Committee meeting minutes: 22 September 2026

Venue: The Dorset, Lewes

Present: Darren Haynes (Chair), Dan Street (Road Race Secretary), Neil Edwards (Time Trial Secretary and Membership and Marketing Secretary), Paget Cohen (Acting Secretary, Press Secretary and Club Rides Coordinator), Chris Hurcomb (Off-road Secretary).

Apologies: Graham Faultless (Treasurer) and Mugs Gohl (Women’s Representative).

Previous minutes

The minutes of the meeting held on 6 June 2026 were accepted.

Officers’ reports

Chair

Darren thanked the Committee for its work and noted the club’s growth this year. Consolidating the membership by making sure we retain and involve the new members is now as much of a priority as ongoing recruitment. Neil will begin renewal reminders for 2027 in late November. The Committee would also welcome more members outside the Committee helping to organise and lead rides, both outdoors and on Zwift.

Secretary

The position remains vacant. Paget is willing to continue taking minutes but would prefer a permanent Committee member to take on the role, ideally by the January AGM. The principal task is taking minutes at meetings.

Membership and marketing

Membership stands at 109, an increase of 13 (13.5%) on the June meeting. Forty-two members have joined since the start of 2026, including nine women. There are now 19 women members, up from 14 (35.7%) at the beginning of the year. Eight members are honorary (five men and three women). Of the 101 other members, 96 are full members, four are second claim and one is a student.

Several riders from other clubs, including Eastbourne Rovers, have indicated that they may join LWCC when their current membership expires.

Rolling News has 153 subscribers. An average 77.5% of subscribers open the email, with around half opening within an hour of distribution and 100 opens normally achieved by lunchtime. Some 18.5% of readers click at least one link. Rolling News has been identified as the starting point in the journey for several new members.

Website traffic is down on the last quarter, principally because we were previously promoting the Crits. Instagram has 583 followers; the club has posted 16 times since the June meeting, averaging one post a week and receiving between 10 and 73 likes per post.

Treasurer

Graham submitted a report in his absence. Bank balances were £7,202.85 at the end of June, £7,133.36 at the end of July and £6,924.78 at the end of August. Spending included the GoPro camera and accessories, rewards to volunteers, including Bill’s vouchers, website maintenance and Facebook and Instagram promotion, in line with earlier Committee decisions. New membership subscriptions have helped keep the balance stable.

Time trials

There have been 216 starts across 11 events so far this year, an average of almost 20 per event. Wanderers accounted for 123 starts (57%), with guest riders accounting for the remainder. The new G10/89 course was well received; riders particularly liked finishing at the Roebuck. The plan is to run all 2027 events on G10/89. The existing courses (G10/87 and G10/88) could be included if racers request more variety.

CTT levies: A £3 levy is due on every time trial entry, including those taken by the club through SumUp or on the line. CTT deducts the levy from entries made through its website, and the club must settle levies on direct entries at the end of the season. The levy includes event insurance for riders. Of 216 entries so far, 99 have been declared to CTT (£297), leaving 117 entries and £351 in levies to be paid. The club currently has a credit balance of £40 with CTT to offset against the liability.

Entry fees: The Committee discussed making club time trials free for members in 2027. Chris noted that Brighton Mitre includes its members’ time trials within its annual subscription. There was a broad view that a similar arrangement here had merits, but would require a review of subscriptions to assess affordability. Action: Conversation to be continued and a decision made ahead of 2027 membership renewals.

Results system: Neil raised a possible switch from Result Sheet to CTT Live. CTT Live is included in the club’s CTT affiliation and could reduce manual work; Result Sheet costs £5 per event. Richard Mead had been consulted about the switch and was happy to go along with what the Committee decided. All entrants to TTs using CTT Live are required to have a CTT profile, and it was felt this might discourage people trying a time trial for the first time, unless a way can be found to accommodate entries manually on the line. Regular competitors might welcome having all their results in one place. Paget suggested asking Brighton Mitre and ESCA about their experience of CTT Live. Action: Neil will take forward.

Circuit of Chailey: The event is scheduled for Sunday 27 September. Marshals and timekeepers are in place, although only two riders had entered at the time of the meeting. The Five Bells is booked as headquarters and has offered breakfast from 10.30 am. The club estimated 20–30 people, including volunteers and Sunday Social riders, and agreed to guarantee 20 breakfasts (£140) to the pub. Attendees were expected to pay for their own breakfasts and the club agreed to cover tea and coffee (note: the club subsequently agreed to cover all breakfast costs for members – £175).

