Minutes of the Committee Meeting held at the Ridgeway Youth Hostel, Wantage, on the 13th of February, 1999 Meeting commenced at 12:00 noon Apologies received from; Noel Simpson; Len de Vos; David Lewis; Sheila Simpson; Francis Cooke; Bry Ferguson; Bernard Mawson. Present: Rocco Richardson; Keith Benton; Duncan Peet; Peter Coulson; Pam Pilbeam; Ray Smith; Ian Hennessey. Matters arising. Jon Jennings has apologised for late card returns and offered to approach another organiser to run the Paragon Potter in future. Letter sent to BCF re child abuse. Agreed to decide annual awards during September meeting in future, so as to allow recipients to be invited to attend. Corporate Style: Progress is being made. Revised Entry Form ready to send to insurers for approval. It will be advertised in Arrive and in notices to Organisers, that this form supersedes all previous versions. Action KB, TW PBP and club jerseys: 38 PBP remaining. They are selling quickly. PP presented choice of designs for club jersey. There was discussion and a final design will be produced as soon as possible. T shirt design using logo from AUK web-site will be produced. 120 to be ordered. Action PP Display Stand: PP will modify support poles to make it more transportable, and source 2 bags. Action PP EL2001. Carried over except that RS will check Harlow as possible control. Action RS BM to propose change to end-of-season date for next AGM. Action BM Correspondence: Letter received from A Corless re new permanents. Letter From Private Hostel near Castle Acre received, expressing concern about status of these events. PC has ascertained that they are being run independently and as DATC events. Officers reports: IH apologised for omitting to provide previous minutes at the AGM. He had noted comments from 2 members questioning the advisability of AUK continuing to expand. He was asked to seek clarification of this. Action IH PC requested a new pc as a matter of urgency. Current pc too slow for PC. Action KB, FC PP showed qualifier brevet cards in full colour to the approval of the committee. Design for the remainder being updated. Where holidays, etc., intervene and organisers are asked for early card orders, supply free issue, sale-or-return extras as needed. PC will cover for card production during Bry's illness. Action PP, PC Discussion on designating selected events as Nationals; and on guaranteeing organisers against financial loss, subject to individual approvals. To be investigated by all members. Action All (note separate email to comm members) FC, DL submitted written reports. KB reported accounts satisfactory. RS reported a 75% increase in new applications this year. He will supply new members joining part way through the year with all Arrives for the current season. Some members are discarding the renewal sheet. He will investigate using the sheet for information purposes to acclimatise members to keeping it. Harry Hill is bidding to become the oldest PBP entrant. Action RS Regional representatives should be a separate entry in the Handbook in future, to avoid confusion with delegates. Action FC, SS Paris-Brest qualifying events. Contingency plans for overspill entries. SS has organised 2nd running of her 600, 1 week later as agreed with ACP; the results to be submitted as one. Organisers to be contacted so that reserve lists and free places can be correlated. Advert for 600 and guidance for organisers to be put in Arrive. H Ramsey to be asked to sort the entries for his 600 on a fairer basis. Action PC It was noted that the training weekend organised by Justin Oakley was proceeding this weekend. Exeter Wheelers CC and Wellington Wheelers had asked whether, as CTC affiliated clubs they were covered by CTC insurance for organising AUK events. PC confirmed that this was the case. Graham Mills had asked whether a special Millennium Randonneur 2000 series could be run next year. Decided that a SR series with an additional, 500km, event would be appropriate. Letter to GM asking if he would co-ordinate, and note in Arrive asking for organisers. Action PC, IH Stand to be booked for the York Rally. Action KB Meeting closed at 3:20pm Next meeting at Edwinstow Youth Hostel, Sherwood Forest on the 19th May at 12:00 noon. Lincoln green optional. Mystery prize to anyone doing an arrow there. >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> <<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<< >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> Minutes of the committee meeting held at Matlock Youth hostel at 12:00 noon on Wednesday the 19th May 1999 Present: Rocco Richardson; Peter Coulson; Ray Smith; Sheila Simpson; Francis Cooke; Duncan Peet; Pam Pilbeam; Noel Simpson; Keith Benton; Bernard Mawson; Ian Hennessey. Apologies from: Len de Vos; Dave Lewis. Minutes of the last meeting were accepted and signed as correct. Matters arising from the last meeting: PP showed the design for the club jerseys. FC pointed out that the cyclists logo was the property of a French club. Decided to produce new image to replace it. **Action: PP, FC, IH. PP said that the stand had proved expensive to modify as suggested. Alternatives still being investigated. **Action PP. EL2001 will take place starting on Saturday 21st July 2001. Southern control likely to be Harlow. Suggested entry fee 50.00. 