Annual General Meeting – Get involved

Annual General Meeting – Get involved

The 2017 Velo Club Melyd Annual General Meeting (AGM) will be taking place between 1900 and 2200hrs on Wednesday 22nd November at Marsh Tracks, Glan Y Morfa Industrial Estate, Marsh Road, Rhyl, LL18 2AD .

The club is made up of its supporting members, and this is one of those occasions where your voice can be heard. Get involved, have a voice, support your club, find out where we are, and where we are going. Help guide us to be a better club for 2018.

Announced today on the VC Melyd Facebook page – the AGM event was posted, where youIcan register your availability/interest in going.

“A reminder to all paid up club members, your clubs AGM is on Wednesday 22nd Nov. 19.00 at Marsh Tracks, Rhyl. A productive and informal meeting is envisaged as far as i am concerned.Your contributions will be welcomed.” — Steve Sharp, Club Chairman.

Amongst other topics to be covered, there is the re-election of committee members and three positions that are looking for new charges.

At the time of writing the agenda stood as the below. Should you have any issues, questions, or similar – do not hesitate to raise them with Mark using the AGM page.

1. Club Overview

Working through what the club has delivered in 2017, membership, events, so on.

2. Financial Update

A rundown of the finances of the club, where we are, what 2017 saw, and moving forward.

3. Committee Members

The holders of the current positions are stepping down, so we will require new holders for these rolls. Should you wish to nominate, or volunteer, let the club secretary (Mark Allen) know before the 17th November.

– Women’s Development Secretary;
– Social Secretary;
– Junior Secretary.

4. Open discussion for the Club plans for 2018

to include, but not limited to –
Club volunteers & Coaches – as always we need a little more help for 2018 – how can we address this;
Plans for 2018 race support – do we continue to support the KoM series, Welsh Cycling Road & TT Champs and Marsh Tracks;
Our financial position is stable – can we identify non grant aided projects that we can support to benefit the club members – ideas, please;
Spring training camps – ‘Train in Spain’ or self-supported;
2018 away days/weekends – suggestions.

Wednesday: The new Tuesday

Wednesday: The new Tuesday

Soon enough March will be upon us. The current ride rota for Sunday will run dry, the current smattering of Snowdops and early blossom will have given way to light in the evenings, and Spring… oh, and obviously riding without a-million-layers-lamps-batteries-mudguards and (far less) road filth. “Rejoice!

To mix things up a little this year, and to help support the VCM & RCC 2017 Time Trial Series, should people wish to ride it… the Tuesday night rides are moving to Wednesday’s. Still the same start point. Still the same time. …and the same award winning company.

Wednesday’s, 1830hrs Saints Gym car Park, Meliden, Denbighshire.

Route and pace dictated by those in attendance.

35 mile’s ish (probably).

Wednesday… the new Tuesday.

This, along with the return to 9am start for the Sunday rides is not due to start until March – so be excited, but wait until March. In the interim… Tuesday nights… lights, come join us.

The following announcement was made by our Glorious Leader earlier this week:

At the last committee meeting it was agreed to change the evening ride from a Tuesday to a Wednesday commencing 1st March.The logic being to add support and participation in TT league,also to hopefully expand volunteer numbers when we host race series at Marsh Tracks,(Ride cancelled on Wednesdays we host).I have already had mixed views on this plan which is to be expected,The committee continue to aim to please most people most of the time.” — Steve Sharp (Club Chairman).

*N.B. Stuck on Wednesdays, still want to ride Tuesday’s, want to know if others are out? Sure, Facebook, Twitter, WhatsApp, Text, Phone call, Post… organise an unofficial ride. This is not the harbinger of doom or the end of days – it is a trial, and other options do exist : )

2016 AGM Minutes

2016 AGM Minutes

Following this years AGM last Wednesday 23rd November 2016 – the minutes and overview have been circulated out to members using the BC management portal.

