*** NB This document contains some scanning errors. Clarification on any point of text can be obtained on application to Audax UK. ********************************** AUDAX UNITED KINGDOM M E M O R A N D U M From: Peter Hansen. lZth.December 1994. To: All Committee Members and Delegates. Minutes of the ‘ComnWee meeting at Stratford-upon-Avon Y.H. 26/11/94 - 11.30a.m. Committee Members and Delegates present: J.Richardson (Chairman), K.Benton, B.Steven, D.Patey, B.Morris, N.Simpson, P.Coulson, S.Simpson, B.Mawson, BFerguson, F.Cooke, D.Peet, D.Whitney, PJlansen. David Lewis the new AAA Delegate was welcomed to the meeting. Apologies. No apologies had been received. Minutes of the meeting held on 17/g/94 were accepted as correct. Matters arising from the minutes: Rocco has linalised Fixed Wheel Trophy arraugements with G-Allen. P.Hansen has informed T.Friend of the Committee decision on return sheets.. B.Mawson reported the recruitment of David Thornton as a second Delegate to assist with Validation. Bry reported that the decisions were being implemented. 10. Rocco reported that the W.C.W. will take place in 1995 and he will work to ensum its survival in 1996 when the present Organiser steps down. 11. D.Patey reported that Keith Mathews the Dorset Coast Organiser was the only one to bid to organise the 1996 National ZOO. He was willing to move his event to a more acceptable date and would like to make arrangements for a special medal. The Committee agreed to accept the bid. Action: D.P&ey and P.Cuuhon to liaise with Keith M. over the detailed arrangements. F.Cuoke to liase with Keith M. over the medal design. 12. P.Coulson reported that the new programme enabling him to create the Brevet masters was now functional. 13. PBP actions: a). Rocco had not been able to help with hotel bookings. The a&on required now rests comple&ly with N.Simpson as before. TV). There was concern over possible problems arising from Sporting Tours arranging PBP entries for those travelling on their coach tour to the event. Action: N.Simpson to contact G.Baxter. c). Rocco reported that R.Gager had offered availability of his car as a support vehicle providing he is able to qualify for the event. (N.B. Subsequent to the meeting a change in his plans has led to R.Gager having to withdraw his offer.). d). The possibility of rather more robust AUK “official” support vehicle arrangements e.g. a hhcd mini-bus was raised. Action: KBenton to make enquiries about hiring such a vehicle to be available at the French port. e). An illustrated list of acceptable and unacceptable “tri-bars” received from ACP. Further clarification still required. Action: S.Simpson to provide a drawing, N.Simpson will seek clarification from ACP. f). The Committee was pleased with the AUK/PBP jerseys designed and obtained by F.Cooke. Heavier weight jerseys will be available in the Sprhlg. 14. P.Coulson confiied the arrangements made for the Reunions. 17a. N.Simpson proposed that event Organisers ask riders to write in the telephone number of their NOK or person they want contacted. The rider should do this before commencing the ride. In addition the layout of the card will be altered to allow the Organiser to enter an “event contact point” if there is one. Action: PX’oulson. 17b. B.Morris and BFerguson reported on the E800 portable display stand identified as possibly suitable for AUK purposes. There were differing views over the need, value for money, and logistical implications of the proposal. A number of Committee members felt that there was a need to “step back” and consider the challenges presented by the cmTent and predicted size of AUK. A need to clarify our “mission” and make plans that can be sustained and enable us to control, rather than merely react to, future developments. In the light of the discussion a decision on the purchase would be deferred until more detailed consideration can be given to these issues. Iu the meantime the the possibility of hiring a stand for the York Rally 1995 should be explored failing which the present disply stand will be used. Action: B.Fergzuon and B.Motr&. IteIn 4. Correspondence: a. A request has been received for a copy of the AUK calendar from two people in Bonn who are compiling a handbook of “marathon cycle rides in Europe”. Our policy is not to provide copies of our Calendar to the cycling press. Following a vote it was decided to supply the Calendar as requested. Action: D.Pa.by. b. It was agreed that the publication of “times”, “placiugs” and “records” were contrary to AUK regulation. Where these occur in items submitted for publication in Arrivee thay shall be edited out. Action: S.Simpson. c. D&et reported on correspondence with a member