[1] Attendance:

Present: Peter Bell, Malcolm Brewer, Simon Greenland, Andrew Payne, Nigel Shurben, Andrew Small.
Apologies: Tony Deadman.

[2] Minutes of last meeting

Accepted.

[3] Actions from last meeting

• Reduced membership for over 60s:
  All present agreed with this proposal from laast meeting. It will be raised at the AGM with a recommendation for over 60s' annual membership to be reduced from £15 to £10.
• Clothing:
  AS: One-off jersey of new design ordered, and will be sent to PB.
• Hill-climb:
  AS: No action taken.
• Triathlon section leader:
  AS: No volunteers.
• John Woodburn's resignation:
  PB: Not spoken to JW since.

[4] Correspondence:

• PB: Had received a leaflet advertising training at Welwyn Track that could be circulated to members.
  AS: Receives several similar offers every week and they are directed into the Spam folder unless they're local (Hillingdon, Reading, etc.). Unwilling to subject members to junk mail.

[5] Chairman's Report:

• Expanding committee:
  PB: Opened discussion with extended committee structure given in agenda (in summary, adding Danuta Tinn as Club Welfare Officer, and Paul Richardson as Club Coach). This is in part due to insufficient members attending to make a quorum.
  AS: not keen on enlarging committee, even as a stop gap, as it may become unable to respond quickly. The Go-Ride sub-committee suggestsed in the previous meeting would be sufficient for now.
  AP: Confirmed that Go-Ride s/c members need not be on full committee.
  JB: Thinks committee is too small to cope with workload.
  NS: Need to change club roles/responsibilities at AGM. However as JB had already approached Danuta & Paul they should be brought in.
  Vote: PB, NA, MB, AP agreed. AS disagreed.
  Motion carried - JB to inform DT & PR.
• More committee meetings:
  PB: Suggested that the committee meet more often as tasks is not being completed, for example the Club 5 TTs.
  AS: Stated that this was not a failure of the committee, but his failing to appreciate that the Easter holidays occurred over the 3 events.
  AP: The actions should be listed and allocated (not necessarily to committee members). For example the Go_ride year plan is GR sub-committee's responsibility. These individuals can then be chased up to ensure tasks are completed.
  PB: As we're a small club, everyone should know what's happening and deal with it.
  NS: GR s/c needs to meet more often as they're actively expanding activities. Other tasks, for example the TT programme, are dealt with OK already. We don't need a full committee meeting to do these.
  When is GR s/c meeting?
  NS: July to plan for next year. Action: PB to arrange date.
  AS: can use Friday nights from 8 to 8:30 as it's usually quiet then.
  Motion rejected.
• Bike Week:
  PB: Has created an account on Bike Week website for us to enter activities for Bike Week. There are 5 events. Passed round a list.

[6] General Secretary's Report:

• Clothing:
  AS: Suggested selling stock of old strip at half-price.
  Motion carried: AS to bring to Thursday night TT for PB to sell.

[7] Social Secretary's Report:

• None.

[8] Racing Secretary's Report:

• Border 15:
  AS: Men's cup may have been found. Hopefully it will be returned soon.
• Traffic count:
  AS: LWDC are reporting high traffic counts on the Hxx/2 courses (particularly the H25/2 Bisham Abbey roundabout). This is under notification and open events are in jepoardy (particularly BAR qualifying times).
  NS: Asked if this affected Club events.
  AS: No, only in that the courses may be withdrawn from Open calendar.
  AP: Asked why traffic counts are used.
  AS: Due to 'drafting' causing advantage on national records/competitions (other districts feel LW courses may be unfair).
  AS: Chris Hart (LWDC Sec) also concerned that MDCC & Middlesex are using an open course for club events throughout the summer. No clear reason why, so we'll carry on as normal for now.

[9] Treasurer's Report:

• Balance £2222.71
• Income split - approximately £1055 in membership fees, remainder from club TTs.

[10] Membership Secretary's Report:

• 44 members.

[11] Press Secretary's Report:

• AP thanked SG for reports. Maidenhead Advertiser are responding well, Bucks Free Press & Slough Express not responding. Plans to include Bike Week in next week's paper. We have no control over the headlines!