At the end of the evening the committee stood as:

Club Chairman – Steve Sharp

Club Secretary – Mark Allen

Treasurer – Nick Rowlands

Club Welfare Officer – Sarah Overson

Women’s Development Secretary – Julie Allen

TT Secretary – Andy Malcolm

MTB Secretary – Justin Lewis

Social Secretary – Alex Clewett

Kit Secretary – Mandy Rowlands

Race Secretary – Simon Parkinson

Membership Secretary – Sally Cunliffe

Go Ride Representative – Pete Lessiter

Junior Secretary – [ NONE ]

Eleven Committee members and ten others were in attendance. The evening took the form of a short presentation, review of finances, and the discussion points for the evening.



Membership is now at 164 members – a 6% growth over last year;

Female Membership is up to 66 now – a growth of 29% over last years figures;

Under 18’s up to 54 – a growth of 38% since last year.


Coaches are down by two since last year, however VC Melyd have 1 Level 3 British Cycling coach, and 5 Level 2 Coaches;

VC Melyd have delivered over 2000 years of coaching were delivered at Marsh Tracks – 10% up on last year;

VC Melyd have delivered six Go Ride Race events were delivered – four more than last year.


Maintained Go Ride, and Club Mark accreditations;

Welsh Cycling Club of the Year – nomination – and runner up again;

Welsh Cycling Volunteer of the Year – nomination – and runner up again.

AGM Notes and Actions

Present at Meeting

Mandy Rowlands

Gwen Brockley

Simon Parkinson

Julie Allen

Chris Winn

Kevin Hornsby

Nick Rowlands

Paul Rutt

Mark Allen

Alan Overson

Pete Lessiter

Greg Powell

Sarah Overson

Alex Clewett

Carol Powell

Sue Seller

David Owen Booth

Steve Sharp

Kath Sparrow

Sally Cunliffe

Richard Addison

2016 Overview

  • Recognised good growth in the again during 2016 – with especially strong growth in under 18’s and female membership. Special thanks to Pete & Julie for leading the regular coaching session that have supported this growth

  • Question on membership split by age – total club membership is 164 – female splits as 39 over 18 and 27 under 18 and male splits as 71 over 18 and 27 under 18.

Financial Summary

  • Recognised good stable position of the club

  • Discussion on giveaway of kids kit – agree to continue, but look to fund raising from parents to support – action for coffee mornings – Pete to lead conversation with parents at coaching sessions

Committee Membership

  • Steve Sharp’s nomination accepted as Chairman

  • Sally Cunliffe’s nomination accepted as Membership Secretary

  • Pete Lessiter’s nomination accepted as Go Ride Representative

  • Alex Clewett was nominated and accepted on the night to fill the position of Social Secretary

  • All other positions remain unchanged

Discussion around how to attract an under 18 member onto the committee to fill the Junior Secretary position – Chris Winn and Alex Clewett to address via the young ambassador program.

Club Specifics

  • Club volunteers

    • Agreed that those that have and continue to volunteer are a credit to the club and facilitate the events we host, but, we cannot take them for granted

    • Agreed that those asked say that volunteering give them a ‘buzz’

    • But, we need to help in explaining the role of a volunteer – action to write simple descriptions of the roles and capture some testimonials from those that have volunteered – host on FB & website

    • We also need to ensure we recognise those that do volunteer – discussion around offering FoC kit, ride alone in race convey cars etc. – actions to be agreed at first committee meeting in 2017

  • Coaching

    • Very similar to above – pool of volunteer coaches who need a little more help to spread the load, but we haven’t publicised what a coach is, how to access training and specifically what help we need

    • Agreed that the parent group should be approach to look for the next batch of formal coaches, plus helpers with task like bike allocation etc. – Thursday coaches to kick off conversations and specific to be agreed at first committee meeting in 2017

  • Ride plans

    • Agreed that we’ll keep going with the rota system (can those that do ride regularly please do help).

    • We will stick with one planned route until the 26th March (when the clocks change) – then go back to two routes.

    • During the winter we should try and maintain a cohesive group on the road.

    • Those wanting a faster winter ride will have the option of rendezvousing at the café – Alan is likely to lead these rides.

    • For those selecting which ride to do, they should be respectful of the estimated average speed and pick routes that are achievable – this should avoid frustration on all sides – some updates will be suggested for the website.