who had complained about an inordinate delay in receiving both his brevet and medal. B.Mawson explained the cause opf part of the delay and confhmed that the medal had be&n sent off in the preceding week. SSimpson felt that delays were not uncommon and that we should take steps to improve our performance. d. DSatey reported that progress on the re-establishment of the Calais-Brindisi Permanent had been delayed by some “chcular correspondence” with FFCT etc. Efforts are continuing? e. P.Hansen reported that D.Pountney and J. & P. Luxton had submitted apologies for absence from the AGM and requested that their opposition to AGM agenda item 8 be repolted to the Committee. f. P.Hansen read out a letter received from Dave Kiernan who is not renewing his membership due to ill health but expressing appreciation for the years of happy cycling enjoyed through AUK. The Chairman asked that this be printed in the next Arrivee. Action: S.Simpsolz. g. Request from “Bike 1 Bicycle Tours” that their leaflet to be circulated to our members. It was agreed that. a reply should be sent stating our policy not to include such items in our mailings. Action: P.Hunsen. Item 5 AGM Agenda: There were no matters of concern. Item 6. Membership Secretary’s tasks. The difficulties and options set out in B.Steven’s report were discussed and Ben reported that followiug his request in Arrivee for assistance, Ray Stnlth had volunteered to assist. It was agreed that a further report and recommendations should be brought back to the Committee in 1995. Action: B.Sbverz and RSmitk Item 7. Atmual Awards. The Committee agreed the awards to be made at the AGM. Ilem 8. West Ketlt CTC DA affiiiation request. P-Hansen reported briefly on his discussion with J.Keane of the WK. DA. The Committee noted that the matter had been resolved and that no further action was required. Item 9. Next Committee meetiug. Will be held at the Ridgeway YH on 4/Z/95 commencing at 2pm. Item 10. A.O.D. a. D.Patey stated that he expected to be out of the country during the whole of May 1995 and possibly at other times also. Pollowing his annual report in Arrivee Len De Voss had expressed an interest in seeking election as I.E.S. when Dave steps down in 1995. It was agreed that Len be asked if he would like to cover Daves duties during his absences next year. Action: D.Patey. b. B.Perguson requested: 1. an answering machine. ‘Ihe Committee authorised purchase. Acffun: B.Fergusan and KBentun. 2. a change in title as at present he receives many calls fi-om members who should be in contact with the Validation Secretary. The Chairman stated that this should be placed on the 1995 AGM agenda. Action: B.Ferguson and P.Hansen. c. B.Mawson circulated a paper on Honoraria which the Chairman stated should be placed on a future agenda. A&m P.Hansen. There being no further business the Chairman closed the meetiug at 2.2Opm. ************************************************************************ ************************************************************************ AGM 1994 AGENDA 1. Apologies for absence. 2. Minutes of the A.G.M. held at Stratford-upon-Avon Youth Hostel on 27/11/93 were published in Arrivee number 43 Winter 1994 and copies herewith. 3. Matters arising from the minutes. 4. Reports from the Officers: (copies herewith). Secretary, Treasurer, Magazine Editor, UK Events Secretary, RM/ACP Correspondant, Press Secretary, International Events Secretary, Permanents Secretary, Membership Secretary, Brevet Secretary, Validation Secretary and Magazine Editor. 5. Election of Officers. All of the Officers are willing to continue in the office indicated and are unopposed: Chairman, John Richardson; Treasurer, Keith Benton; Magazine Editor, Sheila Simpson; RM/ACP Correspondant, Noel Simpson; UK Events Secretary, Peter Coulson; Brevet Secretary, Bry Ferguson; Validation Secretary, Bernard Mawson; Membership Secretary, Ben Steven; Press Secretary, Brian Morris; International Events Secretary, Dave Patey; Permanents Secretary, Duncan Peet; Secretary, Peter Hansen. MOTIONS 6. Subject: Creation of Juvenile and Child Super Randonneur Series and Awards. Background: At the 1993 AGM Sonya Watt put forward the idea of a Super Randonneur Series for riders under 16 years of age. The Chairman suggested that a fully worked up scheme should be presented as a Motion to the 1994 AGM. The purpose of AUK as set out in the Constitution is to promote non-competitive long distance cycling in the United Kingdom. This proposal will make an important contribution to the fulfilment of that objective by focusing on, and encouraging, the next generation of long-distance cyclists many of whom may well become AUK members. PROPOSAL: That