Minutes of the AGM held at Minety Village Hall on 17/9/17. AGM MInutes

 The Date Fixing for 2018 open events will happen at 11am (or as soon as the SRC events ends) *before* the AGM.

Agenda: updated CTT West DC Agenda 2017

Agenda for the National Council AGM

Minety Village Hall 17/9/17 12pm for the AGM followed by Date Fixing

Agenda

(a) Receive the Annual Report of the District Committee;
(b) Receive the balance sheet and accounts of the District Council for the preceding fnancial year;
(c) Elect, from the members of the District Council, a District Committee of:\
i. Chairman;
ii. Hon. Secretary;
iii. Hon. Assistant Secretaries and Coaches if required;
(a) Open Events Secretary
(b) Club Events Secretary
(c) Risk Assessment Secretary
iv. Hon. Treasurer; and v. a maximum of ten others; to hold ofice until the next District AGM (at which they shall be eligible for re-election);
(d) Elect the representatives in accordance with Article 5 from the members of the District Committee;
(e) Appoint one Auditor who shall not be a member of the District Committee; and
(f) Transact any other business permitted by the Rules and Regulations of the Company.
i. Proposals for National Council
(a) Removal of Regulation 14d – Dean Robson
(b) Removal of footnote to Regulation 14 – David Summers
(c) Rewording of Regulation 27h – Dean Robson
(d) Any others – Clubs to send to the Secretary in advance of the meeting.
ii. John Galway Trophy. Clubs to put names forward for the trophy, for who has made greatest contribution to time trialling in the West. Vote to take place at the AGM.
iii. AOB Annual

Report of the West DC Secretary

In what will be my last year as Secretary, I have not been as involved with the sport as much as I'd like to have been.

However the open events have gone well, few events unfortunately had to be cancelled for various reasons - which is a pity, but happens at times. We have a good array of early season hilly events, and late season hill climbs. But events in July and August were very thin on the ground, maybe its as we loose our fast fat courses – the traditional haunt of summer, or then again the time of the school summer holidays. Anyway a club looking for a free period to put on a new event, and the summer looks a good bet.

Entry into most events is reasonable, its rare that we get a full feld in an event, and unusual to get under 30 riders (which is where clubs tend to question if it is worth running an event)

Interaction with national has been minimal this last year. We have had no updates on the National Ranking Points, or the review of GPS and course measurement techniques. National has invited the west to host the last round of the sporting series in 2019, this incorporates the National Circuit Championship. The clubs have been approached, and several (including individuals) have responded positively; so although the event is still some way away - we can respond positively to national.

Course measurement in the district still faces a dificult task, with no feedback from the national review, there is still no clarity on what devices we'll eventually be able to measure courses with. We as a district, have managed to locate several of the old national wheel counters - and so we we have some tools to measure via wheel revolutions. Current CTT guidance is that all courses should be (eventually) measured via wheel revolutions - and for the west this means remeasuring almost every standard distance course. With only two distances in the district that we can calibrate measurements against - it will be a huge efort to remeasure so many courses.

With time keepers, we have managed in the last two years to upgrade Malcolm Grainger and Peter Rogers to full time keepers. However it is also clear that most of our time keepers are getting on in years, many retired, some for many years, and some looking to do less with grandchildren on the scene. Its clear that in the coming few years we'll need to bring new blood into timekeeping. If your club uses a regular person for timing club events, would they consider moving up to an assistant timekeeper. This doesn't mean they will be expected to time keep - but it means it will be possible for them to time keep the start of open events so they will be able to help just with your club opens, if that is all they want to do.

Finally turning to the oficers in the west. Unfortunately for various reasons many are standing down.

For myself, my thyroid gave way about 18 months ago, and this is what drives ones metabolism. This has also given me problems with memory, and concentration – which doesn’t help when secretary. Now I knew this would mean a certain time out of the sport, but with hormone replacement I hoped I could return. Alas his has not turned out to be the case, when racing I am down ~100W, and fnish at the end of most events. This means I have lost contact with the sport, and for me personally this means I feel it right for me to stand down. It is a pity to leave the sport, but life goes on and I will just look for new interests.

Steve Barber took on a new job early in the year, and unfortunately this meant he was not able to spend the time on being Risk Assessment Secretary that he wished. Hence Steve stood down during the year.

Ian Boon, on taking on Open Events secretary was expecting to cut his work hours as heading to retirement. In practice he and Bridget have continued to work, and this means not enough time to be Open Events Secretary.

Club Time Trials.

2018 Events: The calling notice for Club Time Trials will come out in November 2017 for completion by the end of December 2017. The notice will be sent to the email addresses listed on the West DC website and should be forwarded to the clubs events co-ordinator / racing secretary. Clubs are requested to return the excel sheet without amending the formatting and not submit documents for transposing. This has led to errors in the past creating frustration for clubs and extra work for the secretary and web site manager.

Police Notifcations: All clubs must submit their Police Notifcation Forms (PNFs) in accordance with the CTT timetable for events and must keep a record of their acknowledgement / approval. These PNFs are required by the CTT in the event of an incident during a time trial.

Accident Notifcation: All clubs should ensure that a responsible person understands the process for submitting an Accident Report to the CTT. The process and requirements are clearly laid out in the CTT guidance. All incidents must be reported, even where it is a rider only involved incident.

Signing On Sheets: All clubs should note that the CTT have changed the signing on sheet and the new format should have been in use for 2017. The signing on sheet now has a section for confrming that the RA is valid at the time of the event, which performs the same function as the on the day assessment for Open Events.

Risk Assessments

All clubs are reminded that their course used for Club Time Trials and Open Event Time Trials must have up to date Risk Assessments (RAs) prior to the course being used. These RAs must be supported by a current trafic count. Updated RAs should be submitted to the RA Secretary. The RA is required to support any Accident Report to the CTT.

