Minutes of the 32nd Audax UK AGM

Held at the Hotel Metropole Llandrindod Wells on 5th January 2008

The meeting started at 14:07
Chairman Keith Benton welcomed members to the meeting and was sad to report having been advised of the passing of the following members: Alexander Smith, Gordon White, Trevor Boylan, Keith Harmer, Clifford Boarer, Ralph Lipsett, Graham McCargo, Stan Nicholls, Euan Porter. He also paid a short tribute to Graham Mills who had passed away in March and who had done so much for Audax and cycling in Wales. An update on Simon Doughty condition revealed he had been moved to a new home at Rowland House, 1a Lime Tree Avenue Thames Ditton Surrey where he has settled in well. Progress, as ever in such cases is variable, and although his speech was non-existent when last visited, his memory was good and he communicated by nods and shakes of the head. He appears to be comfortable and happy. Friends are encouraged to visit him to provide additional stimulation but are asked to ring the home on 020 8972 9143 in advance to ensure their visit does not clash with his routine therapy. Further progress reports routed via the Secretary will be much appreciated.
Moving on, DKB appealed for a volunteer to administer the National Series, which had rather fallen into abeyance without Graham’s impetus. Another one was requested in the wake of Derek Slann’s resignation, to assist the Secretary with updating the trophies prior to future prize-givings. Finally, a third is needed to help Francis Cooke with the computerisation aspects of the new on-line event entry system and on-line membership renewal.

1) Those present were asked to add their names to a list of attenders.

2) Apologies for absence have been received from Colin & Sonya Crawford, Sue Gatehouse & Keith Harrison, Gerry Goldsmith, Dave Hudson, Maggie Lewis, Bernard & Ann Mawson, Ray Smith, Steve Snook, Stan Thomas and Tim & Pauline Wainwright.

3) Those present were asked to approve the minutes of the previous AGM. Proposed by Helen Vecht, seconded by Gerry Boswell. Carried nem con.

4) There were no matters arising.

5) Officers’ Reports: The reports of Francis Cooke, Gerry Goldsmith, Nev Holgate, Richard Phipps, Ritchie Tout and Sheila Simpson were published in the 2008 Calendar and there was nothing to add except in the case of the last-named who said the Publications team had been evaluating various grades of paper for Arrivée and had opted for the one used for issue no 98. Nev Chanin proposed a vote of thanks to that team for all their hard work during the year.
Copy reports of Sue Gatehouse / Keith Harrison, Pam Pilbeam and John Ward were distributed at the meeting. John gave a brief verbal resume of his and Pam added the club photocopier could handle colour inserts for Brevet cards at a cost of 50p each.
Peter Marshall gave an entertaining account of his year, dominated, naturally, by PBP. AUK had 326 entries for that event; it was the first time on-line entries had been tried and it had gone fairly smoothly with a great deal of help from ACP when difficulties had arisen. On the event itself, AUK had done very well, with a low DNF rate even allowing for some riders who were out of time. Although the event was over, e-mails and translation work still continued in this connection.
Ian Hennessey gave a short address outlining his efforts, which had met with varying success. Cycling Plus was normally good and had sent a reporter on PBP, the report appearing in the current issue. The Guardian occasionally printed relevant stuff and he appealed for any usable copy to be submitted to him.
Ritchie Tout detailed the reasons for his proposed subscription increase, stressing that although it was a substantial percentage change, it was from a low level and would last, hopefully, for about five years. In view of the difficulty of changing standing order payments, it was preferable to have occasional large increases rather than annual small ones. Chris Wilby queried whether the increase in membership levels would contribute to greater income. RT replied that as the level was largely static, the revenue increase was minimal. Nev Chanin queried the current level of honoraria and where they were shown in the accounts. RT replied the current total was £4000 and had remained unchanged for three years; the figures were included in the accounts under the appropriate headings. Chris Wilby also asked whether government grants could be sought. RT replied our activities are too restrictive for the Charity Commission, and it was not cost effective to do so. In any case, they would only apply for a limited time. SS added that Melita Luxton had turned down similar monies for LEL, not wishing to have external restrictions placed on that event.
Acceptance of the Officers’ reports and the Treasurer’s recommendations was proposed by Derek Slann, seconded by John Radford and carried nem con.

6) Sheila Simpson spoke to give some historical background to her proposal. The Unique Selling Point of ACP in 1920 was validation and recording of completed Brevets. Initially, AUK had relied on ACP’s system, but in 1988 had introduced BR events (nationally rather than internationally recorded) and she felt this activity should be specified in our regulations, as it has been our USP. Carried nem con.

7) Francis Cooke outlined the rationale for his proposal to cover the changes in the validation process which was merely reflecting and codifying actual current practice. Carried nem con

8) DKB vacated the chair briefly to hand over to RP to conduct the process of his re-election. Having been duly proposed and seconded, his nomination was put to the meeting. Elected nem con. After he returned, the re-election of all other officials en bloc was proposed by Jim Hopper, seconded by Chris Crossland and carried nem con.

9) Henry Bye mentioned that Ray Craig, a founding Auk, had suffered a stroke two years after retirement, and was now in a W. Berks nursing home. Sadly, his family are being unco-operative and no news of his progress can be gleaned.
Graham Wanless queried the deadline of 1st October for AGM proposals. This appeared to be unchanged since the time when the AGM was held earlier in the season, and was also dictated by inclusion of the Agenda in the Calendar and stipulated in the Articles rather than the Regulations.
Derek Slann reminded the meeting of a Board decision to retain trophies to avoid problems with punctual return.
Pam Pilbeam apologised to members who had had to amend their cheques, as following a tightening of Bank procedures, cheques in favour of the club should be made out to Audax United Kingdom in full since initials are no longer acceptable. Payments to individual organisers are unaffected. Following an error by her suppliers, she had a surplus of PBP tops which were being offered at the bargain price of £10 (£20 for thermal jackets) There would also be details in Arrivée of a jersey / polo shirt / china mug bundle at a discounted price.
Peter Marshall advised he had ACP certificates for successful 2007 Easter Arrows for distribution and would be attending the ACP PBP Prize Presentation where GB was 3rd in the ACP Challenge (whatever that meant!) AUK has gained the St Quentin Council Cup for the most finishers, and Audax Ecosse and Cardiff Byways had won a trophy for the clubs with the most finishers with no DNFs. Finally, Drew Buck had received recognition of his 'Originalité' a word that prompted some very free and not entirely serious translations.
Jackie Popland queried the role of 'Secret Controllers'. DKB explained that with the migration to organiser validation these volunteers would act like 'secret shoppers' to act as audit and quality control on validations. They would report only to the Chairman, who would be the sole person to know their identity. Peter Coulson cited one instance where apparent suspicious practice was actually above reproach.
Finally, Jim Hopper proposed a vote of thanks to all Board members, organisers and helpers for their efforts during the year.

10) Ringwood Hall Hotel is currently pencilled in for the next AGM, but PP is investigating another venue near London, which does not suffer from the disadvantage of inflated pre-Xmas prices in the hope of reversing the steady gradual decline in numbers attending. In a straw poll of those in the meeting, the preference was, unsurprisingly, for a January date. In the ensuing discussion, Mel Kirkland argued passionately against January, citing dangerous riding conditions. Chris Wilby suggested a survey of the whole membership; Danial Webb wondered whether the format could be improved, and Ron Carlton asked if this would be a permanent venue. This was not the intention. Further research is to be conducted and the results published in Arrivée.

11) The meeting closed at 15:18.