Meeting commenced at 10:10am

Apologies were received from Len de Vos. All others present, including Tim Wainwright.

Minutes of the previous meeting were agreed to be correct, except that RR wished to put on record that foreign riders' luggage was not mislaid by AUK but left behind by its owners. All has since been returned.

MATTERS ARISING

Membership cards will not be produced for the coming year. Feasibility studies continuing.

Irish events do not now require AUK insurance. They will be published in the AUK calendar.

AUK 100,000 award. Agreed that it should be in miles to agree with mileater awards, and badges should not be black.

CORRESPONDENCE

Graham Mills asks on behalf of CTC Cymru to borrow £180.00 from AUK to finance medals for events. They have a financial problem because the WCU (Welsh Cycling Union) has pulled out of co-operative ventures with CTC Cymru and the medals are already ordered. Agreed in principle by a majority vote. DKB to ask for clarification and details of repayments.

ACTION DKB

AUK will from now on dispense money only in Euros from its french bank account.

A request from Haino Harms of Germany for AUK to validate some German events was refused. It was felt that it would be unwise to get involved in German domestic wrangles over who officially represents randonneurs in that country.

Suggestions for changes to the LRM constitution have to be with Real Prefontaine by January 30th.

ACTION SS, NS

CTC director Kevin Mayne wrote to thank AUK for its donation to the Cyclists' Defence Fund.

OFFICERS' REPORTS

No individual reports as the end-of-year reports will be made to the AGM. It was asked that verbal reports to the AGM be kept brief.

Trophies awarded by the committee were discussed and decided

ANNUAL GENERAL MEETING

It was agreed that the motion banning flashing rear lights should be opposed by the committee on the grounds that it was inappropriate within the regulations. But that mention of their undesirability during events would be put in the guidelines.

An amendment to the regionalization motion, to change the names of the proposed regions, would be put prior to debate of the main proposal.

There was discussion of procedural matters. It was decided to check all members into the meeting to ensure that only current members were present and voting.

Concern was voiced about the method of conducting contested elections to committee. It was decided that, in the event of this occurring at this AGM the candidates should be asked to leave whilst the vote was taken. Decided to put forward a proposal for the 2002 AGM to require secret ballots for contested elections.

RR to mention the 25th anniversary. To mention Len de Vos's work for AUK.

RR reported that the 'Fat Michelin Man' trophy was lost in the post, and that two trophies (services to AUK, CTCDA organiser) had not been returned. He expressed concern that a number of trophy holders had failed to inform him as to whether they were able to return these for the reunion dinner. PP agreed to take over responsibility for trophies. A proposal to retain the trophies after awards presentation and give medallions as permanent keepskes was deferred to the next meeting.

Action PP

It was agreed that non-competitive medallions should be presented to the youngest riders.

There was discussion about the suitability of the New Southlands hotel for the venue of the AGM 2002. One adverse report received from Pauline Streets, though DKB subsequently visited and found it suitable. Agreed to defer decision until PS had been contacted. [we were able to decide before the AGM that the hotel was a suitable venue]

Agreed to discuss at the next meeting moving the AGM to January or February.

LES RANDONNEURS MONDIAUX

Discussion about the LRM constitution, including the voting rights of countries and Robert Lepertel's role in the organisation. It was proposed that AUK would remain a member but seek to change the constitution to reduce the influence of ACP over LRM. If this was not possible then AUK would remain only as a non-active member. Agreed by a majority to remain a member. Agreed by a majority to seek to change the LRM Constitution.

ANY OTHER BUSINESS

DKB said that he held the official 1999 PBP video.

It was likely to be prohibitively expensive for AUK to offer its own 3rd party insurance. This would not be pursued further.

The meeting closed at 13:15.

[next meeting 11:00 at the Southern Re-union 2nd March. Exact venue tba.]

Minutes of the Annual General Meeting held at The Metropole Hotel, Llandrindod Wells, Commencing at 2:20pm on Saturday 24th November 2001

To be read in conjunction with the Agenda published in the previous Arrivee issue 74.

1) PRESENT: 127 members, including the committee.