Road racing

Two Wanderers have raced this year, which the Committee welcomed. Dan has spoken to British Masters Cycle Racing (BMCR) and Surrey Cycle Racing League (SCRL) about a possible Lewes Wanderers Crit in 2027. John Powell also remains interested in running a club crit.

Dan recommended ruling out BMCR because its eligibility rules would exclude one member who raced this year and potentially another next year. The Committee agreed.

SCRL has supplied a document setting out its responsibilities and those of the promoting club. SCRL would underwrite the event and bear any loss if entries did not cover costs. It would arrange police approval, British Cycling registration, insurance, risk assessment, motorcycle escorts, ambulance, commissaires, accredited marshals, online entries, signing-on sheets and the registration of results. The club would need to arrange a headquarters, advance notices, course inspection and signage, equipment, flag marshals, drivers, finish line judges, a first aider, result collation and refreshments.

Club affiliation to SCRL would cost £70 a year. Entry fees would be £22.50 for SCRL members (whose annual rider membership costs £25) and £29.50 for non-members. The proposed race would use the Laughton course, with Half Mile Drove an option if Kennel Corner is unsuitable. SCRL suggested a Sunday race, and that the race be designated for Category 3 riders. Its proposed format, and whether the event would be standalone or part of a wider series, remain to be clarified.

Neil suggested forming an LWCC race team for the event and considering a subsidy for Wanderers racing in Category 4 with the aim of reaching Category 3. The Committee was broadly supportive, without agreeing the details. Chris noted that SCRL’s established events could also attract its regular racers to ours. Action: Dan will ask SCRL and John Powell for further details. The Committee’s initial view of SCRL was positive.

Press

There was little to report, although the number of Wanderers racing each week has given the club plenty of news and coverage in the Sussex Express has been frequent.

Club rides

Ride numbers remain healthy. When regular ride leaders have been unavailable, other social riders have generally stepped forward. Only two people rode to the recent Chase the Chalk social event, although nine responded to say they could not attend, suggesting the date may have been inconvenient.

The Sunday Social has gained fewer new riders than the Forge rides. Starting one ride each month from Bake Out in Cliffe High Street has retained regular riders and attracted interest from Lewes residents, so it will continue.

The Committee discussed promoting the Social rides with GoPro footage. Paget suggested Darren could film, given that he and Dan can easily pass the camera between them. Neil also noted that the new farm shop and café at the Roebuck might suit Forge rides, although it is close for longer Social rides.

Off-road rides

Chris thanked Mugs Gohl for helping to lead rides. The monthly off-road rides have attracted a strong core of regulars and many newcomers, and will continue on the first Saturday of each month for as long as the weather allows.

Though turnout was below expectations, those who rode Chase the Chalk or attended the social afterwards enjoyed it, and the field worked well as a venue,  The Committee discussed whether the event had been well enough integrated with the Forge ride, the time needed for the event, and whether the sportive-style format had been fully understood. The Committee supported running it again next year, perhaps in spring and with ride leaders. Dan suggested shorter routes with fewer road sections.

Social Secretary

The position is vacant. There was no report.

Any other business

Review of club rules

Neil had circulated a review of rules he considered out of date. The Committee discussed the proposals below as the basis for a revised set of rules to be put to members at the next AGM. These discussions did not amend the current rules.

