PRE-AGM Committee Meeting, 1998 ---------------------------------- Minutes of the committee meeting held at The Metropole Hotel, Llandrindod Wells on Saturday, 28th November. Meeting opened at 9:40am. Present: Duncan Peet, Pam Pilbeam, Sheila Simpson, Ray Smith, Peter Coulson, Rocco Richardson, Bernard Mawson, Keith Benton, Francis Cooke, Dave Lewis, Bry Ferguson, Noel Simpson, Ian Hennessey. Apologies: Len de Vos, Matters arising from the last meeting. Jon Jennings has sent the late brevet cards. Letter to him to refuse events from him in future. Action IH RR has written to CC Breckland refusing their events, and has received an acknowledgement. Cards not returned from Mid Wales DA event in Shropshire. Re AUK member convicted of child abuse. Letter received from BCF. Situation to be kept under review. Letter to BCF saying we are aware of the matter, and explaining our position. Action IH AGM and awards. BM requested change of season to run from Oct 1st to Sept 30th. This to be placed on the agenda for the AGM 1999. Services to AUK Ben Steven. (after discussion) Merit awards: Alan Withers; Helen Vecht. (after discussion) Helpers’ award Jan & Drew Buck. (after discussion) AAA champion: David Lewis. Opp sex: Anne Learmonth. AUK champion: David Stevens (after discussion) Opp sex: Sheila Simpson. Other correspondence. Andy Corless's correspondence discussed and noted Regulations Review. Sub-committee: K0, RS, SS, PC, IH Trafeco and safety. Entry form remains unchanged until KB talks to our insurers Action: KB, SS, IH to produce draft update. Design & Publications. Discussion of corporate style. Sub-committee: PP, FC, IH Club jersey: Design by next meeting. T-shirts designed and will be shown at AGM. Action: PP, FC, IH. Display Stand. Action: PP to purchase robust carrier. EL2001. Discussion. Will investigate alternative London controls inc. Harlow. Action: PC, RR, BM. DL proposed London-Cardiff-Edinburgh in 2001. He will investigate. Noted: New medal designs will be required next year. Next meeting at the S Reunion, Saturday, Feb 13th 1999 at 12:00noon. Meeting closed at 1:30pm ----------------------------------- AGM AGENDA, 1998 -------------------------- Agenda for the 22nd AUK Annual General Meeting 12:00 noon, Saturday 28th November 1998, at the Metropolitan Hotel, Llandindrod Wells ------------------------------------------------------------------------ -------- 1) To record the names of those present at this meeting. A list will be circulated around the hall: Please add your name to it and pass it to your neighbour. 2) To record apologies for absence. 3) To approve the minutes of the last AGM as a true record of that meeting. 4) Matters arising from the last meeting. 5) Election of officials. All the current committee members are standing for re-election, except Bry Ferguson, who is standing-down after serving for eleven years - Pam Pilbeam, who has been helping Bry with the Brevet Card production, is standing for election in his place - and Jim Churton, any nominations for Press Secretary will be taken from the floor. Keith Benton. Proposed: GA Boswell. Seconded: MW Fielding. Francis Cooke. Proposed: Sheila Simpson. Seconded: David Lewis. David Lewis. Proposed: Francis Cooke. Seconded: Sheila Simpson. Peter Coulson. Proposed: Peter Hansen. Seconded: Mareve Hansen. Rocco Richardson. Proposed: Tim wainwright. Seconded: Siobhan Macmahon. Sheila Simpson. Proposed: Ray Carr. Seconded: David Palfreyman. Ray Smith. Proposed: Mike Sadler. Seconded: R Waddington. Ian Hennessey. Proposed: Peter Luxton. Seconded: David Stevens. Pam Pilbeam. Proposed: Bry Ferguson. Seconded: Tricia Farnham. Len De Vos. Proposed: D Stephenson. Seconded P Rosenbloom Noel Simpson Proposed: Bernard Mawson. Seconded: Dee Simpson. Bernard Mawson. Proposed: JE Richardson. Seconded EA Creese Duncan Peet John Nicholas 6) To consider Officers Reports. All either published in the Autumn Arrivée, or distributed on separate sheets. 7) Subscription Fees: It is proposed that subscription and other dues and payments be set at the levels shown in the Treasurers report. This proposal has the support of the committee. Proposed by Keith Benton. Seconded by Ian Hennessey. 