Notice of 2023 Annual General Meeting

On Thursday 16th November 2023 at 7:30pm, we will be holding our AGM. We will be holding it in-person, and will post the location after our October committee meeting.

AGMs are the formal opportunity to get involved with your cycling club. Do you, or someone you know, want to have a positive influence on the local cycling community? If so, simply read the descriptions below, then reply to this email to nominate yourself or someone for a position. It’s simple! We are striving for a diverse and inclusive committee, so we are encouraging everyone to consider involvement, no matter how big or small the contribution is.

The agenda on the night will be as follows:

Welcome and apologies
Minutes of previous AGM
President’s report
Presentation of Financial reports
Constitution amendments (if any)
Executive Committee Elections
Life Memberships (if any)

All positions on the committee are open for nomination. Please see the position descriptions below to help inform your decisions.

NOMINATIONS CLOSE 8th November 2023 at 11:59pm.

President

As our club President you will:

Be a positive and public face of the club
Attend monthly club meetings
Chair meetings and AGMs
Delegate (or manage) the day to day operations of the club among committee members
Look to the best interest of all members
Prioritise the club’s goals and ensure the committee works towards achieving them.
Be well informed of all club activities across both disciplines
Ensure all members (road/MTB/track/gravel/etc) are represented fairly in committee discussions and decisions.
Set the overall annual committee agenda (consistent with the views of members)
Represent the club at AusCycling and other events
Ideally someone who loves cycling, can communicate well, and can build good relationships with our MTB and Road members.

Road Vice-President

As Road VP you will:

Support and assist the president
Attend monthly club meetings
Work with the committee to prepare a budget and a calendar
Represent ‘Road’ club member’s interests to the committee.
Liaise with the Road Ride Coordinator to provide feedback to the committee on the ‘Road’ side of the club
Work with the Road Ride Coordinator on handicapping and grading
In the absence of the president, the Road VP and the MTB VP will combine their powers and assume the president’s duties
Ideally someone who has good relationships with Road members

Mountain Bike Vice-President

As MTB VP you will:

Support and assist the president
Attend monthly club meetings
Work with the committee to prepare a budget and a calendar
Represent ‘MTB’ club member’s interests to the committee
Liaise with the MTB Ride Coordinator to provide feedback to the committee on the ‘MTB’ side of the club
Work with the MTB Ride Coordinator on handicapping and grading
In the absence of the president, the Road VP and the MTB VP will combine their powers and assume the president’s duties
Ideally someone who has good relationships with MTB members

Secretary

As Secretary you will work with and help the committee to achieve the following:

Check emails, and forward to the appropriate person
Forward any member or public correspondence to the appropriate person
Take and distribute minutes at club meetings
Attend monthly club meetings
Maintain/monitor leases, subscriptions and memberships
Monitor a club calendar and make arrangements for club meetings
Ideally someone who is organised, knows how to turn on a computer and can open mail

Treasurer

As our club treasurer you will:

Pay the clubs bills
Attend monthly club meetings
Ensure safe custody of all money
Be responsible for the club’s petty cash
Ensure that all money due to the club is collected and received and that all payments authorised by the club are made
Ensure that correct books and accounts are kept showing the financial affairs of the club, including full details of all receipts and expenditure connected with the activities of the club.
Prepare and monitor annual budget
Produce an annual financial report
Ideally someone who loves spreadsheets, is well organised, able to keep good records, trustworthy, and aware of legal requirements.

Coordinator – Road

As our Road Ride Coordinator you will:

Represent ‘Road’ club member’s interests to the committee.
Attend regular training rides
Attend monthly club meetings
Set and foster a positive example of sportsmanship for members
Be aware of club spirit and attitudes
Help the Road VP to manage the club calendar, handicapping and grading
Help the Road VP to organise and manage club road racing
Organise and attend regular training/social rides, to suit all Road riding members of the club
Wear club kit and encourage other club members to
Have input on the design of our club kit
Ideally someone who enjoys riding bikes, likes riding in groups on the road, and loves sipping lattes at cafes

Coordinator – MTB

As our MTB Ride Coordinator you will:

Represent ‘MTB’ club member’s interests to the committee
Attend any MTB social rides and racing
Attend monthly club meetings
Set and foster a positive example of sportsmanship for members
Be aware of club spirit and attitudes
Help the MTB VP to manage the club calendar, handicapping and grading
Help the MTB VP to organise and manage club MTB racing
Organise and attend training/social rides, to suit all MTB members of the club
Wear club kit and encourage other club members to
Have input on the design of our club kit
Ideally someone who enjoys riding Mountain Bikes, wheelies, and hanging with other MTB riders at the local rock garden

General committee

General committee members will:

Attend monthly club meetings
Be part of collective decision making on matters and policies of affecting the club and its members
You may use your special skills to help out with day to day running of the club or special projects
You may have special interest or more specific skills (summer racing, social media, web design etc)
Your input at our monthly general meetings will really help us out

We look forward to our members getting involved. Please reach out if you have any questions.