This year’s National ‘10’ Championship for Women and Juniors is to be hosted here in the West District.

As CTT affiliated clubs in the West this is a National event in your area and it would be good to see as many as possible club members being involved whether riding, volunteering or spectating.

The Event: RTTC NATIONAL CHAMPIONSHIP - Saturday 5th September 2015
For and on behalf of Cycling Time Trials under their rules and regulations
Women’s and Junior’s 10, plus the ‘Open 10’

TIME RACE 11.01 Open 10 – first rider 12.01 Juniors – first rider 14.01 Women – first rider On the course ‘U8’ – Marlborough/Beckhampton

Entry online@ctt.org.uk or via post to Nick Lowe, 2 Stonefield Close, Swindon, SN5 7EH or contact via secretary@westdc.co.uk

The help: I need marshals – the help needed can be all day or just for a period of time during the events. If there are enough volunteers then we can spread the load. If you want to be on a RAB all day then refreshments will be bought to you on a regular basis

A4/A361 RAB x 4 at a time

Car parking x 2 at a time

HQ x 2 at a time (there will be help from redhead PR as well)

(Refreshments, results, assisting sign-on).

Spotters for the start and finish.

Spectating: Numerous places along the course including The Bell @ Fyfield, The Wagon and Horses @ Beckhampton (this is just before the turn at the RAB), numerous lay-bys including Silbury Hill and West Kennet Long Barrow and where the Ridgeway crosses the A4 close to West Overton.

Please spread the word by posting this to your club news, speaking to riders at your club event or visit http://www.ctt.co.uk or http://www.timetriallingforum.co.uk

Nick Lowe (@nlowe6501)

The Open Events and Club Events for 2015 are now listed on the Events page

Dear Club Secretary/Club Representative,

You are invited to attend the CTT West District Date Fixing Meeting and AGM on Sunday 28th September 2014 at:
Maisemore Village Hall,
Church Road,
Maisemore,
Gloucester
GL2 8JE

It is planned that Date Fixing will commence at 1.00pm and the AGM at 2.00pm, however if representatives plan to arrive closer to 12.00 and the Gloucester City event is concluded we can start earlier.

This is your club’s chance to be involved with discussions that affect the organisation, promotion and continued running of Time Trialling in the West District and it would be nice see as many of the District’s clubs represented.

An agenda will distributed in due course.
If there any items that you wish to add to the agenda they will need to be sent to the District Secretary by 20th September 2014 as I would like to keep the meeting from overrunning on the day.

Items that need to be submitted without delay are:
• Nominations for committee positions
• Motions that you may want submitting to National

Downlioad Agenda and Notes here Agenda

Due to a high traffic count, we have had to revise usage on the A38 south of Bristol. Some events left this season we are OK with an early start. However the Somerset RC U21/10 scheduled for 10/8/14 has to move. The new date and time of the event are:

7pm Saturday 9/8/14

Unfortunately the Bristol South event on 24/5/14 had to be cancelled, a mixture of very bad weather, and an accident on the M5, which diverted traffic onto the A38 course.

The club is keen to rerun the event, and the West DC has agreed to this, so the event will be rerun on:

Sunday 27/7/14 9:00am

Now under changes in rules last year, the event can accept new entrants. Paper entries are fine and it is hoped to reopen the Internet Entry.

The Northover Vets event on Sunday 18 May has moved to a 7am start.

To all Time Trial Secretaries/Organisers

With the season already approaching for Club events and certainly underway for Open events it is evident to the committee that there are a number of courses proposed for use which are in urgent need of having their Risk Assessments reviewed and updated.

Whilst this may appear time consuming and unnecessary it is a requirement of event organisation that courses have their Risk Assessments reviewed annually and this would include a traffic count. Once Risk Assessments are completed they should be sent to the Risk Assessment Secretary.
Failure to undertake a Risk Assessment and submit up to date documentation will result in the District Committee removing approval for an event.

If you require any advice about the Risk Assessment process then please contact either:
Andy Shapland rasecretary@westdc.co.uk or
Nick Lowe secretary@westdc.co.uk.

The club events for 2014 have been updated. The new file is on the Events page (as a downloadable Excel file, link in top section).

If you have not yet submitted any notifications but intend to organise an event/s then please contact the club events secretary as soon as possible.

If you have submitted your events please remember that Risk Assessments, Traffic Counts and Police Notifications need to be completed and submitted within ‘good’ time.

The club events for 2014 have now been posted on the Events page (as a downloadable Excel file, link in top section).

If you have not yet submitted any notifications but intend to organise an event/s then please contact the club events secretary as soon as possible.

If you have submitted your events please remember that Risk Assessments, Traffic Counts and Police Notifications need to be completed and submitted within ‘good’ time.

The start time for the WTTA 100 on 26 June may have to be earlier than appears in the handbook. Concerns over the traffic volumes have led the organisers to consider moving the start to 5am, as this is a BBAR event the move will need to be approved by National.

The new Police contact for Gloucester Constabulary is now Chris Rawlings:
Chris Rawlings Police Sergeant 147 Road Safety and Traffic management Bamfurlong Cheltenham 01242 247090 Chris.Rawlings@gloucestershire.pnn.police.uk

A reminder to all Club Secretaries

Bear Foot Cottage
Mayhill
Longhope
Glos
GL17 0NP

01452 831249

A reminder to all riders

If your club has not paid its affiliation fee you will not be able to ride in any Time trials promoted by CTT.
The list on the Clubs page will be updated regulary to show which clubs have now re-affiliated for 2010. If your club is not on it contact your Club Secretary and ask them to ensure the forms and cheque have been submitted.

Open Events

The Open events list for 2010 has now been added to the website, club events will follow soon.