Meeting commenced at 10:10.

All members present, plus in attendance: N Holgate, R Tout, G Goldsmith.

APPROVAL OF MINUTES OF PREVIOUS MEETING.

Minutes approved as correct except for item concerning events run by Mike Tillotson: Action should be by Peak Audax, not SS

MATTERS ARISING.

One card missing. for event organised by Mike Hutchinson.

No response from Peter South regarding Majorca events

Dedicated server - in progress.

AUK stand at PBP - NS phoned Bob Lepertel who has allowed it. NS is awaiting official confirmation from ACP.

Action: NS

LRM will have a stand at PBP.

All outstanding & late cards have been returned. A Pedliham is barred from running events next year because of late returns. He is also late with an unknown number of YH dart cards. Suggested that another person be co-opted to administer these. RR said he would attempt to contact AP on this matter. A request for a volunteer to be made at the AGM.

Action: SS, RR

Letter to D Cully still outstanding.

Action: IH

CORRESPONDENCE

Letter received from Phil Liggett requesting attendance at the 125th anniversary CTC Birthday Rides. Passed to the secretary. Action: IH

OFFICERS' REPORTS

PC: Events have come in earlier for next year. A record number at 435 so far. Slightly short of 400k events. NS confirmed that January qualifying events would be accepted by ACP.

FC: Said he had involved himself in collating championship results this year in order to help implement the job split between recorder and validation sec. Dedicated server will cost 2,500GBP per annum. It would only be worth doing if the club continued to expand. SW had said that the extra capacity meant that web space could be sold to other cycling organisations. BM asked about the date order on the database - at present it is DDMMYY which means that lists sort into day order rather than date order. FC replied that a serial number was being substituted.

Action: FC

RS: Renewals are coming in apace. A third of renewals had gone to the old address of F Watt, but were being redirected. Renewal forms were often wrongly addressed by members. Mike Wigley has been co-opted as a delegate.

DKB: Accounts have been audited and published. It was established that auditors had to be qualified.

SS: Was updating the handbook, and would include changes to officials after the AGM. Very tight publishing schedule. Suggested that C Shakespeare be offered an official position as photographer. After discussion it was decided that it was more appropriate to allow a 'semi-official' position. It was agreed to fund high resolution scans of photographs for Arrivee. An organisers' handbook was being compiled. Risk assessment & accident report forms were to be distributed after the AGM. We were Liaising with the CTC over organiser qualifications.

Action: SS

GM: Adrian Vaughan at CW had agreed to supply Controle signs, but this was taking some time. There had not been much publicity recently, but copy would be appearing shortly. Snowdons had been briefed with next year's calendar. C+ wanted handbooks so that they could continue with their listings. GM would give a verbal report to the AGM.

Action: GM

NS: R Prefontaine was making another attempt to make LRM independent of ACP.

DL: Would give a verbal report to the AGM Discussion followed about AAA cards, medals and badges. It was agreed to continue issuing cards at 50p each + SAE, ordered from PP. However they will be optional; claims to be either by list of events completed or by properly completed card to NH. Was catching up with outstanding card orders. Will ask those who have unfulfilled orders to contact him, during the AGM and in Arrivee.

BM: No report.

PP: Would give a report to the AGM.

IH: No report.

PM: Had listed approx 35 qualifying events in France during 2003. Had not yet seen a response from Cyclo Passion about listing UK events.; would contact them if nothing appeared in the next issue. Would liaise with SS over the listings.

DP: Would give a verbal report to the AGM and a copy to SS.

It had been agreed with the hotel management that the presentation would be in the room used for the AGM. seating would be rearranged during the meal.

There was discussion about whether proposers and seconders of motions were required to attend the meeting to put forward their proposals. Agreed that they should be present if the issue was contentious or needed to be spoken for, i.e., not for uncontested elections. Discussion about individual awards - decided that the current regulation included tandem riders.
The awards decided by the committee were discussed and voted upon.
It was agreed that N Chanin should have his accommodation costs reimbursed.
It was decided to ask for nominations for merit awards from the members in future.
The Rob Milsom Veloccio Trophy was approved for the Easter Arrow. PP was still trying to find a venue for 2003.

Action: PP

AOB

PP showed a fluorescent jacket she proposed to stock for sale. ACP now insisted that all foreign riders enter through their national organisations.
There was a suggestion for a bag drop during PBP to be operated by AUK. Decided to ask at the AGM.
DP agreed to take photographs at the presentation.
BM would register Doncaster events as permanents as there were no available organisers.
FC said that copies of the archive CDs produced by Terry Bateman were available.

