Like last year, this year’s AGM is another important one, and we would like to encourage to good turnout.
Several long serving officers are stepping down and, these are key vacancies we must now fill
We all need and rely on a fully functioning committee to maintain the continuity of this great club. If you are willing and able to step up, please offer to help. All sports clubs like ours depend on volunteers to make things happen, and our many successes to date show what’s possible
WEDNESDAY 28 JANUARY 2026 @ 7.30 PM
WOODBOURNE SPORTS CLUB
THE BURROWS, RUMBUSH LANE, EARLSWOOD, SOLIHULL B94 5LW
AGENDA
1. Apologies
2. Minutes of 2025 AGM
3. Acceptance of 2025 Accounts and Balance Sheet (copy available on request – contact secretary@solihullcc.org.uk)
4. Matters Arising
5. Proposals
a. Club runs no longer to be suspended for club race events.
b. The AGM be moved to early summer and be combined with a social event such as a BBQ.
6. Appointment of Officers – Committee and Non-Committee Vacancies
a. Club Runs Coordinator
This role requires moderate IT and website editing competency.
· Represent the interests of all Solihull CC Club Runs at committee meetings.
· Coordinate the activities of the various run leaders and other club event organisers to create a quarterly club rides programme.
· Manage the club runs elements on the website, including uploading the quarterly programme.
· Manage the core programme descriptions and contacts table and upload to the website.
· Manage the club runs handbook to promote best practice with regards to conduct and general etiquette on club runs. Upload revised documents to the website.
b. Vice-Chair
The Vice Chairperson of the Cycling Club supports the Chairperson in leading the club and ensuring its smooth operation. This role involves assisting with strategic planning, member engagement, and overseeing club activities. The Vice Chairperson also steps in to fulfil the Chairman's duties in their absence.
Key Responsibilities:
· Chair meetings and represent the club in the Chairperson's absence.
· Help foster a welcoming and inclusive environment for all members.
· Address member concerns and feedback, ensuring timely and effective resolution.
· Ensure accurate and transparent reporting of club activities and finances.
· Where required, represent the club in the community and with external
· organizations.
· Promote and enforce safety standards for all club rides and events.
· Stay informed about best practices in cycling safety and club management.
Key requirements:
· Time commitment of approximately 1 hour per week.
· Availability to attend club events, meetings, and activities, which may occur on evenings and weekends.
c. Newsletter Editor
This role requires moderate IT and website editing competency, and ideally attendance at monthly committee meetings
· Compile items for regular newsletters and ad-hoc members bulletins and issue these to club members by email.
· Manage the newsletter / bulletin audience in conjunction with membership secretary.
· Update club website with latest newsletter and remove old newsletter / bulletin copies.
· Signpost the newsletter on Facebook / WhatsApp group.
d. Magazine Editor* (This may be a Committee or Non-Committee position)
· Compile and arrange publication of quarterly issue of the Awheel magazine.
· Attend committee meetings to keep members updated on any issues relating to forthcoming publications.
· Communicate any publication problems and remind the Committee of submission deadlines.
· Carry out any work as may be required for the club of which they are charged and report back to the main committee.
· Request, where necessary, the provision of regular publication details important to the magazine.
*This role can be split, and the magazine can be presented to the editor’s own design, within certain parameters.
e. Management Committee – four vacancies. The Management Committee is made up of up to 7 fully paid-up members of the club whose role is to:
· Attend regular committee meetings to contribute to the discussions that take place and exercise their options on any vote that is requested by the Chairman.
· Carry out any work as may be required for the club of which they are charged and report back to the main committee.
f. Coaching Coordinator
· Manage club coaching activities as a member of, and reporting to, the club committee.
· Plan and organise club coaching activity – including British Cycling Go-Ride activity – which is delivered by a team of club coaches.
· Develop and maintain the standards, systems and record keeping to support club coaching activity.
· Chair regular meetings of club coaches to ensure that coaching is delivered consistently to required standards by a cohesive and successful working group.
· Ensure that all coaches and volunteers have the necessary qualifications, certificates and safeguarding clearances.
· Update the club committee on coaching plans, activities, plans and outcomes.
· Identify, nominate and support volunteers for club-funded Go-Ride coach training, and support the continued development of coaches.
· Ensure all coaches are aware of their safeguarding and safety responsibilities.