a new Regulation 147 be agreed, worded as follows: The Juvenile and Child Super Randonneur Series and awards shall be available to riders who: i. complete a series of 100, 150 and 200 km. rides at Randonneur Standard in the same season. For any distance a longer distance may be substituted. ii. on qualifying rides for the Juvenile award the machine used must only be ridden by persons who have not reached their 16th. birthday on the day of each ride. iii. on qualifying rides for the Child award: a. the Child rider must not have reached their 10th. birthday on the day of each ride. b. the machine used can be ridden with any partner(s) as long as the child rider has to pedal to propel the machine. iv. Brevet Populaire rides will count for the 100 and 150 km. rides providing the rider: a. completes the ride within Randonneur time limits and this is validated on the Brevet Card. b. there has been no relaxation in the regulations regarding controls under Regulation 83. v. Successful Juvenile riders are entitled to buy the Juvenile Super Randonneur Medal and/or date pendant. Successful Child riders are entitled to claim a Child Super Randonneur Certificate (at no cost). vi. Applications should be sent to the Validation Secretary with a letter confirming date of birth and the brevet numbers of qualifying events ridden, together with the current fee and a strong self-addressed envelope vii. Riders eligible for these awards are not precluded from also attempting to qualify for the full Super Randonneur Series and award as set out in Regulation 142. Proposed: Sonya Watt. Seconded: Robert Hume. 7. Subject: Revision of the table used to allocate AAA points to hilly events. Background: Concern was expressed during the AGM last year that the current table for calculating AAA points was producing anomalies. In the new table some attempt has been made to remove the "100 - 1 point/200 - 2 points" anomaly by reducing 200 to 3400m. for 2 points. The 100 at 1 and 2 points has been taken as sacrosanct as this is the basis of Grimpeur & Super Grimpeur. On the longer events account has been taken of the chance of bad weather, the increasing distance, and the fact that the 'hardness' increases due to two factors: a). the points are most likely to come from a short steep section - very tiring, and b). the rest of the route almost certainly isn't flat: the rest of the ascent is a significant total whilst not affecting the points. E.g. a 600 could have 1 point for 1800m. in 100km. (rather hard), then have <2800m. in the remaining 500km. and not reach 1AAA points. When published in its full form the table is intended to have all rates of ascent from a points' value of 0.5 up to 5 at intervals of 0.1 point. This is to give a better idea of the actual level of an event, and to make it easier to have e.g. 1.9 for a 200 rather than struggling to reach 2. PROPOSAL: That Regulation 112 shall be amended by removal of the current table and replacement by the table set out in this motion. points ½ 1 1½ 2 3 4 5 distance 100 15m/k 18m/k 20m/k 22m/k 26m/k - - 150 13.3 15.3 17.3 19 22.7 - - 200 12 14 15.5 17 19.2 21 - 300 10 11.7 13 14 15.7 17.1 18.5 400 7.4 8.5 9.5 10.4 12.3 13.8 15.1 500 6 7.1 8.1 9 10.6 12.1 13.4 600 5 6 6.9 7.8 9.5 10.9 12 (intermediate rates of ascent may be linearised to 0.1 of a point) Proposed: P.W.Coulson Seconded: S.Simpson. 8. Subject: Removal of the compulsory use of mudguards from AUK Regulations. Background: The proposal is aimed at bringing the club into line with current cycle touring practice. Almost new all cycles are sold without mudguards; the CTC do not insist on guards for Century and Birthday Rides; ACP no longer insist on guards for the Paris-Brest; cyclists already ride Brevets de Randonneurs here and abroad without guards. I suggest that guards are no longer seen as a necessary accessory for a touring cyclist by ACP, RM CTC, and the general cycling public and that hastily fitted guards are a potential safety hazard. Use of guards should not be a regulation and we should remove the onus of insisting on guards from those organisers who would prefer not to have to do it. Organisers who continue to require guards could make this clear in the AUK Calendar by requesting the word GUARDS with their list of facilities. This would widen our scope and update our image without affecting most existing events. PROPOSAL: That regulation 46 be - "The responsibility for ensuring that a machine complies with the Road Traffic Regulations rests solely with its rider(s). Efficient lighting must be carried when the overall time limits of an event encompass the hours of darkness. Oganisers may insist that full mudguards be fitted, except for tricycles which need have front mudguards only." Proposed: Sheila Simpson Seconded: B.Mawson. 