Agenda for Annual General Meeting of
Wessex Cyclo Cross
at
Room PD 102 in the Product Design Block
Peter Symonds College, Owens Road, Winchester,
SO22 6RX
Friday 7th April 2017 at 7-15 PM
Apologies
Minutes of the last AGM
Reports: Chair
Secretary
Treasurer
League Secretary
Press Officer
Election of Officers:
Position Current Holder Proposals
Chair Graham Hurst Pete Hargroves
Vice Chair Ian Macdonald Ian Macdonald
Secretary Ian Macdonald Keith Pitcher
Treasurer Kerie Wallace Kerie Wallace
League Secretary Kerie Wallace Kerie Wallace
Press Officer Graham Robins Graham Robins
Commissaire Co-ordinator Ian Macdonald Ian Macdonald
Event Co-ordinator Darren Strickland Andrew Macdonald
Rider’s representative Helen Pattinson Helen Pattinson
Website Administrator Sean Bolton *Position to be filled, see Proposal 7
Proposals:
1. We propose in Wessex Rule 1, to add the position of Event Logistic/Support Officer as a
Member of the Wessex Cyclo Cross Committee.
Proposed & seconded: Committee
2. We propose in Wessex Rule 1, to add the position of Admin Secretary as a Member of the
Wessex Cyclo Cross Committee
Proposed & seconded: Committee
3. We propose to vote for the vacant position of Chairperson – Pete Hargroves
Proposed & seconded: Committee
4. We propose to vote on the new position of Event Logistic/Support Officer – Adam Buckland
Proposed & seconded: Committee
5. We propose to vote on the new position of Admin Secretary – Keith Pitcher
Proposed & seconded: Committee
6. We propose to vote for the vacant position of Events Coordinator – Andrew Macdonald
Proposed & seconded: Committee.
7. We propose to vote for the vacant position of Website Coordinator, from – Gray Surman
Alex Forrester
Jez Hart
Charlie Elsey
Proposed & seconded: Committee. These four people have volunteered to fill this position,
so we need to select one of them at this AGM.
8. We propose that all events have Third Party/Dedicated First Aid Provision.
Reason, this currently is not the case at all events. With so many riders at the events now, it is not possible for someone to double up their duties on the day and hope to give adequate First Aid cover.
Proposed & seconded: Committee
10. We propose that all Member Clubs must either;
a. Promote/Co-Promote an Event – Clubs with 15+ participating Members
b. Provide Officials for an Event (Commissaires, Marshalls, Course Setters etc.) – Clubs with 5 to 15
participating members.
c. Provide a Member of the Wessex Committee in an Official Role – Clubs with 1 – 5 participating
members.
Reason, to ensure that everyone has a vested interest, other than racing, in the Wessex League,
which will lead to more events and spreading the work load over more people. Participating
members of Clubs that fulfil these criteria will have priority entry in to Wessex events.
Proposed & seconded: Committee
11. I propose the league collects all prize money from race organisers through the season and makes
one pay out to each eligible rider at the end of the season
Method: Prize money, at whatever level it is decided by the event organiser, subject to
Wessex minimum values, is paid in to a Wessex League escrow account for prize
Money, by the event organiser.
Riders provide their bank details just once, to Wessex.
Race organisers provide Wessex with details of prizes in an approved excel format.
Prize money is paid out at end of season by Wessex, one payment per rider
Proposed: Charlie Elsey Seconded: Andy Smith
12. I propose that Gridding for the Wessex League is done on average points.
Reason – If a rider misses one or more of the first few races of the Season, for whatever reason,
they are placed at an unfair disadvantage in the Wessex gridding, unless they make representations to the Commissaire. By using average points no such discrimination will take place, and there will be no need for the rider to make a representation to the Commissisaire.
Proposed: Alex Forrester Seconded: Kerie Wallace
13. I propose that the Wessex lobby British Cycling to get a refund of levies to support investment for
securing venues suitable for the league. The money returned to the league is to be allocated to
clubs to pay for venues with suitable facilities to host events.
