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2019 Annual General Meeting (AGM)

Please remember that to be able to vote on items at the AGM (constitution changes, committee elections) you will need to be a valid MB Swindon member. So please check your membership is up to date. If you’ve misplaced / lost your card you can check your renewal date on the website – www.mbswindon.co.uk/membersonly

This year’s AGM will include the following items on the agenda:

  1. Introduction
  2. Review of 2018, including:
    • Financial summary
    • Membership review
    • Events round-up
  3. Amendments to the constitution
  4. Election of Committee roles
  5. Any other business (AOB)

Questions and feedback can be sent in advance via email to info@mbswindon.co.uk

Amendments to constitution

You will find the proposed changes to the constitution in the following document – MB Swindon Constitution – 2016 to 2019 changeMB Swindon Constitution – 2016 to 2019 change v2 due to a requested amendment to point 6 around payments from club funds.

Should you have any comments or questions in relation to these changes please send them by email to info@mbswindon.co.uk in advance of the meeting.

Election of Committee roles

Should the amendments to the constitution be accepted, the following roles will be available for election:

  • Chairperson
  • Treasurer
  • Club / Membership Secretary
  • Events Officer

If you would like to put yourself forward for one of the available roles, please email your name and position interested in to info@mbswindon.co.uk by 19:00 Friday 22 February.


IF the constitutional changes are NOT accepted, then no elections will take place at the AGM and a special general meeting (SGM) will be called at a later date to carry out the Committee elections.

Summary of 2018 AGM

MB Swindon AGM
The White Hart, Stratton, Swindon
25 February 2018

Presentation given at the 2018 AGM, supported by the notes below. Click on image to view full presentation

1. Introduction

Chris welcomed attendees, these included 12 attendees and the 4 other committee members:

  • Chris – Chair
  • Jason – Treasurer
  • Steffan – Events Secretary
  • Kat – Club & Membership Secretary
  • Debbie – Women’s Officer

He explained the running order of the night and gave the apologies from the team behind Wroughton Pump Track as they were not able to attend, due to changes in circumstances.

2. Review of the year

a. Club overview

Kat thanked all for their involvement with the club this year and explained that whilst she had not be as heavily involved with riding, all of the feedback and comments from Facebook were positive and that the club still continued to provide a good level of rides.

Unlike at last year’s AGM there has not been another members survey, the plan is to run it later in 2018 in line with when the original survey was launched in 2015 as this will be the three-year comparison survey. Keep an eye on your inboxes and social media for this later in the year.

Graphs of various MB Swindon social media and membership figures for the last year

A graph of the various contact points with the club was presented, which showed that on the whole involvement with the club remained the same. However she noted that the membership number had declined slightly, but this is partly attributable to there being more choice of cycling groups within Swindon. The major drop in numbers is within the Facebook group which was explained as due to the review of members, as discussed at last year’s AGM. It was felt that the group had become so large that it was of less benefit to the membership. The two drops in the graph are directly related to the points in time when the review was carried out. I t was reiterated, that the Facebook group has not been changed to members only due to the fact that it is for MB Swindon and The Croft Trail, plus it is also a good way to signpost people to the club and gain new members.

Graphs of member participation on organised rides

A second graph showing the number of club riders attending the organised rides was presented. This showed that on the whole there are 70 – 90 members attending rides throughout the year, with dips within the year. The comparison of data from 2013 – 2017 shows that the level of participation has not greatly changed over that period.

Q – How has the removal of members from the Facebook group been taken?

A – Apart from a couple of mistakes, partly down to using out of date membership data there have been no comments or issues raised after this activity was carried out. It was noted that the way Facebook works means that if someone has stopped engaging with a group then it will be less likely to appear in the person’s newsfeed. This means that those who have stopped engaging may not realise that they are no longer part of the group. If people want to re-engage then they are more than welcome to, but will be required to answer the joining questions before being approved.

b. Finances

Kat gave an overview of the accounts, on behalf of Jason (who had lost his voice due to illness).

In 2017, the club took just over 180 membership fees, and £527.09 in training fees. Together these make the majority of the income (full details within the AGM presentation file). Kat explained that the reason the figures are not a nice round number is because of the fees payable to the service used to collect the money. This is used as it makes the administration of membership and training easier and reduces the amount of data the club holds.

The major outgoing cost this year is for first aid training for the ride leaders, which means that should anything happen on a ride the ride leader should be equipped with the necessary skills to deal with it. Another major outlay is for Croft Trail, in part for the supply of the new notice board at the start of the trail. The admin costs are higher than normal, as the website hosting is a three-year upfront payment.

Kat explained that the reason the club is affiliated to two bodies is that British Cycling is more in line with mountain biking but CTC, now operating as Cycling UK, offers better insurance for the club organised rides. This insurance offers third-party cover should an attendee have an incident, much like the third-party cover you can have for your car.

Projections for 2018 are similar to previous years with no major expenditure expected. A donation to Wiltshire Air Ambulance has been made in recognition of the fact that should there be an incident on a club ride, their services may be required.

c. Ride events

Steffan started by thanking Rich Ford on helping him get started in the role which meant it was a smooth transition. He also thanked those who helped with posting events on to the website and Facebook group (Rafe, Kat, Rich).

Having looked over the calendar, we have had a total of 91 rides over the 12 months which equates to two per week. There has also been two trail build days, support of Macmillan Castles Ride (sweepers and marshals), plus four training courses.

The types of rides offered over this period have diversified with the following types of ride offered:

  • novice, local and shorter rides
  • more longer local rides or more challenging e.g. Tom’s Source of the Thames ride
  • away days e.g. Gary’s Stroud rides
  • the introduction of the ‘adventure rides’; where the ride leader doesn’t carry out a physical recce of the route, but uses maps, guides and local contacts to find the best routes e.g. Tim’s Wales rides
  • trail centre rides
  • next steps rides, which aim to support people wanting to move on to the next step in their riding

A positive for this year is the addition of new ride leaders; Sonny, Chung and Andy who have been keeping the urban rides going over the winter. Steffan noted that the mid-week ride is something that happens every week and keeps the club in people’s mind; as an active club in the Swindon area. He also noted that we had Graham back on board, which increases the type of ride we have on offer.

With only a month to go until the clocks go forward, so we will be back up on the Ridgeway midweek and Steffan hopes that the new ride leaders will stay on throughout the warmer months.

The riders attending are fresher and more engaged with the club. The hope is that next year we will continue to offer similar to what we have done in 2017 to continue to engage the membership. One thing of note was that the local rides have become longer than in previous years, the count shows only 4 rides of 15 miles or less. This needs to be assessed, with a potential need provide more shorter rides. However with the uncertainty of the upcoming elections it is unclear whether we will have a dedicated person to organise the ladies’ rides, so we may need to look at new ways of working as a whole for arranging lead rides.

Another key task is to investigate the need for first aid training of ride leaders in 2018, the majority of the current leaders attended the two first aid courses offered in 2017. With the recruitment of new leaders it may be beneficial to the club to run another course, but opening it up to members or other clubs to fill the course.

Steffan plans to organise a ride leaders’ get together which will include a summer social ride out.

Q – Agree that there has been a shift in the difficulty of rides offered, the increase in distance and the types of rides.

A – Chris commented that there has been a general shift in cycling as a whole, when the club started out there were very few social cyclists doing century rides, but this appears to be a more frequent occurrence.

Q – As a club should we still cater for new entrants into the club with the shorter distances?