9. Subject: Alteration of the minimum and maximum time allowances for AUK events. Background: The proposals are aimed at changing the structure of Regulation 49 to make events more rider-friendly and Organiser-friendly. This is in response to concerns expressed about the rigidly-imposed 15kph lower speed limit. It is important to emphasise at the outset that no Organiser would need to alter his existing event in any way as a result of this, unless he wished to do so, and RM events including next year's P-B-P qualifying events would not be affected in any way. The first proposal is simply a preliminary piece of 'housekeeping', moving the second sentence of reg. 49 to a separate reg. Proposal 2, is the core proposal for a more flexible approach to max/min speeds. Proposals 3 and 4 simply address the 'knock-on' effect of the proposed change in the RM regulations, with the intention of preserving the status quo. Here are four examples of how Organisers of Brevets AUK might make use of this revised regulation - assuming a 200 starting at 08:00. An Organiser could specify 15kph and 30kph (or take no action at all) for his event to remain totally unaffected. To reproduce a 'traditional' 200 an Organiser would specify finish times of 15:00 - 22:00 (28.6 - 14.3kph). The Organiser of a very hilly 200 might specify speeds of 14kph and 24kph - the first to give a late finish time of 22:18, and the second to limit the time his controllers spend on duty. The Organiser of a known flat and fast 200 who only has use of a hall for the finish until 21:00, could specify 32kph and 16kph to get the controls open a bit earlier. This would give finish times of 14:15 - 20:30. 1) PROPOSAL. That the middle sentence of Regulation 49 be removed to a separate Regulation, to read - "The standard distances for events are 200, 300, 400 and 600km but any distance over 200km may be offered." 2) PROPOSAL. That Regulation 49 be rewritten to read - "All events shall be run within maximum and minimum overall speeds, and riders shall be checked through a series of controls which have predetermined opening and closing times published in the brevet cards. The minimum overall speed, nominally 15kph, shall be set by the Organiser within the range 14kph to 16kph. The maximum overall speed, nominally 30kph, shall be set by the Organiser at any speed up to 32kph." 3) PROPOSAL. That Regulation 72 be rewritten to read - "Events are run at a minimum overall speed of 15kph and a maximum overall speed of up to 30kph, with the following two exceptions. The maximum time allowance for the 200km shall be 13 hours 30 minutes, and for the 400km shall be 27 hours." 4) PROPOSAL. That Regulation 74 be rewritten to read - "No extra time is allowed for over-distance events though, where a rider's finishing time corresponds to an overall speed within 15kph to 30kph limits, a Brevet AUK may be awarded." Proposed: Francis Cooke Seconded: John Myerscough. 10. Subject: Re-wording of Regulations 11 and 12. Background: The new wording will allow for setting of a levy for Brevet AUK and will also allow for sudden late changes in validation levies from ACP & LRM and also separates levy validation costs from Brevet card production and distribution costs. PROPOSAL: a). That Regulation 11 be re-worded as follows: Event validation levies for Brevet AUK (RM), Brevet AUK, Brevet Populaire, Arrows, Permanents etc., for the following season shall be sanctioned at each AGM. The Brevet AUK (RM) levies are subject to any change in the amounts due to ACP or LRM. b). That Regulation 12 be re-worded as follows: The charges for production and distribution of Brevet cards for the following season shall be sanctioned at each AGM. 11. PROPOSAL: a) That the Annual Subscription shall remain at the current level (Regulation 9). b) That the Honorarium paid to the Brevet Secretary shall remain at the current level (Regulation 10). c) That the Honorarium paid to the Validation Secretary shall remain at the current level (Regulation 10). d) That the levy in respect of Brevet AUK, Brevet Populaire, Arrows, Permanents etc., shall be 20p. The Brevet AUK (RM) levy which is subject to any change in the amount due to ACP or LRM. will be 45p. (Regulation 11 as proposed above.) e) That the charges for production and distribution of Brevet cards shall be 25p.(Regulation 12 as proposed above.) Motions 10 and 11 are proposed by your Committee. 12. Venue for the 1995 A.G.M. - your Committee proposes that the 1995 A.G.M. be held at Stratford-upon-Avon Y.H. on Saturday 25th.November 1995. 13. Any Other Business. 