Club Minutes

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CRCC Minutes

15th Jan 2026 7:20pm @The Near Boot

1. Welcome

Chair Neil welcomed everyone to the first Committee Meeting of 2026. A special welcome was extended to Paul and Phil as new members of the Committee.

2. Those Attending

Chair Neil Irwin
Vice Chair Paul Wooding
Treasurer Nigel Dickinson
Welfare Officer Angela Irwin
Ride Organiser Jack Sanderson Bailley
Member without Portfolio Jacky Brennan
Member without Portfolio Mally Armstrong
Member without Portfolio Phil Jobson
Secretary George Cairns

3. Apologies for Absence

There were no apologies as every Committee Member was in attendance.

4. Approval of Minutes

The Minutes of the 5th September 2025 Committee Meeting were approved as a true and accurate record of the proceedings.

5. Actions Arising

Action: 5/9/25/1

On: Nigel

Requirement: To organise a Club social event for either the end of November 25 or during January 26, depending on what the majority of members prefer.

Conclusion: 5/9/25/1

Action: 5/9/25/2

On: Babs

Requirement: To contact the Rugby Club and book Wednesday 19th November for the AGM, if it is available.

Conclusion: 5/9/25/2

Action: 5/9/25/3

On: Neil

Requirement: When the date of the AGM has been confirmed, Neil will put a note on the Club FB page and App to inform the members.

Conclusion: 5/9/25/3

Action: 5/9/25/4

On: Barry

Requirement: To take the lead in running the awards nomination procedure outlined at Para 8.1.

Conclusion: 5/9/25/4

Action: 5/9/25/5

On: Babs

Requirement: To collect trophies from current holders and arrange to have them engraved with the names of the 2025 recipients.

Conclusion: 5/9/25/5

Action: 5/9/25/6

On: All Committee Members

Requirement: To recall highlights of the past year and send them to Neil for inclusion in his Chairman’s Report.

Conclusion: Action complete

Action: 5/9/25/7

On: Babs

Requirement: To liaise with the Rugby Club Staff and Club members in all matters regarding food / allergies /

special dietary requirements etc.

Conclusion: Action complete

Action: 5/9/25/8

On: Babs

Requirement: To liaise with the Rugby Club on the night of the AGM.

Conclusion: Action complete

Action: 5/9/25/9

On: George

Requirement: To put a note on the Club FB page stating which Committee Members are standing down at the AGM and which will continue for the following year. Nominations (by Email to the Secretary) will be requested for all Committee posts up for election.

Conclusion: Action complete

Action: 5/9/25/10

On: George

Requirement: To produce an Agenda for the 2025 AGM.

Conclusion: Action complete

Action: 5/9/25/11

On: All Committee Members

Requirement: When a Committee Member sends an Email that requires a response from other Committee Members, replies must be made using the ‘Reply All’ option, so that everyone is aware of the responses from all other addressees.

Conclusion: Action complete

Action: 5/9/25/12

On: Babs

Requirement: Produce a questionnaire to present to members asking for their kit requirements and sizes.

Conclusion: Action complete

Action: 5/9/25/13

On: George

Requirement: To investigate the various BC Ride Leader qualifications and report back to the Committee.

Conclusion: Action complete

Action: 5/9/25/14

On: All Committee Members

Requirement: To review Version 2 of the Safety and Risk Assessment Policy and propose any amends in the form of: delete: X …. insert: Y.

Conclusion: Action complete

Action: 5/9/25/15

On: Neil

Requirement: To contact Tommy and see if he is happy to take on the role of Cycle Circuit organiser from Vicky and Steve. If so, Neil will ask Tommy to contact Vicky and /or Steve to discuss handover details.

Conclusion: Action complete

6. Membership and Budget Statement

Since the previous meeting in September, membership is up 5.6% from 141 to 149.

Budget. Movement on the Club Account since 1st April 2025:

Income: £3578.37
Expenditure: £1988.93
Current Balance: £1589.44

New Action 15/1/26/1: George to provide invoices for the purchase of AGM related stationery items and for the British Cycling Club Affiliated Membership fee.

New Action 15/1/26/2: Ang to provide an invoice for items purchased in relation to the AGM.

Nigel said that he has a spreadsheet showing the stock of clothing held by Mike at Back Street Bicycles. There was a short discussion over a concern raised by Mike towards the end of last year regarding payment for an item of clothing given to a member on trust. It was decided that a stock take was required to correlate the spreadsheet and current stock holdings.

New Action 15/1/26/3: Nigel to liaise with Mike and carryout a stocktake of club kit held by Backstreet Bicycles. Nigel will also discuss the missing item with Mike to ensure the facts are known before any discussion on further action, if required.

7. Business Arising

Update on handover of Bank of Scotland account access to new Treasurer.

