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WEST SUSSEX DISTRICT ASSOCIATION, CTC
CTC WEST SUSSEX MINUTES OF COMMITTEE MEETING
Monday 8th Feb 2010 at Hilary Mount Way Lancing BN15 0QD
Present-Peter Wilson(secretary Arun-Adur CTC)
John Wickens (West Sussex CTC treasurer)
Bob Moore (Horsham and Crawley CTC)
No representative from Bognor and Chichester club.
1. Election of Chairman. Bob Moore was elected chairman in Barbara's absence.
2. Election of Minutes Secretary. John Wickens was elected minutes secretary and was complimented on his performance last time.
3. Approval of the Minutes of the last Meeting. The minutes of the last meeting held 25th November 2009 were agreed as a true and accurate record.
4. Matters arising- These to be dealt with as they arise in the following agenda items.
5. DA secretary's report
This was discussed. Copy detailed below. The main points were that RSPB Wiggonholt is to be booked for the DA AGM by Edwin on his return; also all CTC forms required by HQ have now been dealt with as appropriate. Phil Turner Memorial Cup to be purchased by Edwin on his return. Further issues are to be discussed as they arise in the following items.
6. Treasurer's report:
Balances on the two accounts as at 8/02/2010 are as follows:
Community Account £242.91
Business Saver £171.82
Total £414.73
As regards the Winter Pedaller the printers have increased their charges from £164.95 to £187 for 185 copies. Total costs including postage and stationery so far were £204.65.Total income from advertisers and subscribers so far was £195.80 resulting in a subsidy by DA of £8.85.When sending out the invoices to advertisers I forgot the increase in charges so most were charged £6.50 instead of £7 for half page and £13 for full page, £15 for back page is correct. I have altered my copy of Dave Galle's spreadsheet.
7. Pedaller magazine.
The next issue was discussed. John Turner returns mid/late March from his holidays .It was suggested that JW email Dave Galle about non-paying subscribers on the reverse of his list-should they be sent a copy of the Pedaller? JW has only sent one to those who have actually paid. JW mentioned the long time and effort required to deal with the despatch of Pedallers to advertisers and paying subscribers-some 35 or so copies, also the need to hand write invoices and envelopes and chasing of advertisers who did not pay first time of asking- about 6 or 7 in total. All advertisers' money has now been received but only after phone calls, personal visits and emails. Some advertisers don't use cheques so they have made BACS payments to the account by arrangement. As JW is unable to deal with this in future due to domestic circs PW and BM suggested that this be split between the 3 sections according to location of advertiser. JW can provide invoices as produced by Edwin together with copy of DGs spreadsheet with advertisers details.
The rides list for next quarter to be sent to John Maxim as usual- Section Rides Secretary's to action. The decision whether or not to produce a Spring Pedaller depends on when John Turner is available and whether there are enough articles to print-given that Dave Galle normally writes about half of these. If a magazine is not produced then anyone with internet access can download a copy of the rides list from the DA website and those without internet access can be sent a copy by their Section Secretary. One other possibility would be to produce a Spring/Summer Pedaller earlier then usual -say late April. Suggest that John Turner liaises with Edwin following his return from hols for a final decision on this.
8. Draft rules for Phil Turner Memorial cup as suggested by Edwin- contents discussed and agreed as per his report.
9. 2010 DA events:
a- Downhill comp organised by Arun-Adur 11/04-details to be decided by Richard Boulton rides secretary at the next Section Committee meeting and these to be provided to Edwin to add to minutes.
b- Up the Arun Down the Adur- 13/06-organised by A-A. Richard Boulton to provide details to Edwin as above.
c- I-Spy ride 16/05-organised by Horsham and Crawley. This will start and finish at Horsham Pavilion in the park which has free car parking. BM is the organiser and the total distance is to be 26 miles. Start time 10.00.
10. AOB. Election of DA registrar in DGs absence- Peter Wilson has kindly offered to take this on.
Also PW was pleased to announce that the collection for DG had now reached £960- a remarkable amount which reflects the esteem in which DG is held by all his CTC colleagues. Thanks to all who contributed to this.