Reason – We are in danger of losing venues if high cost as it is not viable for organisers to run
events. If the events are not run BC will have £0 levies so this is a mutually beneficial proposition.
Proposed: Pete Hutchinson Seconded: Dan Guest
14. I propose that swearing at other riders, officials, spectators, members of the public etc. should be
an automatic disqualification and a 50 point reduction.
If the rider repeats this offence then they will be removed from the league
Proposed: Andy Smith Seconded: Mandy Scott
15. I propose that if the South Regional Championships count towards the Wessex League competition then Wessex riders who ride in other Regional championships should be able to count the full points they would have scored for that placing in a Wessex League event. For example, if a rider wins the South East and Eastern championships then they should be able to count 60 points towards the Wessex League.
If the South Regional Championships count towards the Wessex League competition then Wessex riders in the championships should score points based upon their actual finishing position, not their finishing position amongst Wessex riders. For example, if a Wessex rider finishes second in the South Regional championships, but they are the first Wessex rider, then they should score 57 points.
Reason: There are a small, but beautiful, number of Wessex Leaguers that have to ride, due to their home address, in regions other than South. They are currently disadvantaged by the ‘average’ score that they receive.
Proposed: Tim Costello Seconded: Phil Boarer
16. I propose we remove the restriction that there can only be one counting Wessex League event per weekend.
Reason: To remove unnecessary restrictions that might be a barrier to promoters.
Proposed: Tim Costello Seconded: Phil Boarer
17. I propose that Clubs racing in the league can apply for small grants to assist specifically with coaching CX racing [or equipment to assist with coaching]. Applications can be submitted to the committee by league registered clubs only and will be awarded by the committee based on available surplus funds and the relative merits of the application as judged entirely at the discretion of the committee. Grants do not have to be made if either funds are not available or no suitable application is made.
Clubs can only apply once per year in June. The maximum award size is based on the number of riders representing that club in the previous season. Clubs must fully account for the expenditure and provide a short summary of the coaching of the league newsletter.
1-9 Rides £50
10-19 Riders £100
20-49 Riders £250
Over 50 £350
Riders racing in the youth league can apply for a small grant to assist with competing at National Trophy and National Championship Events. Applications can be submitted to the committee by riders and will be awarded by the committee based on available surplus funds and the relative merits of the application as judged entirely at the discretion of the committee. Grants do not have to be made if either funds are not available or no suitable application is made.
Riders must be registered with the league and can only apply once per year from, September to January. All awards are £150 with a maximum of 5 being made in any one season. Riders must show they attended the events for which the grant was made and provide a short summary of the competition for the league newsletter.
Proposed: Simon Pattinson Seconded: Ian Perryman
18. I propose that counting rounds for all Youth & Junior riders should allow for a minimum of three
non-counting rounds. Counting rounds should be calculated to include a subtraction for clashing
National events. The number of counting rounds for this class of rider will be announced before the first league race of the season.
Reason – This presents a healthy balance for rest, sickness, study and mechanical issues. Less rest
represents unnecessary and potentially unhealthy pressure to compete. Given dates are generally
known before the start of the season (and low numbers competing is not an issue for organisers),
the number of counting rounds could be defined before the start of the season and only changed if
rounds are lost. This also acts to encourage more league riders competing at National events.
Proposed: Simon Pattinson Seconded: Ian Perryman
19. I propose that all online entries for Wessex League events have a consistent deadline for closure on
the British Cycling Website. All organisers should agree to set the deadline for, say, midnight on
the Monday preceding the event date. I believe that last season, differing closure times caused
confusion, and entry opportunities were missed.
Proposed: Alan Collins Seconded: Phil Chinn
20. I propose that no youth rider shall be promoted on the grid beyond their current league standings
unless:
They are the current national champion or national trophy leader within their category
or
Their current national ranking is higher than riders with league points gridded ahead.
All requests for promotion shall be considered at the sole discretion of the chief commissarie on
presented of printed evidence at least 30m before race start. No riders shall be promoted higher
than the second row.