A – Yes, we need to ensure that we are able to bring in new members and help people enter into the sport. This is still seen as the best way to get people in. Debbie also commented that with the shorter rides it allows people to have the rest of the day free to do other things.

d. Ladies activities

Debbie gave an overview of the activities from 2017 stating that it had been a full calendar of events, with something every month. The female membership of the club has been maintained with on average between 33 and 39 members throughout the year (44 at the peak), with 26 of the ladies riding regularly. There have also been some ladies dibbing in on the rides, but they have not followed it up with joining the club.

This year has seen the addition of two new ride leaders, Hilda-May and Kate, who leads her first ride in March. There has also been a focus on guest ride leaders, with Rafe’s Oxford ride being well attended.

The ladies maintenance evening was well attended with 11 ladies attending the next stage session, which looked at the more complex items on maintenance. It’s unclear on how many of the ladies are now carrying out more of their own maintenance.

Jo’s Dursley ride was short but jam packed with features, while Nikki’s ride is a super one for beginners. Hilda organised an ‘epic’ ride which was 36 hilly miles, it was advertised as such and 10 ladies attended with the feedback being that it was enjoyable.

There has also been rides in Swinley, care of Ania’s local knowledge; Afan. thanks to Hilda. The year was ended with Debbie arranging a ladies gathering at Forest of Dean (FoD), which started small but snowballed after contacting 17 ride leaders across clubs in the area. The weather was unkind in the lead up to the event, with green trail being closed so the focus of the ride changed slightly. Nevertheless, 77 ladies turned up taking in the blue trail in the morning followed by food provided specially for them by the cafe at the centre. The attendance at this event shows how many lady riders there are with some travelling from Surrey Hill, Kent and Taunton to attend.

For 2018 there are a couple of rides already in the calendar, but with Debbie stepping down it will be up to the successor to continue with the promotion and organisation of ladies rides.

Debbie thanked all those who have helped make her term in office so successful and said that she will miss some parts of the role, but now is the time to let someone else take the reins.

Kat thanked Debbie for all her hard work whilst in post and acknowledge that Debbie has put her life and soul into the role and now is the time to step away whilst on such a high.

e. Croft Trail

Chris informed the room that the work on the trail in 2017 started with a continuation of the 2016 work, which rather than designated build weekends consisted of regular Friday evening build sessions. These did not bring many volunteers to join the core team.

However in mid-June, due to changes in circumstances the Friday build sessions were stopped. This meant that no new lines have been developed, although the room available for building is running out. There was discussions about rejigging the existing lines and adding a new optional line but this has not been done.

The key improvements have been:

  • completion of the entrance into the first red section
    • old line is still in place
    • new alternative berm into the section
  • patching of the trail surface
  • repair work to the damaged woodwork in the triangle section

The latest repairs to the raised woodwork reignited the conversation about the future of woodwork on the trail. There are two trains of thought:

  1. labour intensive to maintain
  2. good introduction to riding on woodwork / northshore

Q – Could the club pay someone to maintain the woodwork?

A – The projected cost of this predicts that the club funds would quickly be used up if this was done.

Chris reiterated previous conversations around the benefits of the woodwork, providing a unique selling point for the trail. He also raised that there is not much scope to develop other features in the section due to the restricted access routes. Whilst there has been recent deterioration to the woodwork, some of it dates back to 2010 and is only now getting replaced. This indicates that it could last up to another seven years.

Q – Could something along the lines of the Yer Tiz graded skills sections be created at the trail?

A – This was the initial thinking for redeveloping the first red optional section, however the use of the trail for the Hargroves Demo Day forced the opening of the section.

At present the woodwork is in a reasonable state, there are no plans to remove it but it does raise the question around when it does deteriorate, what should replace it.

Chris was keen to promote the fact that Croft Trail is there, it continues to be there and it gets well used both by the club and by the local community. If you go down on a nice day, you will see lots of different people using the trail including the younger generation either on their own or as part of a family outing. As such the club should be proud to be providing such a well used facility.

Q – Would it be better to have build weekends, say two-three times a year to get a blast of input in, especially for the woodwork repairs / replacement?

A – This would possibly help, but we will have to wait and see what the results of the upcoming elections. Back in 2010-2012 there was a high level of input into developing the trail with build days starting at around 9am until it went dark, on both Saturdays and Sundays. As the trail is in a more ‘finished’ state it may be that it could be a one day per build weekend rather than the whole weekend. This could also bring in a social side where we have a BBQ and get to know one another off the bikes.

A comment from the floor was that the trail was great to have, as without a circle of friends in the mountain biking sphere it facilitated the meeting of like-minded people. They would like to see more of the trail used in club rides, as they would like to ride it with other people. They would also be interested in helping with the maintenance of the trail.

Q – As part of the membership survey should there be a question about the use of the trail? Also could we find out when people would like to have a regular meet at the trail.

A – Yes we can review the questions asked and make sure the trail and its use is covered.

3. Election of Committee

Kat oversaw the election of the available Committee positions.

Of the 17 attendees at the meeting, only 16 were eligible to vote.

Chairperson

No nomination was received in advance of the meeting, or from the floor during the meeting. As such Jason Rodger volunteered to take on the role in an interim capacity until a suitable replacement could be found.

Vote: For – 15, Against – 0

Result: Jason elected as Chairperson (alongside Treasurer role) in an interim capacity

Ladies Officer

No nomination was received in advance of the meeting, or from the floor during the meeting.

Result: Position remains vacant

Social Events Officer

No nomination was received in advance of the meeting, or from the floor during the meeting.

Result: Position remains vacant

Tom Scott said he was more than happy to help with organising ad hoc events, but he did not want to be part of the Committee. This was noted and thanks was given for his organising efforts to date.

Q – For the Chairperson role, what is the level of responsibility and commitment required?

A – Chris explained that he had tried to reduce the administrative overhead of the role whilst in post, and as the club is more established it did not require the same level of effort as required in the earlier days of the club.

Awards ceremony

The Committee gave following awards:

  1. Outstanding contribution to the club
    • Tom Scott
  2. King of the hill
    • Micky Duller
  3. Top cake provider
    • Sarah Bailey
  4. Most attended rides
    • Steve Jeans
Tom, Sarah and Steve with their awards

4. Discussion

After the result of the election, Jason was keen to comment that the club may not be able to continue as it is with only three Committee members. There may need to be changes which will be discussed by the Committee in due course.

Chris reiterated an earlier point that he is not concerned about the dip in membership numbers as it is more controlled. There are more clubs in the area, which offers more choice to riders. However, he also noted that the majority of the people in the room have been involved with the club from 2012 onwards with only two new faces from 2016/17.

For a lot of people, Croft Trail and MB Swindon has always been there as they are relatively new to them. As such, they have not seen all the input and effort that has gone in to creating the facility and club.

Q – Are there any plans to offer an additional level of training course from the club?

A – Pete, one of the instructors, said that in order to run the next level of training you really needed to be doing it frequently so as to maintain the level of skill required. As a volunteer, this is not possible and so he did not feel it appropriate to be running these types of courses. Nor is it viable for the club to offer.

Q – Could we arrange for external trainers to run local sessions for the club?

A – The terrain available locally doesn’t lend itself well to the types of courses discussed. The training providers often have dedicated training features and routes to allow them to instruct the skills. We will look in to whether we can arrange a club specific session with some of these providers and get a discounted rate on their public prices.

Committe position update

After the meeting had finished, but before attendees had dispersed Jerome Crametz came forward for the Social Events Officer role. As all the attendees were still in the room Kat called their attention and informed them of this, a vote was taken and all within the room voted in favour of Jerome taking the position. As such Jerome was voted on to the Committee.