    • Route planners should also plan sensibly.

    • We also asked that route planners do actually ride on the day – if they are not available – they should swap with someone who is going to be there.


  • Winter training camp – target w/c 11th March – Alan to arrange FB posting to capture likely numbers (£500 based on two sharing a room, £575 single occupancy – plus fligts).

  • Discussed providing more content for the web site – some of the above will lead to some update, but more news articles etc. are requested.

  • Social rides / quiz nights etc. with other clubs discussed – Alex & Steve to plan.

  • Mince pie bimble – 24th December – 10am from the Nature Reserve – then back to #13 for mince pies etc – collection this year in aid of St. Kentigerns.

  • Turkey ride – 28th December – Steve to confirm details.

Steve closed the meeting, thanked all those for attending


Words from our new Chairman

Words from our new Chairman

After initial suspicions that club rides would require cottered cranks, and acceptable cycle computers, were to be the type with the numbered dials that go on your fork leg down by the hub… our Glorious Leader has stepped forward to address these wild and outlandish claims and set out a route map for the year ahead under his expert supervision.

These very words were hand cherished by His Excellence earlier today:

I felt it appropriate to post my thoughts following becoming Chairman of VC Melyd, I have been an active member of the club for over ten years after a protracted history of riding bikes. Since joining the club I have met and continue to meet some very good folk who dedicate plenty of their own time to promote our sport and club in a positive fashion. The diversity within the club has greatly increased over the last few years and the governance has improved in tandem with this. Our membership numbers are healthy and we are able to facilitate ongoing coaching sessions and to host race series earlier in the year. I hope we can continue to develop as a club and being an active member will become the norm. Within my tenure I hope to galvanise the club with the support of a good team, the committee works hard to address and support the club and in my view if we can please most members most of the time that’s a good job. I hope to be a member of a club that essentially ride bikes and has fun but who also pull together when necessary to support events. As many of you know IT is not my bag and typing is an arduous task for me. To summarise I feel honoured and privileged to be Chairman of VC Melyd, I hope to cultivate a sense of positivity, honesty and closer links with other clubs locally. Here’s  to the year ahead, best wishes to you and yours.

–Steve Sharp, El Presidente

In other exciting cabinet reshuffles the following changes have been made to the committee:

Welfare – With Our Glorious Leader stepping down and mounting his throne – Sarah Overson will be increasing her roll as welfare officer;

Social – Sally Cunliffe is stepping down after a fabulous year at the head of the VC Melyd social machine, to be replaced by Alex Clewett, ‘in-a-club-style’;

Membership –  Now keeping her finger on the pulse of who has and not paid as well as keeping our collective paperwork pristine – Sally Cunliffe.

Go Ride – Pete Lessiter is stepping up as our representative for the little people.

I think it is fair to say that we are all very grateful for their continued service… and here is to a 2017 of happiness and productivity for the collective.

Annual General Meeting 2015

Annual General Meeting 2015

The 2015 AGM took place at Marsh Tracks on Tuesday 27th October 2016 2030hrs – with 27 club members in attendance.

A very positive review of 2015 took place before outlining suggested changes and activities for the year ahead.


VC Melyd has 154 members – a 101% growth since 2013.

Female membership at 45 members or 29%.

We have 38 members under the age of 18 or 25%.


Comparatively – we have a lot of qualified coaches in VCM

1x British Cycling Level 3 Coach.

8x British Cycling Level 2 Coaches.

1x British Cycling Level 1 coach.

Over 1600 hours of coaching delivered by VC Melyd at Marsh Tracks, Rhyl.

This equates to an average of 160 hours per coach or 3 hours a week.


‘Welsh Cycling Go Ride Club of the year 2016’ runner up.

‘Welsh Cycling Volunteer of the year 2016’ runner up.

‘Insport’ disability inclusion award.

Go Ride ‘Club Mark’ awarded, setting us aside from other Go Ride clubs.


A strong committee that has grown this year.

Healthy positive balance and improved banking abilities.

Planning ahead for an even stronger 2016.



