MINUTES OF THE MEETING OF THE REDHILL CC COMMITTEE
21st September 2017 held at Redhill and Reigate Golf Club, Pendleton Road, Redhill 7:30pm
1. Apologies for absence have been received from Stuart Bunt, Richard Bacon and Adrian Webb
2. The minutes of the meeting held on 6th July 2017 were approved and signed by the Chairman.
3. There were no matters arising not otherwise dealt with on the agenda.
4. Club kit - Update
• We still need to set up a kit tab on the web site though in Andrew Murray’s absence this is
dependent on finding a new webmaster. This item remains unresolved (see item below).
• Current stock levels - report on sales of existing stock. Howard Dyson has advised that he will
provide reports to Richard Bacon at the end of each month and any proceeds will be
transferred to our bank account.
• It was agreed that Richard would provide details of sales to date of the old kit come the
end of the month.
• Jim Jones noted that there was no MTB stock listed on the website and the Chairman
undertook to bring this to Howard’s attention. (PMN:- Howard noted that he had to
order this stock from Endura but would also check wether that was in fact any old stock
that hadn’t been listed)
5. Chairman’s Business
• Office and Storage space at Redhill Aerodrome
• Terms have been agreed and I hope to have the lease agreed by the time we meet
• As the lease has to granted to a corporate body (and the club is not) the President
and Chairman have agreed that they will be the official tenants on behalf of the club.
• To protect them as individuals it is necessary that the club agrees to indemnify for
any actions taken against them in the event the club is in breach of the lease.
• In reality this is very unlikely to occur as the liabilities being taken on are very
largely confined to paying the rent (by direct debit) and keeping the premises in no
worse state than that we are taking on at the start. However, it is only right that they
should not be exposed and I suggest that the committee formally minutes that this is
their intention. The committee formally noted the need for the indemnity and
unanimously approved the proposal to do so.
• Summary of the terms of the lease
(i) Period 1 year
(ii) Rent £2,000 per annum plus VAT paid quarterly in advance by direct debit.
First payment to be made on the signing of the lease for the period ending 24th
Dec
(iii)Repairing liability: Internal only. A photographic Schedule of Condition has
been made and this will set the standard of our repairing liability i.e. no better
than this. (Incidentally we might like to redecorate the storeroom which is not
in good condition and the carpet may need cleaning. The office space is in
much better condition.
(iv)Access - 24 hour 7 day a week
(v) Business Rates: We are liable for these but we will qualify for 100% Small
Business Relief. At present the premises have not been formally assessed by the
Valuation Office but when they have we will make the application to the local
authority.
(vi) Insurance: The landlord insures and the cost is inclusive in the rent.
(vii)Service Charge: This is inclusive in the rent.
(viii)Power and heating costs: This is inclusive in the rent.
• Other facilities
(i) Free wi-fi
(ii) Provision of meeting rooms. For an hourly charge of £20 we can make use of
larger space if needed one of which is sufficient for instance to hold an AGM
meeting or to make a large presentation to the membership.
(iii)Car parking: We will be allocated 2 spaces for week time use but in reality this
is not particularly important. However, during the winter we may wish to move
our meeting place to the rear of the main car park where there will be issues
with other occupiers. In the summer when there may be more visitors to the
aerodrome we may be asked to used the grassed area.
(iv)Furniture: Stephanie Calthorp-Owen of Morrisons have very kindly donated a
number of pieces of office furniture including table, chairs, storage cupboards
and filing cabinets. This will be moved to the suite on 20th September.
• Use of the Space - I suggested in an earlier email that we need to think creatively to
make the most use of the space. I would like to agree that a number of us take on this
task. Stuart Bunt has already agreed to help. Two other volunteers would be
appreciated.
• Jim Jones suggested that the club could run first aid courses from the office and
had a contact that might be prepared to do so. (PMN:- Jim confirmed that he
has been able to secure the help of Conor Mayher who has offered to run a
course for free).
• The Chairman also advised that there seemed to be interest from a number of
members in attending a cycle mechanics session and a couple of names were
suggested.
• The committee discussed how best to work out the security arrangements for
the suite. It was felt that it would best to install a key coded lock so avoiding the
issue of keys and their probable loss. A key code could also be changed easily
and this would enhance security.
• Skills Development Sessions at Dunsfold Park.
• 14th October has been set and this has been advertised to all club members. The
session will run from 2 to 6pm.
• Guidance to ride leaders in the event of an accident.
• Extract from last meeting’s minutes: In the light of a serious accident to one of the
club’s members (on a ride not organised by the club) the committee discussed what
guidance ride leaders and others might be given. Mike Ormerod advised that the
CTC produced such guidance and it was felt a good idea that this should be
distributed to all members. It was also decided that in the event of an accident it
would be best practice for the ride leader to write a brief report to the committee so
that any lessons could be learned and passed on.
• This item remains outstanding and we should agree for a member of the committee to
take this on.
• Rick Gregory kindly offered to take on the task of finding and disseminating the
guidance. He also felt it important that as a club we keep a record of any
accidents that members might have on an organised ride. The responsibility for
writing this would lie with the ride leader. In the event of any possible action
that might follow such an incident (such as a collision with a car) it would be
crucial that an official record was created.
• Web Site & Face Book Page support
• On this matter we are struggling to make progress and it is probably becoming more
important that we find the requisite expertise to provide the support we need.