2018 Annual General Meeting (AGM)

It’s that time of year where we report back on what the club has achieved, take a look at the statistics and accounts. We will also be holding the elections for the following Committee positions:

  • Chairperson
  • Ladies Officer
  • Social Events Officer

If you are interested in any of the vacancies please feel free to contact the current position holder, contact details on the Club Staff page. Alternatively take a look at the Club Constitution which describes the roles.

Agenda

  1. Introduction and welcome
  2. Review of the year
    • Finances
    • Rides and events
    • Ladies activities
    • Croft trail
  3. Election
  4. Discussion

We will also have a presentation from BMX Wroughton on the progress of the Wroughton Pump Track build.

Any questions please drop us an email – info@mbswindon.co.uk

Please remember that to be able to vote on items at the AGM (Committee elections) you will need to be a valid MB Swindon member. So please check your membership is up to date. If you’ve misplaced / lost your card you can check your renewal date on the website – www.mbswindon.co.uk/membersonly

Food

If you fancy a bite to eat ahead of the meeting, The White Hart serve a carvery until 6pm.

Summary of 2017 AGM

MB Swindon AGM
The Southbrook Inn, Swindon
26 February 2017

Presentation given at the 2017 AGM, supported by the notes below. Click on image to view full presentation

1. Introduction

Chris welcomed attendees, these included 12 attendees and the 4 other committee members:

  • Chris – Chair
  • Jason – Treasurer
  • Richard – Events Secretary
  • Kat – Club & Membership Secretary
  • Debbie – Women’s Officer

2. Review of the year

a. Finances

Jason gave an overview of the accounts stating that it has been a hard year for the club with the loss of the Hargroves sponsorship, however without the race team to support there are lower outgoings and so we are back to a balance.

In 2016, the club took just over 230 membership fees, and £625 in training fees. Together these make the majority of the income (full details within the AGM presentation file).

The outgoing costs are mainly for administration this year, with the costs for Croft Trail being lower than previous years as the focus has been on maintenance. The machinery purchased last year required servicing and a new leaf blower was purchased to make clearing the autumn leaf fall easier.

There are still shirts in stock, available from the website.

Looking forward to 2017 the club is looking at additional merchandise offerings with the potential for a long sleeved shirt and the previously popular travel mug. There is also a requirement from Swindon Borough Council to source insurance for trail building activities, which is currently being investigated.

A major expenditure for 2017 will be the provision of first aid training for the ride leaders, this will be an advanced 2-day course covering outdoor activities to ensure they are suitable trained in the event of an incident on a ride. There will also be a 1-day course for those leading rides closer to populated areas, this course has some additional spaces which will be offered to members at a discounted rate.

A brush cutter will be purchased to help with trail maintenance, as it is more effective than a strimmer at clearing the nettles and thistles in the summer months.

With these expenditures there is a projection of a slight loss, however the first aid training is a 3 year cycle which has been accrued for rather than a yearly outgoing.

Q – There’s no mention of auditing costs, how is this being done?

A – There is no formal cost for this as it is being reviewed by an independent person rather than a formal audit, but there may be a small gesture to thank them for their time.

b. Ride events

Richard had reviewed the archive of events in 2016 and they totalled about 100, which equates to a couple per week (mid-week and weekend) with the majority being reasonably well attended. He then gave an overview of the locations the club rides have taken us in the last year, these included the following:

  • Cwmcarn
  • Forest of Dean (FoD)
  • Stroud
  • Exmoor – Quantocks
  • Local riding
  • Evening rides

Richard thanked Tom Scott and Michael Duller for stepping up and running the mid-week rides.

A big thank you was also given to all the ride leaders and tail gunners, as without them the rides would not run. They are the true ambassadors of the club.

Q – Who are the ride leaders?

A – They are all listed on the website, on the club staff page.

c. Ladies activities

Debbie gave an overview of the activities from 2016, stating that it had been a much better year than 2015. With key highlights being:

  • March – maintenance evening at Hargroves
  • Ladies only core skills training session with full attendance
  • September – Brechfa trip with 8 ladies attending and becoming a joint event in the end
  • October – there was a guest ride leader with Kristian’s Castle Coombe ride
  • December – Debbie and Kat hosted the Mulled Wine and Minces Pies event at Croft Trail.

Since last year’s ladies forum a messenger system has been implemented and been very successful in keeping ladies informed of what’s coming up and who else will be attending.

Rather than another face-to-face forum, an online forum was held where opinion was sought from the female membership and covered the types of rides available and what they wanted.

Debbie thanked the 4 ride leaders in the team and for helping her to fill the diary with rides for the ladies.

d. Club events

The club lost its Social Events Secretary, Sharon Yeates in July/August 2016, due to other pressures on her time. They thanked her for her contributions and informed the room that no-one had come forward in the interim to replace her.

During 2016 there was:

  • a well attended skittles evening
  • 2 open days at Croft Trail – aiming to encourage more use of the trail and inform users of the background to its existance
  • Hargoves Demo day
  • Swindon CycleFest – stand at a larger event with other clubs
  • Christmas event at Croft Trail

It is hoped that the 2017 Hargoves Demo Day won’t be in May and that other shops in the area will get involved in the day to increase the offering of bikes to demo. It is expected to be more of a family orientated event in June/July but nothing is confirmed.

The Swindon CycleFest was a good event and there are hopes that the 2017 one will be even better, but details are still being discussed about its format.

The Christmas event at the trail was well attended and it was surprising that 2 people who attended didn’t know about the trail.

e. Membership survey

Kat started by giving and overview of the membership statistics for 2016, which can be seen in the graph below:

Graphs of various MB Swindon social media and membership figures for the last year

She then gave an overview of the findings from the recent club membership survey, which was open for 11 days in February 2017. It was noted that the survey was open for a much shorter time period than the previous survey (ran in Spring 2015) but it a high uptake with 67 completing it  (86 completing in 2015). The key points covered are available within the AGM presentation file, this includes some quotes from participants about the positives of the club and an overview of what the club does well and what it could do to improve.

The committee noted that with the departure of the Social Events Officer that the social / non-bike riding side of the club has been somewhat neglected and it is hoped that with the elections for Committee positions that this can be addressed with a new post holder.

On the matter of communicating club events, there will be a review of the membership within the Facebook group as the size of the group is restricting the functionality available for inviting and sharing events. The club newsletter is also under review so as to decide what is the best approach to communicating with the membership.

Q – Will the survey be run again next year?

A – Yes, we agreed to run the survey every 3 years but decided it was worthwhile to get a quick gauge of how the membership felt at this point also. The 2018 survey will focus on the same aspects but will be open at the same time and for the same duration as the 2015 survey so as to get a better comparison of answers.

As an aside, Chris wanted to raise the reason for having membership and paperwork associated with attending rides organised by the club. In light of the recent court case against an instructor, it is even more important that members are aware of the risks of the activity they are participating in. The club has insurance for ride leaders through its affiliation with the national bodies and they attend a yearly meeting to ensure the best practices are being utilised.

f. Croft Trail

Chris reminded those present that the club exists for Croft Trail, the membership fees collected pay for the maintenance and upkeep of the trail. As such, the emphasis is still to provide this community facility for the residents of Swindon.

This year has seen the development of a new line where the first section of woodwork was removed, due to the wood beginning to rot. At the moment, it is prone to becoming a slushy mess but this will be worked on at the next build session.

In 2015 building sessions were started on a Friday evening as the core group of builders were able to work then. This also meant that they could still ride at the weekends. These sessions were more informal than the previous build weekends but Chris would post up on Facebook about where they would be, should anyone want to join them.

For 2017, there will be some surfacing work and improvements to some of the lines to make them work better. The very first section of the trail will be remodelled and smoothed out as it hasn’t had much work on it since its initial creation some years ago.

