*** NB This document contains some scanning errors. Clarification on any point of text can be obtained on application to Audax UK. ********************************** AIJbAX U N I T E D K I N G D O M M E M O R A N D U M From: Peter Hansen. 05/03/96.. To: All Committee Members and Delegates. Minutes of the Committee meeting in Youlgrave Y.H. - 12:OOhrs. 17/02/96. Committee Members and Delegates present: J.Richardson (Chairman), DKBenton, B.Ferguson, V.Friend, B-Morris, P.Coulson, SSimpson, B.Mawson, F.Cooke, D.Peet, D.Lewis, L.De Vos. R.Smitb and P.Hansen. Item 1. Apologies. N.Simpson, B.Steven, D.Thornton, T.Wainright and D.Whitney. Item 2. Minutes of the meeting held on 25/11/95 had been circulated and were signed by the Chairman as a correct record. Item 3. Matters arising from the minutes: Item 6(c) Wortley Hall has been booked for the last Saturday in November. ACTION: R.Smith to visit to see if the quoted capacity of the dining room can be increased from 120 to 140 diners. The cost of the meal will probably be f9 or f 10 per head. The hall can sleep 130 but most rooms are doubles and some are en-suite. The range of charge for B & B is f 16 to f22 depending on facilities provided. The Hail Secretary, B.Clark can handle all booking arrangements. ACTION: J.Richardson will write setting out all of our requirements. Item 11(c) iii. It appears that the CTC are not providing AUK with reciprocal publicity in C T & C as per our agreement. In addition L.De Vos reported that CTC HQ are referring directly to him their members requesting information about international events. The Committee felt that this was unacceptable as the services of the International Events Secretary were for AUK members only. ACTION: B.Morris to take up both these issues directly with CTC HQ. Item 4. Correspondence: a) J.Richardson reported on correspondence from Ian Hill after the AGM thanking AUK for “all the hard work”; from ACP thanking AUK for the care and hospitality provided for the Lepertels; and thanks from Stratford on Avon YH re. previous custom. b) P.Hansen reported a letter from Tony Doyle President of the BCF; a leaflet about the NSPCC Bikethon London to Paris from 30/8 to 3/9; a letter from Dr.Sabine Schmidtke confirming proper representation of AUK in her book Radmarathons Europa 1996. c) D.K,Benton has received a copy of the new BCF Constitution. d) F.Cooke reported that he has been appointed the Correspondent for the O.C.D. e) B.Morris has written to the Daily Telegraph regarding an article they had published implying that AUK rides are competitive. He had also received calls from members concerned about the safety of riders seeking the points championship. Other members have had similar calls. The Committee felt that the intensity of competition for the points championship and record was causing some members to ride beyond the bounds of safety. Concern was expressed both for the safety of riders and the reputation of AUK in the event of an accident. ACTION: J.Richardson to discuss with riders concerned. In general terms the Committee was concerned that the importance of the points championship had been unjustifiably inflated and there was a desire to reverse this trend. f) B.Mawson has received 1) a retrospective claim for a Brevet 500 and 1000. The regulations do not specify a starting date for these awards. The Committee voted to allow such valid claims. 2) requests for W.C.W. medals. The Chairman will announce in Arrivee that no more WCW medals will be struck. ACTION: B.Mawson, J.Richardson. g) D.Peet reported that correspondence sent to him by members had not been delivered by the Post Office. There seemed little action to be taken but B.Ferguson advised all members to use the free Certificate of Posting available from Post Offices. h) R.Smith had received a small number of complaints about the new membership card arrangements. Complaints had not been made to other members of the committee. Item 5. Review of AGM proceedings to consider any Committee action required. i. Election of Officers. The Chairman confirmed that all honorary officials of AUK, including those willing to stand for re-election, shall be elected annually at the AGM and thus must be nominated in writing to the Secretary at least 56 days prior to the AGM, nominations to be signed by the proposers and seconders. ACTION: P.Hansen will produce a pro-forma for those who wish it. ii. P&is of Committee Minutes. In future the Secretary will produce a prkcis to appear in Arrivee, repeating the offer that a copy of the full minutes is available on application to B.Ferguson. ACTION: P.Hansen. iii. & iv. Timetable for preparation of AGM proposals & CIosing date for AGM