[12] Any other business:

• Publication of minutes
  PB: Concerned that the publication of the committee minutes on the public website could cause problems, e.g. an ordinary member noting that a committee member was not attending meetings and asking for their removal.
  AS: The minutes are deliberately made public so any Club member may vie them.
  PB: But what about non-members
  AS: There's no secure area on the website and it's unlikely that non-Club members would be interested in our minutes.
  Committee agreed that is was acceptable for minutes to be on the website.
  [Secretary's note: Under Rule 8 members are allowed to attend committee meetings, so it would be hard to justify the minutes being restricted to the committee.]
• Event organisation:
  PB: expressed concern that the recent 25 had roadworks, but the course had not been checked beforehand.
  AS: stated that he wasn't expecting any roadworks (unlike the previous ride when he'd checked the course and it was clear) - it was just an anomoly that we dealt with successfully on the day and it had not significantly impacted the event.
  PB: Feels that the course must be checked prior to an event and volunteered to drive round before it.
• Second claim membership:
  AS: Checked with LWDC and confirmed that it is not permitted for riders to be a 'second claim' member of an affiliated club if their 'first claim' club is unaffiliated. This may affect some tri club members, or those whose 'first claim' club is a business.
  MB: Action: To double-check our second claim members are also first claim members of affiliated clubs.
• Membership list circulation:
  SG: requested membership list with photos as there are meny new members and it's hard to know names.
  AS: We're restricted by the Data Protection Act, but people are free to put their own details on the Club's web forum (with photos) as they're then responsible for making their own details public.
  PB: requested email list
  AS: This exists and is used for sending out the club newsletter.
• Palmer Park event:
  PB: Presented programme for event (from John Percy). AP asked for electronic copy of leaflet for circulating to friends. PB agreed to send it to him.
• Club event rider limits
  PB: What is the limit for riders on the Thursday TTs?
  AS: Depends on the start time and sunset. All riders should complete the course before sunset, so (allowing half an hour to complete a 10) the maximum numbers of riders can be calculated.
• Marshalling rota
  PB: Again expressed concern that the Thursday TTs are run by the same team each week and asked what would happen if someone didn't turn up. Suggested a rota for all Club members to be used.
  AP: Pusher can also be a rider (for example taking a late number and starting the first half of the field).
  SG: Riders are important too, events wouldn't happen without them so when fields are low they keep the event calendar meaningful.
  NS: stated that some riders have been spectating, but haven't been 'included' by organising team.
  AP: it could turn out than non-Club members get a better deal at their own events as they could always have a ride (not being in the rota).
  AP: Extend request for pushers, signage, etc. to experienced riders, not just members.
  SG: the Club's success at Thursday TTs is the easy of entry and good atmosphere (unlike the over-managed Swan Velo). Suggested a notice on the table asking for volunteers.
  Action: PB to put notice on table.
  Suggestion rejected.
• Subsidised clothing
  NS: Requested decision on the matter raised at the previous meeting regarding subsidising the Club clothing.
  After some discussion the rate of 25% discount up to £20 per person on the Club's annual order was agreed.
• Timberlake Race
  PB: Stated that it was near the anniversary of a famous race between Mr Timberlake (MDCC founder) and a runner from the Thicket Roundabout. He would like to make a 'special event' out of the closest event on the H10/2 and circulate a leaflet.
  Suggestion accepted.
• Go-Ride Folder
  PB returned folder to AS with all 'Chair reviewed' sections except A1 (Child Protection Policy) signed off. The A1 section was missing from the folder.

[13] Next Meeting:

• 19-August-2008, 8pm at PB's house.

Action List

Name	Action	Date
PB	Send AP electronic copy of Palmer Park details	11-Jun
PB	Provide volunteer leaflet on TT table	12-Jun
AP	Send Maidenhead Advertiser info about Bike Week activities	16-Jun
AS	Find replacement A1 section for Go-Ride folder & give to PB	30-Jun
AS	Find triathlon section leader	30-Jun.
PB	Correspond with John Woodburn	30-Jun.
PB	Inform DT & PR that they are members of the committee	30-Jun
PB	Organise date for first Go-Ride sub-committee meeting in July	30-Jun
AS	Bring stock clothing to PB	30-Jun
MB	Check second claim members' affiliation	30-Jun
AS	Hill-climb practice	31-Aug.
AS	Revise membership rates for AGM agenda	15-Oct.