Minutes of the Committee Meeting held Saturday 14 February 1998 at Stratford upon Avon Youth Hostel. Meeting commenced at 1230pm. Present: Keith Benton, Jim Churton, Peter Coulson, Bry Ferguson, lan Hennessey, Anne Learmonth, Dave Lewis, Duncan Peet, Pam Pilbeam, Rocco Richardson, Noel Simpson, Ray Smith, Len De Vos. Apologies for absence: Francis Cooke, Bernard Mawson, Sheila Simpson, Dave Whitney. New committee members: Welcome to Jim Churton, Press Secretary; lan Hennessey, Secretary; Anne Learmonth, Minutes Secretary. Minutes of last committee meeting 29 Nov 1997: No minutes received from previous secretary (John Lahiff). IH has received no paperwork relating to his post. Action: RR to contact JL and Peter Hanson with regard to the above. No matters arising from last meeting. No matters arising from the last AGM. Action: All members to check AGM minutes and raise relevant points at next meeting. -------------------------------------------------------------------------------- Correspondence: Letters from A Corless to various members and event organisers was noted. NS: From R Lepertel noting reproduction of medal designed by Jacques D'Orleans in Arrivee without acknowledgement. JC: Call from S Doughty saying not enough use of AUK logo & could AUK medals be illustrated in the Handbook. Action: JC to liaise with FC & BM re. Medals Page. JC: Re. Cycling Plus advert for Handbooks for sale. They need 2 - 3 months notice. BF: Various letters from riders out of time on events and asking for validation. DL: Re. AUK article in Cycling Today. Has sent photographs to R St Pierre on condition that a copy of article is sent to SS & DL prior to publication. RS commented that he had received no replies to recent Emails to Cycling Today. PC: Letters received re. new permanents. IH: General enquiries & committee members' Emails. Proposed deadline of 3 weeks before meeting for items to be included with agenda. Agreed nem con Action: all as above, by phone. fax, post or Email LDV: Calls pointing out typos on International Events page. RR: Letters from Vera Friend, Pat Aldridge. -------------------------------------------------------------------------------- OFFICERS' REPORTS: Treasurer: No detailed report. Current finances healthy. LRM/ACP Correspondant: New Mileater Medal available. Action: KB to send design to TW for inclusion in next Arrivee Press Secretary: No report. Brevet Card Production Secretary & assistant: 1,000 cards issued so far. Surcharge of 10p per card for late orders is not a deterrent. Proposed: surcharge plus blank cards only supply would create effective deterrent to late orderers. Agreed nem con. Action~ BF, PP Permanents Secretary: Late returns of cards an administrative problem. Proposed admin be moved to Feb. Agreed nem con. AAA Secretary: No report. UK Events Secretary: 330 calendar events this year. Membership Secretary: Had been down to one helper. New assistant is Julian Beech. Renewal forms arriving earlier this year. Leaflets: Stockcheck showed that DP had approx 1,000. Will order small reprint for this year. New, updated leaflet to be designed for next year. Requested that all obsolete leaflets are destroyed. Action: DP to send supply of leaflets to RS. Discussion of methods of incorporating membership card into mailing format. Further investigation needed. Handbook sales via Cycling Weekly: 74 over 2 weeks. Need to sell 500 to cover costs. Some confusion reported with Handbook ownership versus membership. Agreed nem con to refund £3.00 to new members who have purchased a handbook. -------------------------------------------------------------------------------- EUGENIE LUXTON: Died as a result of road accident. She was a long-standing and active member and organiser. RR reported the funeral well attended. Proposed to send official letter of condolence to Peter Luxton and donation of £50.00 to FORCE (Exeter cancer charity). Agreed nem con. FORCE (Friends of the Oncology and Radiotherapy Centre, Exeter) Postgraduate Medical School Barrack Road Exeter Devon, EX2 5DW Action: RR as above. -------------------------------------------------------------------------------- 1998/9 AGM VENUES: Wortley Hall & Stratford YH not available this year. RS has researched & booked the Metropole Hotel in Llandrindod Wells. Costs: £28.00 1 night B&B, £46.00 2 nights. Dinner £12.50; seating 180. They have conference room & bike accomodation. RS asked for someone else to take over the task henceforth. Proposed to hold next Committee meeting there to check facilities. Agreed nem con. Because of Wortley's heavy advanced booking list RR has provisionally booked for the 1999 AGM. Proposed & agreed nem con. Actions: TW to put cost details & venue in next Arrivee. Also 1999 venue with reason for booking. RR to take on admin for booking etc. RR to negotiate prices with Metropole & book next meeting there. -------------------------------------------------------------------------------- REGULATIONS REVIEW: Discussion on how to keep members informed of progress with out unduly filling Arrivee. Agreed nem con to publish precis of changes with commentary with full version available separately to those who request it. Action: RR to forward precis to TW by 15.3 Proposed changes were discussed and amended. See attached sheets. -------------------------------------------------------------------------------- PARIS - BREST CLOTHING: AL unable to take this on due to other commitments. Is willing to advise & make initial contact with Endura/Impsport. PP & FC willing to do design. Action: All who can, to sketch designs for next meeting. -------------------------------------------------------------------------------- AOB: French Pans-Brest history to be translated (with permission) by SS for inclusion in Anivee. Action: SS as above. -------------------------------------------------------------------------------- NEXT' MEETING: The Metropole Hotel, Llandrindod Wells 20th May 1998 at 3:00pm. Meeting closed at approx 4:30pm %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Minutes of the Committee Meeting held Wednesday the 20th May 1998 at the Metropole Hotel, Llandrindod Wells. Meeting commenced at 3:30pm. Present: Keith Benton, Peter Coulson, Bry Ferguson, Ian Hennessey, Anne Learmonth, Dave Lewis, Duncan Peet, Pam Pilbeam, Rocco Richardson, Noel Simpson, Ray Smith, Len De Vos, Sheila Simpson, Francis Cooke Apologies for absence: Bernard Mawson, Jim Churton, Dave Whitney. Minutes of the last meeting held on 14 February 1998 were accepted and signed as correct. Matters arising from the Last meeting: No paperwork has been received from J Lahiff FC is photographing medals for inclusion in Arrivee. Action.: KB to send picture of Mile-eater medal to TW for Arrivee Venue for AGM 1998: Metropole Hotel prices to be published in next Arrivee. Only 32 single rooms available. Deposit required for accommodation, pre-payment for meal only. Action: JR to send details for booking form to TW. and write-up on hotel and local attractions. -------------------------------------------------------------------------------- Paris-Brest jerseys: Designs compared & discussed. Action: PP to produce design using elements of drafts presented. and order asap. -------------------------------------------------------------------------------- Correspondence: Letters from BCF re. cyclotouriste events which they plan to run. Letter from BM re. joke validations. Dealt with later in meeting. Action: IH to reply to BCF offering observations from AUK'S experience. Computer validation of brevet cards discussed. Agreed to proceed if and when it becomes practicable. Information about the York Rally received. Letter from Harold Heyworth: Action: IH to write suggesting he put motions to the AGM & offering advice on procedure, wording. etc. Ultra-randonneur idea liked by many of those present. Letter from Alan Vance: Action: PC to send organiser 's pack to him. Debate followed on AV's suggestion that bike, rather than car use, when travelling to events, be encouraged by offering points for such mileage. It was suggested that most members were against points awards. Some members felt AUK should discourage car use. Some suggested a separate competition or award for riding to and from events. Action: IH to reply mentioning debate in committee & and support for event (see above), and to suggest a letter to Arrivee about both items. Letter from Reg Gates: DP apologised for delay in responding. DP is preparing a permanents handbook. Agreed that information on booking early and alternative phone numbers should be included. Action: DP as above. Data protection: Brief discussion affirmed the necessity of confidentiality of AUK database. Only members details which appear in the Handbook should be passed on. LdV requested membership list. Action: RS. Enquiry to RS regarding charity sponsorship of riders. After discussion it was agreed that no action to be taken for or against. -------------------------------------------------------------------------------- Brevet card 1999 design: Proposed that a full colour one side card be produced. The cost of colour print in quantity was not prohibitive. Variable detail such as distance and name of event to be kept simple or on reverse. Agreed to proceed. Action PP Castle Acre Events: They have used their own cards for this year's events. They have not returned these for validation. Their events were advertised as AUK events. AUK gained income from validation, CA might be considered to be guilty of misrepresentation if the cards were not validated. Pro-forma for next year to state that event would not be advertised unless cards for this year were returned. Action: PC/IH to discuss and write to organiser and club, CC Breckland. Also two other events organisers late in returning cards. Situation to be monitored. Action: BM, SS AUK Leaflets required for York Rally. Stopgap version will be produced for then pending redesign. Action: RS, PC to send current leaflets to NS. -------------------------------------------------------------------------------- Bike allowance: Proposed that Conmmittee members should receive travelling allowance for bikes as for cars. It was pointed out that cyclists received overnight allowance whereas car drivers generally did not. No action at present. Joke Validations: Several members concerned about AUK's credibility with ACP if these are sent through in error. Concern also expressed about the unnecessary addition to BM's already heavy work load. JR said that he had had a word with those concerned and felt that the matter had been dealt with. He would however continue to monitor the situation and asked BM to keep him informed of any reoccurrence. KB proposed to send letter rescinding PB Bear's membership, pointing out the contravention of regulations. Action: KB, BM. JR It was mentioned that 'BRM' events up to 1000km are actually validated by ACP. However ACP do use the 'RM' description. NS will contact ACP to clarify the situation. Action: NS It was noted that 'Cyclotourisme' advertises the AUK calendar with IH and NS as