Agenda Items.. S.Simpson stated that difficulties arise each year in ensuring that the September Arrivee is produced in time to ensure that the AGM Agenda reaches members at leas 14 days before the AGM as required by the Constitution. The problem is exacerbated by the fact that the closing date for AGM items is in October. This encourages members and officers to present items for publication in the intervening period. She proposed that the closing date for AGM items be altered to coincide with the Arrivee closing date of 15th.September each year. In view of the fact that this would increase the closing period from 56 days to 77 days the proposal was not accepted. The Chairman noted that the only Officers reports required by the Constitution for publication for the AGM were those of the Treasurer and the Validation Secretary. He stated that in future the Editor should make it clear that, with the exception of AGM items from the Secretary, no items for the Autumn Arrivee would be accepted after the closing date of 15th.September. Space will be held in readiness for the AGM agenda to be inserted as soon as it is finalised by the Secretary. ACTION: All Committee members. v. York Rally stand arrangements have to be agreed. KBenton and B.Mawson agreed to ensure that the stand was erected and dismantled this year. The Chairman will appeal for a new organiser to take over and to arrange the staffing of the stand in the May Arrivee. B.Morris will investigate identifying members who would be prepared to organise an AUK stand in a number of additional venues e.g. Mildenhall, Kirkpatrick Macmillan, as well as arranging the necessary transportation of equipment. If a committed group could be identified the Committee would look again at purchasing a more modem portable stand. Additional suitable photographs for display are required. ACTION: K.Benton, B.Mawson, J.Richardson, B.Morris. vi. Mileater Trophy. The Secretary to write to Mick and Jan Latimer thanking them for their generous donation and continued support for AUK. ACTION: P.Hansen. vii. Tri-bars. A letter to be sent ACP enquiring about the precise French Road Traffic Law/Regulation relating to the use of t&bars which prompted the ACP ban in the 1995 P.B.P. Clarification also to be sought on whether this ban extends to the use of “Spinaci” bars as used in some road races. ACTION: P.Hansen & N.Simpson.. 6. POTENTIAL 1996 A.G.M. ITEMS. i. AGM Closing date. No further action. ii. Regulation re. right of organisers to refuse entries. No further action. iii. Amendment to Reg.47 re. closing dates. No amendment required. However a note to be inserted in future Calendars to the effect that Organisers may exercise their discretion in levying a surcharge on late entries. ACTION: P.CouIson/S.Simpson. iv. Proposed position of Vice President. After full discussion the Committee voted nem con that the position of Vice Presideot of AUK should not be created. v. Amendment to Reg.112 A.A.A. Not a matter for Committee but any member could put forward a Motion for the AGM in the normal manner. vi. Honoraria. A vote in favour of Honoraria for the Membership Secretary, UK Events Secretary and Arrivee Editor was carried by a margin of 7 to 2. However on the advice of the Treasurer it was agreed that another way forward would be for these officials to submit expenses claims reflecting such legitimate items as lighting, heating, use of personal equipment and storage space etc. S.Simpson has already done this and P.Coulson and R.Smith were requested to consider their eligible expenditure with the Treasurer. ACTION: RSmith, P.Coulson, D.K.Benton. 7. DISSOLUTION OF AUDAX EIRE. E.Dunne’s request was considered and D.Peet was asked to ascertain from him;. what Permanents are involved, what would be the situation if someone wanted to organise an event in Northern Ireland; what would happen if the Organiser wanted the event to go into Southern Ireland? ACTION: D.PEET. 8. PROFS. Discussion centred round a BP in Europe featured in the UK Calendar.. The Chairman read out a Fax from the Organiser outlining the satisfactory insurance arrangements made. It was agreed that this event had been calendared in error as the UK Events Secretary has no authority to agree events outside the UK and therefore no official AUK brevet cards or validation should be provided. More generally it was felt that it was inappropriate for the long holiday type BP Touristique events to be included in the Calendar and that in future they would be placed in a separate page in the Handbook. P.Coulson will inform the Organiser. N.B. Subsequently, in the light of additional information from the Organiser, Committee members were ,contacted by the Secretary and agreed that these decisions would not be implemented this year in respect of the event in question. The need to formulate guidelines for the administration of PROFS remains. 