Meeting commenced at 10:05am
Apologies received from Ray, Rocco, Bernard, Duncan, Dave, and from Bry.
All others present.
MATTERS ARISING
Membership cards. Will not be implemented this season. Investigations continuing for 2003.
Action RR, IH
AUK 100,000 award. NS will forward designs to IH to post for committee approval.
CTC Wales (GM) will repay loaned moneys within 24 months, possibly within 12 months.
AUK now has a Credit Agricole Euro chequebook.
AGM
Investigate providing substitute trophies as keepsakes so that the real ones can be retained after presentation.
Action PP
CHANGING THE DATE OF THE AGM to Jan-Feb
Publication dates of Arrivee would need to be altered to suit. There may be difficulties with Christmas post (getting agendas to members in time). Handbook and calendar would have to be separate. Suggested that season be changed to Jan-Dec at the same time, or place regulations in each Feb Arrivee. Investigate conference prices for Jan-Feb. Formulate proposal for next AGM, implement in 2004-5 (currently Llandrindod Wells Nov 04.).
Action PP, SS, FC, IH
CORRESPONDENCE
Mileater medals dispatched shortly. No problems with supply this
year.
DKB requested that Bry be added to signatures for CA account.
OFFICERS' REPORTS
PM: 500 foreign events now uploaded to the website, some BRM. Concentrating on Belgium and France as most likely destinations. Initial listing a sizable effort. Hope that subsequent years involve mostly updates, rather than complete re-listing. Received one query about S Africa. Not much feedback about use by members. SS said she sends enquirers directly to the webpages. The Marmotte by far the most popular enquiry. A high proportion of the continental events are less than 200k. It might be more practical to drop info on shorter events.
GM: IH, TW, PM met with editor and staff of Cycling Weekly.
Coverage of AUK has since been greater in CW. They still have a
problem of where to place features on audax events (some had gone
under 'racing' news in the Snowdon section). We will suggest
they use 'cyclosportive' as a title. We have provided them with
a list of suitable events which they may wish to report. Also
get in touch with Les Woodland (Cycling Plus). Good coverage of
the next PBP is likely if Andy Wilkinson and Gethin Butler ride
(as has been suggested). BM is against the suggested publication
in CW of minor awards because the recording lags behind events,
particularly in early season. PP said there were complaints
about delays in processing cards for shorter events.
It was suggested that BPs could be validated by organisers. PC
opposed this as a general rule. Resolved: That BM needs and
needs to make use of an effective deputy to ensure that proper
service is maintained.
Action: BM,
PP: card production at a high level, fully recovered from last year and FMD.
NS: Provisional qualifying dates for PBP are:
200 by 06.04;
300 15.03-27.04;
400 12.04-18.05;
600 08.05-15.06.
PC worried about restricted dates. NS to express concern to ACP, ask for extensions to 400 and 600 periods. Noted that PBP will be a week earlier compared with 1999 - Provisional date 18/19 August.
Action NS
DKB: Bill Carnaby has offered to act as assistant , though not interested in taking over post. Advertise in next Arrivee, vacancy for treasurer and approach likely candidates. Current setup allows full audit trail.
Action DKB, IH
PC: 20 new events since calendar publication. Peter South wishes to run PBP qualifiers in Majorca and wishes to use multiple starts. These not allowed by BRM regulations. Have to be separate events. NS will check start of qualifying period for 200k.
Action NS
Suggested validation fee for qualifiers: one pound. Fees for Arrows should rise next year.
Action PC
FC: LDV's computer has been returned - computer discarded, printer and monitor in stock International events and Permanent events all listed on the web in the same format as calendar events. Organisers have some access to modify details. Start/finish sheets can be generated from the web, but only for riders who are AUK members. Minor awards are now listed on the web. Website cannot be developed further without moving to a dedicated server. SW's expertise would be needed for this. GBP2,500 would cover costs for this. To be implemented this winter. Improved back-up needed.
Action FC, SW
SS: Wishes for more factual information in Arrivee. There are too many articles giving blow-by-blow accounts of rides.
IH: Asks for an update of Permanent list in the next Arrivee.
Action DP, SS
SYSTEMS CONVERGENCE
Incompatible membership number systems - resolved that RS will move to FC's system. FC said he would not wish to undermine individual responsibilities, but would like to move to one common database. A web-based system would work best.
Action: FC, RS, PC
2003 QUALIFYING RIDES.
Larger entry fees for qualifiers advised. Ask riders to let
organisers know if DNS - advice in Arrivee. Maximum numbers
caused panic last time when published. Advise organisers to
charge sufficient fees to cover their costs however many start.
Discourage multiple entries. SS operated an informal clearing
house for excess entries last time. Suggestion to run Mesh-based
basic qualifiers as end-stop events, possibly mid-week. request
email addresses on membership forms.
EL 2005
BM will visit Lea Valley YH to check suitability for southern start of next EL. He wishes to use the YH at Lincoln. Catering will have to be provided. Suggested that schools could be used as controls - possibly with PTAs providing catering. Event would have to be during school holidays. BM wishes to retain Carlisle as a control, but it was pointed out that Lea Valley and Lincoln increase the distance to 1500k. Missing Carlisle would keep the distance closer to 1400. There were complaints about Carlisle last time, during busy periods. Negotiate car parking at Lea Valley. Suggested that a Marquee could be erected on the campsite there for HQ.
LRM
Real Prefontaine is 'rethinking the constitution', inclines
towards AUK's view. Our current agreement with ACP includes
membership of RM. Our aim is to separate the two.
Rewrite/renegotiate the protocole with ACP to exclude reference
to RM - NS agrees to translate - they have said they will accept
a modification along these lines. Rewrite LRM constitution to
make it independent.