8) Constitutional amendment: It is proposed that the position of Vice President be added to the AUK list of honorary officials. Proposed by Sheila Simpson. Seconded by Keith Benton. 9) Election of Vice President: It is proposed that Bry Ferguson be elected to this post. Proposed by Sheila Simpson. Seconded by Keith Benton. 10) Regulation 142: It is proposed to remove the final sentence from clauses i, ii, & iii. This sentence reads: “The same rides will not count towards a claim for any other Randonneur Series award.” Proposed by Francis Cooke. Seconded by Sheila Simpson. 11) Ultra Randonneur award. It is proposed that AUK wishes to recognise the continued achievements of long distance cyclists by this award. This is gained by the completion of 10 super randonneur series. Only one SR series per year may be counted. These SR series do not have to be consecutive. Proposed by Harold Heyworth. Seconded by Mervyn Wilson. 12) Venues for the AGMs in 1999 and 2000. It is proposed that the 1999 AGM be held at Wortley Hall. Proposed by Rocco Richardson. Seconded by Ian Hennessey. 13) Any other business. ----------------------------------- MINUTES, AGM 1998 -------------------------------- Minutes of the Annual General Meeting held at Llandrindod Wells at 2:00pm on Saturday 28th November 1998. To be read in conjunction with the Agenda published in Arrivee issue 62. Present 78 members, including the committee. The Chairman opened the proceedings by welcoming members. 1) Apologies for absence: 16 members sent their apologies. 2) Minutes of the 1997 AGM were read out by the Chairman. These were accepted as correct. Proposed Helen Vecht; seconded Ron Gager. Carried Nem Con. 3) Election of Honorary Officials. All present officers were standing for re-election, except Jim Churton, standing down as Press Secretary; and Bry Ferguson, standing down after 11 years as Brevet Card Production Secretary. The following had been proposed and seconded:- Keith Benton, Treasurer Francis Cooke, Systems Manager David Lewis, AAA Secretary Peter Coulson, Events Secretary John Richardson, Chairman Sheila Simpson, Magazine Editor Ray Smith, Membership Secretary Pam Pilbeam, Brevet Card Production Secretary Ian Hennessey, Secretary Noel Simpson, RM/ACP Correspondant Len De Vos, International Events Secretary Bernard Mawson, Validation Secretary There being no other nominations for these posts, the Chair suggested that they be elected en bloc. Proposed Pauline Porter. Seconded Peter Hansen. Carried Nem Con. Duncan Peet advised that he wished to stand as Permanents Secretary. Proposed R Hume. Seconded M Hamilton. Carried Nem Con. Re-election of John Nicholas as President d'Honneur. Proposed John Rivers. Seconded Simon Jones. Carried Nem Con. Timm Frenzel asked the floor to express their thanks for the work which Bry Ferguson had done over the years. The Chairman advised that the committee had discussed the vacancy of Press Secretary and had recognised that the position needed someone who was available during the working day to contact editors etc. Access to email and computer facilities was also important. Suggested that Ian Hennessey take on this role on an ad hoc basis, until suitable candidate could be found. Proposed David Stevens. Seconded Timm Frenzel. Carried Nem Con. (The Chairman noted that he had someone in mind to approach.) Officers Reports. The following were published in Arrivee issue 62: Secretary, Treasurer, Membership Secretary, Events Secretary, Magazine Editor, International Events Secretary, Systems Manager, LRM/ACP Correspondant, Validation assistant. Verbal reports were received from: Permanents Secretary, AAA Secretary, Validation Secretary. The Brevet Card Production Secretarys report was distributed . Proposed by Helen Vecht that all officers reports be accepted. Seconded Peter Hansen. Carried Nem Con. Subscription Fees. New rates recommended (current bracketed):- New member: 14 (9) Renewal: 9 (7) 5 yr renewal: 38 (35) New Household member 8 (4) Life member magazine sub. 6 (4) Brevet card charge 35p (30p); ACP validation charge 50p (45p). Timm Frenzel asked why the New Member rate increase was so great. The Treasurer explained that approx 20% of new members did not renew after the first year. There were considerable extra costs in processing new