A new line will be developed near the log roll on Pipers Hill and tweaking to the new swooping line.

The aim has always to use as much of the land as available, and with the recent additions there is not much room to develop the trail further. The recent improvements have been to add optional lines so that you don’t have to use the same lines of each lap.

There is some remedial work required to address some of the surfacing issues, this is classed as ongoing maintenance but the costs of these are reducing each year.

Back in 2010 the trail was barely rideable in the winter months, whereas now it is pretty much an all-year facility.

Chris finished by saying that for the size of the land it has a lot squeezed into it, with no real complaints from the people who use it and many people enjoying it. In April 2017 the trail will be 9 years old and it really is a community facility, built by the community for the community.

Q – What is the situation with the dirt jumps area?

A – Originally there was some building happening within Croft Woods and the Council wanted to move these activities away from the area, so allowed the building within Croft Country Park. There have been several different groups take on the area, but there is no link with the club. A few years ago, the trail was slightly re-routed to move it away from the dirt jump area so as to separate the two activities. In the last few years it has been a few young lads working on the jumps, but it has been somewhat inconsistent. More recently a newer group have taken it on and appear to be doing some good work on improving it. However, in the winter months it hasn’t developed as much. The club still remains separate to this, but are supportive of the group moving it forward.

Q – What is the situation with trail signage, as there appears to be some critical markers missing?

A – It is currently being reviewed, with the hope that improvements can be made at the upcoming build weekend. The stash of signs and marker discs have been found, so shouldn’t be too difficult to implement.

3. Election of Committee

Kat oversaw the election of the available Committee positions in line with the amendment to the Club Constitution voted in the previous section.

Of the 17 attendees at the meeting, only 16 were eligible to vote.

Treasurer

Only one nomination was received – Jason Rodger

Vote: For – 15, Against – 0

Result: Jason re-elected as Treasurer

Events Offiver

An on the night nomination was received – Steffan James

Vote: For – 15, Against – 0

Result: Steffan elected as Events Officer

Social Events Officer

No nominations were received

Result: Position remains vacant

Due to this result, it was noted that should club members have ideas for social events that they could lead on single events with the support of the elected committee.

Awards ceremony

The Committee gave following awards:

  1. Trail Pixie
    • Stewart Mackay for all his efforts at keeping the trail clear of nettles, thistles and leaves
  2. Services to bike testing
    • Gary Palmer
  3. HoTs arm wrestling champion
    • Debbie Davies
  4. Application of Rule 5
    • Sharon Yeates

4. Discussion

  • Michael Duller thanked the club for the support he has received in becoming a ride leader.

Review of proposed cycling facilities within the local area

Kat gave an overview of the involvement the club has with proposed new cycling developments, they are:

  • Badbury Hill development
  • Wroughton Pump Track
  • Moredon Development

Badbury Hill

It was noted that at the last AGM there was a presentation on Badbury Hill development, from Nick Walmsley, Programme Manager, National Trust Headquarters. Since then there has been no further discussion from either the National Trust or British Cycling.

Having looked at the National Trust website, there appears to be no update on the plans to develop a cycling facility on the site. Looking at the local planning application site, there has been some objections to the development for a variety of reasons. The major concern appears to be around the access to the site and the fact that the road infrastructure would not support the increase in traffic to the site.

Should there be any further updates to this development, they will be communicated as appropriate.

Wroughton Pump Track

The club was approached just over a year ago about being involved in a proposal to develop a pump track within the village of Wroughton by an individual who had started making enquiries with the Parish Council. Since then discussions have taken place around how this might work and it was decided that due to the nature of the development that a separate group should be created to manage this. The club has been supportive along the way and has provided guidance on the process of setting up a club and tips about applying for funding, alongside the support offered by British Cycling.

The site of the development has been agreed by Wroughton Parish Council and will be in the recreation ground off Maunsell Way.

MB Swindon continues to support this development and will promote the activities of the group BMX Wroughton who are overseeing the project.

Moredon Development

The club was approached a couple of years ago by Swindon Borough Council about the potential to redevelop the Par 3 Golf Course site at Moredon into a cycling hub. Since then there have been meetings taking place to discuss the possibilities for the site, with the future looking like a multi-sport facility with the provision of a closed road circuit.

The club has continued to be engaged with these discussions and whilst not of direct interest to the club demographic, the addition of another cycling facility within the town can only be seen as a good thing.

The proposal for the site is now being finalised ahead of going out to public consultation, which will then lead to the next steps to get planning permission for the building of new infrastructure required on the site. It is expected that the site will include the following sports:

  • Community football – currently using the site
  • Community cricket – currently using the site
  • Croquet – currently using the site
  • Model Cars – currently using the site
  • Cyclocross permanant features – currently used for events with existing natual features
  • Closed road circuit
  • BMX / Pump track
  • Cycling proficiency / bikeability track

Further discussion

Q – What’s happening with race events?

A – Within the membership there has been drop in interest in these types of events. In 2016 we tried to focus on 4 events, but due to low interest from within the club and the wider mountain biking community this type of event has seen a decline.

Q – There’s been talk of a big yearly event for the club, what’s happening on that front?

A – Discussions have been had and ideas formed, with the proposal of doing a navigational type event – an MB Swindon Treasure Hunt. The aim to pilot it with club members first and then opening it up to a wider audience.

Chris re-iterated that the focus of the club should be on the trail, as this was the reason for founding the club. He wants to see more use of the trail for club activities as it is the unique selling point for the club.

The response from the room was mixed with the majority of those present joining the club to attend the rides and whilst they appreciate the trail, not all use it regularly.

Q – Why has there been a change to the approach to trail building? It now seems that there is a lack of inclusivity in the trail building sessions.

A – As mentioned in the review of Croft Trail within the main section of the AGM, the core team of builders have better availability on a Friday night and can better accommodate shorter sessions over a full weekend of building. The sessions have been advertised and there are still some weekend sessions being carried out.

Q – What has happened to Friday night rides?

A – Due to changes in availability and other commitments, the attendance at the previously popular Friday nights at the trail dwindled. A change of format was taken to make it a more social affair with a fire and brew, but the attendance did not change. Advertising of these evenings was therefore removed and those few regulars moved their focus to trail building activities.

2017 Annual General Meeting (AGM)

Please remember that to be able to vote on items at the AGM (committee elections) you will need to be a valid MB Swindon member. So please check your membership is up to date. If you’ve misplaced / lost your card you can check your renewal date on the website – www.mbswindon.co.uk/membersonly

This year’s AGM will include the following items on the agenda:

  1. Introduction
  2. Review of 2016, including:
    • Financial summary
    • Events round-up
    • Overview of recent Membership Survey
  3. Election of Committee roles
  4. Any other business (AOB)

Questions and feedback can be sent in advance via email to info@mbswindon.co.uk

Election of Committee roles

The following roles are available for election:

  • Treasurer – Jason re-standing
  • Events Officer
  • Social Events Officer

Details of what the roles require can be found in the Club Constitution under point 4.

If you would like to put yourself forward for one of the available roles, please email your name and position interested in to info@mbswindon.co.uk.