9. PURCHASE OF ADDITIONAL COMPUTERS AND AUK ARCHIVES POLICY. The Committee recognised that the remit of the Systems Manager to become involved in the work of other Committee members was unique and that all members should seek and accept his advice when planning procedures involving the use/purchase of new technology. Recent purchases and requirements were discussed. D.L.ewis needs equipment for the AAA. It was also agreed that he should receive copy result sheets of AAA events. B.Mawson uses his own equipment for AUK work but requires a new CPU for this purpose. This will be supplied by F.Cooke at a cost to AUK of E150.. ACTION: D.Lewis, B.Mawson, F.Cooke. It was agreed that simplest and cost effective solution for ARCHIVES was for them to be transferred to the AUK storage facility at York. ACTION: B.Mawson. 10. HANDBOOK MODIFICATIONS. In view of the space limits on the Handbook there was some discussion upon the idea creating separate booklets showing International Events and Permanents. It was decided that both listings should be removed but reference to them would be retained in the Handbook “signposting” the International Events and Permanents Secretary’s. No separate booklet will be produced for International Events but L.De Vos will have half a page in each edition of Arrivee to update members on this area. A separate listing of Permanents will be produced and made available to interested members on application. The question of costs/price remains to be determined. ACTION: Arrivee Editors, L.De Vos, D.Peet, F.Cooke. 11. OVERCHARGING FOR AUK MEDALS. Some members have complained that some Organisers are overcharging for AUK medals. It was agreed that the Chairman would ask T.Wainright to place an announcement in Arrivee to the effect that standard issue AUK medals cost E3 and this is what riders should be asked to pay. ACTION: JRichardson. 12. AUK “IIOUSE STYLE” PROGRESS REPORT. After much consultation a House Styie letterhead had been produced aud a supply of headed notepaper, modified to suit individual particular needs, was supplied to those Committee members requesting it. In addition FCooke has produced a floppy disc containing a selection of preferred fonts and logos to meet the differing needs of Committee members. An approach could be made to T.Wainright if any member felt that their specific needs were not met. 13. JERSEY DESIGN. F.Cooke stated that although he had produced a jersey design as requested, he would not wish to take responsibility for the production, ordering or supply of any new design jerseys agreed by the Committee. ACTION: to be left in abeyance. 14. DATE, TIME AND VENUE OF THE NEXT MEETING. It was agreed that the next meeting will be held on the 22nd. June in York commencing at 09:30. The Secretary to arrange a suitable location and notify members a.s.a.p. ACTION: P.Hansen. 15. ANY OTHER BUSINESS. a B.Mawson has donated a rose bowl and also brought a trophy donated by the Doncaster Trophy Centre. ACTION: Before the next meeting Committee members to let Secretary have written suggestions on use of the trophies. b. B.Ferguson asked whether/how AUK should mark its special 1996 “birthday”. c. In response to a query by B.Ferguson the location of certain trophies was clarified. There being no further business the Chairman closed the meeting at 6:40pm. %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% AUDAX UNITED KINGDOM MEMORANDUM From: Peter Hansen. 01/07/96.. To: All Committee Members and Delegates. NB. DUE TO BOOKING PROBLEMS THE NEXT MEETING WILL NOW BE HELD AT RAVENSTOR HOSTEL, MILLERS DALE, SK17 8SS. ON 21109196 COMMENCING 09:30HRS. and not as minuted. Early booking is advised. Minutes of the Committee meeting in the Newington Hotel, York on 22/6/96.. Committee Members and Delegates present: D.K.Benton, (Chairman in absence of J.Richardson), N.Simpson, B.Ferguson, V.Friend, B.Morris, P.Coulson, S.Simpson, B.Mawson, D.Peet, and P.Hansen. 1. Apologies. J.Richardson, D.Lewis, L.DeVos,R.Smith,B.Steven, D.Thornton D.Whitney. 