Club Minutes
1. Welcome
Chair Neil welcomed everyone to the meeting, which commenced at 19:00.
2. Those Attending
- Chair - Neil Irwin
- Treasurer - Barry Drinkwater
- Welfare Officer - Angela Irwin
- Ride Organiser - Jack Sanderson Baillie
- Member without portfolio Jacky Brennan
- Member without portfolio Nigel Dickinson
- Secretary - George Cairns
3. Apologies for Absence
• Vice Chair Babs Drinkwater
• Member without portfolio Malcolm Armstrong
Note: Jacky had to leave shortly after the meeting started owing to personal reasons.
4. Approval of Minutes
The Minutes of the 5th March 25 Committee Meeting was approved as a true and accurate records of the proceedings.
5. Actions Arising
Action: 19/9/24/4
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 complete
Action: 19/9/24/5
On: Babs Drinkwater
Requirement: Update the Club App once the date of the 2025 Reliability Ride is agreed.
Conclusion: Action complete
Action: 28/1/25/4
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 complete
Action: 28/1/25/5
On: George Cairns
Requirement: Include a request for members to indicate their ‘colour’ category when sending out the renewal reminders in March.
Conclusion: Action complete
Action: 28/1/25/6
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 complete
Action: 28/1/25/7
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 complete
Action: 28/1/25/11
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 complete
Action: 28/1/25/13
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: 5/3/25/1
On: George Cairns
Requirement: Amend the draft Safety and Risk Assessment Policy Document and submit it to the Committee for review.
Conclusion: Action complete
Action:
5/3/25/2
On: George Cairns
Requirement: Post a reminder on the Club Facebook page regarding the Try Vets event.
Conclusion: Action ongoing
Action: 5/3/25/3
On: Neil Irwin
Requirement: Post an article on the Club Facebook page introducing the ‘Carlisle Reivers Cycling Club Safety and Risk Assessment Policy’.
Conclusion: Action complete
Action: 5/3/25/4
On: Babs Drinkwater
Requirement: Post an article on the Club Facebook page regarding the 2025 Cross Border Event.
Conclusion: Action complete
Action: 5/3/25/5
On: Neil Irwin
Requirement: 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.
Conclusion: Action withdrawn
After discussion of Action 5/3/25/5 it was agreed that incidents are rare and will be dealt with on a case-by-case basis rather than through a generic policy statement. Consequently it was agreed to withdraw the action. Jack went on to describe an incident which occurred during the Wolf Cycles first Reliability Ride. It was stated that when a rider goes from sitting to standing there is a loss of momentum and increased risk of a following rider running into the back of the standing rider. The risk may be reduced if the rider shouts out ‘standing’ to warn those behind and it was agreed that this is good advice.
6. Membership and Budget Statement
- Membership is down 13.5% from 148, before membership renewal, to 128. The option to pay membership renewal by Direct Debit or Standing Order was discussed. It was agreed that the Secretary should contact British Cycling to see if direct bank payment was feasible.
- New Action 13/6/25/1: Secretary to contact British Cycling and enquire about the possibility of members paying their annual subscription by Direct Debit or Standing Order.
- Budget: The current balance of the Club Account is £2190.60. The Club also holds stock to the value of £1055.
7. Business Arising
- First Aid Training: Angela reported that the First Aid Training was a success, although attendance was not as good as it could have been. Nigel asked if elements of the First Aid training could be put on the website. Angela said there is a link to First Aid Training, which could be put on both the Facebook page and website.
- New Action 13/6/25/2: Angela will arrange to put the First Aid link on both Facebook and the Club Website.
- Reliability Ride: The Reliability Ride was a success and although it cost the Club. £118.82 it was agreed that it was money well spent for the benefit of the Club. Nigel said that he thought the ride was a bit haphazard at the start compared to regular Club rides with an appointed Ride Leader. (An observation not a criticism). After discussion it was agreed that we should know who is in each group. Jack explained the procedure used by Wolf Cycles and it was agreed that we should use the same or a similar procedure to show due diligence. e.g., the control sheet should show:
Name / Mobile No. / NOK / and if applicable, there should be a statement to say the rider intends going straight home on completion.
Thanks were given to all involved in organising the Reliability Ride in particular Babs, Barry, Jack, Neil, Angela and Terry.
- Green Rides initiative: Neil summarised the rationale behind the Green Rides initiative. i.e., to provide opportunity for Green riders to go on a ‘Green ride only’ with a view to encouraging further participation in Club activities. Although the uptake has been low, it was agreed that the initiative should be continued as it is of great benefit to those who participate. The Secretary is building a database of each member’s colour association but did not have the information to hand when asked ‘how many of our members associate as Green riders?’ (After meeting note: From a membership of 128 there are 77 who have not responded by letting the Secretary know their colour association. Of the 51 who have responded, 14 have identified as being Green riders. It is expected that the majority of the non-respondents will be Green riders.