Summary of 2016 AGM

2016-02-28 MB Swindon AGM
Presentation given at the 2016 AGM, supported by the notes below. Click on image to view full presentation

MB Swindon AGM
The Goddard Arms, Swindon
28 February 2016

1. Introduction

Sharon welcomed attendees on behalf of the Chairman (Phil) and apologised for his absence due to work commitments, these included 19 attendees and the 4 other committee members:

  • Jason – Treasurer
  • Richard – Events Secretary
  • Sharon – Social Events Officer
  • Kat – Membership Secretary
  • Debbie – Women’s Officer

2. Review of the year

a. Ride events

Richard gave an overview of the locations the club rides have taken us in the last year, these included the following:

  • Afan
  • Forest of Dean (FoD)
  • Pewsey
  • Ridgeway
  • Urban
  • Croft
  • Bike Park Wales
  • Swinley
  • Oktoberfest
  • Stroud
  • Mendips
  • Snowdonia
  • Quantocks

At the latest count, a total of 395 people attend rides (although this does include people counted multiple times). He thanked the ride leaders and web elves for all their hard work in delivering and promoting the rides

For 2016, the hope is more of the same with the aim for 1 Novice Friendly™ and 1 ladies ride per month, with some epic rides thrown in and a focus on 4 targeted race events: Mountain Mayhem, TwentyFour12, QECP and Oktoberfest. He highlighted that this didn’t mean that members couldn’t attend other race events under the MB Swindon name, but that these would have a full on MB Swindon presence with Gazeebos and flags etc.

b. Ladies activities

Debbie gave an overview of the activities from 2015, stating that it had been a rather quiet period. She noted that in light of the Membership Survey, it was apparent that the ladies only rides were still needed and as a result of that a ladies forum was held where additional female ride leaders were recruited and Debbie was voted into the Women’s Officer role after Sharon B’s departure.

Debbie went on the explain that the current membership of 36 ladies is looking healthy and that the rides regularly bring in 7 or more attendees. She hopes to continue this trend  and encourage more ladies to integrate with club rides, through the introduction of a ‘Buddy up’ system.

It was also noted within the survey that ladies would like some off-bike activities and Debbie has already secured a ladies only maintenance session with Hargroves in a few weeks. Debbie plans to hold more regular ladies forums to review the activities wanted and feed into her plans for the club.

Debbie finished by thanking Sharon Bassindale (retiring Women’s Officer) for taking her through the first steps of mountain biking, via the club’s ladies group and she hopes to take this task into the future to introduce more ladies into the joys of mountain biking.

c. Club events

Sharon gave an overview of some of the more social events from 2015 which had a number of people attend and seemed to be received well by those that did. The main ones were the Croft Trail Open Day in June which included general info about the club and race team and the Police coming down to do some bike marking, something she plans to facilitate more of; the pre-Christmas ‘Mince Pies’ event at the Croft Trail; and the Christmas meal which was held in January rather than December to avoid the mêlée of Christmas. She also noted the social aspect of people coming to events held locally like Bikefest, Oktoberfest to help and support the teams and join in the camaraderie and fun etc.

Sharon also explained that due to the reduced need for fundraising for the club this year that Curry night was not held in 2015, partly down to the logistic and admin effort to gather raffle prizes and also due to venue issues. It may be something that is re-looked  in to for 2016.

d. Membership survey

Kat gave an overview of the findings from the club membership survey, which was carried out in the Spring of 2015. At the time the survey was launched, there were about 290 members of the club with 86 completing the survey. This represents a 28% uptake, which if compared to similar group standards is deemed as a high uptake. The key points covered are available within the AGM presentation file, this includes some quotes from participants about the positives of the club and an overview of what the club does well and what it could do to improve.

The committee will continue to work on the responses to the survey to further improve the club for you the members.

Membership statistics

Membership Stats Graph All-time 2016 AGM
Graphs of various MB Swindon social media and membership figures since the formation of the club in 2010.
Membership Stats Graph 2015-16 AGM
Graphs of various MB Swindon social media and membership figures for the last year

e. Achievements in 2015

2015 has been a mixed year for the club and Kat gave an overview of some of the achievements it has had. They include:

  • New jerseys, with the acknowledgement that they took a long time to be available due to supplier issues which have now been resolved.
  • The MB Swindon travel mug
  • Race team podiums and silverware
  • Working to support the development of the Swindon Borough Council Cycling Framework, which includes a case study of the club and the Croft Trail
  • Supporting the Macmillan Castles charity ride with marshals and sweepers
  • Gaining some high level promotion of Swindon as the go to location for mountain biking in the UK through Brendan Fairclough and Loamy shredding’s videos (ok so it may have been a bit tongue in cheek, but we still got a mention)

f. Croft Trail

Jason provided an overview of how the Croft Trail has progressed since the last AGM. He explained that 2015 has been a year of maintenance; with Phil, Chris and Jez working together to make improvements to key areas. Chris provided an update on these, which include a new line, relocation of ‘the kerb’ and other obstacles that required replacing after they had fallen away. Litter picking has also taken place to ensure that the trail is kept clean and tidy to avoid any potential backlash from other park users.

Looking forward, Jason noted that due to the warmer winter we have had in 2015 the trail has suffered somewhat and some bigger maintenance activities may be required. High priorities are, the replacement of the bridges and the first section of woodwork in the red optional section at the start of the trail. Some of the wood panels used in this section are original and were relocated to their current location, a few years back. The options available for this section is to either replace with more woodwork, which will be expensive to source suitable wood; or lay surface like the rest of the trail, however the location of the section makes it very difficult to get material from the car park to it (will have to be hand-barrowed) and therefore take considerable time and effort.

For those that would like to be more involved with the trail and its development, then attending build days is the first step to inputting your ideas. The next build day is scheduled for 19 March, to allow improvements ahead of the Hargorves Demo Day in May. There will also be regular mini-sessions on a Friday night, contact Chris for more details.

g. Finances

Jason gave an overview of the accounts (full details within the AGM presentation file). The end of 2015 sees the club’s account with just under £6,000 pounds in it. This is partly down to low costs on trail maintenance during this period, only one delivery of gravel was received. However, the club has invested on trail building tools and machinery to help reduce longer term costs of trail building, these include a compactor and brush cutter. A new notice board at the trail has also been installed, after the previous one was vandalised. The club has also purchased some high-vis bibs for marshalling activities and trail building to help promote the club at these activities.

After the supplier issues with the club jerseys, we now hold a stock of shirts which Jason estimates will last for about 3 years. We have tried to hold relevant sizes based on previous orders.

Jason suggested that the bank account balance be capped at £5,000 and any excess is given to a charity as a donation.

Looking forward to 2016, the club is looking to train some additional instructors to be able to offer more courses, which will potentially bring in more revenue from the increased capacity. It is unclear of the future of the race team for 2016 and what their costs to the club will be and how sponsorship will be managed.

Q – When you say you have shirts in stock, how many are you talking about?

A – 48 shirts are in stock, with Hargorves holding 10 to allow members to try them on for sizing / buy them from them. The production cost is between £24 – £29, so with delivery charges on top not much profit is made on their sales (purchase price to members is £35).

3. Intro to club strategy

Sharon introduced the idea behind developing  a club strategy, as since she came into post last year she felt that the club would benefit from a documented aim for the club and the committee to help make the most of the finite resource we have of volunteer time and money.

The sources of information which have fed into the development of the strategy include the following:

  • Membership survey results – a good indicator of where we are now
  • Ride leader meetings – provided input from their perspective as volunteers
  • Ladies forum – better understanding of specific requirements
  • Club committee – build on experience and input
  • Sport England’s Club Matters Tool – provides a framework for developing these documents

The sections to be included within the strategy are as follows:

  • Membership
  • Rides and Events
  • Training
  • Volunteer Workforce
  • Race Team
  • Marketing, PR and Sponsors
  • Communication
  • Links to other organisations
  • Social
  • Finances
  • Club Equipment
  • Croft Trail

Members are invited to attend the Club Strategy development workshop on 20 March to find out more details of the document and help finalise its development.