2. Minutes of the meeting held on 17/02/96 had been circulated and were signed by the Chairman as a correct record. t- d /ka*b 3. Matters arising from the minutes: Item 3. A.G.M. The Treasurer reported that he understood that a £lO0 deposit had been paid to secure the A.G.M. booking but the other details had yet to be finalised. ACTION: RSmith to be asked to establish precise costs; booking requirements and, if posaibie, the menu booking form; and io ensure that these are published in the Summer Arrivee. Item 5 i. Election of Officers. Nomination pro-forma was tabled. Item 5 v. York Rally A.U.K. stand. The Chairman paid tribute to Bry, Theresa Miall and David Thornton for their efforts in putting up and manning the stand. Noel Simpson volunteered to be responsible for the York stand in 1997. The Committee agreed that a new stand should now be purchased and authorised a sub-group to purchase an appropriate stand, seeking author&ion from the Treasurer if expenditure exceeding f800 was required. ACTION: B.Ferguson, Noel Simpson and B.Morris. Item 15 b. S. Shaw has suggested that we should establish a national AUK event comparable to the Boston-Montreal-Boston or even the P.B.P. and offering similar facilities. B.Mawson said 1997 was LEL year and suggested that, with appropriate funding support from AUK to “up-grade” the facilities, the LEL could fill that role. A start date the week before the York Rally and multiple start points were mooted. A sub group comprised of B.Mawson, S.Simpson, D.Peet, P.Coulson and B.Morris was given responsibility for bringing back firm proposals. ACTION: Sub group. 4. Correspondence. The Secretary reported the following: a. Fax from B.Wood (circulated) concerning the position of his overseas events. B.Ferguson stated that B.Wood had been in touch with him subsequent to the Fax to say his overseas events would not take place next year. In view of this it was agreed that no further discussion was necessary. ACTION: P.Hansen to inform B.Wood. b. Response from B.I,epertel re W-bars”. The resyonsc was noted and N.Simpson has arranged for it to he published in Arrivee. The Committee was concerned about possible “knock on” effects in the I_J.K. of the rumoured French and Spanish legislation to control night riding but thought it premature to amend our Regulations. c. U.C.I. Touring Event Calendar 1997. Coverage is now given to AUK events by more relevant, Calendars and it was decided not to participate in the UC1 scheme. ACTION: I?.Hansen to notify B.C.F. d. P. & P.Aldridge have written with a nomination for the “Service to AUK” award. Nominations were made for the other AUK awards and all will be discussed at the September Committee. ACTION: AGENDA. e. AUK Medals/Badges. A letter of complaint has been received about, the qaalit.y/st.yle of the 150km cloth badge. I_Jnlike medals, the design/colours of cloth badges have not been reviewed for some years. F.Cooke has circulated proposed designs for the RS cloth badge. The committee asked if all cloth badges could be reviewed and also if a design incorporating the words “rough stuff” and more illustrative of the type of event could be produced. ACTION: The Secretary to request F. COOKE. to review. P.Hansen suggested that Organisers be given a commission on all medal and cloth badge sales in recognition of the work involved and also as an incentive to increase sales. A 10% commission was agreed with immediate effect and that notification of this and the availability of a “sale or return service” from Bernard should appear in Anivee. ACTION: P.Cou!son & B.Mawson. D.K.Benton circulated proposed medal design/colours and the following dc.cisions were made: a. The cost uf a larger, heaviei, .l;uperius quality and redesigned S::per Randonncur medal to be investigated. b. consequent amendments be made to the colours for the new Brevet and Randonneur award medals. c. the 1OOkm medal also be used in Green and Gilt + overstampcd RS as a rough stuff medal. ACTION D.K.Benton & F.Cooke. 5. Action taken and still required following the death of our Patron. The Secretary reported the action taken including representation of A.U.K. at the funeral by our past Chairman, Mick Latimer, and the donation of El50 to the Australian Association for the Blind in lieu of any floral tribute. Lett.ers of thanks received from Lady Mavys Opperman and the Association were read. It was agreed that no immediate action would be t.aken to select another Patron. 6. Potential 1996 AGM Items. A proposal will be made to amend Regulation 33 to enable the Permanents Secretary to continue to validate PROFS; and also validate t,he Calais-Brindisi and Trafalgar-Trafalgar. Date, time and venue of next meeting. Eyam Y.H. 21/9/96. Commencing 09:30hrs. A.O.B. a. B.Morris reported that 50% of AUK/Cycling Weekly control signs stock used. b. B.Ferguson stated that he would be retiring from the Committee at the 1998 AGM. c. P.Coulson’s suggestion of the amalgamation of t.he functions of Brevet Card Sec. and UK Events Sec. by upgrading his present Computer/Printer was noted. There being no further business the Chairman closed the meeting at 12:30pm. %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Minutes of the A.U.K. Committee meeting Kavenstor Hostel - O9:30 am - 21/O9/96. Committee Members and Ildcgates prcscnt: J.Richardson, KBcnton, B.Fcrguson, B.Morris, R.Smith, F.Cookc, D.Lewis, P.Coulson, S.Simpson, B.Mawson, and P.Hansen. 