NEXT MEETING.

Will be at Birmingham on the 19th Feb.

Meeting closed at 13:05

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 75, page 10. Copies are available at the meeting)

4) MATTERS ARISING from the last meeting.

5) TO CONSIDER OFFICERS' REPORTS.

All either published in the Autumn Arrivée, or distributed on separate sheets.

5a) TREASURER'S RECOMMENDATIONS

"My recommendations are that for the year to 31 August 2003 there should be no change to the present levels of dues for Subscriptions, Validation and Card Production with the exception of the fee collected for validation of ACP registered events which should increase to £1:00. ( The total charge for validation & cards for an ACP registered event is then becomes £1:35) Honoraria have been reviewed and I recommend the following additional sums for year ended 31/8/02. Membership Secretary £300; Events Secretary £400. For the year to 31/8/03 I recommend:- Card Production £875; Validation £700; Membership £620: Events £825; Arrivee etc Production (per issue) £175."

6) TO INSTITUTE A SERIES OF NON-COMPETITIVE "RANDONNEE ORGANISER" AWARDS.

To modify existing Regulation 6.2 - Entitlement: to contain two paragraphs 6.2(i) and 6.2(ii).

6.2(i) to contain the current entitlement for riders' awards.

A new paragraph 6.2(ii) to be added as follows:-

62(ii) Organisers of a Calendar event shall be entitled to participate in the Randonnee Organiser Award (ROA) series. Claims to include the names and dates of the claimed events.

A new paragraph 6.6. shall be inserted as follow:-

6.6. The Randonnee Organiser Award (ROA) series marks organising achievement of individual Organisers according to the cumulative total distance of kilometres organised in BRM, BR and BP events in the AUK Calendar. The standard distances will be used in the calculations. Organisers have the right to have their ROA level indicated alongside their events in the Calendar.

(i) - ROA 1000 kilometres organised in AUK Calendar events, over any period of time.
(ii) - ROA 2000 kilometres organised in AUK Calendar events, over any period of time.
(iii) - ROA 3000 kilometres organised in AUK Calendar events, over any period of time.
(iv) - ROA 4000 kilometres organised in AUK Calendar events, over any period of time.
(iv) - ROA 5000 kilometres organised in AUK Calendar events, over any period of time.
(v) - ROA 10000 kilometres organised in AUK Calendar events, over any period of time.
(vi) - ROA - 25000 kilometres organised in AUK Calendar events, over any period of time.

Rationale: We believe that the contribution of Event Organiser and Event Rider are interdependent and of equal importance in creating the "AUK Experience". Thirty three awards are available to riders of events in recognition of their individual achievements and to encourage their development as randonneurs. In contrast there is only one award available to only one selected event organiser each year. Although richly deserved this award can only be seen as a "token" recognition and the efforts of all other Organisers are ignored. Although Organisers do not actively seek recognition the proposed award would be an appropriate way for AUK to mark the importance of the contribution of Organisers. Our proposal would raise the profile of Organisers as a group and individually; publicly acknowledge their achievement as organisers of Calendar events; encourage them to continue and expand their activities as well as encouraging potential organisers to take the plunge. The right to have their Ranndonneur Organiser level indicated against their events in the Calendar would be an additional benefit to both riders and organisers alike. Organisers who ceased to be active before 1993 will need to make a claim for the award. Post 1993 Organisers can also claim and in addition the event records from 1993 to date will be searched and any Organiser active at any time during that period will be contacted. It is hoped that ongoing monitoring can be automated from 2004.

Proposed by Peter Hansen, Seconded by Sheila Simpson

7) TO CREATE A NEW COMMITTEE POST OF 'RECORDER'. The job of recording and verifying championship points and awards is at present part of the Validation Secretary's job, and is carried out by a delegate. It is envisaged that this would be elevated to an elected post. It is also envisaged that the task of verifying AAA points, which are already recorded on the Validation Secretary's system, would fall to this post. This is linked to the following proposal (6), which seeks to remove the post of AAA secretary.