4. Amendments to the constitution

Debbie explained that the reason these changes were being brought through for consideration, was to bring the constitution in line with the actual practices and changes within the club.

The proposed changes as they were presented at the AGM are available to view in the Proposed changes to the constitution document and will be referenced by number in the summary of voting below.

Of the 24 attendees at the meeting, only 21 were eligible to vote.

Point 3, with reference to the election of committee members

Q – Will there be a maximum term for committee members?

A – There will be a rolling election, so every 3 years each position will come up for election. This is to encourage a rotation of the committee and to maintain some level of continuity and avoid the mass replacement of the committee. It was felt at this moment in time, it was a step too far to impose a maximum term of office.

Voting: In favour – 15, Against – 1, Abstention – 5

Result: Change accepted

Point 4,  With reference to the committee changes

No questions asked

Voting:  In favour – 15, Against – 0, Abstention – 6

Result: Change accepted

Point 6, With reference to payments drawn

Q – The limit of £100 spend without Committee approval seems high, why is this not lower and requiring at least two signatories?

A- Due to the way the bank account is set up, there is no requirement to have two signatories on any cheques (should they be used) and no restriction on the use of the Club debit cards. As the majority of payments are made via debit card or BACS the control is not possible to put in place.

Q – Should there not be a regular review of the accounts with the whole Committee, say every 3 months?

A – Currently, there has been no requirement to provide regular feedback on the accounts to the Committee, but it could be brought in.

No voting took place as it was decided that due to the concerns raised, and on the advice from the representative attending from British Cycling (club’s governing body), that a further review of the financial controls should be undertaken to see if they could be improved through a change in bank account type.

Point 9, With reference to committee meetings and attendance

No questions asked

Voting: In favour – 18, Against – 0, Abstention – 3

Result: Change accepted

Point 13, With reference to the clubs accounts

Q – Does the accounts being externally verified mean there will be an additional admin cost?

A – External means someone who does not have a vested interest in the club, this could be achieved by finding someone from the appropriate body to carry out the review which may cost a nominal fee or could be done on a volunteer basis.

Voting: In favour – 20, Against – 0, Abstention – 1

Result: Change accepted

5. Election of Committee

Richard oversaw the election of the available Committee positions in line with the amendment to the Club Constitution voted in the previous section.

As above, of the 24 attendees at the meeting, only 21 were eligible to vote.

Chairperson

Only one nomination was received – Chris Hopkinson

Vote: For – 16, Against – 0, Abstention – 5

Result: Chris elected as Chairperson

Club / Membership Secretary

Only one nomination was received – Kat Ratcliffe

Vote: For – 18, Against – 0, Abstention – 3

Result: Kat elected as Club / Membership Secretary

Ladies Officer

Only one nomination was received – Debbie Davies

Vote: For – 20, Against – 0, Abstention – 1

Result: Debbie elected as Ladies Officer

Awards ceremony

The Committee gave following awards:

  1. Most prolific ride leader
    • Tom Scott
  2. Support on community events
    • Simon Oxlade for efforts on Macmillan Castles ride
  3. Most travelled MB Swindon travel mug
    • Mike Duller
  4. Support for club communication
    • Steffan James
  5. Most optimistic line on club ride
    • Graham Burgess
  6. Best attendance at rides
    • Paul Allum
  7. Best piece of sports kit for 2015/16
    • Lady from Oxford high street

Tom Scott with his award for 'most prolific ride leader'
Tom Scott with his award for ‘most prolific ride leader’

Graham Burgess with his award for 'most optimistic line on a club ride'
Graham Burgess with his award for ‘most optimistic line on a club ride’

Paul Allum with his award for 'best attendance at club rides'
Paul Allum with his award for ‘best attendance at club rides’

6. Discussion

  • It was noted that Committee member presence on club rides has been low over the past few years and suggested that the Committee should aim to increase their presence on organised rides and make themselves more evident when they do attend.
    • The Committee responded that in the last 12 months there has been an effort to increase attendance, but due to injury and illness this has not always been possible. It was also noted that sometimes the running of the club means that the Committee do not have as much time as they would like to join in Club rides.
  • It was pointed out that a long term supporter of the club (Jo Page) has written a blog post about the experiences of her local club and that it is similar to those of MB Swindon and that we are not alone in having difficulties with maintaining member interest and volunteer effort.
    • The Committee had not all read the blog post, but would share it with the members should they be interested in reading it (link above).
  • Someone mentioned that most of our social events are meal based and suggestions were made about skittles, bowling, karting and paint-balling.
    • The Committee noted this and will take this forward.
  • In the past it has been suggested to have map reading / treasure hunt activities as a club event.
    • The Committee agreed that it had been raised in the past and even the suggestion of ‘Orient-beer-ing’ around the pubs of Swindon was raised or a type of ‘bike hashing’. They will look into the possibilities of these activities.
  • Chris Hopkinson, the incoming Chairperson, wanted to officially recognise the efforts that Phil Mayger, the outgoing Chairperson, has put into the Club and the Croft Trail and without them the club and trail would not be what it is today. The room gave a full round of applause in recognition of this.

We then had a  presentation on Badbury Hill development, from Nick Walmsley, Programme Manager, National Trust Headquarters.

2016 Annual General Meeting (AGM)

Please note that due to room capacity limitations we require you to notify us of your intention to attend. Please email info@mbswindon.co.uk by 23:00 Friday 26 February.

Please remember that to be able to vote on items at the AGM (constitution changes, committee elections) you will need to be a valid MB Swindon member. So please check your membership is up to date. If you’ve misplaced / lost your card you can check your renewal date on the website – www.mbswindon.co.uk/membersonly

This year’s AGM will include the following items on the agenda:

  1. Introduction
  2. Review of 2015, including:
    • Financial summary
    • Events round-up
    • Overview of recent Membership Survey
  3. Introduction to club strategy
  4. Amendments to the constitution
  5. Election of Committee roles
  6. Any other business (AOB)

Questions and feedback can be sent in advance via email to info@mbswindon.co.uk

Amendments to constitution

You will find the proposed changes to the constitution in the following document – Proposed changes to the constitution.

Should you have any comments or questions in relation to these changes please send them by email to info@mbswindon.co.uk in advance of the meeting.

Election of Committee roles

Should the amendments to the constitution be accepted, the following roles will be available for election:

  • Chairperson
  • Club / Membership Secretary – Kat re-standing
  • Ladies Officer – Debbie re-standing

If you would like to put yourself forward for one of the available roles, please email your name and position interested in to info@mbswindon.co.uk by 23:00 Saturday 20 February.

The following people have put themselves forward for the available positions:

  • Chairperson – Chris Hopkinson
  • Club / Membership Secretary – Kat Ratcliffe
  • Ladies Officer – Debbie Davies

IF the constitutional changes are NOT accepted, then no elections will take place at the AGM and a special general meeting (SGM) will be called at a later date to carry out the Committee elections.

Annual General AGM Meeting 2015

Meeting curry beer clip art.

The MBSwindon club annual general meeting and review. It’s being held a the Cold Harbour near Blunsdon, Swindon.

There’s the option of ordering bar food, to be delivered once the AGM is finished.

In 2014 the meeting took around 45 minutes and then we drank beer and stuffed our faces with curry.

There will be a quick review of the year, a look at our future plans, election of officers and answering of any questions members might have. Questions and feedback can be sent in advance via email to info @ mbswindon co uk.

All of the positions on the committee are open to election:MBSwindon agm 2013

  • Chairman
  • Events Secretary
  • Treasurer
  • Ladies Officer
  • Membership Secretary
  • Social Events Officer

If you interested in standing for any of the above positions then email phil @ mbswindon co uk.

