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adjusting the Velopark BMX Club development project. Our intention is and continues to be to take positive steps forward. The document below sets out to clarify the background of the project, outline the finances from year one and state clearly the conditions required for future partnership working with us. Background to the project The project was set up with the intention of working in partnership with volunteers to form a new BMX Club. The National Cycling Centre set out to support the set up, intending to gradually take steps back from being involved in the delivery of the project. Over the duration of the year, the project has had progressively less involvement from volunteers and has become increasingly led by National Cycling Centre staff. Most recently, the session has been run in exactly the same fashion as a mixed gates session, led by NCC staff. In the initial phases, there was a strong volunteer involvement that helped to get things up and running quickly with NCC support. Most notable was the race series which proved to be very well attended. Over time, though, the volunteering dropped off. A timeline of the committee resignations from the project is as follows: Vice Chair (January) Child protection officers (February and April respectively) Communications (March) Club coach (September)
This has left the committee unable to function as these roles have not been replenished. All of the positions above, plus administration and treasurer have had to be picked up by the National Cycling Centre on an ongoing basis to keep the session going. Our aim was to help generate enthusiasm and fresh interest in running the club. Even with the drop off in the committee, we were still optimistic things would move forward. We did not anticipate that our support would end up being ongoing cover for an unsustainable volunteer structure. Moving forward from the first year, the National Cycling Centre cannot be responsible for running a session that states it is a club. This would leave us with a very confused perspective on what a club session is and what a venue session is. Already, our involvement has been at times, confused, and we are keen to clarify our position. We had hoped that through an ongoing partnership with volunteers, we would all be clear on who is responsible for what. Due to this breaking down, unfortunately, this has not been the case. The resignation list does not reflect the investment of time from everyone who has been involved. There have been some great successes to the project which could not have been possible without the hard work of volunteers. The National Cycling Centre is hugely grateful to everyone who has given up their time and hope you will want to be involved in future. Finance and admin introduction At the beginning of the volunteer and NCC partnership to form the Velopark project, it was agreed that the NCC would be responsible for managing the finances and administration for the set up phase. The conditions were as follows: All session and race attendance fees go to the NCC to contribute to track time / staffing / facility costs All membership fees would be used by the volunteers to help develop the project Admin of bookings would be done by the NCC, including priority booking Admin of membership forms would be done by a volunteer representative Communications would be done by a volunteer representative and by the NCC
VELOPARK YEAR 1 FINANCES: The financial breakdown below outlines volunteer and NCC income. It also offers a value comparison of the time and resources invested in the project by the NCC. 1. VOLUNTEER INCOME STREAMS ACCESS SPORT FUNDING At the set up of the project, Access Sport attended meetings working in partnership with the project. They openly offered £4000 funding to be spent over a 2 year period. Unfortunately, due to missing the deadline for procuring this funding, it has never been released and cannot now be released to the project. The NCC has never received this funding and greatly regrets missing this valuable opportunity to use this money to enhance the club development project. FUNDRAISER NIGHT The National Cycling Centre offered an evening free of charge to the remaining volunteers involved in the project for an event on August 23rd. This was to help raise the funds required to register the club with British Cycling. INCOME Membership fees Income 115 members £575 Fundraiser night £246.15 (held by a volunteer) Total income £821.15 EXPENDITURE Items Cost Membership cards, posters, leaflets etc. Purchased through Rockfield Media. 484.42 Website 71.96 Total expenditure £556.38 TOTAL VOLUNTEER FUNDS REMAINING £264.77 2. NCC INCOME STREAMS a) WEEKLY SUBS (taken in place of any track hire charges, removing financial risk from the volunteers involved) INCOME Visits Income 2063 general visits £7423.50 376 race visits £1836 Total income £9259.50 EXPENDITURE Delivery item Cost Core Coaching (45wks, 3hrs per wk, £20 per hr) £2700 Coaching extra (Sep / Oct / Nov – 9 weeks) £540 Race session coaching (3 events, 2 coaches, 3hrs, £20 per hr) £360 First aid (£60 per event) £240 Total expenditure £3840 TOTAL INCOME - NOT INCLUSIVE OF ADMIN, MANAGEMENT AND FACILITY COSTS £5419.50 3. COMPARITIVE VALUE AND NCC CONTRIBUTION a) VALUE OF TRACK HIRE (NOT INCLUSIVE OF BIKE / EQUIPMENT HIRE) £11760 b) VALUE OF COACHING STAFF £3840 c) TOTAL SESSION DELIVERY VALUE £15600 + admin /management/ facility costs d) VALUE OF TOTAL INCOME, BEFORE COACH COSTS DEDUCTED £9259.50 TOTAL NCC FINANCIAL SUPPORT £6340.50 + admin /management/ facility costs
Future Partnership Working The recent members AGM has been organised independently of NCC involvement. Although we were invited to attend, we were not given a clear outline as to the precise nature of the meeting. We have offered numerous opportunities to clarify this by meeting with us. All our offers were declined. To continue in partnership with the National Cycling Centre, Velopark BMX Club will need to be able to satisfy the conditions outlined in our recent letter to members, listed below: 1. A sustainable club management structure. 2. A group of sustainable and independent volunteers to deliver club sessions and club races. 3. A financially independent club. 4. A constituted and British Cycling affiliated club. 5. A service level agreement between the club and the National Cycling Centre. Contrary to our initial understanding, we now have reason to believe a constitution has been formed. We were aware of a draft early on in the project, but did not know this was officially voted in / registered. As the committee has been heavily depleted for some time, it is surprising to hear this has been completed and communicated to all members and partners for approval. As we are a primary partner in the set up, our lack of understanding relating to the constitution will need further clarification. It will be essential that any constitution aligns with a service level agreement with us or it may prohibit future partnership work. Any terms within a constitution, which we may object to, could contribute to a necessary review of the content of the constitution. This would be a condition attached to our future support. A service level agreement between a given partner and the National Cycling Centre would further outline our core values, expecting that groups, wishing to affiliate to us, share and work towards our goals. In matters of partnership working, we happily work constructively with given groups willing to support our position. Any partnership that requires continued support from us must demonstrate a clear and continued willingness to work together. Another expectation of partnership working would be a supportive understanding of necessary changes in session times at the National Cycling Centre. The current changes set out to promote stronger community engagement in the project. We will always require flexibility on programme changes with any session to ensure our business adapts to varying demands. Supporting this need is essential in any partnership arrangement with us. We would like to state again, our current changes ensure Friday night progression coaching and mixed gates will be accessible to customers. Other matters BMX Club Bookings: The National Cycling Centre actively encourages BMX Clubs to book with us. Our recently employed booking with Manchester BMX Club is something we are really pleased to support. They are paying for this time as a private hire agreement with us that also includes some partnership working. This booking has not had any bearing on our decisions relating to Velopark BMX Club. We will always welcome and support BMX clubs at our facility regardless of other club projects that may be in place or changing. Local engagement: One key reason for the change is to promote local engagement. The facility will still be accessible to local young people on Friday nights with an incentivised price to help encourage this. Friday nights do attract a large proportion of travelling users who may stay for a weekend. As a National venue, we are keen to ensure all users can access our facility whilst still supporting community development. This is a key reason behind our desire to change the session to midweek, to make the club session as locally targeted as is possible. We hope you to have your continued support for the project moving forward.