Rules & Constitution of Velo Club Melyd

1. The club will be called: VC Melyd

2. The Purposes of the club
The purposes of the club are to promote the amateur sport of cycling in North Wales and community participation in the same area.

3. Permitted means of advancing the purposes

The committee has the power to:

  • Acquire and provide grounds, equipment, coaching, training and playing facilities, club house, transport, medical and related facilities
  • Provide coaching, training, medical treatment, and related social and other facilities
  • Take out any insurance for club, employees, contractors, players, guests and third parties
  • Raise funds by appeals, subscriptions, loans and charges
  • Borrow money and give security for the same, and open bank accounts
  • Buy, lease or licence property and sell, let or otherwise dispose of the same
  • Make grants and loans and give guarantees and provide other benefits
  • Set aside or apply funds for special purposes or as reserves
  • Deposit or invest funds in any lawful manner
  • Employ and engage staff and others and 
provide services
  • Co-operate with or affiliate to firstly any bodies regulating or organising the Sport and secondly any club or body involved with it and thirdly with government and related agencies
  • Do all other things reasonably necessary to advance the purposes.
  • NONE of the above powers may be used other than to advance the purposes consistently with the Rules below and the general law.

4. Membership
Membership of the club shall be open to anyone interested in the sport on application regardless
of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis. The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
The club committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to an appointed panel consisting of club members.
5. All general meetings
All members may attend all general meetings of the club in person.
Such meetings need (insert number of days, usually 21) clear days’ written notice to members.
The quorum for all general meetings is (insert number of people) members present or (insert percentage) of the total membership whichever is greater.
The Chair or (in his or her absence) another member chosen at the meeting shall preside Except as otherwise provided in these
Rules, every resolution shall be decided by a simple majority of the votes cast on a show
of hands. Formalities in connection with General Meetings (such as how to put down resolutions) shall be decided by the committee and publicised to club members.
6. Annual General Meetings (AGM)
The club will hold an AGM once in every calendar year and not more than 15 months after the last AGM.
At every AGM:
• The Members will elect a committee including a Chair, Treasurer and Secretary to serve until the next AGM
• The Treasurer will produce accounts of the club for the latest financial year audited as the committee shall decide
• The committee will present a report on the club’s activities since the previous AGM;
• The Members will appoint a suitable person
• To audit the accounts; and the Members will discuss and vote on any resolution (whether about policy or to change the Rules) and deal with any other business put to the meeting.

7. Extraordinary General Meetings (EGM)
An EGM shall be called by the Secretary within 14 days of a request to that effect from the committee or on the written request of not less than (insert number of members) members signed by them. Such an EGM shall be held on not less than 14 or more than 21 days’ notice at a place decided upon by the committee or in default by the Chair.

8. The Committee

• Role
Subject to these Rules the committee shall have responsibility for the management of the club, its funds, property and affairs.

• Property
The property and funds of the club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules.
The club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, event expenses, post event refreshments and other ordinary benefits of Community Amateur Sports clubs as provided for in the Finance Act 2002.
The club may also in connection with the sports purposes of the club:
Sell and supply food, drink and related sports clothing and equipment;
Employ members (though not for riding) and remunerate them for providing goods and services, on fair terms set by the committee without the person concerned being present;
Pay for reasonable hospitality for visiting teams and guests;
Indemnify the committee and members acting properly in the course of the running of the club against any liability incurred in the proper running of the club (but only to the extent of its assets).
The committee will have due regard to the law on disability discrimination and child protection.

• Composition
The committee shall consist of at least three and not more than 10 members
The committee members may co-opt club members (up to the maximum permitted number) to serve until the end of the next AGM.
Any committee member may be re-elected or re-co-opted without limit.
A committee member ceases to be such if
he or she ceases to be a member of the club, resigns by written notice, or is removed by the committee for good cause after the Member concerned has been given the chance of putting his/her case to the committee with an appeal to the club members, or is removed by club members at a general meeting. The committee shall fairly decide time limits and formalities for these steps.