Proposed by: I Hennessey, Seconded by: F Cooke

8) TO REMOVE THE POST OF AUDAX ALTITUDE AWARDS SECRETARY FROM THE LIST OF COMMITTEE POSITIONS. Dave Lewis wishes to resign from this post. The issuing of cards is no longer needed for the administration of this award scheme, and AAA points are already recorded as part of the validating process. The Events Secretary already checks claimed AAA events points against given ascent. Proposed by: D Peet, Seconded by: I Hennessey

9) ELECTION OF OFFICIALS. There are four posts falling vacant. All other members are standing for re-election.

CHAIR: There are two nominations:-
Keith Benton, Proposed: H Vecht, Seconded: N Simpson
Norman Lazarus, Proposed: T Wainwright, Seconded: D Slann
SYSTEMS MANAGER: Francis Cooke, Proposed: M Kirkland, Seconded: N Holgate.
INTERNATIONAL EVENTS SECRETARY: Peter Marshall, Proposed: G Hanna, Seconded: C Beynon.
ACP/LRM CORRESPONDENT: Noel Simpson, Proposed: D Campbell, Seconded: A Manley.
SECRETARY: Ian Hennessey, Proposed: D Stevens, Seconded: A Learmonth.
EVENTS SECRETARY: Peter Coulson, Proposed: P Hansen, Seconded: M Hansen.
PERM SECRETARY: Duncan Peet, Proposed: D Hodge, Seconded: M Hamilton.
PUBLICITY SECRETARY: Graham Mills, Proposed: G Greenhow, Seconded: R Stigta.
VALIDATIONS SECRETARY: Bernard Mawson, Proposed: J Richardson, Seconded: L Creese.
TREASURER: Richie Tout, proposed: D Lewis, Seconded: A Learmonth.
BREVET CARD PRODUCTION: Pam Pilbeam, Proposed: W Sodeau, Seconded: Trisha Farnham.
MEMBERSHIP SECRETARY: Gerry Goldsmith, Proposed: S Simpson, Seconded: M Wigley.
PUBLICATIONS MANAGER: Sheila Simpson, Proposed: R Dalitz, Seconded: K Gibson.
AAA SECRETARY: It was proposed (item 7) that this post should lapse. If that proposal was defeated then nominations will be accepted from the floor.
RECORDER: (if the proposal (item 6) to create this post was successful) Nev Holgate, proposed: B Mawson, seconded: I Hennessey.

10) TIME AND PLACE OF NEXT AGM

11) ANY OTHER BUSINESS

12) CLOSE OF MEETING

To be read in conjunction with the Agenda published in the previous Arrivee issue 78.

1) PRESENT: 96 members, including the committee.

The Chair opened the proceedings by welcoming members to the meeting. He noted that it was the 27th AGM. The names of 4 members who had passed away during the year were mentioned, and a minutes silence observed: Mike Hutchinson, Ron Kitching, Rob Milsom, Mike Tillotson

2) Apologies for absence were received from 15 members, including Chris Davies, Frank Mumford, & Norman Lazarus.

3) The minutes of the 2001 AGM previously circulated were accepted as correct. Carried nem con.

4) There were no matters arising.

5) OFFICERS' REPORTS: The following were published in Arrivee 78: Secretary, Treasurer (but see below), Membership Secretary, UK Events Secretary, International Events Secretary, ACP/LRM Correspondent, Publications Manager, Systems Manager.

(Re Secretary's Report) Paul Bagshaw asked about risk assessment forms. IH answered that draft versions were in limited circulation for appraisal, and that it was intended to introduce compulsory forms in 2004. RR said further discussion could take place under AOB. SS said she was happy to discuss these with individual members after the meeting.

(Re ACP/LRM Correspondent's report) Jim Hopper asked if the qualifying dates for PBP published in Arrivee were correct. Sporting Tours had published different dates. NS assured the meeting that the dates published by AUK were the correct ones, but that there had been discussion with ACP about the them. He reminded the meeting that the 600s had to be completed by the 22nd June.

(Re International Events Secretary's report) It was asked if the French national qualifying dates were different to the UK's. PM answered yes, and he was trying to get details.

