PRE-AGM Committee Meeting, 2000 ---------------------------------- Minutes of the Meeting Held at the Seaward Hotel, Weston-super-Mare on Saturday 25th November 2000. Meeting commenced at 10:15am Apologies were received from Len de Vos, Amorel Young, Julian Beech, Simon Ward. Matters Arising: Controle signs. PP will get them printed and laminated to sell to organisers at 50p each. Agreed to purchase A4 laminator for approx 99.00. Actions PP; IH All organisers had completed their returns. AGM agenda: Mistake on circulated copy: RS's proposer & seconder wrong, should be as Arrivee version. Nominations for Helpers' Trophy: Lorraine Brown and team, Gerry Boswell. GB accepted after discussion. PP proposed a new Organisers' Trophy. NS seconded. Based on recommendations from membership. This year to Lorraine Brown and team, for the 2000 national 400. All agreed It was agreed to register under the Data Protection Act. Action FC FC said that the 'audax.uk' addresses were not working properly and advised the committee to revert to their original email addresses. RR would shortly be online at rocco29@lineone.net. 500k medals are due to be delivered on the 30th Nov to BM. SS mentioned complaints about non-arrival of these. Discussion followed. Agreed to ensure medals are available in advance of future competitions and events. 300 printed apologies to go with the 500k medals. Action RS, BF, BM Discussion about promotional pens. Agreed to send samples to organisers then offer as sale items on the organisers order form, at 20p each. Order 4000, in red/blue/white or nearest possible to that. Action PP OS to be approached for strip maps covering the EL route Action PP, SS New membership drive: Postponed to next meeting. EL sponsorship: Possible interested parties include High5, Impsport, Dave Yates. These to be contacted. Action IH Next meeting should be before BM goes on holiday as EL needs to be discussed. agreed to meet pm, Saturday 6th January 2001 in Doncaster. NS offered to host the meeting. There is an event on Sunday. BM is arranging for mail to be dealt with whilst he is away. Action SS, BM RR will speak at the AGM about JN and post of President d'Honneur. AGM 2001 at Dudley rather than Llandrindod Wells [note this was changed at the AGM] Discussion about the mudguard regulation for EL. BM proposed an amendment to the regulaton at the AGM under AOB. This was not allowed. Non-members will have to pay 3.50 for SR2000 medals. Discussion about Trophies. Agreed that they should be for members only, with the exception of the helpers' cup. LRM: Discussion about new constitution will take place via email. This year's AGM: Generally well organised. Acknowledgments should have been sent to members. This would have been an opportunity to give schedule of events and directions to the venue. Future AGMs and re-unions should be more structured, with more information about what is planned (rides, slide shows, etc.) for the weekend. 2002 venue will be a committee decision. PP will investigate Dudley [cancelled at AGM] AAA: There are problems with values for events of 300k and over. An amended table will be published early this season, and current events amended accordingly. There was discussion about how allocates AAA points and how this is done. Action DL, SS Proposed by DL that there be a 3.00 charge for the 1st AAA card including cost of medal; a 2.00 charge for 2 subsequent cards; and a 1.00 charge for further cards. All Agreed Action DL Agreed, 2 against, that medal colours should be set for the remaining time to PBP, 1 colour for each distance, as before. Action FC Next meeting (after the special EL meeting 6th Jan): Saturday am March 10th 2001, Edinburgh. Action DP Meeting closed at 13:05. ----------------------------------- AGM AGENDA, 2000 -------------------------- Agenda of the AUK Annual General Meeting 2000 to be held at Seaward Hotel, Weston-super-Mare on the 25th November commencing at 2:00pm -------------------------------------------------------------------------------- 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. (These were published in Arrivée edition Number 67 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 Mike Fielding. Seconded by Wendy Fielding. Francis Cooke. Proposed by Dave Lewis. Seconded by Ian Hennessey. David Lewis. Proposed by Francis Cooke. Seconded by Sheila Simpson. Peter Coulson. Proposed by Peter Hansen. Seconded by Mareve Hansen. Rocco Richardson. Proposed by Judith Swallow. Seconded by Jon Jennings. Sheila Simpson. Proposed by Dave Lewis. Seconded by Ian Hennessey. Ray Smith. Proposed by Sheila Tinker, seconded by Peter Ralph. Pam Pilbeam. Proposed by Sheila Simpson. Seconded by Noel Simpson. Ian Hennessey. Proposed by David Stevens. Seconded by Richard Harding. Noel Simpson. Proposed by Dee Simpson. Seconded by Gerry Boswell. Len De Vos. Proposed by Dave Stephenson. Seconded by Phil Rosenbloom. Bernard Mawson. Proposed by John (Rocco) Richardson. Seconded by Liz Creese. Duncan Peet. Proposed by Ben Steven. Seconded by Tim Wainwright 6) To consider Officers’ Reports. All either published in the Autumn Arrivée, or distributed on separate sheets. 