Club Minutes

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CRCC Committee Minutes

5th March 2025 7pm @Near Boot

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1. Welcome

Chair Neil welcomed everyone to the meeting.

2. Those Attending

Chair - Neil Irwin
Vice Chair - Babs Drinkwater
Treasurer - Barry Drinkwater
Welfare Officer - Angela Irwin
Club Ride Co-ordinator - Jack Sanderson Baillie
Secretary - George Cairns

3. Apologies for Absence

Jacky Brennan and Malcolm (Mally) Armstrong have agreed to join the Committee as members ‘without portfolio’. Jacky and Mally both sent apologies as Jacky is abroad on holiday and Mally was attending a family funeral.

4. Approval of Minutes

The Minutes of the 28th January 2025 Meeting were adopted as a ‘true and accurate record’ of the proceedings.

5. Actions Arising

Action: 19/09/24/3
On: Barry Drinkwater
Requirement: Amend the Club App to say: ‘Please remember that it is Club policy that no one will be dropped on a ride.’

Conclusion: Action complete

Action: 19/09/24/4
On: Neil Irwin
Requirement: On (or before) Sunday 30th March, put a note on the Club Facebook page to remind Members about Club etiquette.
Conclusion: Action ongoing

Action: 19/09/24/5
On: Babs Drinkwater
Requirement: Update the Club App once the date of the 2025 Reliability Ride is agreed.
Conclusion: Action ongoing (Babs has inherited this Action from Jack).

Action: 28/01/25/1
On: Neil Irwin
Requirement: Put a note on the Club Facebook page to remind Members that the Club has a stock of clothing items held by Backstreet Bicycles in Thursby.
Conclusion: Action complete

Action: 28/01/25/2
On: George Cairns
Requirement: Contact previous Secretary Iain and discuss the required format for the updated Constitution to be put on the Club website.
Conclusion: Action complete

Action: 28/01/25/3
On: Angela Irwin
Requirement: Contact Dr Jeganathan to see if she is still willing to provide First Aid Training and if so, to find out dates when she would be available.
Conclusion: Action complete (See Item 7.1 below)

Action: 28/01/25/4
On: Angela Irwin
Requirement: Once a provisional date has been agreed for the First Aid Training, investigate the availability and cost of hiring a suitable venue.
Conclusion: Action ongoing

Action: 28/01/25/5
On: George Cairns
Requirement: Include a request for members to indicate their ‘colour’ category when sending out the renewal reminders in March.

Conclusion: Action ongoing

Action: 28/01/25/6
On: George Cairns
Requirement: When sending out the subscription renewal reminder in March, include the questionnaire with a request for ‘Green’ riders to complete and return it to the Secretary.

Conclusion: Action ongoing

Action: 28/01/25/7
On: Neil Irwin
Requirement: On or before 1st April, put a note on the Club’s Facebook page to advertise the exclusive ‘Green’ rider events.

Conclusion: Action ongoing

Action: 28/01/25/8
On: George Cairns
Requirement: George will contact British Cycling and ask what constitutes an ‘Official Ride’, in particular, with regard to Risk Assessment.

Conclusion: Action complete

Action: 28/01/25/9
On: George Cairns
Requirement: Include the proposed amendments to the Constitution as a Resolution on the 2025 AGM Agenda, as shown in the Annex to these Minutes.

Conclusion: Action complete (i.e. A draft AGM menu has been produced and this Action has been included as a Resolution).

Action: 28/01/25/10
On: Babs Drinkwater & Barry Drinkwater
Requirement: Book a suitable venue for the Reliability Ride and find out the cost / head for the food. On completion, determine a reasonable rider contribution, with the balance being borne by the Club.

Conclusion: Action complete

Action: 28/01/25/11
On: Jack Sanderson Baillie
Requirement: Plan a 75 mile, 50 mile, and 30 mile route for the Reliability Ride, once the venue has been identified.

Conclusion: Action ongoing

Action: 28/01/25/12
On: George Cairns
Requirement: Put a note on the Club’s Facebook page summarising the situation with Rebike.

Conclusion: Action complete

Action: 28/01/25/13
On: Barry Drinkwater
Requirement: Review Club Funds in August and determine what contribution, if any, can be made towards the cost of food for those attending the 2025 AGM.

