul White added. Andy Greenham removed as he has been voted in as
Club Captain.
Librarian
Paddy Doble was happy to continue in this role.
Magazine Editor
Nigel Sherwen was happy to stay in this role.
RG voted thanks to Nigel for his work.
WTTA representatives
PW and AJO were happy to continue in their role.
West DC
DS and AJO were voted in.
British Cycling Representatives
MH stood down. Dan Taylor was nominated to take Matt’s place and accepted.
AS was willing to continue.
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Hilly Time Trial Secretary
DS was willing to continue.
10-mile Time Trial Secretary
Rob Pears stood down in his role and Chris Atchison volunteered to run this
event.
25-mile Time Trial Secretary
RG agreed to continue in this role.
Open Hill Climb Secretary
AB agreed to continue in this role.
Webmaster
Paul Dale agreed to continue in this role.
Magazine Distribution
NS was happy to continue in this role and said it could be combined with the
magazine editor’s role.
Clothing Secretary
Simon Williams was happy to continue in this role.
Cycling Rights Officer
NS was happy to continue in this role.
A vote of thanks was made by RG to NS for his work in 2013.
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Autumn Road Race
MH stood down. Position needs to be verified by 5th December 2013.
Female Compliance and Welfare Officer
Position held open for potential candidate.
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Proposals
1. Proposal by Aileen Brown
Proposal: Amendment to 4d of the club rules, which currently reads:
4d. The Committee of management shall meet every first Friday of the month and
should only be cancelled with the agreement of the majority of the Committee.
Additional meetings may be called at the discretion of the Chairman and General
Secretary.
to:
4d The committee will meet as frequently as required to discuss and vote on club
matters.
Voted – 21 for and 13 against – proposal carried.
2. Proposal by Peter Wilson
Add the following sentence to paragraph 4a:
No Committee business shall be conducted by email.
Voted – 6 for and 22 against – proposal rejected.
3. Proposal by Matthew Hargreaves
Proposal: To be added to the club handbook:
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Club assets and equipment held for the promotion of club events is to be
collected and signed for by the organiser from the designated keeper(s).
The equipment/assets are to be returned and signed back to designated
keeper(s) shortly after the completion of the event for inspection,
maintenance or repair. Any known damage or loss is to be recorded and
reported to the designated keeper(s) for the club to make good before the
next usage at club events.
Voted – Unanimous – proposal carried.
4. Proposal by David Summers
Proposal: Update rule 3c: Second Claim Membership
Replace the text for rule 3c with:
A person, who is a member of multiple cycling clubs, may elect to be a
second claim member of Bath CC, for a reduced membership fee.
Second Claim members may not race in the name of the club. A Second
Claim member is not eligible to vote at General Meetings, or hold office.
Footnote: A first claim member paying the full membership fee may elect
to be considered 2nd claim in whatever race disciplines they choose. They
must state this in writing/email to the Membership Secretary. This will not
affect their right to vote at General Meetings, or hold office.
Voted – Unanimous – proposal carried.
5. Proposal by David Summers
Update rule 4a: The Committee of Management
Split paragraph 4a into multiple paragraphs – renumber as appropriate, and
reword, as follows:
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The Committee of Management shall be responsible for managing the
Club’s programme in accordance with the Club’s rules, custom and
practice.
The Committee of Management shall consist of: General Secretary,
Treasurer, President, Chairman, Vice chairman, Club Captain, Off Road,
Time Trial & Road Race secretaries, Youth Officer, Club Welfare
Officer(s), Membership secretary, and Webmaster, plus two other
members who hold no other committee positions.
The members of the Committee of Management must be either first claim
or life members of the club.
Titles and names of current Committee of Management shall be published
in the Club Magazine and on the Club’s website.
Any club member may attend committee meetings, but only the
Committee of Management shall have voting rights at such meetings.
Voted – Unanimous – proposal carried.
6. Proposal by David Summers
Update rule 4c: The Committee shall have the power ...
Split paragraph 4c into multiple paragraphs, and renumber, and reword as
follows:
The Committee of Management shall have the power to add to their
members for special purposes, and to form sub-committees. and to fill any
vacancies that may occur in their numbers during their term of office.
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The Committee of Management shall have the power to temporarily vary
the custom and practice of the Club during the year should the Committee
find this necessary.
The Committee of Management may appoint club officials, or delegate
others to appoint club officials.
Voted – Unanimous – proposal carried.
7. Proposal by David Summers
Update rule 5a: The Annual General Meeting to:
The Annual General Meeting of the Club shall be held in November for the
presentation of reports and accounts and for the election of the Committee
of Management, and Delegates to the organisations that Bath CC affiliates
to. The end of the Club’s financial year shall be the 30th September.
Voted – Unanimous – proposal carried.
8. Proposal by David Summers
Update Regulation 2. members entering races
Replace the text of Regulation 2 with:
A member of the club competing in an event in the name of the club, must
be a first claim member of the club with respect to that discipline.
Voted – Unanimous – proposal carried.