7) TREASURER’S RECOMMENDATIONS 'My recommendations are that there are no changes to the present levels of dues for Subscriptions, Honoraria (including those now payable to the Publications Managers), Validation and Card Production.' 8) President d’Honneur Appreciation of John Nicholas. 9) President d’Honneur Rationale The position, as the name implies, is one of honour and should not be one of annual election. Proposal That constitution 7 (12) be deleted and constitution 9 be amended to insert words so that the revised clause reads 'AUK may have a President d’Honneur and up to 6 Vice Presidents - honoured for long and distinguished service to AUK' Proposed Keith Benton Seconded Sheila Simpson 10) Election for the position of President d’Honneur. Bry Ferguson proposed by Keith Benton. Seconded by Sheila Simpson 11) Any other business Ian Hennessey, Exeter Wheelers CC. Hon. Sec., Audax UK ----------------------------------- MINUTES, AGM 2000 -------------------------------- Minutes of the Annual General Meeting held at The Seaward Hotel, Weston-super-Mare, commencing at 2:00pm on Saturday 25th November 2000. To be read in conjunction with the Agenda published in the previous Arrivee issue 70. 1) Present: 84 members, including the committee. The Chairman opened the proceedings by welcoming members to the Seaward Hotel. He said that it was likely that future AGMs may be subject to similar arrangements at similar venues. He also noted that this was the 25th AGM, and thanked everyone for their support in that time. 2) Apologies: 12 members sent their apologies, including Len de Vos, who is suffering from sciatica, and Simon Ward, who had influenza. 3) The minutes of the 1999 AGM previously circulated were accepted as correct. Carried nem con. 4) There were no matters arising. 5) Election of honorary officials: All the present officers were standing for re-election, and had been proposed and seconded. Francis Cooke asked about the post of Press Secretary. It was pointed out that Ian Hennessey had been appointed to that post 2 years ago. FC suggested that anyone interested in taking up the post should put themselves forward. David Lewis suggested that it would be helpful to give an explanation of the duties involved. IH said that it ideally needs someone with computer access, some knowledge of dealing with the press, and able to devote some time during office hours. Rocco Richardson said that he was still seeking someone to take over as Trophy Custodian. It was pointed out that anyone who wishes to be nominated for a committee post can be accepted as a delegate prior to the next AGM. This would allow them to gain experience of the work. There being no further nominations for any of the posts, the chair suggested they be elected en bloc. Carried, and the election carried nem con. 6) Officers' reports: The following were published in Arrivee 70: Secretary, Systems Manager, ACP/LRM Correspondent, International Events Secretary, Publications Secretary, Brevet Card Production Secretary, UK Events Secretary, Treasurer, Membership Secretary. Pam Pilbeam added that Brevet cards will no longer have entry lines for club and DA affiliations as this information is now taken from membership records. Members should inform the club of any changes. The prices of AUK medals will be listed on all brevet cards. Organisers should not charge more than this. They are entitled to retain 10% of the selling price. Organisers own special medals are not covered by the foregoing. Peter Coulson added that secret controls would no longer exist from next season (2001 - 2002). The decision to convert these to non-secret checks or information controls had come too late to allow all the new season's events to be changed, although there should be very few remaining this season (2000 - 2001). Mark Waters asked if that meant that short-cuts were now allowed. DL replied that controls should be arranged so that the route between them is the shortest distance. Sean Flynn asked what the reason was for the decision. It was replied that it removed unnecessary anxiety, particularly when coupled with poor or misleading route instructions. Richard Phipps asked why brevet cards had to be signed. It was replied that the signature was proof that the rider named had actually completed the event. Bernard Mawson pointed out that he had never refused to validate a card because of a missing signature. George Hanna asked about weatherproofing cards. PP replied that she would be supplying larger, sealable bags next year. Arrivee was described as an excellent publication, to general agreement. All these reports were accepted nem con. The Permanents Secretary's Report was read to the meeting: He mentioned that some cards were being returned for validation very tardily. They should be sent to him within 2 weeks of the event. He requested that organisers be reprimanded for late returns. Richard Phipps suggested that late returns were not solely a problem with permanents; some calendar event organisers were also late. RR replied that one member had been banned from organising for that reason. There had also been problems with