1. Apologies. L.Dc Vos, B.Stcvcn, D.Thornton, D. Whit.ncy, N. Simpson 2. Minutes of the nweting held on 22/06/96 (previously circulated). Item 3 A.G.M. The Treasurer asked that the record be corrected to show that. & &t-stood that_a ElOQ deposit had been paid. This was done and, there being no other corrections necessary. the minutes were signed by the Chairrrian as a correct record. 3. Matters arising from the minutes: YOI-k Rally Stand. The Chairman requested that the new stand bc purchased a.s.a.1). Material and suggestions for the formulation of a “permanent” core display as well as current. information welcomed. The Secretary to contact N.Simpson to establish how much responsibility he would bc taking for the stand. L.E.L. 14/06/97 reserved in the Calendar and El000 earmarked for event. The Chairman 1 urged the sub group to make recommendations as a matter of urgency. AUK Medals/Badges. Rough Stuil’: Agreed to accept R.S.Fellowship permission to adapt their design. 50 AUK version badges to be ordered and sent wit.11 AUK R.S. medals to relevant organisers for information. New quality S.R. Medal to bc produced in F.Cookc’s design and colours agreed with K.Benton. AUK/Cycling Wcclily control signs: IXMorris to ask CW to supply more when appropriate.. 4. Correspondence. The Sccrctary reported the following: a. A request from organiser P.Boulton concerning “late ent.ries” and suggesting an AGM motion to impose a El late entry fee to be indicated as LEF in the Calendar Key. B.Fcrguson stat.ed t.hat there had been an increase in supplementary late card orders. The Committee decided that an AGM motion was inappropriate as entry fees and closing dates were determined by the organising club, not AUK. The idea of a Calendar Key entry of “LEF” for clubs wishing to set a closing date and impose such a charge was accepted. It is too late to inform organisers for the 1997 Calendar but will be introduced for 1998. In order to help organisers to deal with unanticipated entries after brevet cards have been ordered, standard cards non--specific in relation to event. or distance and with blank “boxes” will be produced for sale. It will be the organiser’s responsibility t.o ensure all details are entered before issue to riders. The charge to be determined and the service publicised in the Secretary’s page in Anivee. P. Boulton to be infi>rrned. ACTION: P.IIansen, K.Bcutou, B.Fergusou. b. A letter from Sirnon Jones asking if there should be AGM action to contact other cycling bodies to lobby against any possible legislation curtailing night riding. It was decided to contact ACP, the Spanish Correspondant and Sporting Tours and review at the next meeting. ACTION: R.Richardson, N.Simpson. P.Coulson reported criticism from an organiser about delay in the return of R.M. validat.ed cards, B.Mawson explained the delay was due to the slow French validation process. ALJK’s suggested faster system had been rcfuscd. N.F.A. at present. 5. “AUK Future IXrectiuus” Mernlbcrship Survey. Agreed that a survey of mcmbcrship opinion should proceed. Autumn Arrivce will contain a “blank page” a~itl members will bc invited to give their written opinions about thost: aspects of AUK that give lhn most c011ccrn and those that give thein the I~K~A salisfaction, togelher with what action they think the Committee should be taking to improve pcrformancc and the running of the club. The Chairman will analyst the returns.. AC’J’JON: F.Cooke, S.Simpson J.Kichardson. 6. Draft AgencJa AC&J 1996. The Chairman proposed that the honorarium for the Validation Sccrctary bc increased by ElOO. This was seconded by the Trcasurcr and agreed ncm con. The Chairman urged member’s to claim expenses whenever they wcrc incurred on ARUK busiucss. Tbc Treasurer emphasised that. the basis for all honoraria and claims must bc clear. If ill doubt contact him for advice. All the other items wcrc agreed and appear in full on the AGM Agenda.. 7. Nomioations for Asrnual Awards. The. joint rccipicnts for the Services to AUK Award were chosen alld Pctcr and Pat Aldriclgc’s killd offer to arrange cngl.aving acccptcd. The remaining awards to be dealt with at the next meeting. 8. AUK Mcrnbcrship lapel badges/pins: This member suggestion was acccptcd. Size I and design proposals IO bc prescntcd to the next meeting. ACTION P.Cookc, K.Bcnton. 9. Dule, time and venue of next meeting: 30/11/96 - 10:00 hrs - Wort.ley Hall. JCL A.