88888888888888888888888888888888888888888888888888888888888888888 88888888888888888888888888888888888888888888888888888888888888888 MINUTES OF THE ANNUAL GENERAL MEETING OF AUDAX UNITED KINGDOM HELD AT STRATFORD-UPON-AVON YOUTH HOSTEL ON SATURDAY 26th NOVEMBER 1994 AT 2.30pm PRESENT. 89 members including the Committee. 1. APOLOGIES FOR ABSENCE. Apologies were received from 15 members. 2. MINUTES OF THE ANNUAL GENERAL MEETING HELD ON 27th. NOVEMBER 1993. Minutes of the Annual General Meeting had been published and circulated to all members in Arrivée number 43 Winter 1994. Acceptance of these minutes was proposed by B.Daws, seconded by J.Walker and CARRIED nem con. 3. MATTERS ARISING FROM THE MINUTES. There were no matters arising from the minutes. 4. REPORTS FROM THE OFFICERS. Reports from the Secretary, Membership Secretary, Magazine Editor, U.K. Events Secretary, Treasurer, Press Secretary, International Events Secretary, AUK/ACP Correspondant, Permanents Secretary and ACP/RM Delegate had been published in Arrivée edition number 46 Autumn 1994. Reports from the Brevet Card Secretary and the Validation Secretary were available for inspection at the meeting and will be published in the February edition of Arrivée. Acceptance of the reports presented was proposed by N.Chanin, seconded by B.Daws and CARRIED nem con.. 5. ELECTION OF OFFICERS. None of the Officers were opposed and all had indicated that they were willing to continue. The election of all of the Officers was proposed by S.Oxley, seconded by L.Creese and CARRIED nem con. The International Events Secretary stated that he would be out of the country for extended periods in 1995 and , as stated in his report, would wish to stand down at the next AGM. In response to the invitation in the report Len De Voss had expressed an interest and, at the meeting, agreed to accept delegated responsibility to cover the duties of the International Events Secretary during his absences in 1995. The Chairman brought to the attention of the AGM the appointment of a number of new Delegates. David Lewis had now taken over responsibility for the organisation of the AAA scheme from Andy Blance. In order to deal with the increased workload occasioned by the increase in membership and Brevets validated, David Thornton had joined Dave Whitney in assisting Bernard Mawson, Validation Secretary, and Ray Smith had been recruited to assist the Membership Secretary, Ben Steven. MOTIONS. 6. The Motion to create a Juvenile and Child Super Randonneur Series and Awards was debated. In the absence of both the proposer and seconder of the motion, the Chairman read out the motion. It became clear during the debate that members were eager to consider any provision aimed at encouraging young riders. However, considerable apprehension was expressed that young people, not yet fully mature, could be overstretched by succumbing to pressures to undertake rides which were beyond their capacity. During the debate it was clear that many members were surprised that our present regulations permit riders up to the age of 16 to ride events up to and including 600km. There is at present no lower age limit and no requirement for parental accompaniment on rides, only parental permission via the entry form and of dubious legality. The MOTION was put to the vote and DEFEATED 1 vote for and 62 votes against. 7. The Motion to revise the table used to allocate AAA points to hilly events was introduced by P.Coulson. In answer to questions from the floor he clarified a number of points including the fact that if Organisers wished their events to qualify for the award of AAA points the responsibility for calculating the altitude attained rested with them. It was confirmed that altitude could be calculated by reference to OS maps or by the use of altimeters, although a few members present thought that some altimeters were not accurate. Mark Houlford supported the reasons which had prompted the motion but doubted that the proposals would meet the desired objectives. D.Lewis the new AAA Delegate also supported the rationale for the introduction of the revised table and indicated that if the motion were carried he would consult further with M.Houlford and other interested parties to fine tune the system. The MOTION was put to the vote and AGREED 53 votes for and 3 votes against. 8. At the Chairman's invitation S.Simpson introduced the motion proposing removal of the compulsory use of mudguards from AUK regulations. There followed a lively, at times passionate, but always orderly and good humoured debate between those who felt that the "mudguard regulations" discouraged many potential members and were out of line with much international and national touring cycling opinion and practice; and those who felt that the use of mudguards was a prudent practice which enhanced the safety, comfort and convenience of all riders, and in poor weather conditions presented an acceptable public image of responsibility and consideration for others when riders were using public facilities as controls. At the end of a very full debate the MOTION was put to the vote and DEFEATED 32 votes for and 47 votes against. 