• Club colours and racing kit (Rule 2): There was general agreement that members should determine the club’s colours, while the Committee should approve kit design. Significant kit redesigns would not normally take place more often than every five years, allowing an earlier change for good reason. Graham cautioned against too many designs. Paget favoured putting a change of colours to members only when someone proposes one, rather than holding an annual vote.
• AGM (Rule 4(a)): The AGM should be held in January without restricting it to the first or second available Tuesday. The requirement for 28 days’ notice should remain. A deadline for motions and an agreed agenda at least seven days before the AGM were supported in place of the existing 14-day agenda requirement.
• Committee (Rule 4(b)): The Committee agreed that the five essential elected positions should be Chair, Secretary, Treasurer, Membership Secretary and Club Rides Coordinator. The review also proposed allowing one person to hold more than one operational role while keeping Chair, Secretary and Treasurer as separate people; retaining the power to co-opt members until the next AGM; inviting other role holders to meetings; and allowing remote or hybrid meetings. The Committee expressly agreed to add provision for remote meetings.
• President (Rule 4(c)): The Committee agreed to make clear that a President can be nominated and re-elected for a further term.
• Second-claim members (Rule 6): The Committee agreed with the proposal to remove the existing restriction on second-claim members’ voting rights.
• Resignation (Rule 11): The Committee agreed to remove the requirement to notify the Secretary in writing when resigning; membership can end through non-renewal. Graham noted that subscriptions are non-refundable.
• Minutes (Rule 12): The rule should be updated so members can access minutes electronically.
• Member conduct (Rule 14): Neil proposed clearer standards for members, officials, volunteers and guests, covering dignity and respect, discrimination, harassment, bullying, intimidation, threatening or abusive behaviour, victimisation, unrelated political or religious campaigning, serious or persistent harm to others’ enjoyment or wellbeing, and conduct likely to bring the club into disrepute. He also proposed a fair process: telling a member the substantive allegations, allowing a response, avoiding conflicts of interest in decisions, using proportionate sanctions and allowing appeals against serious sanctions. A separate code or complaints procedure and a welfare or safeguarding officer were suggested. Chris asked whether the club could use or follow British Cycling’s policy and escalation process. Action: Neil will investigate before drafting the revised rule. No detailed policy or procedure was adopted at this meeting.
• Time trial rules (Rules 16–31): The Committee agreed that detailed time trial entry, award and competition provisions should be removed from the constitution so they can be reviewed without amending the club rules each time.
• Winding up the club: Neil noted that the current rules do not say what would happen to funds, trophies and other assets. Options discussed included a members’ vote on distribution to members, a donation to charity or a transfer to another club in a merger. No option was agreed.

Chris Hough memorial

Darren suggested a month-long competition on a hilly Strava segment to honour Chris Hough. The Committee questioned likely participation and whether it would be appropriate to commemorate one former member in this way to the exclusion of others who had died in cycling accidents. Members discussed the possibility of the Hough family providing a trophy for an existing event, perhaps the hill climb. Paget proposed continuing an early-January Memorial Ride, possibly to Daisy’s Tea Rooms, to remember all former Wanderers, which was agreed. Action: Darren will have further conversations with Chris’s family about what they would like to do. No new competition or trophy was agreed.

Club kit orders

Paget asked how demand for kit could be tracked and ordering made easier. WhatsApp polls were discussed and agreed to not be optimal. A range of two jerseys would simplify matters. The Committee agreed to stop promoting the 2025 Platinum Jubilee design.

Chris suggested opening the Kalas shop for a month at a time on a rolling quarterly basis, which was generally supported. The supplier’s usual five-item minimum was raised as a possible inhibitor to orders being fulfilled. Darren said Kalas had previously supplied smaller orders by special request. Action: Paget will develop the ordering process.

Gesture for an unwell member

Darren had been asked whether the club could do something for a member currently off the bike for health reasons. The Committee had no objection in principle and asked Darren to obtain a more specific suggestion.

GoPro subscription

Dan sought approval for a GoPro subscription costing £27.99 in the first year and £54 a year thereafter. He explained that the editing tools would help turn filmed material into promotional content. The Committee agreed that he could proceed.

Member survey

Neil reminded the Committee that the survey agreed in principle at the previous meeting hadn’t been actioned. Members noted that a survey had been conducted a few years ago and that new members answer some relevant questions when joining. There was little appetite for another survey at present.

Riding bingo

Chris presented a sample bingo card of 25 cycling activities, with a prize for completing a line of five, as a way of keeping members engaged over the winter. The Committee discussed how activities and prizes would be defined and verified; Chris suggested Strava screenshots as evidence. There was some doubt about take-up. A shorter list of five achievable activities was considered easier to administer. Action: Chris will develop the idea.

Parent and child ride

Neil had been asked whether the club could organise and promote a parent and child ride. The Committee was concerned about its ability to supervise juniors, even with parents present, and the likely range of ages and abilities. Action: Neil will explain that the club cannot arrange such a ride at present, but may be able to help if the member wants to organise one themselves.

Birthday cards

Neil proposed sending club birthday cards to members. He had found that 100 printed cards would cost ~£80. The Committee liked the idea in principle but was concerned about the work of writing and delivering them. An electronic card was considered less meaningful. Birthday mentions in Rolling News were suggested as a workable alternative.

Next meetings

AGM: Tuesday 19 January 2027 at 7pm, The Dorset.

Next Committee meeting: Tuesday 2 February 2027 at 5.30pm, The Dorset.