Suggestions include:
(ix)Advertising in the newsletter for any members that might have the skill and
time to take this on
(x) Find an external contractor who we would have to pay.
(xi) I would like to discuss if we should be thinking of having a position on the
committee that has specific responsibility for the web site and Facebook pages
i.e. keeping them up to date.
• The meeting discussed a number of options including the appointment of an
external consultant who would be paid to look after both. Both Frank Grainger
and Kimberley Anderson had contacts that they thought could help and they
undertook to make contact with them for outline proposals.
• In the meantime it was felt that further efforts should be made to establish if
there were any club members that might be willing and able to take this on.
• It was also felt that perhaps one of the ex-officio members could be tasked with
the prime responsibility of managing the content.
• Overall it was felt that the website could be a lot more friendly to use and that
could mean it having to be rewritten.
• Trophies
• Update on participation to date: I hope to have an update for the meeting. In the
meantime we should remind members through the newsletter and ride leaders that
the competition remains open until the end of September (or longer if we want to
extend it)
• Allocation to group outstanding This will be done before the close of the event at the
end of September
• Sponsorship
• There is need to establish if the offers of sponsorship are still on the table and the
purpose for which they are to be used. The racing sponsorship fund hadn’t been
drawn on to the extent expected but nonetheless it had been a real benefit to one
or two recipients.
6. General Secretary’s Report
• Date for Annual Dinner and presentation of awards is 11th November
• Booking made at Bletchingley GC
• To be advertised in the newsletter.
• Guest speaker: Magnus Backstedtt has been contacted but has yet to confirm his
availability. The Chairman has sent a chasing email.
• To discuss the awards to be presented on the night.
• Frank Grainger undertook to settle the menu and circulate a flyer for the event.
• AGM
• This is happening on 16th November.
(i) Notice to be posted 3 weeks beforehand
• The Secretary confirmed that notices would be sent out in due time and that on
the evening sandwiches would be provided.
• The committee did discuss if one of the large meeting rooms at the aerodrome
might be used. While this would save on the hire costs the lack of a bar would
likely make the AGM a less appealing event to attend.
• Elections to Committee
(i) Anyone known to be standing down
(ii) Anyone known that wishes to stand
• Frank Grainger advised that he would be standing down but would be prepared
to retain responsibility for membership. This would entail a formal splitting of
the role. The membership role is arduous at times and the committee did discuss
whether it might be possible to outsource the issuance of membership cards
possibly to British Cycling or Cycling UK. The meeting had previously
discussed whether there might be merit in requiring all members to carry
insurance such as that offered by the above and that it might be possible to dove
tail the two requirements.
• Jonny Bradbourne also advised that due to time pressures one the summer he
would be standing down too.
• All other members of the committee advised that they would be prepared to
stand again for election (not including the Chairman who holds a two year
term).
• In addition to the two members leaving there were two ex-officio places
available following the move by Bryan and Heidi Strapp to the USA.
• Mince Pie Run
• This has been booked by Mike Ormerod at Tanhouse for 10th December at a
cost of £5 per head.
• Christmas Lunch and ride
• This has been booked for 17th December and will be held that the RRGC.
7. Treasurer’s Report
• The club holds balances of approximately £18,000
8. MTB Secretary’s Report
• Jim Jones advised that the latest skills training session has been very well attended and
was again a great success. The Big Dog event had been a success too with Matt and Gilly
coming fourth in their categories. Success too had been achieved in the 12 hour TORQ in
your Sleep event in which Jim Jones, Adam Gould and Matt Shears took 4th place
9. Press and Publicity Report
• Mike Ormerod advised that there had been a good piece in the Surrey Mirror and that
the weekend away in Flanders, in which 13 had made the trip, had been really
appreciated by all.
10. Road Events Secretary’s
• Denby Duels Report
• Rick Gregory advised that all was in hand though he was short of a number of marshals.
The Chairman undertook to provide him with a list of those that had offered to help in
the past.
• Entrants were slightly down in number from last year but it was encouraging to see 10
from RCC (more than DCC!).
• Majorca Report
• Over 70 members had already shown interest. Otherwise Rick Gregory reported that
everything was going to plan.
• The idea of a generic tour jersey was discussed and the Chairman undertook to ask
Howard Dyson if he might be interested in adding this to his stock.
11. MTB Events Secretary’s Report
• Gwyn Williams advised that he is planning a trip next April or May to South Wales
(possibly Dolgellau including road representation).
12. Road Race Secretary’s Report
• Henry Hunter advised that in his enforced absence the last road race in August had
proceeded without any problems.
• The club would be running the same races next year and that these had already been
programmed.
13. TT Race Secretary’s Report
• Jonny Bradbourne gave his end of season summary in which he reported that the final
result had come down to the wire in which the first and second places were only
separated by a second. Despite having to cancel 4 races due to weather there had been
206 entries over the season and that RCC had filled nearly 100 of these.
• The Open held in February had been booked
• In explaining his decision to stand down he pointed out that at times he really needed
more help and that having to attend 16 races through the summer had taken too much
time out of his family time. The committee felt that this was too great a commitment to
ask of a TT Race Secretary and that some means of sharing the load would have to be
devised for next year.
14. Any other business.
• There was none
15. Dates of the next meetings
AGM in November confirmed to be held on 16th November
• Provisional future dates
• Thursday 7th December