12kph min speed. Supporting 800: min 13.3kph; entry fee 35.00. Starts at 14:00. NS has 9 volunteers to man EL/AUK display during Paris-Brest. PC has received a new pc. BM now considers it not necessary to alter the end of season date because of improvements in data processing. Change over from BF to PP has proceeded smoothly. At BF's request removal of copier and equipment to be arranged. **Action: NS. An advert for the next AGM at Wortley Hall is to be placed on the address sheet of the forthcoming Arrivee. **Action RS There was discussion about the numbers of entrants to P-B qualifiers and the high number of drop-outs. It was felt that there was no longer a crisis. Financial support for designated events will be piloted next year. Introduction 2 years before next P-B. **Action PC Decided that permanent events should be calendared as qualifiers where necessary next time. PC will ask organisers for 500km events for next year to facilitate SR2000. **Action PC. A special SR2000 medal will be produced. **Action FC etc. Graham Mills appealed on behalf of G Knight for validation of 200km with incomplete card. Surprise was expressed at the fact that a novice rider was given a makeshift card. Accepted because of extenuating circumstances. 2 contra. Letter received from DL re mudguards and an AUK member who had requested exemption. Letter from Shawn Shaw suggesting postal votes for AGM motions. Committee not in favour. Reply to SS suggesting that he put a proposal forward if he so wishes. **Action IH. Cycling Weekly and Cycle Industry magazines have both asked AUK to advertise. RS and IH to investigate. **Action RS IH. 2 events cancelled because organiser has resigned from club citing 'disagreement over ethos of AUK'. PC will attempt to find new organiser. **Action PC Treasurer's report: AUK finances continue healthy. Validation sec's report: Doesn't think all the increase in validations due to P-B as more 100kms have also been ridden.. BM would like an assistant to deal with AUK validations, leaving him to handle RM, awards, and championships. **Action BM Membership sec: Reduction in number of new members over the last 3 months. Overall a 75% increase over last year. Total membership approx 3,900. Suggested that guidance for new members appear in the calendar/handbook and in Arrivee. **Action RS, SS Brevet Card sec: 10128 issued this year of which 4972 LRM. Secretary: Nothing to report. Systems manager: All committee members except 2 now on email. Of the 2 one has fax facilities. Correspondence with Yannis going smoothly. Arrivee Editor: Trade advert rates increase to 156.00 per page mono (on advice from B Morris) and 256.00 per page colour. Permanents sec: A quiet year so far. LRM/ACP correspondAnt: 413 entry packs sent. 114 advice sheets sent, and large number downloaded from website. Pavilion Bleu oversubscribed 125/100 but should be ok with drop-outs. Team will assemble to check and send all entries on June 30th.. Current estimate of AUK entrants is 200. **Action NS Events sec: Very low number of late events. Encouraging number of prospective new organisers for next year. Discussion re insurance and declaration of back-up vehicles for those travelling to Paris-Brest with Graham Baxter Coaches. **Action RR SS Notice required in Arrivee that AUK caps should now be ordered from PP. Also new stock to be ordered. **Action PP SS TW Request from Simon Jones for funding for 12 new Calais-Brindisi badges agreed. Nem Con 1 withdrawal. **Action IH Permanent crads will henceforth all be standard size 3 fold with variable information 1 side only, as calendar cards. Millennium cards will be new colour design, including BP cards. **Action PP The AUK Website, hitherto unofficial, is to become an official site, administered by FC. FC retains ownership of the domain name. Nem con. New fixed wheel group - SFW - committee happy for them to proceed. Noted that it had different aims to the existing fixed wheel championship. **Action IH. PC to produce guidance notes for organisers including notes on SR2000, financial support, email. Action PC. >>>Date of next meeting set for 8th September 1999 at Stratford upon Avon. [NS, RR, PC made apologies and left at this point. KB took the chair] AOB: BM proposed that changes to medal designs after Paris-Brest years be discontinued to save costs of new dies and wastage of old stock. After discussion not accepted. 