9. The motion to alter the minimum and maximum time allowances for AUK events was introduced by F.Cooke who clarified that his proposals related only to AUK events and not to RM events. During the debate a number of speakers, while agreeing with the proposal to reduce the minimum speed, expressed concern about the proposed increase in the maximum speed and the desirability of, and difficulty in defining a "minimum maximum speed" An AMENDMENT by G.Moult that that PROPOSAL 1 be amended to read in its entirety "That the middle sentence of Regulation 49 be removed to a separate regulation, to read - "The standard distances for events are 200, 300, 400 and 600km but any distance of 200km and over may be offered." was seconded by B.Wood and CARRIED by a large majority. An AMENDMENT to PROPOSAL 2 by K.Benton that all the wording from the beginning the second sentence be deleted and replaced as follows: "The minimum overall speed shall be set by the organiser within the range 14.3kph to 15kph.The maximum overall speed shall be set by the Organiser at any speed up to 30kph." was seconded by P.Porter and CARRIED by a large majority. The ORIGINAL MOTION AS AMENDED was then put to the vote and CARRIED 38 votes for, 7 votes against. 10. The reasons for the motion to reword Regulations 11 and 12 were explained by the Chairman. This was followed by discussion which touched upon the impact on Organisers budgeting should ACP make a late increase in fees. However there was a general understanding of the rationale behind the proposal which, when put to the vote was CARRIED 40 votes for, 6 votes against. 11. The Chairman introduced the motion. In the ensuing debate the Treasurer indicated that the level of the annual subscription might have to rise next year. He mentioned that approximately 10% of the membership had taken advantage of the commuted 5 year membership offer and that, in view of his previous remarks, more members might feel that this was a deal not to be missed. The MOTION was put to the vote and CARRIED nem con. 12. VENUE FOR THE 1995 AGM. The Chairman set out the advantages of Stratford- upon- Avon and the Youth Hostel as the preferred venue. The meeting agreed the proposed venue and date of 25th. November 1995. 13. A.O.B. 1. The Chairman made the following announcements: a. Noel Simpson has 1995 Mileater Diaries. b. Bry Ferguson still has a supply of AUK hats for sale. c. Francis Cooke has Arrivée ReCycled 2 for sale and also some Arrivée ReCycled 1 are still available. d. Some members of the Committee "modelled" the new thin summer weight 1995 PBP/AUK short sleeve jerseys and Gamex type fluorescent yellow jackets. The heavier weight PBP/AUK short sleeve jerseys are on order. e. Thanks were expressed to Shaun Graaf and his family for the assistance given at the time that Liz. Creese had her accident. 2. Peter Coulson: a. confirmed the dates of the Southern and Northern reunions as published in Arrivée number 46. Peter will make the bookings at the Ridgeway YH for the Saturday night. Chris Davis offered to make the bookings for those wishing to stay on the Friday night. b. announced that he has 7 remaining Vistalites at 7 each. 3. Dave Patey announced that he has details, and a video which can be sent out on loan, regarding the Tour de France Cyclotouriste event involving daily distances of 140-270km. 4. Helen Vecht stated that she felt that Organisers should have an obligation to check within 3 months of their event that route sheets are still accurate. 5. In response to a request by Ron Gager, it was agreed that there would be an informal meeting after the AGM for those interested in riding the PBP in order that advice could be exchanged and travel and other arrangements discussed. 6. Bry Ferguson can supply a copy of the survey of AUK PBP 1991 riders. This is full of useful information and tips. Available from Bry on receipt of 1.50 and a A4 S.A.E. 7. Mark Waters felt that the new event entry form could be made more user friendly while retaining the "legally approved" content. Mark agreed to submit his detailed suggestions. 8. Jaqui Denny informed the meeting of the offer in the current issue of the Radio Times of a return ferry day trip to France for 3. There being no further business the Chairman closed the meeting at 5.30pm.