contacts. Several members appeared not to have JC's new address: Jim Churton 8 Bridgeman Court Weston under Lizard Shifnal Shrops, TF11 8QH 01952 850512 -------------------------------------------------------------------------------- Regulations review proceeded with. KB will forward revisions to date in due course. Action: KB BM asked for meetings to fixed in advance to avoid those not present at one meeting to be excluded from planning of subsequent one. Agreed in principle. To be actioned asap. No other business. -------------------------------------------------------------------------------- Date and venue of next meeting: 12:00 noon Wednesday 16th September 1998 at Sherwood Forest YH. Action: JR to book and contact members. Meeting closed at 7:20pm %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% )))))))))))))))))))))))))))))))))))))))))))))) %%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%% Minutes of the Committee Meeting held Wednesday 16th September 1998 at Sherwood Forest Youth Hostel. Meeting commenced at 12:05pm. Present: Len De Vos, Noel Simpson, Bry Ferguson, Sheila Simpson, Peter Coulson, Pam Pilbeam, Rocco Richardson, Keith Benton, Duncan Peet, Bernard Mawson, Ray Smith, Ian Hennessey. Apologies for absence: Dave Lewis, Francis Cooke, Jim Churton, Tim Wainwright. The minutes of the last meeting held on 20th May 1998 were approved and signed as correct. Matters Arising from the last meeting: Photographs of medals have appeared in Arrivee. Still outstanding: Mileater medal for inclusion. FC will photograph for inclusion. NS to provide medal. Actions: NS, FC Paris-Brest jersey design complete. There was a discussion on chest sizes for ordering. Selling price agreed at £35. Bulk order for AGM. Order form with illustration in Arrivee. Actions: PP to order, SS to arrange form. Brevet cards : It was agreed that BF and PP would design and produce Brevet cards with a full-colour cover for next years Paris-Brest qualifiers. Actions: BF, PP It had been clarified that the term 'Brevets de Randonneurs Mondiaux' is the property of ACP. 'Randonneurs Mondiaux' is owned by LRM. Confirmed that the brevet cards had the correct information. Events: Cutgate rough stuff 97. Cards lost by organiser, Phil Cunningham. Extenuating circumstances: That he had moved house and thus mislaid them. Paragon Potter 98. Cards not returned by organiser, Jon Jennings, Despite reminders. No reason given. Decided: not to accept events from him in future. Actions: JR to inform Mr Jennings. IH to write formally. SS to mention with apologies in Arrivee. Castle Acre Events: Organisers very obstructive and unco-operative. Proposed that the events be refused next year. Agreed: 8 for, 0 against Action: JR to write to Castle Acre Andy Corless has indicated that he is not prepared to run his proposed calendar events under AUK regulations. These events will not be accepted. Committee expressed disquiet at Mr Corless’s attitude to AUK regulations in completing an SR series without mudguards. Proposed: In view of his track record in refusing to abide by AUK regulations, that AUK should refuse his Permanent Events. Not agreed: 2 for, 5 against Badges: Agreed to replace current cloth membership badges with Mudguard/frame stickers. Action: RS to implement. Correspondence: From Harold Heyworth, proposal for motion to allow 12/24hr time trials to count towards AUK championship. Committee felt this was not workable in practice, decided against recommending motion. 2nd proposal for a 10 year SR award. Committee had no objections to this. 3rd proposal to recognise the achievements of one AUK member. Committee took note of this. Action: IH to contact Mr Heyworth. From Alan Vance, proposal to run a 'Ride to and from Events' award along the lines of mileater or fixed wheel competitions. Committee generally in favour. Suggested that Mr Vance might care to administer such a competition. Action: IH to contact Mr Vance. Letter from CTC regarding Millennium Festival of Cycling. Action: IW to circulate this Congratulations have been sent to Jennifer Wise on the formation of the new Randonneurs USA organisation. Mark Waters, CTC Touring department, has asked for copies of Handbook and Arrivee. Agreed. Action: RS. Officers’ Yearly Reports: Reports received from FC, LDV, SS, PC, NS, RS. Rest to send to SS for publication in Arrivee, except BF, BM, produced at AGM Actions: ALL as above Officers’ reports: Circulated at meeting. Paris-Brest: AUK will co-ordinate members entries as before. Information to be put in Arrivee about this and Graham Baxter P-B coaches. Actions: NS will co-ordinate, SS to publish Proposed: That each committee member should receive an honorarium. Not agreed: It was advised that all members should be realistic in claiming expenses incurred in AUK business. Membership Fees: Changes proposed for submission to AGM. See separate sheet. Postage to be charged for overseas members. Actions: KB, prepare motion, RS postage. Polo Shirts: Simon Doughty seeks permission to use AUK logo on these. Agreed subject to nominal fee of £10 p.a. reviewable, and subject to acknowledgement that no exclusive rights are granted. Action: IH to write to Mr Doughty. Other sales:(T shirts, Mugs, etc.) Action: PP to investigate possibilities. AGM agenda agreed. See separate sheet Any Other Business: Agreed to continue to sell Handbooks at same price. Action: RS Date and venue of next meeting: 1O:OOam Saturday 28th November 1998 at the Metropole Hotel, Llandrindod Wells, (prior to AGM) . Meeting closed at 5 : 10pm.