• Committee meetings
Whenever a committee member has a personal interest in a matter to be discussed, he/she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned.
The committee may decide its own way of operating. Unless it otherwise resolves the following rules apply:
At least 2 members must be present for the meeting to be valid;
Committee meetings shall be held face to face;
The Chair, or whoever else those present choose shall chair meetings
Decisions shall be by simple majority of those voting;
A resolution in writing signed by every committee member shall be valid without a meeting
The chair of the meeting shall not have a casting vote.

• Delegation
The committee may delegate any of their functions to sub-committees but must specify the scope of its activity and powers; the extent to which it can commit the funds of the club; its membership; its duty to report back to the committee. The committee may wind up any sub-committee at any time or to change its mandate and operating terms.

• Disclosure
Annual club reports and statements of account must be made available for inspection by any member and all club records may be inspected by any committee member.

9. Amendments
These Rules may be amended at a general meeting by two-thirds of the votes cast but not (if relevant) so as to jeopardise the club’s status as a Community Amateur Sports Club as first provided for by the Finance Act 2002 and not in any event to alter its purposes (unless the procedure set out in 9 (b) has been followed) or winding up provisions.
The club purposes may be changed to include another eligible sport if the committee unanimously agree and the members also agreed the change by a 75% majority of votes cast.

10. Winding up the club
The members may vote to wind up the club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.
The committee will then be responsible for the orderly winding up of the club’s affairs.
After settling all liabilities of the Club, the committee shall dispose of the net assets remaining to one or more of the following:
To another club with similar sports purposes which is a charity and/or; To another club with similar sports purposes which is a registered CASC and/or;
To the club’s national governing body for use by them for related community sports.

Velo Club Melyd Code of Conduct for Parents, Carers, Adult Members, Volunteers Other Supporters

As a parent/carer of a member of the club, you are expected to abide by the following code

I will –

  • Inform the coach of any specific health requirements or medical conditions of my child in advance of the coaching session by completion of a club membership form or a parental consent form;
  • Advise the coach if my child has to leave early or is being collected by someone other than a parent/carer, giving details of the arrangement including who will be collecting my child, when and at what time;
  • Encourage my child to learn the rules and play within them;
  • Discourage unfair play and arguing with officials;
  • Help my child to recognise good performance, not just results;
  • Set a good example by recognising fair play and applauding the good performances of all;
  • Never punish or abuse a child for losing or making mistakes;
  • Publicly accept officials’ judgements and teach children to do likewise;
  • Support my child’s involvement and help him/ her to enjoy his/her sport;
  • Use correct and proper language at all times;
  • Remember that children participate in sport for their enjoyment, not mine;
  • Support all efforts to remove verbal and physical abuse from sporting activities;
  • Respect the rights, dignity and worth of every young person regardless of their gender, ability, disability, cultural background or religion;
  • Show appreciation and respect for coaches, officials and administrators. Remember, without them, your child could not participate.

Velo Club Melyd Code of Conduct for Young People

As a member of the club, you are expected to abide by the following code.

I will –

  • Arrive for training and competition in good time to prepare properly;
  • Wear suitable kit (including a helmet) and clothing for all cycling activity sessions, as agreed with the coach;
  • Warm up and cool down properly on all occasions;
  • Play within the rules and respect officials and all their decisions;
  • Be a good sport by applauding all good performances, whether they are made by my club or the opposition;
  • Control my temper – verbal abuse of officials and other riders, or deliberately distracting/ provoking an opponent is not acceptable or permitted behaviour in any sport;
  • Work equally hard for myself and my club – remember, the club’s performance will benefit, and so will I;
  • Respect the rights, dignity and worth of all participants regardless of their gender, ability, disability, cultural background or religion;
  • Pay any fees promptly;
  • Abide by the rule that junior members are not allowed to smoke on club premises or while representing the club at competitions;
  • Abide by the rule that junior members are not allowed to consume alcohol or drugs of any kind on club premises or while representing the club;
  • Treat all participants in cycling as I would like to be treated – not bullying or taking unfair advantage of another participant;
  • Cooperate with my coach, club mates and opponents – remember, without them there would be no competition;
  • Thank officials and opponents after competition.