The Chair opened the proceedings by welcoming members to the meeting. He noted that it was the 26th AGM, and thus AUK had been in existence for 25 years. He mentioned that there was a record attendance, and that all members were being signed in at the door. Founder-member Barry Parslow was expected to arrive shortly.

2) Apologies for absence were received from 10 members, including Ron Kitching, Peter Hansen, and Len de Vos.

3) The minutes of the 2000 AGM previously circulated were accepted as correct. Carried nem con.

4) There were no matters arising.

5) ELECTION OF HONORARY OFFICIALS: Len de Vos, Foreign Events Secretary for 5 years, decided not to stand for re-election, because of continued ill-health. Peter Marshall was standing for the post. No further nominations for this post were received from the floor. Graham Mills was standing for the vacant post of Publicity officer. All other officials were standing for re-election. It was agreed without dissent to vote for the election of all officials en bloc. Proposed by Helen Vecht, Seconded by Sonya Watt. Carried nem con.

6) LIFE POSTS: Patron of AUK: The Chair opened by saying that AUK had been without a patron since the death of Sir Hubert Oppermann. He also said that Sir Hubert's wife had died this year. Ron Kitching had been a staunch supporter of AUK, especially in the early years. Keith Benton drew people's attention to the article about RK in the last Arrivee, and further mentioned that he had sponsored the Paris-Harrogate event, the Harrogate Festival, and grimpeur events. Ian Hennessey said that RK sent his apologies for being unable to attend, because of his wife's ill-health. He sent his best wishes to all at the meeting. Rocco Richardson gave a brief account of RK'd cycling achievements. Elected unanimously.
( The chair welcomed Barry Parslow to the meeting)
Vice Presidents: Brief outlines of Peter Hansen's and Mick Latimer's contributions to AUK were given. Both elected unanimously.

7) OFFICERS' REPORTS: The following were published in Arrivee
74: Secretary, Treasurer (but see below), UK Events Secretary, International Events Secretary, ACP/LRM Correspondent, Publications Manager, Systems Manager. There were no questions from the floor about these reports. The Treasurer apologised for the omission of an explanatory column in the published accounts. He said the figures were nonetheless correct. A complete version was distributed at the meeting, and would be published in the next Arrivee [see elsewhere this issue].
THE MEMBERSHIP SECRETARY'S, and THE PERMANENT SECRETARY'S reports were distributed at the meeting.
THE BREVET CARD PRODUCTION SECRETARY'S report was distributed at the meeting. She said that, due to Foot & Mouth Disease (FMD), production was 20 % less than the previous year.
THE VALIDATION SECRETARY gave a verbal report. He said that approximately 11,000 cards had been validated this year. He offered a definition of 'long-distance' as the total distance ridden in events divided by the number of riders. This gave a figure of 190km for 2000, and 185km for 2001.
Jim Hopper asked if riders of the EL had switched to the 800km event at the start. Bernard Mawson answered 'no'. JH said that in that case riders who started at Thorne and quit at Thorne after 800km should not have been allowed validation for the shorter ride. He noted that starters from Harlow did not have this facility. BM said that the option for Thorne starters had been offered in writing before the event, but that it would not be offered in future.
THE AAA SECRETARY gave a verbal report. He said that AAA tended to be in the areas hardest hit by FMD and therefore fewer people had achieved 8 points or more.
All these reports would be published in the next Arrivee [see elsewhere in this issue].
Proposed by Gerry Boswell that all the reports be accepted, Seconded by Helen Vecht. Carried nem con.

Keith Benton said that as stated in Arrivee he would not be standing for re-election next year and asked for anyone with an interest in the post to come forward. He said that he would provide assistance for anyone taking on the job.
7a) TREASURER'S RECOMMENDATION: That fees remain unchanged for the following year. That honoraria be increased as stated.
Brian Hayward asked why the membership Secretary did not receive any money. KB replied that it was a matter for the AGM. IH said that the committee would be reviewing honoraria for committee members during the year and may put a recommendation to the next AGM. RR said that individual committee members were generally reluctant to ask for funds.
Proposed by Chris Beynon that the recommendations be accepted, Seconded by John Kirk. Carried nem con.