the supply of medals which meant that some cards were returned late to riders. RR apologised on behalf of the committee for these problems. RR added that the SR2000 medals were to be presented after the meeting, and thanked Graham Mills for instigating and administering the award. The Validation Secretary's Report was read to the meeting.: There was a total of 13341 validations last season, 193 fewer than 1999. Approx 10000 were of AUK members. Claims for awards are now being dealt with by Nev Holgate. BM thanked NH for his work so far. These 2 reports were accepted nem con. 7) The Treasurer's report and recommendation of no change to current charges and subscriptions were accepted nem con. 8) Rocco Richardson said a few words about our late President d'Honneur, John Nicholas's contribution to the club: That, inspired by Jock Wadley's book, he founded AUK to allow cyclists to qualify for Paris-Brest-Paris. Although JN had not had any active association with the club for some years, since a major disagreement over the way it was run, it was to him that we owed the existence of AUK. He concluded with, "Thanks, mate." 9) The proposal to make the post of President d'Honneur a permanent post outside the committee was discussed. RR mentioned that, as a constitutional change, it required a two-thirds majority vote, and asked if those present would accept a show of hands. Accepted nem con. The proposal as laid out was then accepted nem con. 10) Election of Bry Ferguson as President d'Honneur in recognition of his long and continuing service to the club. Keith Benton mentioned that Bry had a vital role in keeping the club together during the disagreements over the constitution and the rights of members. He had devoted an enormous amount of time to, and done an horrendous amount of work for AUK. Bry replied that he still wished to attend meetings (there was general agreement from the committee), and that most of us would not have been able to ride P-B-P without John Nicholas's, and his son, Steve Nicholas's efforts. Bry Ferguson was elected nem con. 11) Any other business. RR said that, because of concerns expressd at the last AGM about the cost of food and accommodation at the Metropole, Pam Pilbeam, on behalf of the committee had been looking at alternatives, including a hotel in Dudley. She was also investigating venues for 2002. Peter Aldridge said that it was the practise in his club to subsidise their annual dinner from club funds. A quick calculation by RR suggested that this would be a substantial amount. It was also pointed out that such a subsidy would be unfair to those who only attended the AGM itself. David Lewis asked what the costs at The Metropole were. [1 night 35.50, min 2 nights 28.50 per night. 10.00 supp for single occupation of twin/dble room. Dinner 15.00. No charge for meeting rooms.]. Several members said that there were few possibilities for rides from Dudley. There was a general agreement that the cost of The Metropole was not a significant problem. The decision was left to the committee. Letters of apology and thanks to committee members and organisers were read out. John Manville included a plea to ban flashing rear led lights. It was decided this was outside the committee's remit, though advise was given that they should not be used when cycling in groups. Kevin Presland asked, with reference to a recent event which went ahead in extreme weather conditions, what an organiser's liability was in this respect. Discussion followed. It was mentioned that participants had a personal responsibility to assess the dangers. Sheila Simpson said that legal advice would be worth little unless and until there was an incident and case law to base it on. Further discussion included warnings on routesheets, and the disclaimer on the entry form. Mike Sadler asked about the promotion of the Edinborough-London. Were we expecting a large overseas entry and should we insist on mudguards for this event? RR replied that the event would follow AUK regulations, as other national 1200s followed their own regulations, and further, that a large number of helpers would be needed. Gavin Greenhow asked about the introduction of a Cycling Tourist award. SS replied that she was running a cyclotouriste event next year. She said that this category of award should only be available to those entering for it directly, and should not be available as a fail-safe for those who did not complete a BR/RM event in time. Such events can be and have been run under Brevet Populaire rules. Mark Waters drew the meeting's attention to the British Cycle Quest scheme run by the CTC. Geoff Sharpe asked if organisers could consider starting 400km and longer events before 8:00am to allow easier travel to and from them. Also if they could offer accommodation where possible. Jim Hopper noted that Madonna had apparently named her son in honour of Rocco. He proposed a vote of thanks to the committee for the meeting. Accepted nem con. The meeting closed at 16:24. [Subsequently, it was decided to organise the 2001 AGM at the Metropole, Llandrindod Wells] Ian Hennessey, Exeter Wheelers CC Hon. Sec., Audax UK