PRE-AGM Committee Meeting, 1999 ---------------------------------- Minutes of the meeting held on the 27th November 1999 at Wortley Hall, Sheffield. Meeting commenced at 11:00am Present: All except Len de Vos. Apologies: Len de Vos Matters Arising: S Doughty's article is ready for the Handbook. Controle and arrow signs have been ordered from CW. York Rally stand will go ahead as usual (note: to be discussed next meeting). Correction: that only 5 AUK members have completed 5 Paris-Brests. Seaward Hotel, Weston super Mare is booked for next year's agm. They wish to hold a cheque for 200 as a guarantee. Pauline Porter and David Culley have offered to co- ordinate bookings if required. Action KB, IH FFCT's magazine and Cyclopassion: AUK to subscribe and copies to be passed round. Action BF, NS (suggest a circulation list is produced) AUK French Bank a/c has been frozen due to irregularities in setting it up according to French law. There was discussion and it was decided that it was needed. Bob Lepartel is liaising on AUK's behalf. NS, PP, SS and KB authorised to open an account on AUK's behalf if possible. Action NS, KB., SS, PP PC said that problems re Bristol DA had been dealt with. It was noted that several, but not all, events had metres of climbing registered as requested. The request to be repeated in the next Arrivee and the Handbook. Discussion about how much information about altitude to present in the handbook. Decided not to add to the information currently presented because of difficulty in gathering data, and in verifying it, as well as space considerations in the handbook. DL said he will award points for 100 or 200km sections of longer events. It was suggested that it should be pointed out that riders are responsible for contacting the organiser of an event to discover its suitability for them. Action SS, DL Organisers and their helpers will be able to ride their event up to 8 days before the calendar date. However they must have their own third party insurance cover - ie CTC or BCF. Discussion on co-ordinating advice to organisers. It should be published under PC's name. Action PC, SS, (TW). Correspondence: Letter received from J Meades complaining that the EL is scheduled during school term time, and teachers will be unable to take part. Action BM to reply Noel to contact Don Briggs and offer accommodation on his arrival if appropriate. Action NS Officers' reports: All published in Arrivee except BM & PP: handouts at the agm; DL & DP: verbal at the agm; KB: addition to report re honoraria. The revised Regulations: Considerable discussion leading to the final version to be put before the AGM. KB added a constitutional amendment needed because of a change in the VAT rules. Sue Howe successfully nominated for the helper's Award. Discussion on discouraging lobbying on behalf of helpers. Proposed by BM: That in the club points championship competition only 6 club members count towards their club's total, and that these members must also be members of AUK. This motion subject to acceptance by the agm of the revised regulations. Passed: 1 contra. Discussion of medals and new supplier, Wytchwood associates. Current supplier Gomm unwilling to release existing dies. New medal designs passed round and approved. Decided, in view of Cycling Weekly publicity, to award SR2000 medals free of charge. New brevet card designs shown and approved. New design of letterhead shown and approved. Action FC, PP Club clothing will be on sale during the agm. Agreed that a new, informal points award be created for recumbent riders. Bob Thomas the first recipient. The AUK rosebowl, donated by BM, to be presented to ACP in appreciation of their work and organisation. Action RR, NS Decided that York Rally be discussed at the next meeting Action IH Next meeting provisionally at Matlock YH on Saturday the 19th February at (?)11:00am. AOB: Pam will add Thankyou Certificates to the return sheets at the printing cost of 30p each. Action PP Letter received from the wife of Charles Clift informing us of his death. Meeting closed at 13:50. Ian Hennessey, Exeter Wheelers CC Hon. Sec., Audax UK ----------------------------------- AGM AGENDA, 1999 -------------------------- PROVISIONAL Agenda for the 23rd AUK Annual General Meeting to be held at Wortley Hall, nr. Sheffield, at 2 pm on Saturday 27th November 1999 ------------------------------------------------------------------------ -------- 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. Keith Benton. Proposed by Charlie Burton. Seconded by Kate Bate. Peter Coulson. Proposed by Peter Hansen. Seconded by Mareve Hansen. Rocco Richardson. Proposed by Judith Swallow. Seconded by Jon Jennings. Sheila Simpson. Proposed by David Palfreyman. Seconded by David Malcolm. Ray Smith. Proposed by Jim Outram. Seconded by Nora Campbell. Ian Hennessey. Proposed by David Stevens. Seconded by Richard Harding. Noel Simpson. Proposed by Dee Simpson. Seconded by Gerry Boswell. Bernard Mawson. Proposed by John (Rocco) Richardson. Seconded by Liz Creese. Duncan Peet. Proposed by Ben Steven. Seconded by Tim Wainwright John Nicholas (President d'Honneur) Proposed by John (Rocco) Richardson. Seconded by Liz Creese Pam Pilbeam. Proposed by Sheila Simpson. Seconded by Noel Simpson. Francis Cooke. Proposed by Sheila Simpson. Seconded by Julian Beach Len De Vos. Proposed by Dee Simpson. Seconded by Bry Ferguson. David Lewis. Proposed by Julian Beach. Seconded by Ben Steven. 6) To consider Officers' Reports. All either published in the Autumn Arrivee, or distributed on separate sheets. 7) Proposed that the entry at Constitution 8(16) concerning Vice presidents should be deleted and that a separate constitution item be created ..."AUK may have up to 6 Vice Presidents - honoured for long and distinguished service to AUK". Proposed by Keith Benton. Seconded by Bry Ferguson. This is to clarify the position of vice-presidents present and future. It seems invidious that someone being honoured for long & distinguished service is subject to being re-elected each year and yet if they are members of the committee it is only right that they are subject to such elections. VP's should therefore be able to attend committee or other such meetings and be able to give the benefit of their knowledge expertise or whatever so that the committee can take account of this advice when reaching decisions but since they are not committee members they would have no voting rights. 8) That Regulations 151 to 174 (Concerning Championships) be removed from the Regulations, to be published elsewhere in the AUK Handbook as a point of information. Proposed by Francis Cooke. Seconded by Peter Coulson 9) That Regulations 72 to 75 (Concerning RM Events) be removed from the Regulations, to be published elsewhere in the AUK Handbook as a point of information, to be replaced by one Regulation - 71. Brevet AUK (RM) events must also appear in the International (Randonneurs Mondiaux) Calendar, be ratified by ACP or RM, and be subject to any additional regulations as set down by ACP or RM. Proposed by Francis Cooke. Seconded by Ian Hennessey. Rationale - AUK has no direct control over the prevailing regulations of ACP and/or RM, therefore it is incorrect for us to have AUK regulations purporting to be those of RM. If ACP or RM were to change any of their regulations, we could not guarantee to reflect those changes in our regulations. However we do need to publish in the Handbook, as guidelines, our best understanding of current ACP and RM regulations, as they relate to our events. 10) That Regulations 111 to 113 (Concerning Hilly Events) be removed from the Regulations, to be published elsewhere in the AUK Handbook as a point of information. Proposed by Francis Cooke. Seconded by Ian Hennessey. Rationale - partly to de-emphasise hilly events, partly so that the arcane and esoteric discussions surrounding these regulations can continue more freely, allowing the AAA and allied schemes to evolve under the control of those riders who are most directly interested. 12) That Regulations 22 to 36 (Concerning Officials' Duties) be removed from the Regulations, to be published elsewhere in the AUK Handbook as a point of information. Proposed by Francis Cooke. Seconded by Ian Hennessey Rationale - the job descriptions for the various committee posts should be fluid and adaptable to circumstances, which is not possible under the present regulatory system. Officials' responsibilities should of course be published elsewhere and be freely available for all members' perusal. 13) To change the job title of 'Editor' to 'Publications secretary'. Proposed by Sheila Simpson. Seconded by Tim Wainwright 14) To adopt the revised constitution and regulations as laid out in the Autumn Arrivee, and appended here. Proposed by Keith Benton. Seconded by Sheila Simpson. 