Conclusion: Action ongoing

Action: 28/01/25/14
On: George Cairns
Requirement: Establish a Try Ride Supporters list and set up a procedure whereon a Member on the list will be asked to contact the applicant and plan to ‘meet and greet’ them on the day of the Try Ride.

Conclusion: Action complete (The list currently has 7 members.)

Action: 28/01/25/15
On: Jack Sanderson Baillie
Requirement: Inform members through the Club Facebook page and on the Club App of the new policy cancelling rides if the temperature at the start, or at any time throughout the ride, is forecast to be less than 50C.

Conclusion: Action overtaken by events and is therefore ‘complete’.

6. Membership and Budget Statement

Membership: There are currently 148 members in the Club. There are also 5 names on the ‘Try Ride’ list, all of whom are potential new members.
Budget: The current balance of the Club Account is £519.17. Movement on the Club Account since the last meeting on 28th January 2025:
£15.59 expenditure on Web Domain renewal.

7. Business Arising

First Aid Training (Item 7.1): Ang has spoken with Dr Vprajna Jeganathan, who has confirmed that she will conduct the training. Once a date is agreed, Ang will identify a suitable venue, with Warwick Mill being a potential location.
Reliability Ride: Babs updated the meeting stating that the Reliability Ride is scheduled for Sunday 13th April. Wetheral Hall has been booked from 12:00 – 15:30 at a cost of £56, with riders expected to arrive from around 13:00. In response to feedback from last year, the buffet will have more savoury and less sweet items on offer. Unfortunately, the Club is unable to subsidise the event this year and after discussion it was agreed that the cost to participants will be £10, to cover the cost of the buffet, a soft drink and hire of the hall. For ease of administration it will be requested that payment is made through Pay Pal. Neil thanked Babs and Barry for their work in organising the Reliability Ride.

8. New Business

A proposal to co-opt Jacky Brennan, Mally Armstrong and Nigel Dickinson onto the Committee as ‘Members Without Portfolio’ was passed unanimously. Neil congratulated the three new members (two in their absence) and welcomed them as valued members of the Committee.
In response to a recent discussion with British Cycling regarding 3rd Party Liability Insurance cover for Club members, Secretary George drafted the ‘Carlisle Reivers Cycling Club Safety and Risk Assessment Policy’ document, which was distributed to the Committee Members for review in advance of the meeting. Discussion followed over the wording of the sections detailing ‘what constitutes a Club Ride?’ and ‘cold weather riding’.
Way ahead: Amend the draft copy; submit it to the Committee for approval and signing off; post it on the website; review it annually at the AGM, starting with the 2025 AGM.
Ride Organiser: There are times when a Ride Organiser is unable to attend their organised ride. After discussion, it was agreed that if this is the case the Ride Organiser will contact one of those attending and ask if they can act as a proxy for the purpose of organising riders at the start of the ride. The Ride Organiser will then put a note on the Club App to let everyone know who will be organising riders at the start, however, the Ride Organiser will retain responsibility for organising the café stop.
New Action: Secretary to amend the draft Safety and Risk Assessment Policy document and submit it to the Committee for review.
New Action: Chair to post an article on the Club Facebook page introducing the ‘Carlisle Reivers Cycling Club Safety and Risk Assessment Policy’.
There was discussion on the Eden Valley Group of UK Cycling triennial challenge ride (Try-Vets) which is open to our members. The event will take place on Wednesday 2nd July and is aimed at people aged 50 or over. There are two routes on offer, either 100 miles or 100 kilometres, both starting and finishing in Dalston. The event has been advertised on our Facebook page and two people have shown commitment. A further Facebook post will be made to see if there are more takers before forwarding names to the Secretary of the Eden Valley Group.
New Action: Secretary to post a reminder on the Club Facebook page regarding the Try Vets event. On completion, to forward names of CRCC participants to the Secretary of Eden Valley Group.

9. Action Review

George summarised the Actions arising from the meeting.

10. Any Other Business

Jack raised the point regarding the action to take if a member’s riding causes safety concern for others. This was discussed and it was agreed that we should have a plan in place to deal with such an eventuality, whilst also agreeing that any conversation along these lines would ‘be difficult’ at best. Neil said that he would sound out other Groups to see what they do in such cases.
New Action: Chair to contact local Groups and British Cycling and research what they do if a rider within their organisation causes a safety concern with regard to their riding style.