- New Action 13/6/25/3: Neil to put a note on Facebook further promoting the Green Ride Initiative.
- Ride Organiser nomination of a Ride Leader for rides they will be absent from. The Secretary said that this is not happening in every case. The preference is for an individual to be named on the App as the proxy Ride Leader. In that way, everyone on the ride knows who is organising the group allocations. As previously agreed, if the Ride Organiser knows that they will not be attending a ride they have organised, they should contact a prospective Ride Leader in advance, to obtain their agreement to organise the riders at the start . The proxy Ride Leader should then be named on the App.
8. New Business
- Dementia UK fund raising initiative: The Secretary said that, to date, the Group has raised £2926.50 (including Gift Aid) for Dementia UK. In short, this has been a resounding success and thanks are due to all who have participated. George also said that he has raised a further £212 from members of his Rotary Club (not part of the Club fund raising amount shown above) and that he will be cycling 300 miles for CRCC and a further 300 miles for Rotary this month. The Secretary proposed that we should try and obtain press publicity for the Club’s support of this campaign.
- New Action 13/6/25/4: Secretary to contact local press and see if they will run an article to show the Group’s involvement in raising funds for Dementia UK.
- Eden Valley Cyclists Tri-Vets event 2nd July 25: This event has been publicised on our Facebook page and an email has been sent to all members with details of the event and how to register for it. No further action is required.
- Ride to the Sun 21st June: Six members have shown interest in this event and are discussing details among themselves. The challenge is to arrange effective return transport and it is thought that Phil Jobson may be taking his van to Edinburgh, as it has the capacity to carry bikes. And riders. After meeting note: Return arrangements have been confirmed and Phil will bring the bikes and riders home from Edinburgh on Sunday morning.
- 2025 Cross Border Sportive 7th September: This is already on the App and after discussion it was concluded that riders tend to make their own arrangements. i.e., names are put on the App and riders can contact each other and discuss start times / groups etc.
- New Action 13/6/25/5: Neil to put a note on Facebook to highlight the Cross Border Sportive on 7th September 25.
- 3rd Party Liability Insurance: This controversial issue was discussed at length. The Secretary summarised the situation by saying that he contacted BC after a recent incident and was stunned to find that members are not covered -and never have been covered- by 3rd Party Liability Insurance. The BC 3rd Party Liability Insurance extends to Committee Members and Ride Leaders only. Before this issue was first raised by the Secretary in January, the general understanding was that when on ‘Official Rides’ members were covered by 3rd Party Liability Insurance, but when on ‘Unofficial Rides’ they were not. This was the very reason for differentiating between ‘Official’ and ‘Unofficial’ rides. When querying the need for his local differentiation with BC the Secretary was led to believe that providing a ride was covered by a Generic Risk Assessment and was either notified on the App or on Facebook or if the Club Ride Co-ordinator was informed that the ride was taking place then participants were covered by the BC 3rd Party Liability Policy. It now appears that this is not the case. Members of BC have 3rd Party Liability cover as part of their BC membership. Members of CRCC who are not members of BC are not covered by 3rd Party Liability insurance unless they are a Committee Member or a Ride Leader. Ambiguity appears to be centred on the use of the word ‘we’. i.e, Secretary” ‘So if we have a Generic RA and the ride is notified we are covered by 3rd Party Liability Insurance’ BC representative: ‘Yes’. However, when the Secretary used the word ‘we’ he was referring to the members but it would appear that the BC representative was referring to the Committee and the Ride Leaders! The bottom line is that this misunderstanding has significant repercussions. The Chairman said that BC is not the only organisation that the Club could affiliate with, however, the advantage of membership renewal through BC was a significant advantage. The Secretary proposed a possible solution would be to seek 3rd Party Liability Insurance for all members of CRCC from a suitable provider. It was agreed that the situation needs urgent review with the aim of proposing a suitable solution as soon as possible.
- New Action 13/6/25/6: Secretary to investigate the 3rd Party Liability Insurance situation and , if possible, propose a suitable solution.
9. Any Other Competent Business
- The possibility of current routes being affected by the Southern Bypass was discussed.
- New Action 13/6/25/7: Jack will review routes and reroute any affected by the Southern Bypass.
11. Date of Next Meeting
The next Committee Meeting is scheduled for Friday 5th September 2025 commencing at 19:00 in the Near Boot.
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