15) Venues for the AGMs in 2000 and 2001. It is proposed that the 2000 AGM be held at The Seaward Hotel, Weston super Mare. Proposed by Rocco Richardson. Seconded by Ian Hennessey. 16) Any other business. Ian Hennessey, Exeter Wheelers CC. Hon. Sec., Audax UK ----------------------------------- MINUTES, AGM 1999 -------------------------------- Minutes of the Annual General Meeting held at Wortley Hall, Sheffield at 2:00pm on Saturday 27th November 1999. To be read in conjunction with the Agenda published in the previous Arrivee issue 66. Note that there are 3 additional items not in the published agenda: 17) Correction of typographical errors and inadvertant changes to the spirit of the regulations. 18) To re-order the regs in the handbook inorder to improve readability & clarity. 19) Proposal by the treasurer in response to recent changes to the VAT rules. Although numbered from the last of the published items, these were actually dealt with in a different order as appropriate. 1) Present: 80 members, including the committee. The Chairman opened the proceedings by welcoming members. 2) Apologies for absence: 23 members sent their apologies, including Steve Underwood who had recently broken his hip. 3) The minutes of the 1998 AGM previously circulated were accepted as correct. Accepted nem con. 4) There were no matters arising. 5) Election of honourary officials: All the present officers were standing for re-election and had been proposed and seconded. There being no other nominations for any of the posts, the chair suggested they be elected en bloc. Accepted nem con. 6) Officers' reports: The following were published in Arrivee 66: Secretary, International Events Secretary, Magazine Editor, Systems Manager, LRM/ACP Correspondant, UK Events Secretary, Treasurer (but with amendments to be made at the meeting). Treasurer, Keith Benton mentioned that some ACP Paris-Brest jerseys had been taken and not paid for by persons unknown. No one had volunteered payment despite publicity in the last Arrivee. It was possible that the jerseys were taken by non-UK riders. An amendment to the constitution occasioned by changes in the VAT regulations would be dealt with later. Reports by the Membership Secretary, Validation Secretary and Brevet Card Production Secretary were all circulated at the meeting. The AAA Secretary and the Permanents Secretary gave verbal reports to the meeting. All reports were accepted without dissention. Pauline Wainwright proposed a vote of thanks to Noel Simpson & helpers for organising the UK registrations for Paris-Brest this year. Unanimously accepted. Additional items for consideration, not published in Arrivee, were considered next. Numbered from the end of the published agenda items. 19) Item brought before the meeting because of changes in the VAT regulations. The current limit for all organisations to register their activities with the VAT authorities is a turnover of more than 48000. AUK's turnover this year is 64000. However as a sporting organisation AUK enjoys exemption from VAT for members subscriptions and excluding these the turnover is well below the limit. However in July this year the VAT authorities mindful of some widespread abuses of the current rules tightened them up by a new order and this comes into effect in January 2000 Like all legislation designed to stop abuses either present or potential its terms catch the genuine sports club as well as the sham. The VAT authorities have given guide lines as to the type of wording they will find acceptable when reviewing subscription exemption and this is the wording I will propose as an amendment to our present constitution at Clause 2. The new VAT order also tightens up the areas in which a club can have commercial dealing with its officers and we would fall foul of them since both Sheila Simpson and Tim Wainwright do, with the agreement of the Committee, charge the club a sum of 150 per issue of Arrivee and the calendar for the use of their own (considerable) publishing equipment and know-how. In future it is proposed that these sums be paid by way of Honoraria. These payments, the levels which have not changed from the amounts paid last year, should be included in the comments on honoraria and their levels made in my Treasurer's