Facebook event page.

Agenda

  1. Review of accounts
  2. Review of the year
    1. Rides
    2. Stats/membership
  3. Looking forward/Long term plans
  4. Q&A
  5. Staff elections

Summary of 2015 AGM

MB Swindon AGM
The Cold Harbour, Swindon
22 February 2015

Chairman’s welcome

Phil welcomed 21 attendees and the 4 other committee members in attendance:

  • Jason – Treasurer
  • Richard – Events Secretary
  • Kat – Membership Secretary
  • Sharon – Women’s Officer

1. Review of accounts

Jason gave an overview of the accounts – MBSwindon Accounts AGM Feb 2015

Q: Why is the membership total not a round number, when the fee is £10?

A: The service used to process the payments (NoChex) charges an admin fee which is taken from the £10 fee.

Q: There was talk in the past about a container at the trail, what happened to that option?

A: It was assessed as an unfeasable option due to the location. Planning permission would have been required and concerns over the risk of vandalism and break-ins. The committee are continuing to look for suitable garages but if any member has suggestions / leads please pass the information on to one of the committee.

From April 2015 the club will be registered with HRMC. This will not increase membership fees but the club accounts will have to be submitted to HMRC in the correct form.

2. Review of the year

a. Rides / events overview

Rich first thanked all the ride leaders who give up their time to recce, plan and lead the rides available to the club members.

Over the past year the club has run first aid courses and provided first aid kits for the leaders. There have been many rides offered and great write-ups in the ride reports.

It was noted that with no Tom Stickland leading rides, there are less ‘epic/wilderness’ rides.

Q: What will the structure of the rides be for 2015?

A: The aim is to have at least the following each month

  • Ladies ride
  • Novice friendly ride
  • Standard ride
  • Away ride

b. Membership / ride attendance stats

Kat presented an overview of the membership statistics for the year, highlights include:

  • Analysis of growth of followers / subscribers / club members since the start of the club
    2015-AGM-Stats
  • Overview of ride attendance which showed that over 50% of the attendees on club rides are members.
    Period Jan – Mar 2013 Apr – Jun 2013 Jul – Sep 2013 Oct – Dec 2013 Jan – Mar 2014 Apr – Jun 2014 Jul – Sep 2014 Oct – Dec 2014
    Number of unique members attended (current at time of ride) 63 47 66 65 55 51 81 48
    114 133
    189
    Number of unique riders attended 87 65 104 100 56 58 112 66
    209 197
  • Breakdown of the length of membership:
    • Looking first at those who have not renewed their membership:
      • 76% of the expirees didn’t renew after their first year
      • 11% didn’t renew after their second year
      • 13% didn’t renew after 25+ months
    • Moving on to the current members:
      • 39% of our members have been with us for 25+ months
      • 22% have been with for up to 24 months
      • 39% are 12 months or less​
    • Current membership attending rides in 2013 & 2014
        Number of rides attended 2013 & 2014
      Length ofmembership 0 rides 1 – 5 rides 6 – 10 rides 11 – 15 rides 16 – 20 rides 21+ rides
      25+ months 50% 28% 11% 5% 2% 4%
      13 to 24 months 54% 30% 4% 7% 4%
      12 months or less 72% 24% 4%
      Total 60% 27% 7% 3% 1% 2%

3. Looking forward/Long term plans

Croft Trail

Phil presented a map of the trail with areas for improvement and talked through them.

TrailMaintenanceImprovementsMap

Q: Is there a possibility of extending the trail to the other side of the stream / towards Park & Ride?

A: It has been deemed a no-go area.

Officially naming sections of the trail and identifying them on a map will be looked into to help with discussions about the trail for maintenance and discussing techniques. This will take into account suggestions made by people in the past.

The trail has achieved what was set out by the founding members of the club, to provide a location within the town to practice and develop mountain bike skills and handling. As it is now 5 years old some sections require an overhaul, the main area of concern is the first woodwork section which is from the original build. It was put there because the ground was liable to flooding, which has been reduced with the Wichelstowe development. It is deemed to be a good introduction to boardwalk for riders new to mountain biking and the consensus was that it would be good to maintain something similar in the future. Replacing the wood with more suitably treated wood is the preference and this is what some of the funds allocated to trail building are for.

Club rides

  • In the past 12 months the club has delivered a vast amount of events, however in 2015 the club will use the ‘less is more’ approach focusing on good quality rides. The plan is to survey club members to understand their needs.
  • Their will be an ‘introductory ride program’ to help new mountain bikers get into the sport.

4. Q&A

  • Q: Are there plans to try and increase the club membership?
  • A: Current level of membership has remained stable for the last couple of years. There is a plan to try and increase the presence at the Croft Trail so that more people who use the facility are aware of the club.The club is promoted via:
    • Swindon Borough Council (SBC) and Swindon Bicycle User Group (BUG) meetings, which then get disseminated out through other initiatives.
    • Stands at fêtes / events and the committee are more than happy for volunteers to continue with this (get in touch if you’d like to help with this).
    • The race events attend by members and the Race Team also help promote the club.
  • Q: How is the relationship with the dog walkers at Croft Trail?
  • A: There have been no reported incidents for approximately a year now.
  • Q: What are the marshal requirements for 2015 events?
  • A: The club will be supporting Macmillan Castles ride with marshals and sweepers with initial estimates of about 30 people to man marshal points plus the sweepers for the three routes. Prospect have scaled down this year’s cycling event. The club is unsure of the reasons for this and will be making contact with Prospect in due course.
  • Q: Will the club be changing the age limit restriction?
  • A: The current committee will be sticking to the over 18 age limit as they have enough responsibility currently and adding under 18’s would increase the workload.In the past people have come forward as interested, but this has never been taken further.  A statement will be prepared for anyone wishing to move this option forward.It was raised that the option of having age ranges/variation  could be an option e.g. 16+ rides or ‘family friendly’ rides so that there would need to be a parent/guardian present for under 18’s to attend. This option is to be discussed further with interested parties.The committee were keen to mention that a club member has started a British Cycling – Go Ride group for under 16’s (Swindon Go-Ride) and are in support of them.
  • Q: What training courses will be offered in 2015?
  • A: Courses will be in April/May when the weather improves with the possibility of extra courses in June/July if there is enough demand. The aim is to run 8-10 courses with a mix of Core Skills and Trail Skills on offer. In 2014 there was a higher demand for the Trail Skills was in higher demand. Once the dates have been finalised they will be advertised, with those on the waiting list emailed once they are available to book.At present the club only has one active instructor and is looking to add additional instructors with funds allocated in the budget to train them.
  • Q: When are the club shirts going to be available?
  • A: There are minimum quantities of the green shirts in stock. The pink version is a special order item and will have to wait until there are enough requested to do a production run. Moving forward the choices available are to be reduced with only a short sleeve version being available.

5. Staff elections

  • Chair – Phil re-standing for position, seconded by Sarah Bailey. No other candidates standing. Phil re-elected as Chair.
  • Treasurer – Jason Rodger re-standing for the position, seconded by Shaun Carolan. No other candidates standing. Jason elected as Treasurer.
  • Events Secretary (previously Club & Media Secretary) – Richard Ford re-standing for position, seconded by Phil Allum. No other candidates standing, Richard elected as Events Secretary.
  • Membership Secretary – Kat re-standing for position, seconded by Chris Hopkinson. No other candidates standing. Kat re-elected as Membership Secretary.
  • Women’s Officer – Sharon Bassindale re-standing for position, seconded by Kaye Ryan. No other candidates standing. Sharon B re-elected as Women’s Officer.
  • Social Events Secretary – Sharon Yeates is standing for this position, seconded by Chris Hopkinson. Chris Hopkinson is not re-standing for position and no other candidates standing. Sharon Y elected as Social Events Secretary.