members. The increase was designed to make it more attractive to maintain continuous membership. Annemarie Manley queried whether the induction process had been reviewed, and was told that no decisions regarding that had been made. It was advised that the increases would be effective from the date of the AGM, and renewals at the proposed rates had been received. Harold Heyworth asked whether rates were keeping pace with inflation. The treasurer advised that they were, but that the club was close to losing money on membership and the magazine. Events were profitable. Jim Hopper suggested that 5 yr members be asked each year if wished to continue to receive Arrivee. New rates proposed by Keith Benton. Seconded Ian Hennessey. Carried Nem Con. Constitutional Amendment. That the new post of Vice-President be created. The chair explained that this was subject to a written ballot. Peter Hansen moved that the motion being non-controversial, it be dealt with by a show of hands. Seconed by Mareve Hansen. Carried Nem Con. Sheila Simpson suggested that AUK was now of an age to collect Vice- Presidents for two reasons: To retain the knowledge and expertise of retiring officials, and as an honour to bestow. There followed discussion on the exact role of VPs; whether certain criteria should be laid down for proposal for election. It was asked whether they should be committee members with voting rights, pay subscriptions, and whether there should be maximum number. It was advised it was intended as a committee post and subject to annual election. Ian Hennessy proposed an amendment: That the post be granted for long and/or distinguished service. Seconded Liz Creese. Carried 1 vote against. Proposed with amendment Sheila Simpson. Seconded Keith Benton. Carried Nem Con. Election of Bry Ferguson as AUKs first Vice-President. Brys record of long and distinguished service to the club was mentioned, including 11 years as a committee member. Proposed Sheila Simpson. Seconded Keith Benton. Carried Nem Con. Liz Creese presented Bry with a medal. He thanked members and said that he would continue to assist the club. Amendment to Regulation 142. This removed an unintended restriction that events counted towards Randonneur 5000 and 10000 awards could not be counted for the Super Randonneur award. The final sentence in thie regulation "The same rides will not count towards a claim for any other Randonneur series award" should be deleted. Proposed Francis Cooke. Seconded Sheila Simpson. Carried Nem Con. Ultra Randonneur Award. A new award to recognise long-term commitment to randonneur riding, for achieving 10 SR series. Only one series per year may be counted, and these do not have to be consecutive. The award will be retrospective. Proposed Harold Heyworth. Seconded M Wilson. Carried 1 vote against. Venue for 1999 AGM. The Chairman advised that, due to the difficulty in finding suitable venues less than 12 months in advance, Wortley Hall had been provisionally booked for next year. after discussion there was a vote. Proposed John Richardson. Seconded Ian Hennessey. Carried 5 votes against. There was discussion about the venue for 2000. Pauline Porter offered to research suitable venues in the Bristol area. This was accepted and she will report to the committee. Any Other Business. The Chairman advised that The new Paris-Brest-Paris jerseys were on display and orders were being taken. Simon Doughty had AUK polo shirts for sale. Francis Cooke demonstrated his latest (very bright) white LED light. Andy Seviour questioned whether information had been received regarding the Fixed Wheel Challenge. The Chairman said a report had been received and would be published. Peter Coulson said that the calendar would be issued just before Christmas. Graham Brodie asked whether a standard format should be introduced for entry forms, as designs varied greatly. The Chairman advised that the standard wording would remain unchanged, but that AUK did not, itself, run events, but merely provided regulations. It had no control over the appearance of the forms. Sheila Simpson said that she could supply standard logos to anyone who required them. Jim Hopper thanked John Richardson for chairing the meeting and the meeting closed at 4:25pm.