Committee Meeting minutes, 11th March 2025

Here are the minutes of the committee meeting held on Tuesday 11th March 2025.

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Meeting Start:- 7:10pm

Attendees:- Mitch Webber, Max Webber, Dave Sloan, Barry Pointer, Rachel Waite, Billy Davies, Rupert Griffiths, Simon Healey, Garry Atkins.

Apologies:- Neil Adlem, Les Carruthers.

1). Welcome.

• Mitch welcomed everyone to the meeting.

2). Past Minutes.

• The minutes were agreed and passed.

3). Matters Arising.

• None.

4). Vice Chair, Dave.

• Dave asked Simon Healey about the issue with the disclaimer with reference to pictures of children in the background of TTs etc on the Andover Wheelers Facebook page. Simon said he will come on to this in his welfare section.

5). Club Captain, Max.

• The last Sunday club run for this winter was last week, and this year’s rides went smoothly.

6). Racing Secretary, Rachel.

• Rachel has tested the TT clocks and only 1 of the 3 works apart from the on/off switch. It is unclear if this could be relied on at an event, also if this could be fixed in addition to finding someone to carry out the work. This clock may also need to be calibrated and certified, Rachel said she will look into it. A new clock is £315, so a decision was made and voted on to purchase a new clock as the others are about 10 years old, and new one will come already calibrated ready for use.  With regard to the Open TT, the timekeepers should bring their own clocks with them.
• Rachel went through what she has planned for the upcoming Andover Wheelers TT season regarding streamlining the signing on process to achieve a more accurate representation of riders details for analysis when results are published.
• Rachel will have the terms and conditions for riding an Andover Wheelers TT published on the Andover Wheelers website so they are available for all to read, e.g. lights/helmets/route etc.
• Rachel also brought up the issue regarding pictures of children in the background of TTs, and will have a tick box disclaimer on the start sheet to indicate that this may be the case. Simon Healey also asked if a parental consent box should be added.
• Rachel will read through the rules she proposes and send them to committee members before they appear on the Andover Wheelers website.
• Conversation moved on to the TT payment card reader, Nick Cooper still has the login details and the reader has a PayPal account linked to it.  Rachel suggested that a new PayPal account is opened just for TT payments so it will be easier to see who has paid on the night as GA said the current system is not that clear and just produces a lump sum that is paid into the AW bank account, so often time is wasted chasing riders who have not paid.
• Continuing; a discussion about TT costs and start fees. With regard to Thruxton TTs Rachel has secured a cost from Thruxton to hold these TTs and with CTT costs, these will be £10 per event. Normal Andover Wheelers TTs will be £6 per event, This went to a vote Garry Atkins proposed, and Rupert Griffiths seconded it.
• Rachel will also draw up a volunteers list for TTs to see who is doing what and what is needed.  A conversation started about marshals and if they are really needed, as they cannot really do anything with regard to traffic. Riders should know the course before riding it.

7). Secretary, Barry.

• I have been asked about the joining membership deadline by 3 people in the last few weeks. It seems members/potential members think there was a date to join by from Rupert’s email at the start of the year asking people to pay by the end of Jan 2025. This is not the case, and members can join throughout the year. However, as always, to enter Andover Wheelers TTs riders must be paid up before the first TT.

8). Treasurer, Garry.

• Figures from Garry 12/03/2025:
  • Current income for 2024/2025:
    • Club dinner - £875
    • Membership - £1138
  • Expenses for same period:
    • Club dinner - £1487.60
    • Club Christmas drinks - £387.10
    • BARC TT fees 2023/24 - £720
    • TT levy fees - £483
    • British Cycling affiliation fees - £80
    • Trophies £532.10
    • Picket Twenty Community Centre fees for Open TT - £83.50
  • Bank Balance - £3726.89

9). Membership Secretary, Rupert.

• Membership currently stands at 111 members, of which there are 88 seniors. 10 OAPs, 9 under 18s, 4 youths.
• Max suggested a reminder for subs to be sent out before the TTs start.
• Rupert said the previous Saturday, there were 12 on the Medium ride and 6 on the Steadies ride.

10). Clothing Officer, Neil

• Neil gave his apologies, but forwarded that 1 item of kit has been sold.

11). Welfare Officer, Simon.

• Simon said he has updated the welfare constitution by removing Tonia who stepped down at the AGM last year.
• Simon has found a parental consent form for U18/children pictures that could be used at the TTs.
• Simon reported that 4 members are signed up for the Spring Tour to France at the end of April. Details are on the club website. An Autumn Tour to Exeter may be an idea.

12). Communication Officer/Website Editor, Billy.

• Billy continuing to send out weekly emails.
• A payment link on the club website may also be an option for TT riders to pay in advance.

13). AOB.

• Simon Healey:
  • Open TT.
    • A finish timekeeper is booked and a start timekeeper will needed.
    • First rider off at 7am.
    • Also, need to check signs for this event and if required purchase new bigger ones.
    • One rider has already entered.
    • The hall at Picket 20 has been booked and paid for.

14). Next Meeting.

• 7pm 13/05/2025 at New Street Football Club.

Meeting ended:- 8:20pm