The Membership secretary's and the Brevet Card Production Secretary's reports were distributed at the meeting, and printed in this issue. The following reports were given verbally at the meeting and are published in this issue: Validation Secretary, Permanent Events Secretary, Press secretary, AAA secretary. (Re Press Secretary's report) Chris Wilby asked if Arrivee could be published for sale. Committee agreed to consider this. (Re Brevet Card Production Secretary's report) Chris Wilby asked whether the report referred to cards produced or cards actually used, and what happened to the unused ones. (report gives cards produced). He asked if the internet could be used to allow organisers or riders to download and print cards. Pam Pilbeam explained that cards had to be issued at the start to avoid questions of cheating over Information Control questions, and that payment for printing of cards was a major source of income for AUK. RR explained that the event detail was printed by AUK inhouse. SS said that the organiser should have the final say in who is issued with cards. Claire Ashton mentioned that on a BP she was asked whether she wanted her card validated as validation cost the organiser money. Chris Avery said that the polybags issued for last EL were very good. PP pointed out that these were expensive and difficult to source in reasonable quantities. John Hayes and John Curtin commented. Bry Ferguson recalled that AUK cards had originally been designed to fit Leeds Building Society passbook wallets.

(Re Validation Secretary's report) Chris Wilby asked how club points were allocated where a member changed clubs during the season. RR answered that recorded membership of clubs was fixed at the start of each season and it was difficult to alter an individual's affiliation part way through.

Proposed by Chris Avery that the officers' reports be accepted.

Seconded by Gerry Boswell

None opposed.

5a) TREASURER'S RECOMMENDATION: That fees remain unchanged for the following year. That honoraria be increased as stated.

There were no questions from the floor.

Proposed by Helen Vecht that the recommendations be accepted

Seconded by Richard Phipps

None opposed

6) TO INSTITUTE A SERIES OF NON-COMPETITIVE "RANDONNEE ORGANISER" AWARDS.

The original proposer, Peter Hansen being unable to attend, this motion was proposed by Sheila Simpson and seconded by Dave Hudson.

SS opened by saying that it was intended to recognise that organisers were as important to the functioning of the club as those who rode events. There were plenty of awards for riders, but none at present for organisers. Bernard Mawson asked if it would be calculated on the numbers of riders, and if not he would like see the proposal amended. RR said that calculating numbers would be too complicated. Graham Mills said that as an organiser he felt sufficiently rewarded if people turned up and rode his events, and if they entered in time. Sonya Watts pointed out that some organisers couldn't themselves ride but deserved recognition, and that there were many helpers on longer rides. Dave Lewis said club and DA awards already dealt with numbers of riders, so the proposed award should be just for organisers. CA said if this was passed then some scheme for helpers should be considered. RR asked how one could distinguish genuine helpers from those who were a pain. CA added that there were a number of the latter sort. Duncan Peet said that the forthcoming Organisers' Handbook would have the side effect of helping new organisers team up with experienced ones. SW suggested a medal for helpers. Paul Bagshaw suggested a team award. Mike Sadler said the award should be for quality not quantity. George Hanna said that West Wales was difficult to travel to and attracted smaller numbers but should still be eligible for award. JH spoke for the motion. Pauline Wainwright said that it was a good idea for organisers to give a small gift to helpers. Alan Walker mentioned that he had got a T-shirt for helping on the 97 EL but nothing for the last one; asked if he was a pain.

The proposal was carried by a majority with one opposed.

7) TO CREATE A NEW COMMITTEE POST OF 'RECORDER'

IH, proposing, said that the existing, non-committee job was being done by Nev Holgate and had increased in importance as he now verified championship claims including AAA championships. NH would be standing for the post if created.

Francis Cooke, seconding, said that it was a forward-looking move. Much of the work was still done on paper and AUK needed to move to a fully computer-based system.

The proposal was carried by a majority, none opposed

8) TO REMOVE THE POST OF AUDAX ALTITUDE AWARDS SECRETARY FROM THE LIST OF COMMITTEE POSITIONS

RR pointed out that DL did not have to resign as each official had to stand for election every year. AAA cards would still be issued to those who wanted them, although they would not be necessary for claims. DP, Proposing, Thanked DL for his work, and said he was sorry that electronic systems had streamlined the AAA secretary's job. Gethin Butler asked if DL had been 'pushed out' because he organised an event with only one hill! FC asked that the post be retained. AAA was important for some in the club who only did shorter rides but had an award to aim for. Peter South spoke against the motion, said he had a card with 3.5 points issued in 1992, which he estimated he would complete in 2032. RR said claims would still be dealt with by the recorder. He mentioned that new cards would not include the cost of a badge. JH said he had turned to the AAA secretary for advice on a proposed hilly event. RR said Peter Coulson would vet such proposals. IH, seconding, said that mentoring by experienced organisers would be introduced and would help such situations.

The proposal was carried by a majority. 47 for, 15 opposed.