Nigel said that he now has access to the Club Account as an ‘Authorised Signatory’. He also said that Barry will remove his own name as an account holder now that the handover is complete.

Discuss the ‘Group Leader Course’ run by Cycling UK.

George summarised the situation stating that there had been discussion at the AGM regarding Ride Leader qualifications. It had been agreed at the time to investigate whether the ‘Group Leader Course’ run by Cycling UK would provide a suitable qualification. He also said that there is a pre-course E-Learning program that must be completed before being eligible to attend the practical element of the course on 27th April. The advantages of this course are:

It is a one-day course run at various locations across the country, including locally in Harraby on 27th April 2026.
It is Free of Charge.
Successful participants are given a nationally recognised ‘Group Leader’ qualification.

Note: See Annex A for a summary of the E-Learning and Practical Learning topics.

Ang asked whether our current Ride Leaders would still be eligible to perform the role if they are unavailable to participate in this ‘Group Leader Course’. It was discussed and agreed that if unable to attend the 27th April Group Leader course, it will not preclude our experienced Ride Leaders from continuing to perform the tasks they currently perform on the basis of qualification by experience. However, it would be advantageous for the club to get as many Ride Leaders qualified as possible.

Course details and sign up:
https://www.eventbrite.co.uk/e/free-cycle-group-leader-course-by-cycling-uk-tickets-1667262750769

New Action 15/1/26/4: Neil to advertise the Group Leader Course to the members and compile a list of those intending to attend.

8. New Business

2026 Reliability Ride.

There was general discussion on what the Reliability Ride is and why it is considered to be a worthwhile event that should be continued. We then discussed, in general terms, the logistics and control aspects. Although Babs and Barry ran the ride over the past few years, it is not a Vice Chair responsibility per se. However, Paul kindly volunteered to take the lead when planning the ride this year. Paul also said that Rockcliffe was potentially a suitable venue for the start and finish of the event. Jack then said that he was considering changing the routes for the ride. It was proposed and agreed that 19th April would be suitable date for the event.

New Action 15/1/26/6: Paul and Jack to liaise and correlate the routes and venue for the start and finish of the 2026 Reliability Ride.

Consideration of routes for the 2026 season.

Jack said that he was considering reversing some of the routes this year to ring the changes. i.e., 9 routes ridden as at present with the following 9 routes ridden in the reverse direction. Phil said that the Mungrisdale route can be difficult to complete before dusk, when carried out on a Wednesday evening towards the end of the season. Jack said that he would schedule the second Mungrisdale ride earlier than previous, to avoid this situation.

Consider whether to have an annual charity fundraiser, based on the success of the 2025 event.

It was agreed by all that this was a worthwhile initiative. Nigel suggested that we support a local charity, such as Eden Valley Hospice. Phil’s suggestion of calling it the ‘CRCC Charity Challenge’ was well received. George made the point that the charity we choose to support must have the capability of enabling cash free donations, as we do not want to become embroiled in money collection and the associated administration. It was assumed that most big charities enable collection through their websites, but this needs to be confirmed before deciding which charity to support.

New Action 15/1/26/7: Committee Members to forward names, to George, of local charities they would like to support. On completion, the Committee will review the list and decide which one to support for the 2026 CRCC Charity Challenge.

Consider whether the club should become a Limited Liability Company.

George opened the discussion by summarising a conversation initiated by George Clark during one of the café stops, regarding the possible advantages of becoming a Limited Liability Company. Prior to the meeting (Secretary) George had said that this topic was on the Agenda; therefore, to pre-empt lengthy discussion and to allow Committee Members to avail themselves of the facts, he had sent everyone details of the British Cycling insurance policy for Affiliated Clubs. In response to this, Phil is to be complimented for producing a comprehensive account of the implications and potential costs of incorporating the club. See Annex B for details. After discussion it was agreed that the £20M Third Party Liability indemnity cover provided through British Cycling was more than adequate for our needs and as such, bearing in mind the pros and cons summarised by Phil at Annex B it was decided that we should remain as we are and that no further action is required regarding incorporation of the club.

9. Any Other Competent Business

Phil raised the issue of ride cancellation in the event of poor weather, stating that it must be difficult for the Ride Leaders who may feel obliged to go to the starting point in case some riders did not get the cancellation message. It was discussed and agreed that a final decision on the viability of a ride should be made no later than one hour prior to the start time, as some riders can take an hour to travel in from home.

Paul showed a mini electric pump which is being sold by Watchtree for £40. It was agreed that this was a good price for this item of equipment.

Ang asked if we should include sting relief cream in the ‘Ouch Pouches’. Paul then suggested that we should also consider including space blankets. It was discussed and agreed that although space is limited, these items would be worthwhile additions.

New Action 15/1/26/8: Ang to investigate the cost and feasibility of adding sting relief cream and a space blanket to each Ouch Pouch.