1 contra. Discussion followed on future designs, and SR2000 and 500km medals for next year. **Action FC etc Discussion on the number of UK representatives on LRM. resolved to ask for 1 additional. Suggested that UK presidency would be appropriate. Consult NS on Structure. **Action SS NS IH to ask Cycling Weekly about possibility of new supply of Controle and Arrow signs. **Action IH Meeting closed at 17:15 >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> <<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<<< >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>> Minutes of the Committee meeting held at Stratford upon Avon Youth Hostel on Wednesday the 8th of September 1999, at 11:00am. Present: Rocco Richardson; Ray Smith; Duncan Peet; Len de Vos; Francis Cooke; Sheila Simpson; Keith Benton; Peter Coulson; Pam Pilbeam; Noel Simpson; Bry Ferguson; Ian Hennessey. In attendance: Tim Wainwright. Apologies from: Dave Lewis; Bernard Mawson. Meeting commenced at 11:30am The York Rally stand was set up and manned despite lack of pre-planning. Note for discussion at Spring meeting Action IH A guide to riding randonnees, written by S Doughty, is ready for inclusion in the next handbook. May need some editing. Action SS The cost of permanent brevet cards will in future include an amount to cover validation. This will alleviate the problems of small sums being sent through the post. Normal 3-fold card will cost 50p. Direction and Controle signs are now needed. Approach Cycling Weekly to see if they will supply. Action IH The meeting of Les Randonneurs Mondiaux on 28th August approved by majority vote a minimum speed of 12kph for events of 1400km and over. There are moves to give the organisation a constitutional basis. Real Prefontaine was elected president. Edinburgh-London: Discussion of ways of coping with larger numbers. Suggestions included 3 start points; an earlier starting 'vedette' group; 2 staggered starts. The latter was favoured for practicality. Mudguards will be required. Interest in the E-L at the LRM stand during the Paris-Brest was high. 100 leaflets proved too few. One helper complained about this. Action BM and others Paris-Brest-Paris: Noel has invited comments and will prepare a report to send to ACP. The control at Loudeac was felt by many to have been below standard. Missing route markers were mentioned. The lack of food and drink at the finish was mentioned, as was the circuitous route over the last 10 km. There was concern about the late notification of extra time allowance for the over-distance. However, the overall response was positive. It was suggested that a post-event meeting of AUK members would be a good idea for next time. Action NS It was noted that 6 AUK members had completed their 5th P-B-P this year. Audax Ecosse: Concern had been expressed about insurance cover for organisers from this group. It was pointed out that the individuals are covered, not their clubs or organisations. Duncan said that AE was in the process of drawing up a constitution. Pam has large stocks of T shirts and P-B jerseys. Agreed to reorder caps with updated logo. The design of the club jerseys has been modified and an order placed. Action PP Medals: Special colourway for 2000 - variations of black & white on antique silver. Special SR200 medal also. To alleviate current supply problems bernard is asked to hold larger stocks of medals. Pam is investigating alternative suppliers. Action: FC, BM, PP Proposal for the AGM: To clarify the position of vice-presidents as having an advisory role only. This was felt to be necessary as the post was not annually elected. Action IH, RR Final copy of proposed regulations will be published in the next Arrivee. Minor amendments discussed. Sheila to implement and publish. Action SS Pauline Porter wrote to propose the Seaward Hotel, Weston super Mare as a possible venue for the AGM in November 2000. Committee to investigate. Action IH There had been some confusion as to how many copies of the FFCT magazine were received, and by whom. Currently 1 copy sent to Len. As a complimentery copy of Arrivee is sent to FFCT, resolved to ask them for a return copy. Action NS, LdV Peter will approach Bristol DA regarding potential problems with the organisation of one of their events. Action PC Peter is asking organisers to provide total metres of climbing for hilly events to be published in the next calendar. Action PC It was noted that ACP and the US randonneur groups regard it as usual for organisers and their helpers to ride their own events up to a week beforehand and to include those returns with the ones from the event. It was felt that insurance problems could make that system difficult for AUK. Committee will investigate. Noel will discuss with ACP before the next meeting. Action KB, NS Brevet cards: These will all be full-colour with a new design for next year. Action PP Keith requests expenses claims asap Action All Don Briggs, Vice-President of LRM is visiting the UK during the summer. Next meeting is at Wortley Hall at 10:00am. Meeting closed at 17:00. Ian Hennessey, Exeter Wheelers CC.