(The Chair decided to take some items of the agenda in a different order to that published. The numbering reflects the original order)
10) Proposal: TO EXTEND THE QUALIFICATIONS FOR GAINING SUPER RANDONNEUR STATUS TO INCLUDE ORGANISING OR HELPING AT AN EVENT Sonya Watt opened by saying that the reasons for the proposal were the behaviour of riders on her events and that lack of response to requests for help. Pat Aldridge spoke in favour of the motion. Helen Vecht sympathised with the reasons but pointed out the difficulties for some people such as shift-workers. Claire Ashton spoke against the motion saying it was impossible to define what constituted 'help'. Robert Webb, Ron Carlton spoke against the motion. Gerry Boswell spoke in favour, saying helpers needed recognition. Rocco Richardson said that his experience of helping at Harlow during the EL was that it was harder than riding an event. John Walker, Derek Slann, Peter South agreed with the sentiments but opposed the motion. Peter Land supported the motion, saying that if 'help' might mean very little work, then it would be easy for people to do. David Lewis opposed the motion saying that Constitution 4 (...person of goodwill) and Regulation 2.9 (participants who infringe AUK regulations...) covered the matter of poor behaviour. Pam Pilbeam opposed the motion saying that conscripted helpers were likely to be of little use, that she did not have problems finding suitable help, and suggested an increase in entry fees to pay helpers' expenses. Duncan Peet closed by saying that the proposal if carried would provide a reservoir of potential new organisers.
The proposal was defeated by a majority vote.
RR commented that organisers should use the regulations to deal with unacceptable behaviour.

8) Proposal: TO REMOVE REDUNDANT WORDING FROM REGULATION 8.2 (iv)
Carried nem con.

9) Proposal: TO MODIFY REG 6.4 (vi) AUK BREVET TO ALLOW 1200KM+ EVENTS OTHER THAN PARIS-BREST AS QUALIFYING EVENTS
Sheila Simpson opened by saying that when the regulation was made there was no EL; that the End-to End was now rarely ridden at randonneur speed because of the need to use major roads; that there were now various more popular overseas 1200km+ events. John Curtin questioned the use of the term 'BR' (brevet de randonneur). Peter Lamb questioned the wording 'between two PBPs'. Brian Saunders suggested 'in any four year period'. Claire Ashton suggested it should read 'including two PBPs'. Francis Cooke proposed an amendment to delete 'between two PBPs'. Seconded by Jon Jennings. Judith Swallow opposed the amendment saying that the four year period could then be restarted at any time if a rider failed on a qualifying event.
The amendment was carried by a majority vote.
DL said that the removal of the mention of the End-to-End did not mean it was not a valid qualifying event. SS said that BR described an event at an accepted standard, and that BRM referred to events only up to 1000km. RR suggested that 'BR' could be deleted. Chris Avery proposed an amendment to replace 'a 1200(+) km BR' with 'a recognized validated brevet of 1200km'. Seconded by Lucy Rutter.
The amendment carried by a majority vote.
The proposal carried by a majority vote.
SS said that Brevet Populaires would now count, said amendment would be required next AGM.

11) Proposal: TO DISALLOW THE USE OF FLASHING REAR LIGHTS
No one present to speak for the motion, so left.

15) Proposal: TO REMOVE THE SPECIFIC REQUIREMENT FOR LIGHTS
Keith Benton opened by saying it would take excess wording out of the regulations. These already oblige riders to comply with Road Traffic Act and lighting up times. The organiser is not in a position to check compliance with the rule. Peter Aldridge asked where the responsibility of the organiser lay in case of an accident involving an unlit cyclist. Richard Cutler said that the entry form required that bikes should conform to Road Traffic regulations. Pat Aldridge said she had understood that it was the organiser's responsibility to check roadworthiness of bikes at an event. Peter Coulson said that it was almost impossible to check that lights complied with all the relevant standards and were thus fully legal. Andrew Dennes said that the entry form required a signature agreeing to the rules.
Proposal carried by a majority vote.