9. Proposal by Alan Pickard
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Please note that Alan’s original proposal was amended during the AGM as
follows:
Paragraph 9. changed to Paragraph 6.
‘normally’ added after 4th word ‘not’ in first sentence
2nd word ‘exceptional’ in second sentence changed to ‘some’
Amended proposal: Under regulations – insert new paragraph as follows:
6. The Club does not normally undertake to pay traveling expenses to
any member for carrying out voluntary club activities. In some cases a
payment may be made if sanctioned by the committee. The rate or
amount of reimbursement is to be decided according to the
circumstances at the time.
Voted – 19 for and 12 against – proposal carried.
NB. The second part of this proposal below was ruled out by Peter Wilson’s point
of order:
7. Expenses incurred for Sulis Scorpions’ activities, events and coaching
will be the sole responsibility of Sulis Scorpions and not Bath Cycling
Club.
10. Proposal by Chris Atchison, seconded Alan Pickard
Para 2 of the rules. Amend para 2 to para 2a. Insert a new para 2b as follows
"That the Club actively supports the Bath and North East Somerset sponsored
club Sulis Scorpions in alliance with VC Walcot and Somer Valley CC. Support
provided is for the sole purpose of furthering Youth cycling activities carried out at
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the Odd Down Cycling Circuit. Support is in the form of man/women power (or
human resources) and should the need arise and only with Committee approval,
monetary provision. The latter only on an equal share basis between the three
allied clubs (Bath CC, VC Walcot and Somer Valley CC)."
NB. This proposal was ruled out by Peter Wilson’s point of order:
Proposal 11 by Mike Woodward, seconded Aileen Brown.
This proposal was amended during the AGM:
1st sentence: ‘shall be entitled’ was replaced by ‘may claim’.
2nd sentence: ‘will be’ was replaced by ‘may’.
Under regulations – insert new paragraph as follows:
6a. Any member who volunteers to conduct any approved Club activity may
claim any reasonable expenses that they incur. For the avoidance of doubt:
volunteers may claim such expenses but will not be required to do so if they do
not wish to.
Voted 13 for and 18 against – proposal declined.
As a result of the above vote item 9, paragraph 9 was accepted as the new
regulation 6.
Proposal 12 by Andy Stewart, seconded Dave Bland.
Related to, but separate from Proposal 1 above, under regulations – insert new
para’ as follows:
6b. Travelling Expenses / Mileage shall be paid at the current British Cycling
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rate which is set annually taking account of HMRC guidance.
Above proposal was originally considered alongside Item 9 para’ 6 which was
passed – thereby ruling this proposal out.
Proposal 13 by Karina Stewart, seconded Eugene Kertzman.
Para 2 of the rules. Amend para 2 to para 2a. Insert a new para 2b as follows:
The Club shall support the Sulis Scorpions Youth Cycling Alliance established
with VC Walcot and Somer Valley CC with assistance from B&NES Council and
British Cycling. The Club shall nominate a representative to sit on the
management committee of the Sulis Scorpions and authorise him or her to
provide whatever support is required, subject to monetary provision being
approved by the Committee and being on an equitable share basis between the
allied clubs.
NB. This proposal was ruled out by Peter Wilson’s point of order:
Meeting closed at 10.20pm.
Next committee meeting in Batheaston Methodist Hall, Northend Friday 6 th
December at 8pm
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Bath CC club secretary’s report November 2014
All affiliation fees were promptly paid for the season.
As per 2013 written correspondence was virtually non-existent except
for a very low volume of leaflet information for holiday and training
camps. Email correspondence arrives regularly. The bulk of this
correspondence was opportunist contact from unknown third parties
like Asian glove manufacturers trying to break into the cycling industry.
Cycle safety groups and political campaigners also ‘spam’ all UK cycling
clubs, ditto for a few charities. Other inbox niceties, like sportive and
training camp information, that was potentially useful to club members
was posted on the club forum with appropriate disclaimers stating the
necessary lack of endorsement. Some correspondence came from
relatives from past club members in other areas of the UK or indeed
over seas. One such correspondent from Sydney sent amazing
photographs showing his great grandfather amogst club members
posing with ‘Penny Farthing’ bicycles. The Road Records Association
(RRA) kept in touch with a few place to place rides including a live
report of an End to End (LeJog) record attempt that unfortunately failed
less than halfway.
Committee meetings were generally well attended and continued to
take place on the first Friday of each month in the Batheaston Methodist
Church Hall. A break from tradition saw us convening in the Kings Arms
where committee members could eat and drink. A lack of privacy saw us
returning to Batheaston but the willingness remains to try other pub
venues in Bath.
Have a great winter and ride safely,
Richard Grigsby
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Bath CC Membership report Nov 2014
Bath CC now have 212 members, an increase of 30% in the last 12 months.
While only 21% of our membership are women, almost all are riding on a regular
basis, largely on our Saturday morning rides.
The age profile of the club is getting younger
The split of membership class is changing too with more family members
Aileen Brown 1/11/14
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