Proposed: Simon Pattinson Seconded: Ian Perryman
21. I propose that annual cups and prize money will be awarded to youth riders in all categories with full equity. The categories are U16 Boys, U16 Girls, U14 Boys and U14 Girls
Proposed: Simon Pattinson Seconded: Ian Perryman
22. I propose that the Wessex League considers administering a “Season Ticket” for entry into Wessex Cyclo Cross League events, whereby a one off fee would give entry into every round in the rider’s appropriate category. This will have the benefit to the rider of offering a cost saving (of BC admin fees), and guaranteed entry into the League events; and to the organiser/League of encouraging participation, rewarding commitment, and giving advanced knowledge of entries.
Proposed: Alan Collins Seconded: Phil Chinn
23. I propose the Wessex League introduce U8 boys and girls age groups within the U10 race.
Reason – To officially recognise the efforts of the U8 boys and girls in the same way as the U10 and U12 riders are recognised.
Cyclo Cross Rule 5.10 specifically allows for sub-division into U8 category.
MTB 2.2.2 only has U12 racing and no lower ages as it was thought generally too young due to strength issues and heavy bikes in MTB. However almost all events do hold separate U9 races.
Road and track both have U8.
It is not contrary to the idea of fun being the predominant issue for retaining kids in sport and touches on the possible misunderstanding and difference between season long outcome goals and wanting competition at individual events.
Cyclo Cross Rule 5.10 states Under 12s shall compete only amongst themselves. Event organisers
may choose to sub-divide the Under 12 category into separate races or starts for different age groups (e.g. U10s, U8s etc). Where such races are held, riders may only compete in the youngest
age group to which they are eligible.
Proposed: Simon Pattinson Seconded: Ian Perryman
24. I propose a change to Rule 15
Current Rule 15
A Prize Presentation for the first 3 finishers in each category will take place immediately after the
race.
Proposed Rule 15.
A Prize Presentation for the first 3 finishers in each category (including girls and boys separately in all junior, youth, U12, U10 and U8 categories) will take place immediately after the race. In order to expedite the presentation organisers shall be at liberty to make reference to participants, officials and supporters if official results are not readily available.
Proposed: Simon Pattinson Seconded: Ian Perryman
25. I propose that prizes for the Top ‘X’ riders in each age category race are awarded on the day, at the
podium presentations, based on the chip timing results, unless the result is evidently incorrect
and/or is disputed. (‘X’ = the quantity of prizes defined by BC rules for the number of race
participants.)
Proposed: Alan Collins Seconded: Phil Chinn
26. I propose that U12 races when run separately from U10 races, should endeavour to adhere to the
spirit of rule 9.11.1 ‘emphasis the need to develop riding skills’ with for example the inclusion
have a single or set of low (100mm) hurdles.
Proposed: Simon Pattinson Seconded: Ian Perryman
27. I propose that the Wessex League add a Wessex Levy to U12 riders of 50p.
Reason – The Wessex Medals for the U12’s cost the League £415.00, with no income to cover this. Last season we had 918 U12 rides, so we would have raised £459.00. The aim of the League is to support Cyclo Cross racing, to do this we need to ensure we cover our outgoings which are fixed by the rules, accordingly we currently do not cover the substantial increase in costs for the U12’s.
Proposed; Kerie Wallace Seconded: Ian Macdonald
28. I propose that the minimum number of rides needed for Wessex medals awarded to the U12’s is
equal to the number of counting rides used for Wessex League points.
Reason – To bring a level of consistency across all Categories of racing.
Proposed: Kerie Wallace Seconded: Ian Macdonald
29. I propose that a race organiser, after consultation with the Wessex Committee, can reduce the
value of prizes at their event to below the minimum standards set by the Wessex League where the venue hire costs exceed £500.
Reason – To allow an organiser to ensure their event is financially viable.
Proposed: Phil Chinn Seconded: Allan Collins
Date fixing of events – Organisers to send their proposed dates to Ian Macdonald by the end of April
Date of next Committee Meeting – ?