12) Proposal: TO REMOVE THE REQUIREMENT FOR MUDGUARDS, SUBJECT TO THE DISCRETION OF INDIVIDUAL ORGANISERS
(it was agreed that the detailed wording in the agenda should be changed to reflect the deletion of regulation 2.3 (iii) by the previous vote.)
Mike Sadler opened by saying that It was a contentious subject and he hoped it would be debated calmly; that the proposal would not ban mudguards, and that there would still be events to ride if you were strongly pro-mudguard. Brevet Populaires have had this rule for years with no apparent ill-effects. Insisting on MGs does not help AUK's image nor encourage new riders. The majority of new bikes were sold without MGs. A 'straw poll' conducted by the proposers gave 86% in favour of the proposal, out of a vote of 132 members. Claire Ashton, Duncan Peet, Graham Mills, spoke in favour of the proposal. Anne Benton said that an organiser who wished to enforce use of MGs would have to be strong-willed to do so without the backing of AUK. She mentioned the danger of road debris being thrown up by mudguardless wheels. Dave Lewis said that the rule was not always enforced currently, the change would make little real difference. George Hanna spoke in favour of the proposal. Jim Hopper warned that riders without MGs and thus 'mucking up' cafes could make these places unwilling to act as controls. Bernard Mawson, Andy Clarkson, Robert Webb spoke in favour of the proposal. Keith Benton proposed an amendment saying that 'for events of 200km or less where mudguards are not required this will be indicated in the calendar and literature'. Seconded by Jim Churton. Mike Sadler, Francis Cooke spoke against the amendment. Barry Parslow said that if riders wanted to ride without MGs they could go road-racing or time-trialling, the whole idea of audax is touring. Norman Lazarus said that the arguments for the original proposal were merely anecdotal. DL objected that this was not relevant to the amendment. Richard Cutler queried the precise wording re the distance. DL sympathised with the reasons for the proposed amendment but said it would not work.
Amendment defeated by a majority vote.
On the original proposal Yvonne Van de Hork said most new cycles were not designed for MGs. Mick Potts said it was the best proposal for 10 years. RC, Derek Slann both said they personally favoured Mgs but felt it should be individuals choice. Ron Carlton asked how many overseas audax clubs insisted on MGs. Neville Chanin requested that the meeting moved to vote. Rocco Richardson, from the chair, said that Mgs used to be compulsory for PBP, though this was no longer the case, that there was a false belief that removing the MG rule would result in more members, that mudguardless cyclists 'racing around' could give a bad image to public and police, that other countries do not ride in the winter. MP asked that comments from the chair be ignored and that everyone should vote according to their conscience. Steve Snook summed up saying that all who wished could still use MGs, and that new riders who started without MGs would soon realise the value of them.
The proposal was carried by a majority vote 83 for, 26 against. Sheila Simpson pointed out that because of the timetable for compiling and printing the calendar, for the coming season only organisers would have to inform her if they would not insist on use of MGs and this would appear as 'NM' in the event entry. There was discussion about the publication deadlines for the handbook. It was agreed that the website could be updated at intervals. It was too late to update the entry form as copies had been sent to organisers.

13) Proposal: TO ALLOW POSTAL BALLOTS AS AN ALTERNATIVE TO SPECIAL GENERAL MEETINGS
Francis Cooke opened by saying that the current system of general meetings was not democratic, that the AGM did not represent more than a fraction of the membership, that that ability to hold a referendum for particular issues by means of a postal vote was more democratic. Bernard Mawson said that Mike Sadler's straw poll showed that the AGM did reflect general opinion within the club. John Evans asked what would trigger a vote. FC said that 5% was too great a number in practical terms and the wording would allow for a 'pressure group' to approach the committee. Mike Sadler spoke in favour of the proposal. Dave Lewis, Jim Churton spoke against. Peter Aldridge suggested that allowing votes by proxy at the AGM would be better. Sheila Simpson said allowing non-active members to vote might cause problems, that those attending an AGM were active memebrs committed to AUK. Derek Slann, Simon Jones spoke in favour. Sean Flynn spoke against. Chris Beynon said that response to postal vote might be no better than attendance at a meeting. David Matthews queried what situations might arise which would trigger a postal ballot. John Curtin was concerned that the committee might be 'brow-beaten'. Phil Chadwick queried the wording. The Chair asked if this, being a constitutional matter, should be a secret ballot, decided not by a show of hands.
The proposal was defeated by a majority vote, 20 for, 58 against.