Meeting closed at 8.45 p.m.
DA Secretary's Report
Matters Arising
First all necessary documents were sent up to Headquarters on 29th November and acknowledged.
The documents sent were
1. Member Group Organisation Form
2. Member Group Committee Members
3. Volunteer Details
4. Web Page Details
5. Subscription Allocation Form
6. Annual Report
7. Activities Monitoring Form
I will deal with booking the Hall at Wiggonholt for this years' DA AGM to be held on Sunday the 14th November when I get back.
I did not have time to deal with the Phil Turner Trophy before I left so I will check with the Bognor Trophy shop after I get back.
Pedaller
A decision has to be made at the meeting about the Spring Pedaller Magazine. My suggestion would be that it would be better to keep up continuity especially with the Advertisers. I would suggest therefore that the Pedaller be left for a month or however long John Turner needs after he gets back. John Maxim always prepares a 2 page PDF version of the Rides List to go on the Website and that could be emailed or posted as relevant to members in mid March with the Pedaller to follow when ready.
Whatever decision is made about the Pedaller John Maxim will need the Rides Lists from the Sections by the Pedaller deadline in late February at the latest and will need to know what is going to happen.
Phil Turner Cup Rules
A decision needs to be made at the meeting about the exact rules for attendance for the Phil Turner Cup. The rules for DA Events is as follows -
There must be some substantial participation in the event and this will be for the organiser to judge. There will be no points just for attending the lunch place of the event (except the picnic)
A new provision to clarify the rules is that if a member attends a DA Event intending to complete it and starts it but is unable to finish due to accident, breakdown or other emergency beyond their control they will be entitled to the full 10 points
In the event of a tie for either the Overall or the Ladies after all Events are completed the Cup will go the Rider who has attended the most of any part of any DA Groups Sunday Rides during the period covered by the DA Events ie from 11 April to 5 September. For the avoidance of doubt it is confirmed that if a Rider takes part in another Groups ride within the DA this will count but if a rider rides with 2 Groups during the day only one ride in a day will count. Rides with any Group or Club not within the DA will not count. Taking part in part of a days ride will count. On days when there is a DA Event, taking part in a Groups ride to or from the DA Event will count but not just doing the Event and not otherwise taking part in a Club Ride.
For an Attendance Cup the rules need to be different and I would suggest should include any attendance on the Sunday Club ride however short. One issue to consider is attending just at the lunch stop. We have a few riders who can no longer manage the distance and pace of a longer club ride and go part way by car and then ride to the lunch stop. I always put them down as attending on the CTC attendance Records. I would suggest rules as follows
The Phil Turner Memorial Trophy will be awarded to the DA Rider who attends most Sunday Club Rides during the period each year covered by the DA Events (for 2010 from 11 April to 5 September)
For the avoidance of doubt it is confirmed that if a Rider takes part in another Groups ride within the DA this will count but if a rider rides with 2 Groups during the day only one ride in a day will count. Rides with any Group or Club not within the DA will not count
Attendance will count if the rider takes part in any part of a Sunday Club Ride. This will include meeting the Ride at Elevenses lunch or tea provided the rider arrives by bicycle.
A Sunday ride will count on a weekend away or Holiday provided it is an official Section or DA trip and open to Section or DA members but not personal trips of the member.
A Sunday Ride will include riding in a DA Event, meeting at a venue or lunch elevenses or tea stop of a DA Event if arriving by Bicycle or taking part in a Club Ride to a DA Event even if there is no participation in the DA Event.
Feel free to discuss, amend or add any further rules anybody thinks of.
DA Events
Details will be needed of the Arun Adur Events, location and time of the Downhill and the Lunch stop and the start place and time and other details for the 13th June Event. For the I-Spy Ride we need final location and start time. I have drafted my Rides List but there are blanks for these details at the moment.
Edwin Jones
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