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CTC MEMBER GROUPS STEERING GROUP
Minutes of the meeting held on Tuesday 3 July 2012 at the Charity Centre, London.
Attendees:
Chair Jim Brown CTC Councillor for East of
England
Council
Stephen Coe
David Cox
Roger Crosskey
John Radford
CTC Councillor for South West
Chair of Council
CTC Councillor for London
CTC Councillor for Yorkshire and
the Humber
Member Groups
Heather Evans Tyneside and Northumberland
Lowri Evans
Chester and North Wales CTC
Emrys Jones
CTC Cymru
Martin Gill
West Kent CTC
Mike Gray
CTC Dumfries and Galloway
Janet Gregory
Two Mills CTC
Kevin Hickman Inclusive Cycling Forum
Roy Russell
CTC Exeter
Max Scott
Northampton &Milton Keynes
CTC Staff
Gordon Seabright Chief Executive
Carol McKinley
Operations Director
John Storms
Membership Manager
David Dowling
Marketing Officer
Julie Rand
Member Group Coordinator
Laura Brooks
Volunteer Support Officer
Ian Taylor
IT Officer
1
Apologies for Absence
Richard Bates
CTC Councillor for the South East
Welna Bowden CTC Councillor for the North West
Martin Brain
Swansea and West Wales
Jane Chapman CTC West
Ray Clay
Loughborough/Leicester CTC
Bob Kynaston
CTC West London/Tourist Competition administrator
Brian Lowe
Chester and North Wales
Mike Wigley
Manchester and District
Kirby James
CTC Exeter
2
Conflicts of Interest
None
3
Notification of Any Other Business
None
4
Minutes of the last meeting 3 December 2012
The minutes were approved by all those present. Lowri Evans has sent a
sheet of amendments which Carol will circulate.
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Action
Carol
McKinley to
circulate
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amendments
5
Matters arising from the previous meeting not covered by agenda items
None
6
Support for Member Groups
a. Update on staff and management
Gordon Seabright stated that the new CTC strategy is to build bridges
between National Office and Member Groups. The plan is to knit
together volunteers with a new NO team of Laura Brooks and Julie
Rand, overseen by Carol McKinley. Their remit will include event
organisation; affiliated clubs; and Right to Ride; as well as Member
Groups.
CTC will also be adding to its campaigns team to support RtoR. There
will be an addition to the Information Team to support the new team, as
well as a couple of volunteers to help supporting Member Groups.
b. What support do Member Groups need?
i.
Website This is work in progress. A template for MG
websites will be available. The aim is to strengthen links with
the forum – there is a meeting with the moderator this week.
Some concerns expressed but generally favourable to idea of
a template and examples of good practice with regard to
using social media.
.
Ian gave an update on event listings and MG listings on new
website. Asked for feedback from MGs on what they require.
Some discussion about postcode mapping and search filters.
Decision taken to use the Communications subgroup to
discuss details with IT.
Some discussion about future of Cyclists Welcome stickers
etc. Possibility of an app being developed discussed. Gordon
said CW is part of CTC’s heritage but not income-generating –
could be more sensible to develop apps and local websites.
ii.
iii.
Finance Carol explained this year there will be an Excel
spreadsheet for easier financial returns. Auditors picked up
on lack of returns from some MGs which meant accounts
could not be consolidated this year. All MGs will receive a
letter from David Cox this year saying that if they do not
submit accounts/Annual Returns on time there will be
penalties, including no grants and, ultimately, the possibility of
closing down Group. Lowri asked if electronic signature would
be acceptable – Carol to look into this. Emrys said to
remember to use older version of Excel.
Marketing Groups asked what they would like in way of
marketing materials. Suggestions included business cards;
3m banners; A4 poster template; tablecloths; flyer to hang on
handlebars; and pull ups. David Dowling said he could get
templates built for branding with Groups’ own details – send
him ideas for what is required. John Radford said he would
like sticky labels for way markers for events. John Storms
said we already have way markers in stock. Stephen would
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Action
Ian Taylor to
liaise with
Comms
subgroup
Action
Stephen to
ask Kirby
James about
app
Action
Carol to look
into
electronic
signatures
for accounts
pack
Action
MGs to send
DD ideas for
marketing
materials
and carry out
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iv.
like a list of what NO has in stock. Lowri asked that bilingual
materials be printed in Welsh.
inventory of
stock
Events John Storms said that from Aug/Sept edition of Cycle
there will only be one page of events. There could be an enewsletter for events and there will be a comprehensive
online listing. Concerns were expressed about the impact this
would have as many Groups depend on the income from
events, it was part way through the Tourist Competition
season and there were worries about the message this would
send to some Groups and organisers of local events. Lowri
said not all events are visible on new website. Ian said this
area is currently being worked on so they will be easier to
find. Emrys said they should not be taken out of the magazine
until available on website. Mike said a lot of members in
Scotland can’t use IT.
Action
Gordon
to
discuss risk
assessment
forms
with
Event
Steering
Group.
Action
Ian to work
on
Events
listing
on
website
Lowri said the event registration form used to be one page –
Gordon said Bob Kynaston was happy with new one. Carol
clarified why events need to be listed with CTC for insurance
purposes. Some discussion about risk assessment form –
John Radford said should be clearer. Gordon will discuss with
Events Steering Group.
v.