14) Proposal: TO INTRODUCE A NEW REGULATION CONCERNING INTERNATIONAL POINTS
(It was agreed that the proposal contained a typographical error and should refer to 'Cymru' not 'Wales')
Noel Simpson opened by saying that Audax Club Parisien had asked for this proposal because AUK being the largest national body competed unfairly for international points, that other national bodies had regionalized, that it would not affect AUK as it was only an administrative matter. At present members cannot allocate their points to AUK. Members could choose which 'region' to belong to. Sheila Simpson said that national or regional bodies would always be different sizes and that if the resulting largest body was then asked to sub-divide, and so on, the result would be absurd. Pat Aldridge asked for clarification of membership versus population. Keith Benton, Claire Ashton, Robert Webb, Francis Cooke spoke against the proposal. Richard Cutler said that ACP had split Germany into regions each of approximately 18 riders. Derek Slann said that members would join one region simply for prizes. Mike Sadler said he thought AUK was intended to be non-competitive. Jim Hopper suggested that people should ride only for their local club. Yvonne Van de Hork suggested that ACP should alter the basis of the competition to one based on percentage of members riding events. Ian Hennessey said that to clarify JH's remark points could be allocated to DAs or local clubs rather than AUK. These were still eligible for ACP awards. SS suggested that AUK could be removed from the list for points allocation, leaving only DAs and clubs. NS said currently members are not allowed to allocate points to AUK. FC and Bernard Mawson said this was not true. Julian Beach proposed an amendment to say that members would be allocated a region based on their postcode. Seconded by Simon Jones. JH said that that Shrewsbury postcode extended to the Welsh coast. Jim McCormick said that regionalization had already been carried out by other cycling groups in accordance with the wishes of the Sports Council.
Amendment was defeated by a majority vote.
BM summed up by saying that he had always advocated members giving their points by preference to local clubs and DAs, and that this situation would not have arisen if that had been done. The proposal would give members of the committee some initial extra work but none ongoing.
The proposal was defeated by a majority vote, 17 for, 54 against.

16) TIME AND PLACE OF NEXT AGM
It was agreed that the AGM in 2002 would be held on the 23rd November although this was not the last Saturday of the month because of the difficulty of finding suitable venues for a period near Christmas. The venue would be the New Southlands Hotel, Scarborough. Chris Avery pointed out that this would clash with the Ghent 6-day race. It was felt that it was impossible to avoid all potential clashes. It was agreed to book the Metropole again for 2004.

17) ANY OTHER BUSINESS
The Cycle Museum would open especially on Sunday morning. The video of the 1999 PBP was available from Liz Creese on request. Francis Cooke demonstrated an even brighter front LED light. Ray Smith asked that members pass the new membership leaflets to interested non-members. Jon Jennings mentioned a Christmas weekend at Ivinghoe YH. Annemarie Manley asked the committee to consider ways of encouraging more help at events and allowing space in Arrivee for 'Help Wanted'. Richard Cutler asked about re-introducing the proposal to ban flashing lights on events. After discussion Sheila Simpson said that guidelines on their use would go into the handbook. The Southern Reunion would be held on March 2nd 2002 at a fort near Portsmouth. Dave Lewis thanked everyone for coming to Wales. Bill Carnaby asked that the next stock of Brevet card bags be larger to accommodate A5 paper. Gavin Greenhow expressed concern about lateness of AAA cards and asked about a 9x3 card award. Jim Hopper said that Mick Latimer would disapprove of the current 'professional' nature of the committee, then proposed a vote of thanks to the committee.

18) The meeting closed at 17:30