· Deliver coached sessions on behalf of the club and Go-Ride scheme.
g. Welfare Officer (2nd) (can be Non-Committee)
Club Welfare Officers (CWO’s) are essential for all clubs who have U18's or vulnerable adults as club members or participants in club activities. This enables the club to continue as a British Cycling Go-Ride affiliated club. Safeguarding Training and Disclosure and Barring Service check are required, although the role itself is not onerous.
Key responsibilities are to raise welfare issues at club meetings and activities as well as being a point of contact for anyone with any welfare concerns. This may range from serious issues such as abuse or neglect, incidents involving U18's whilst participating in mainstream club activities, to more sport specific aspects such as a race or activity being too demanding for young participants.
CWO's should not be related to or have a close personal relationship with any club officials or coaches and should not already be an official or club coach themselves.
h. Trophy Coordinator (Non-Committee)
· Liaise with the Committee to identify all annual Trophy winners
· Recover the trophies from the previous year’s winners.
· Arrange to have the new winners’ names engraved as required.
· Bring all trophies to the Annual Dinner for presentation.
i. Cyclocross Event Organiser (Non-Committee)
The WMCCL provides as much support as possible to its race organisers from the League Committee and from the community of other race organisers, who are in regular contact with each other.
The League asks its organisers to:
· Coordinate the activity of the organising club(s) in terms of an organising committee and the allocation of roles to a team of volunteers.
· Find and book a suitable venue and continue to liaise with that venue.
· Use the supplied templates to set up the event for online entry.
· Follow guidelines to plan courses – including shorter variations for the youth races.
· Arrange with the preceding WMCCL event to collect the race day equipment.
· Complete the BC risk assessment form.
· Liaise before and during the event with a BC Commissaire – appointed by the League – who will take responsibility for the conduct of races on the day.
· Ensure that sufficient volunteers are recruited and briefed on their roles.
· Send a report from the online entry system to the League after the closing date for entry.
· Print out the Start Sheets that the League will produce in PDF format from the above.
· Send a Rider Briefing to every pre-entered rider via the online entry system.
· Manage the team of volunteers on (or before) the day:
o to build the course;
o to accept ’on-the-day’ race entries – handing out race numbers;
o to support the race Commissaires in conducting the races;
o to dismantle the course;
o hand over the WMCCL race day equipment to the next race organiser.
· Make payments to the venue and first aid suppliers as required.
· Complete race levy forms – paying the appropriate amounts to the League and to BC.
· Complete whatever race accounts are required by their club.
j. British Cycling Road Race Organiser (Non-Committee)
Key responsibilities:
· Event planning and coordination
· Safety, officials and accreditation
· Volunteer and club support management
· Event administration
· Race-day delivery
Skills and attributes:
· Strong organisational and communication skills
· Ability to coordinate multiple stakeholders
· Calm under pressure and confident decision-making
· Understanding of British Cycling regulations (training can be provided)
· Willingness to work with volunteers and support club development
Time Commitment:
· Planning typically begins 5-6 months before the event.
· Event-day requires full attendance.
· Some post-event follow-up may be required (equipment return, feedback, expenses, results confirmation).
k. Website Administrator (Non-Committee)
· Manage all club online software including website and domain renewals, photo storage and other software as it is identified
· Maintain a list of all online tools used by the club
· Ensure users are identified and managed
· Oversee and where necessary organise public facing information
l. Youth Race Organiser (Non-Committee)
· Liaise with British Cycling/Series organiser and Solihull CC to agree on a date for the races.
· Manage the event through the British Cycling website:
§ Enter race details
§ Manage entries
§ Pay fees etc
§ Publish results
· Promote event via socials internal and external to the club.
· Recruit volunteers to help run the event in the day.
· Manage volunteers and work with BC on the day to ensure the event runs smoothly.
m.Sunday C Club run leader (Non-Committee)
Plan routes and lead rides for the Sunday C run.
· Liaise with Runs Coordinator with a list of rides.
· Organise routes and rides for the group.
· Ensure the ride is undertaken in an orderly manner.
· Ensure care of new members in the group.
· Be responsible for keeping the ride together.
n. Auditor – 2 vacancies (Non-Committee)
· The Auditors scrutinise the Club Accounts at the year-end via a single meeting with the Treasurer to sign off the Accounts.
7. Appointment of President
8. Any Other Business:
Club online membership system
MINUTES OF ANNUAL GENERAL MEETING
WEDNESDAY 29 JANUARY 2025
PRESENT: The Chair, Vice Chair and 22 other members were in attendance.