9) ELECTION OF OFFICIALS

It was suggested that all the unopposed candidates be elected en-bloc. Proposed by Gerry Boswell, seconded by Chris Avery.

Carried by a majority with none opposed.

Keith Benton and Norman Lazarus were both candidates for chair. It was explained that NL could not attend because of a long-standing prior engagement.

Helen Vecht, proposing KB, said that he was a longstanding organiser and was adept at chairing various meetings, including acting as chair in RR's absence. KB apologised for his hoarseness, said that he had intended to resign completely from the AUK committee, but realised that with both RR and Ray Smith resigning, the committee would have lost 40 years experience, so decided to stand as 'continuity candidate'. He further mentioned that he was not a Willesden CC member, and owned an AUK jersey! RR mentioned that he was not involved in NL's candidature although NL was a Willesden CC member.

Tim Wainwright, proposing NL, said that he was a long-standing, and a dedicated member of AUK who had won the veterans' award and ridden Paris-Brest. If elected he would continue in the vein of the retiring chairman. A recorded message from NL was played: He said that offering apologies for absence was not the best way to stand, and explained that he had a speaking engagement made a long time before the vacancy was announced. He said that he was a professor in academia, had been in charge of food safety, and chaired committees in all areas. He had direct contact with the Ministry of Health. He wished to stand for this post because of his affection for AUK, which was a club where men and women competed on equal terms. He asked for members to vote for him if they thought the club needed new impetus. He said that change was sometimes necessary, and new ideas required. Derek Slann said that he had pleasure in seconding NL, that they had met in 1999 and rode many events together. He related a story about NL's resourcefulness, and commended his sense of humour. [KB left the room.]

Mick Potts said that while he knew neither well, the successful candidate will need to deal with other bodies, and he felt that KB had the experience to do this, and a lot of cycling knowledge. Mike Wigley asked if KB had stood 'as a filler' when he had been planning to resign from the committee; was he prepared to cope with the amount of work involved.

[KB was asked to return and the question posed directly]. KB replied that the post was not a great deal of work, and that the treasurer and secretary have most of the workload. RR agreed with this. [KB again left the room]. CA and SW spoke for KB. Gerry Boswell said that KB was a dedicated member and the club would lose a lot of experience if he was not elected. Ann Benton spoke for KB saying that she had more idea than anyone how much work he had put into AUK. George Hanna said that whoever is elected it was important to show appreciation for the other candidate. Dave Lewis spoke for KB.

Votes cast were 75 for Keith Benton, and 8 for Norman Lazarus Keith Benton was elected to the chair. [he returned to the room]

RR offered thanks to all and said the committee would convey their thanks in writing.

Jim Hopper offered thanks to the retiring members of the committee, saying that they had little help from the members. Ian Hennessey asked for a vote of thanks to RR, Ray Smith, and KB as retiring treasurer. There was general assent.

10) TIME & PLACE OF NEXT AGM

RR said that nowhere had yet been found, though Pam Pilbeam was working hard to find a venue. he confirmed that the 2004 AGM would be at Llandrindod Wells. He suggested that the club might have to be more flexible over the date of future meetings, because it was easier to find venues after Christmas.

11) ANY OTHER BUSINESS

RR reminded members that medals would be given to trophy winners this year, and the trophies retained by AUK, as decided by the committee at an earlier meeting. Chris Avery asked how many trophies had been lost. [one]. Said it was a pity that winners could not see their trophies and that AUK should accept that there might be rare losses. RR, said that as he was no longer in the chair he felt able to agree with CA. CA said he would propose a change at the next AGM if there was no change of heart at this one. DL asked why the membership was not consulted about the change. RR answered that it was not a regulation but a guideline. Pauline Wainwright asked if the trophies would be engraved. RR responded yes. SW said that some were engraved up to date. Derek Slann said he would undertake this, and said that it would be sad not to have a trophy at home. He also said that the cost of engraving undertaken by a member would be reimbursed.

A show of hands was called for and it was agreed to allow trophies to be held by their recipients.

Pam Pilbeam showed sample reflective jackets, and commented on the lack of visibility of a group of AUK riders she had encountered on a dark major road. BM said that there would be plenty of time to engrave trophies if the AGM was held in January.

Jim Hopper thanked RR for conducting meetings, and reminded those present of 'tricky times' in the past when it looked as if AUK would not survive.

The meeting closed at 16:40