Summary of 2014 AGM

MTB club AGMMB Swindon AGM
The Sun Inn, Swindon
23 February 2014

Chairman’s welcome

Phil welcomed 26 attendees (23 members) and the 4 other committee members in attendance:

  • Tom – Club & Media Secretary
  • Chris – Social Events Officer
  • Kat – Membership Secretary
  • Sharon – Women’s Officer

Apologies were received from Rafe (Treasurer & Webmaster).

1. Staff elections

  • Chair – Phil re-standing for position, seconded by Tom Scott. No other candidates standing. Phil re-elected as Chair.
  • Treasurer – Jason Rodger standing for the position, seconded by Gary Yeates and Chris Hopkinsons. Rafe is not re-standing as would like to focus his time on longer distance charity events he has been involved in, in the past. Jason elected as Treasurer.
  • Social Events Secretary – Chris re-standing for position, seconded by Richard Ford and Jason Rodger. No other candidates standing. Chris re-elected as Social Events Secretary.
  • Membership Secretary – Kat re-standing for position, seconded by Sharon Yeates and Sharon Bassindale. No other candidates standing. Kat re-elected as Membership Secretary.
  • Women’s Officer – Sharon re-standing for position, seconded by Sharon Yeates. No other candidates standing. Sharon re-elected as Women’s Officer.
  • Events Secretary (previously Club & Media Secretary) – Richard Ford standing for position, seconded by Chris Banjo Vincent and Phil Allum. Tom is not re-standing as would like to focus more on his own interests. Richard elected as Events Secretary.

2. Review of accounts

In Rafe’s absence Kat gave an overview of the accounts.

Q: The accounts are showing £5,000 in the bank, what will it be spent on?

A: This past year there has been a reduction in trail building/maintenance partly due to the tree felling taking place on site and partly due to the surface standing up well to use. The following year will see some changes to the design of the trail, with more woodwork and other features. There was also a requirement to have a float to cover the costs of events and trips, which has been covered by Committee members personal funds in the past.

Q: The accounts do not show the cost of insurance fees for the club.

A: It appears to have been missed off, as we do have British Cycling affiliation and insurance through the CTC.

3. Review of the year

a. Stats overview

Tom presented his usual stats overview informing us that in the 12 build days from the past year, 60 tonnes of material had been moved (aka 15,000 shovel fulls). This amount surfaces 600m of trail, or 12% of the total trail.

Below are an overview of the online membership stats presented as part of Tom’s review.

  2014 2013 2014/2013
Members 343 269 +27%
Facebook 1096 805 +36%
Subscribers 793 612 +30%
Club offers 56 36 +55%
Twitter 819 308 X 2.7
Web visits* 62,148 61,101 +2%
Web unique 37,878
(103 per day)
33,857
(92 per day)
+12%

*15th Feb 2013- 15th Feb 2014

MBSwindon Stats Feb 2014

The club now has 36 volunteers organising events and helping with administration versus approximately 15 this time last year. Approximate summary of activity from March 2013 – March 2014.

  • 208 events (1 every other day)
  • 191 MBSwindon events (1 every 2.5 days)
  • 125 local events (66 away)
  • 11 build days
  • 12 Women’s events
  • 3 uplift days
  • 10 skills courses
  • 2 first aid courses
  • 7 race events

b. Ride stats/membership

Kat presented an overview of the membership statistics for the year, building on Tom’s general stats overview. Highlights include:

  • Jan 2013 total membership = 274 (49 women 17.9%)
  • Dec 2013 total membership = 365 (58 women 15.9%)
  • Analysis of ride attendance showed that:
     2013 #of rides # analysed Ride leaders # of riders Unique riders Member with highest attendance
    Jan – Mar 23 7 10 133 87  Paul Allum
    Apr – Jun 16 5 5 88 64  Kristian Price
    Jul – Sep 20 11 6 142 88  Graham Burgess
    Oct – Dec 25 15 4 167 65  Graham Burgess
  • in the first 3 quarters of the year, there were 4 try-before-you-buy attendees

c. Ladies review

Sharon informed all that there has been an increase in female attendance on rides and at events, with more attending the regular rides alongside the ladies only rides. A key mention is the ladies team at Bikefest achieving a podium finish, the hope is more ladies will enter events like this in the future.

d. Race teams review

Gravity enduro/DH team

James gave a quick overview of the newly formed team, which has been a great success even though the core of the club activities do not focus on downhill (DH). In 2013 the newly created Enduro 1 series consisted of 4 rounds with members of the team achieving 2nd place, 2nd place, 1st place and 1st place positions in each round. Over the whole series they won the team category. Looking forward the team will have 5 members and will cover downhill and 4x.

2014 team members are:

  • James Scott (Captain)
  • Mike Brazier
  • Pete Gowland
  • Phil Allum
  • Simon Nash
XC team

John gave a quick overview of the newly formed team, which has been a great success. In 2013 the team was a mixed team (3 male, 1 female) and attended in the region of 20-25 events across the season between them. Within the Southern XC competition Lee came 2nd within his category, having only attended 3 of the 4 races and had he been able to attend all 4 they believe he would have come 1st. In the local events the mixed team came 2nd in Bikefest and 3rd at the 24 hour race at Mountain Mayhem. Looking forward the team will have 4 members and are aiming for more podium finishes and to attend more of the national events.

2014 team members are:

  • Lee Morgan (Captain)
  • John Speed
  • Malcolm Toop-Rose
  • Stuart Selwood

4. Looking forward/Long term plans

The club will continue to deliver club rides, trips and events. Looking forward to the new routes and variety the increased number of ride leaders will bring.

To continue with trail building, further developing the land available at Croft to make the trail the best it can be with the resources available. This will include completion of the woodwork in the triangle section and additional features still in the pipeline.

The recent changes to the format for the Friday night rides, to bring a more social element to the evening seems to have been a success and will continue throughout the year. From 7pm there is a fire and seating area set up (with tarpaulin as necessary) to allow people to sit around and chat about all things biking, with people choosing how many and pace of laps to suit them.

Alongside the sponsored race teams, the club would like to increase the number of members partaking in race events, such as Bikefest and Erlestoke. These events are not taken seriously and gives members the opportunity to ride in a team and experience the thrill of competing in a non-competitive way. They are always a good fun social event and you don’t event have to compete to attend, supporters are always welcome.

The instructors (Rafe, Chris and Pete) will continue to deliver skills training courses for those members (and non-members) who wish to brush-up and improve their skills.

After the success of the first aid courses in 2013, more dates will be arranged to ensure all ride leaders and members have the opportunity to partake in the training.

5. Q&A

  • Is there any scope in creating a more prominent trail information board at Croft?
    • The current board was put in it’s location after previous boards were vandalised. Any other boards are at risk of being stolen or vandalised.
  • Is the club still involved with the Prospect ride this year?
    • Yes. The club is providing the route, marking it out, sweeping, marshalling and clearing.
  • Will the club be taking on its own event in the future?
    • No scope for 2014, but maybe in the future. Still happy to support the local charity events as required.
  • What’s the current situation with dog walkers at the trail?
    • The number of meetings with the Council on the matter has reduced and there’s been fewer emails through to the club directly.
  • Has the format of club trail centre rides changed, if so how?
    • Yes, there was a recent change. There is no real need to ‘lead’ at a trail centre as it is way marked, so these events will be more about splitting off in to small, similar skilled groups and then the chance to socialise between laps etc.

2013 AGM review.