1. APOLOGIES – Ian Redfern, Bill Majurey and Dick Law.
The Chair welcomed members to the meeting and thanked the Committee members for their service to the club, particularly the outgoing Treasurer Phil Rosenbloom for his 30 plus years in the role.
2. MINUTES OF 2024 AGM –
The 2024 AGM minutes were accepted, proposed by Jean Brownsword, and seconded by Colin Eagle.
3. ACCOUNTS AND BALANCE SHEET –
Phil Rosenbloom noted for the attendees that he was stepping down as Treasurer, although he would work with the incoming replacement throughout 2025 to ensure a smooth transition. A copy of the accounts was circulated amongst the members present to allow members to review, had they not taken the opportunity to do so already. No issues were raised, and the accounts were accepted, proposed by Pete King, and seconded by Mike Brownsword.
4. MATTERS ARISING –
No issues were raised.
5. PROPOSAL: UPDATE TO CLUB CONSTITUTION –
Russ Perry gave an overview of the proposed update to the Club Constitution, noting this had been made available on the club website for review. The updates included making provision for decision making via email, allowing for virtual meetings where required. The Committee positions were also updated to reflect the current roles held. The acceptance of the updated Club Constitution was proposed by Keith Jones and seconded by Mike Brownsword. Mike Brownsword to upload the approved final version of the Club Constitution to the website. Action Mike Brownsword
6. APPOINTMENT OF OFFICERS –
i) Treasurer – Sandra Wood was proposed by Phil Rosenbloom and seconded by Mike Brownsword.
ii) Chair – Mike Brownsword was proposed by David Fellows and seconded by Gary Rowing-Parker.
iii) Management Committee – Mike Wall was proposed by Kevin Wilson and seconded by Colin Eagle. Two Management Committee positions remained unfilled.
iv) Affirmation of the club officers – The following were re-elected: Ailsa Neely as General Secretary.
v) Vice Chair – The Vice-Chair role remained unfilled. The Committee will look to co-opt someone to the role during 2025.
vi) Youth Race Organiser - The Youth Race Organiser role remained unfilled. The Committee will look to co-opt someone to the role during 2025.
ANY OTHER BUSINESS
Pete James noted the club intended to discontinue physical membership cards and stated his preference for cards to be issued. Jean Brownsword advised that there was limited stock for 2025, as the club transitioned to an online membership management tool. Once complete, e-membership cards would be available, and could be printed as required, expected in 2026. Where members prefer a physical membership card in 2025, this will be made available on request.
No further issues were raised.
The above Minutes were verified by ………………………………
On ………………………………
COMMITTEE OFFICIALS 2025
Committee Officials
President position not filled
Vice Presidents Margaret Gordon, R Cliffe, J Cordwell, G Elliott, M Lawton, H Reynolds
Chairman Mike Brownsword
Vice Chairman position not filled
Treasurer Sandra Wood
General Secretary Ailsa Neely
Membership Secretary Jean Brownsword
Magazine Editor not filled
Social Media Secretary David Fellows
Social Secretary Mike Wood
Welfare Officer Ailsa Neely
Racing Coordinator David Fellows
Development Committee Chairman Keith Jones
Touring/Club Runs Coordinator Cliff Dobson
Head Coach Mike Brownsword
Diversity Champion not filled
Management Committee Colin Eagle, Keith Jones, Rocky Pearson, Niall Tobin, Mike Wall
Non-Committee Officials
Time Trials Secretary David Fellows
Cyclo-Cross Organiser not filled
Club Runs Leaders A runs – Mike Wood
B runs – Graham McKean
C runs – Pete James
D runs – Cliff Dobson
E runs – John Persaud
Mountain Bike Secretary Keith Jones
Youth Race Organiser not filled
Semaine Federale Organiser Dick Law
Reliability Trial Organiser David Fellows
Memorial Ride Organiser Mike Wood
Dinner Organiser Mike Wood
Date Protection Compliance Manager Ailsa Neely
Bike Maintenance Officer Neville Gunn
Equipment Officers Rocky Pearson, David Fellows
Auditors 2 positions, not filled
Old Sols Secretary Malcolm Smith
Club Coaches Keith Jones, Mike Brownsword, Matt Rogers, Gary Rowing-Parker, Esther Barnes, Lawrence Breakwell, Stuart Jameson, Mark Tandy, Ian Alexander, Paul Mann, Matt Rootkin-Gray, Robin Fox, Richard Lodge
Trophy Coordinator Keith Jones
BC Delegates Richard Lodge