7
Action
Volunteer
Volunteers Gordon asked what we should do to support support team
volunteers. Roger said using peer support and small groups to work on
is very important. People representing CTC externally should supporting
be accountable. Laura said reports should be put together volunteers
locally and sent to her so she knows what’s happening. Janet
said CTC should support groups of volunteers getting
together nationally and regionally. Laura will work on this and
is also visiting smaller groups. Carol hopes to put training
support in place for volunteers and reminded meeting to put
forward nominees for volunteer awards. Mike said helpful to
have support from NO for tricky local issues. David Cox said
to talk to local Councillors. Gordon said there will be a team in
place to give support soon. Carol clarified that volunteers
need only register with one MG to be covered by insurance.
Some discussion about allocation claim – Jim clarified that
MGs can claim more funds for larger areas but stressed that
shouldn’t be Groups’ only income. Stephen said clarity
needed on what extra funding could be used for. Carol said
feedback on what grants were used for now required. John
Radford asked for space in Cycle to give thanks for
volunteers Gordon agreed.
Membership Growth
Gordon asked for ideas on how MGs can encourage more members to ride
with CTC as this helps with engagement and retention of membership. Janet
said membership fee was too high so is a hard sell. Some discussion about
women’s rides, support for new members, evening rides, pace of rides,
informal groups, young riders etc. John Storms said everybody gets a
Welcome Pack which could be expanded to include more details about local
MG. Gordon said CTC has good retention rates generally but need to share
best practice within CTC. Stephen said CTC should pick up on link to
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Action
To formulate
a way of
sharing best
practice
Action
NO to check
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training/Bike Club to bring more youngsters into MGs. Discussion about
whether MGs should check if bikes are roadworthy – Jim said can’t say a bike
IS roadworthy, only that it is NOT. Martin G. suggested using older people to
lead shorter rides.
copy for new
versions of
“Leading a
Ride”
8
Support for Members With Disabilities and Their Carers (AGM motion)
Discussion about how MGs could access specialist equipment, possibly in
collaboration with Bike Clubs. John Storms suggested asking managers to
report back on what is held where. Kevin suggested a national map showing
what’s available where although this could be very labour intensive. Gordon
said ICF could ask for a grant and help from NO to do this. Mike said mental
health issues should be included under disabilities. Stephen said local hire
centres could get involved with storing bikes. David said issue could be part of
new CTC strategy. All we can do is encourage best practice.
Action
Gordon to
include issue
in new
strategy
9
AGMs and Annual Returns Process
Julie presented new Annual Returns document. Discussion about number of
attendees to make meetings quorate and what ‘signed off’ means. Decided to
keep at ten for this year and see for next year. Ideas on how to attract more
members to AGMs included making part of Sunday run, putting on buffet, pub
ride etc. Other amendments suggested: Sections 5 combining the list of
volunteers into one page; Section 6 adding a column asking for total number
of regular rides.
10
Policy Handbook
Revised version discussed. Janet said Brian Lowe has specific information on
affiliated clubs to send in. Obligatory roles could be clearer. Carol said a final
version would be available at next MGSG meeting in October and invited MGs
to comment on draft before then. Heather to check if Regulations on Group
Tours document on CTC website is up-to-date.
Action
Julie to
amend
Annual
Return
wording and
publicise
AGM ideas
in
ClubShorts
Action
Julie to
amend as
required
11
Communications Group
Heather, Janet and Kevin agreed to form Communications subgroup.
12
Regional Managers’ Update
Noted
13
CTC Safeguarding Policy
Some discussion about MG rides with children. David Cox said parents should
have someone to refer to if concerned about child so Welfare Officers should
not organise activities too. John Radford said people would resign as WO if
made responsible for Child Protection. Added that MGs look to NO for
guidance and clarity on the issue. Eg p3 has some contradictions. Roger has
several comments to forward to Gordon on the policy. Jim clarified that CPO
doesn’t have to go on every ride but should be aware of guidelines.
Discussion about risk and inclusion of vulnerable adults. John Radford
suggested training sessions for volunteers, possibly at AGM in Child
Protection Awareness? Carol agreed.
Action
Roger to
forward
comments to
Gordon
Tourist Competition
Gordon said Bob K is keen to continue to support this if time permits. Keen to
enlist more volunteers to help. Emrys suggested ad in Cycle. Gordon said
Mark Waters is helping at present. Lowri noted nothing about Tourist
Competition on website – Ian has this in hand.
Action
To send Bob
best wishes
from MGSG
14
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Action
Carol to look
into training
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15
AOB
Lowri noted CTC kit changed but people prefer the blue and yellow ‘modern’
version. John Storms. will ask Impsport if people can order old one still.
Member Group Conference – Gordon and Carol very keen to support this –
probably tying in with the CTC AGM.
16
Date of Next Meeting
Carol explained it could not be a weekend due to other meetings. Heather
asked for a finish time to arrange transport.
Date agreed: Thursday 11 October 2012 11am to 4pm, at
NCVO
National Council for Voluntary Organisations
Regent's Wharf
8 All Saints Street
London
N1 9RL
Note: there is no secure cycle parking here but there are covered Sheffield
stands outside the building.
17
Items for Next Agenda
None suggested.
The meeting closed at 4pm.
Glossary
CPO
Child Protection Officer
ICF
Inclusive Cycling Forum
NO
National Office
WO
Welfare Officer
RtoR Right to Ride
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Action
Ian to update
website
Action
John Storms
to contact
Impsport
Action
Gordon and
Carol to
progress
ideas