MINUTES OF THE KDCS COMMITTEE MEETING HELD ON 09/02/22

MINUTES OF THE KDCS COMMITTEE MEETING HELD ON 09/02/22 - version 15/2/22

 Attendees Steve Warner, Anne Brookes, Brian Woodward, Dave Wills, Mike Pezet and Will Beck. Martin Slader sent his apologies but was available by phone if needed.

 

 

1. FINANCE REPORT 

 Martin as treasurer had already circulated the accounts covering the years 2019, 2020,2021 and 2022 to date prior to the meeting. There was only 1 item of expenditure to report for year 21/22 so far which was the affiliation fee to Cycling UK ( £85). Our current income surplus stands at £548.11p. We therefore remain in a healthy financial position. 

     2. MEMBERSHIP UPDATE 

 Mike / Anne, Will and Dave gave an update on current membership. There are 134 members in total the majority of which are considered non active in terms of riding. Anne advised that she had received over 30 responses to her e-mail survey and that there are 25-30 active riders. The change to twice monthly weekend road rides seems to be working well and have been reasonably well supported given the winter weather. Will advised that there are now 55 members of the mountain bike group with some 43 actively riding over the previous 12 months. We still attract a few new members in year. In addition we have 2 closed Facebook groups for road and MTB where we post photos, news, ride details etc.

 

    3. ON LINE JOINING FORM

 New members and people who want to contact us can do so on line but whilst we respond formally to membership requests we do not have an agreed system in place to respond to other queries which were getting lost in the system. To enable us to respond to such enquiries we agreed to close down those other confusing avenues on the system and replace the contact form with a simple contact e-mail to kdcsrides@hotmail.com

 There was considerable further discussion regarding the proposed content and options for use of the JOT form including altering the requirements provided by members. We agreed to change the membership form to remove the emergency contact details and replace it with explicit options for people to indicate whether they ride MTB, road or both. This will enable the ride coordinators to follow this up and get consent for new members to be added to the appropriate e-mail distribution lists.

 

AP1 - Dave Wills to remove the blogger contact option and amend the KDCS e-mail contact route by replacing it with the simple contact e-mail to kdcsrides@hotmail.com

 

An in depth discussion took place on whether there is any need for us to have formal ride leaders and / or continuing need for affiliation to Cycling UK who currently support our appointed ride leaders with provision of up to £10,000,000 of insurance. It was agreed that before any decisions were taken Steve would contact Chris Dixon from Giant regarding the status of their regularly weekly rides and also clarify with Cycling UK regarding the provision of our affiliation in terms of insurance, liability cover etc. Kendal Cycle Club appear to have a mixture of groups riding at their own risk with no leaders / liability and some mountain bike groups with leaders, British Cycling cover for liability etc. Debate around terminology such as ‘ leaders ‘ , Guides etc. took place.

 

AP2 - Steve Warner to contact Giant and Cycling UK to clarify status of rides, liability cover etc. and to report back to the committee

 

SUBSEQUENT TO THE MEETING STEVE MADE THE NECESSARY CONTACTS AND CYCLING UK’s INSURERS BUTTERWORTHS SPENGLER THE OUTCOME BASED ON ADVICE IS THAT WE SHOULD RETAIN OUR AFFILIATION AND THE LIABILITY INSURANCE IT OFFERS WITH CYCLING UK TO PROTECT OURSELVES FROM ANY LEGAL ACTION WHICH CAN COME IN MANY FORMS. THE INSURANCE DOES NOT JUST COVER RIDE LEADERS BUT OFFICERS OF THE CLUB AND POTENTIALLY RIDERS ATTENDING OUR RIDES IN THE EVENT OF INCIDENTS LEADING TO LITIGATION.

     4. RIDES CALENDAR STATUS AND INTENTIONS FOR THE YEAR ( Road, MTB, easy Tuesday ) 

 Clearly Covid had significant impact during the year but nevertheless an active programme covering all ride types has been provided with some success. Anne Brookes, Will Beck and Simon Rose to co-ordinate the programmes for the remainder of the year. There was some debate on data protection and sharing e-mail / contact information amongst riders. The MTB group agreed this in the past and continue to share such information. Anne has established a core group of road riders who have agreed this and she will continue to do that on an individual basis for new members. Other than this ride information will continue to be provided in the calendar on the website.

 

     5. SOCIAL ACTIVITY PROPOSALS - review, proposals and the big 30 bash

 

Covid had a marked impact on our proposals to hold at least 4 social events a year during 2021 however as it’s the 30th anniversary of our club this year we intend to celebrate it. One suggestion was that we ask 2 founder members Edward and Romola to host a barbecue event at Sprint Mill that could include a presentation of historical memorabilia, photos through the years, talks, discussion, slide show, music, a ride and maybe a quiz.

 

Additionally some old favourites of pub meets, zooms with topical themes are to be explored. Dave Wills is the Social Secretary but he needs a social committee to plan and make provision for the anniversary event and any additional events.

 

AP3 - Steve Warner to write out to members seeking volunteers for such a Social Committee

 

AP4 - Brian to approach Edward and Romola regarding the 30th birthday event at Sprint Mill

     6. TRIPS AWAY

 

It was agreed that planning any trips away should be left to individual members to arrange and organise with no formal club planning required.

     7. WEBSITE AND FACEBOOK GROUPS

 Website to continue as at present with the previous aforementioned changes once fully agreed. Facebook groups to remain as closed groups and only KDCS members allowed in. All non KDCS members to be removed and joining questions to reflect this.

 

AP5 - all admins to be advised of this change and to alter the joining questions to reflect this.

     8. COMMITTEE POSITIONS AND RESPONSIBILITIES

 All the existing committee agreed to continue. Dave felt he needed help as he does have too many tasks ( Social Secretary, Website manager, comms provisions for various people etc. ) Steve to discuss this with him.

 

AP6 - Steve Warner to discuss with Dave what changes can be made

 

 

Committee posts are therefore confirmed as: -  

 

Chairman - Steve Warner 

Rides co-ordinator / news - Anne Brookes 

Treasurer - Martin Slader 

Social Secretary - Dave Wills 

MTB subgroup and membership co-ordinator - Will Beck  

Road section membership co-ordinators- Mike Pezet, Anne Brookes 

Web access and assistants - Dave Wills, Anne Brookes, Brian Woodward, Neil Hazlehurst, Andy Gillham 

Easy Tuesday rides co-ordinator- Simon Rose 

 

    9. AOB AND CAMPAIGNING

 The committee confirmed there would be no formal campaign / publicity post but that important cycling information / changes etc. would continue to be advised to members for them to consider responses. We have had input to the walking and cycling proposals for Kendal, Arnside railway viaduct proposals etc. and recently highlighted the Highway Code changes.

 There being no other business Steve thanked the committee for keeping the club going and for their assistance over the past year.

 

  

Steve Warner - Chairman KDCS