Report and recommended for your approval. CONSTITUTION CHANGE Clause 2 That the clause be changed to read.......AUK is a non-profit making organisation. All profit and surpluses will be used to maintain or improve the club's facilities. No profit or surplus will be distributed other than to another non-profit making body or to members on winding up or dissolution of the club. Proposed by Keith Benton. Seconded by Ian Hennessey Accepted nem con The treasurer further said that the VAT guidelines stated that a club should not have other than commercial dealings with its members, and that payments made to Editors for use of their publishing equipment should be changed to honoraria. Accepted nem con 7) Vice-Presidents. After discussion, accepted nem con. 8) Replacement of championship regs with guidelines. Discussion. It was agreed that changes would still be subject to approval of the committee. Peter Land proposed that the regs for deletion be amended from 151-174 to 152-174. Seconded by Francis Cooke. Amendment accepted nem con Amended proposal accepted nem con. 9) Replacement of regs 72 - 75 with guidelines. Accepted nem con 10) Removal of Regs 11 - 113 (Hilly events) and replacement with guidelines. Considerable discussion. It was affirmed that any changes to the guidelines would only take place at the end of a season, to allow publication in the handbook, and that the AAA Secretary would be answerable to the committee as regards the operation of the award. Accepted, 39 in favour. 4 against. 12) Removal of Regs 22 - 36 (officials' duties) and replacement with guidelines. Some discussion. Jim Hopper proposed an amendment to replace Regs 22 - 36 with 23 - 36. Seconded by Francis Cooke. Amendment accepted nem con Amended proposal accepted nem con. 13) Change of job title (Editor to Publications manager) Accepted nem con [items 17 & 18 were brought forward to logical place in proceedings] 17) Correction of errors in the proposed new constitution and Regs. Reg 5 insert 'publicise' before '..their existence'; Reg 7.2b(ii) delete '3rd November'; Reg 7.3(i) remove 'event'; 7.16 remove; Reg 8.6 add 'over 200kms'; Reg 8.7(i) change to '..shall be 200km per day'; Reg 11.3(iv) & (v) add 'BR or BRM'; 11.5 delete '15', add '12'. These corrections approved without dissention. 18) Proposed by Sheila Simpson that the new regulations be re-ordered and appropriately renumbered to put the most consulted items, concerning events and awards, before the constitution and other regs. Approved without dissention. (Web note: this new Constitution and Regulations, in the renumbered form, is online at Auk Regulations) 14) Adoption of revised constitution and Regulations as laid out in the Autumn Arrivee but with modifications and changes as above. Amendment proposed by Dave Lewis that as the words 'or by the 3rd November' (7.2b(ii) were a change from the current regs, these should be deleted. Seconded, after discussion, by Rocco Richardson. Amendment accepted nem con. After further discussion, amended resolution accepted nem con. 15) 2000 venue Accepted nem con 2001 venue. The Metropole Hotel, Llandrindod Wells proposed. Pauline Wainwright pointed out the lack of train services. Rocco Richardson suggested that a cycle-carrying bus service could be laid on. Agreed to approach the hotel. 16) AOB. Design of year 2000 medals shown. Will be produced in black & white for one year then in colour for subsequent years until next change end of 2003. SR2000 medals will be free to every person qualifying during 2000. New design of brevet cards shown. Discussion of medals supply problems. A new supplier has been found which should resolve these problems. Rocco modelled the new AUK kit from the chair. Mick Potts asked for clarification of what constituted a club for the purposes of the club trophy. Much discussion leading to the general conclusion that there was no formal criteria, although it was originally considered to require affiliation to the BCF or RTTC. Dave Lewis pointed out that a change made to restrict the way clubs' points are assigned should make the award fairer. Jim Hopper thanked the Chairman for conducting the meeting with his usual charm. General agreement and applause. Peter Coulson mentioned that there were 366 events in this season's calendar. The meeting closed at 16:55. Ian Hennessey, Exeter Wheelers CC Hon. Sec., Audax UK