New Forest Cycling Week AGM Minutes
Date: Tuesday 28th July 2026
Time: 8.00 pm
Venue: Outside the Information Tent, Rally Field, Hurst View Campsite
Present: Alastair P, Becca P, David H, Anna R, Ingrid H, Simon J, Michelle S, Bill E, Cherie K, Ann B, Simone C, Maureen F, Anita A, Sue A, Mark P, Andrew N, Phil B, Trish T, Ian H, Jill H, C, Freddy W, Charlotte W, Philip T, David T, John H, Natalie B, Dave-Jo C, Peter R, Katherine M, Richard M, Claire C, Jason F, Sandra F, Morgan F, David G, Mia W, Elliot W, Brian C, Amelia S, Becky S, Chris C, Moji A, Carsten S, Thomasin D, Fiona T, Ava C, Clara S
Apologies: Marie C
1. Welcome
The Chair welcomed everyone to the Annual General Meeting and thanked members for attending.
2. Approval of 2025 AGM Minutes
The minutes of the 2025 AGM were approved as a true and accurate record.
Proposed: Simone
Seconded: Phil
There were no matters arising.
3. Chair’s Report
The Chair reflected on another successful New Forest Cycling Week and thanked committee members, ride leaders and volunteers for their continued commitment and support.
The Chair also expressed the members’ sadness at the tragic accident involving John and offered sincere condolences and support to Simone following her loss. The meeting recorded its gratitude to Simone and John for their significant contribution to New Forest Cycling Week, particularly their work in facilitating the move from the original rally site at Roundhill to Avon Tyrrell.
Despite some challenging weather last year, the event had been well received and continued to provide an enjoyable programme of rides and social activities.
The report was accepted.
4. Treasurer’s Report
The Treasurer presented the audited accounts for approval.
The meeting noted that the event remains financially sound. Income and expenditure were in line with expectations, although increasing operating costs in relation to income continue to be monitored.
Thanks were given to David for his donation during the year.
The audited accounts were approved by David-Jo C and seconded by Anita.
Action: Treasurer to continue monitoring costs.
5. Secretary’s Report
The Secretary presented the annual report, highlighting:
- Improvements to Cycling UK and New Forest Cycling Week websites.
- Successful use of Google Forms for registrations and volunteer administration.
- Development of Ride Leader guidance and supporting documentation.
- Introduction of a rider sign-in process to improve attendance records.
- Production of activity posters and draft itineraries.
- Continued support from committee members and volunteers throughout the year.
- The Secretary thanked Alastair for his significant technical support and thanked all volunteers whose efforts enabled another successful Cycling Week.
The report was received.
6. Site Organiser’s Report
The Site Organiser thanked Denise Farmer and the Hurst View team for their continued support and co-operation during Cycling Week.
The report covered:
- Promotion of Cycling Week and encouraging members to distribute flyers and business cards.
- Improvements to information for new attendees, including the weekly itinerary and arrangements for welcoming new participants.
- The importance of members helping new or solo attendees to feel welcome and become involved in the week’s activities.
- A request for members to assist with the Saturday morning clear-up of rally equipment, with 9.00 am suggested as the meeting time.
The report was received.
7. Webmaster’s Report
- The website continued to perform reliably throughout the year.
- Online registration systems and website updates had worked well and would continue to be refined.
Proposed that a skilled member of our community might join the committee in the role stand in the role of Social Media and Promotion Lead.
The report was received.
Action: Continue improving website content and registration processes.
8. Social Secretary’s Report
- The social programme was well attended and positively received.
- Thanks were recorded to everyone involved in organising and supporting the social events.
9. Youth Member’s Report
No report but thanks were expressed to our Youth Member for her contributions and insight.
10. Any Other Business
i) Review of Campsite Arrangements
The Site Organiser introduced a proposal to review the current campsite arrangements for future Cycling Weeks.
Members discussed a number of factors including:
Increasing campsite costs.
Facilities available at the current site.
Potential alternative venues.
Accessibility for participants and volunteers.
Maintaining the close relationship between the campsite and the Information Hub.
Preserving the atmosphere and character of New Forest Cycling Week.
Members recognised both the advantages of the current campsite and the need to consider future sustainability.
It was agreed that we would remain at Hurst View for the time being.
Action: Members were invited to investigate suitable alternative campsite options, including costs, facilities and practical implications, and present any recommendations to the Committee for further discussion.
ii) Ride Leader Recruitment
The continued need to recruit additional Ride Leaders was discussed.
Members were encouraged to consider Cycling UK Ride Leader training and to seek out conversations/support from existing ride leaders. Members were reminded that they are all eligible to lead rides and that further guidance and risk assessments are available in the tent and on the Website.
Action: Promote Ride Leader training and encourage further Ride Leaders before the 2027 event.
iii) Long-term sustainability of New Forest Cycling Week.
Members discussed the importance of attracting new members, especially families to ensure the long-term sustainability of New Forest Cycling Week.
Action: Members to actively encourage new participants throughout the year. Appointment of Social Media and Publicity Lead. Mia was appointed to this role.
Presented by Dave-Jo C and seconded by Phil.
Publicity:
Ways of increasing awareness of New Forest Cycling Week were discussed, including earlier promotion and increased engagement with local cycling groups.
Action: Committee to review publicity and promotional activity for 2027.
11. Election of Committee
As there was one nomination for each position, the following committee members were elected en bloc:
Chair: Sharon C
Secretary: Becca P
Treasurer: Rupert H
Site Organiser: David H
Webmaster: Alastair P
Social Secretary: Anna R
Youth Member: Clara
Social Media and Publicity Lead: Mia
12. Appointment of Auditor
The current auditor was reappointed for the forthcoming year: Phil B
13. Close of Meeting
There being no further business, the Chair thanked everyone for attending and closed the meeting at 9.46pm.
Next year’s AGM will take place between 7:30pm, ending by 8:30pm on either Sunday 25th or Monday 26th August 2027, TBC.
Action Log
| Action | Lead | When? |
| Monitor event finances and future operating costs | Treasurer | Ongoing |
| Continue improving website and online registration | Webmaster | Ongoing |
| Investigate alternative campsite options and report any findings to the Committee – before any decision is made | Interested parties | Ongoing |
| Recruit additional Ride Leaders and promote Cycling UK training | Committee | Before 2027 event |
| Review publicity and promotion of Cycling Week | Social Media Lead, Committee and members | Before 2027 event |