Action SS NS
ACP/LRM CORRESPONDENT
Wishes to return to substantially the job description current in 1999. Active participation in LRM subject to satisfactory outcome of constitutional negotiations. All correspondence will be communicated to the committee in future.
Action NS
HONORARIA FOR COMMITTEE MEMBERS
General discussion about time and space devoted by members to AUK business.
Voted in favour of the principle of honoraria, one against.
Decided to award disbursements to RS and PC additionally. GBP800 and GBP600 respectively
Approved nem con.
Action DKB
FIXED ROTATION OF AGM VENUES
Left until date of future AGMs is decided.
MEDALS
Only the large presentation SR medals are now available.
YORK RALLY
Preference for position in Organisations Marquee between Sustrans and YHA. This alleviates problems of security. Discussion about CTC organisation of Ron Kitching and Phil & Friends Rides.
Action PP, DKB
ISR
Richard Phipps has offered to take over administration. Agreed to require that future organisers of ISR should be qualified as ISR themselves.
Action SS
AOB
Triple-A competition: Further complaints from members about not receiving cards etc. Matter was raised at the AGM. Pam stated that DL had supplies of cards three months earlier. Letter to be sent to DL
Action IH
AUK stand at PBP: NS to investigate cost and feasibility.
Action NS
PBP jerseys should be designed in time for the next meeting and for sale at the AGM
Action FC
Next meeting at Newington Hotel, York on Friday 21st June starting at 11:30am
Meeting closed at 3:45pm
Thanks to Pam for organising venue and food.
Minutes of the meeting held at The Newington Hotel, York, on Friday 21st of June 2002
Meeting commenced at 11:35am
Apologies received from Ray, Dave, Francis.
All others present.
MATTERS ARISING
Articles are now appearing in the news section of Cycling Weekly, not in Snowdon's results section.
ACP have extended qualifying dates for PBP 2003. These now published on the website and in the next Arrivee.
Peter South's events might need to be registered with Spain,
unless ACP/Spain do not object to them being run as AUK. NS will
contact ACP/Bob Lepertel to discover their position.
PC will contact PS about this and also to inform him that
multiple starts are not permitted.
Action PC, NS
Cost of moving to dedicated servers for the website could rise to 3000 pounds.
AUK stand at PBP. NS sending letter to Bob Lepertel shortly
Action NS
Special jersey for PBP. Committee voted by a majority to go
ahead. 6 for 3 against.
Design agreed. Advertise this in the next Arrivee with picture.
Action PP, TW
CORRESPONDENCE
DKB needs a signature for a letter to the bank authorising transfers between accounts (they have lost paperwork).
Action DKB IH RR
SS and Simon Ward have produced a CD of AUK information. Noted that RR and DKB have nearly complete collections of Arrivee and pre-Arrivee newsletters.
GM is asking Cycling Weekly for 'Controle' signs. At present PP is producing yellow laminated signs.
OFFICERS' REPORTS
Permanents: Quiet so far this year. One person has completed Trafalgar-Trafalgar. New numbering system for permanent cards allows web listing for events and results.
Secretary: no report
Membership: new members this year 158, against 88 for the same period last year.
AAA: letter read to the meeting, apologising for administrative problems with AAA and offering to resign at the end of the season.
Discussion followed: It was felt that the post of AAA secretary was no longer essential because AAA points are recorded automatically. BM suggested a new committee post of 'Recorder', being substantially the job which Nev Holgate, as a delegate, does currently. PC said that he currently checked AAA points on new events. SS proposed to remove the Post of AAA sec from the committee. Decided, that AAA cards could be phased out in due course. These items to be raised at the next agm. IH to respond to DL's letter.
Action SS, BM, IH
Treasurer: Finances continue to be healthy.
Foreign Events: Enquiries coming in. More by email than by phone. Proposes to contact 'Cyclo Passion' to request listing for some UK events. PM asked about which events to publicise in the case of countries where there is a schism - eg: Germany, Russia. Discussed and agreed that as non-ACP events are currently publicised, there is no reason to impose a ban. Next ensure that ACP qualifying events are identified.
Action PM
Validations: Number of validations significantly higher than same period last year. Validations being completed within two weeks. Returns so far not received from several events. Committee members to chase those in their areas.
Action RR (Pedliham, Parrotte, Porter), DP (Hawick), IH (Tavistock), DKB (Boswell).
Organisers returns which are incomplete, or wrongly completed are put to one side during busy periods.
Publicity: There are regular reports in CW. Some appear some time after the events. Committee congratulated GM on his success thus far.
Events: Fewer cancellations than previous years.
ACP/RM: 12 enquiries about PBP so far.
DKB reminded the committee that he wished to resign at the end of the season. RR said he would contact a possible replacement.
Action: RR
Trophy Custodian: RR wishes to give up the job. PP has offered
to take over. D & S Slann Have offered to take over.
Discussion. Agreed to accept D&S Slann's offer. Agreed to
retain trophies after presentation and give plaques or replicas
for recipients to keep. Trophy Custodians to be responsible for
engraving trophies for presentation. Details in handbook to be
altered.
Action RR, SS, PP
Resolved to ask Nev Chanin to act as MoC at the next AGM/reunion.
Action RR IH
VALIDATIONS
BM said that the service is maintained well at present. He said there were difficulties in having a different forwarding address while he was away. He said that his daughter, assisted by Clive Wilman will validate and return cards next year during his absence. He noted that he could not start validating cards until the last date for membership renewals. Discussion followed. NS was asked to seek confirmation from ACP that early season 200s would be validated as soon as possible. Committee approved BM's adjustments to his procedures.
Action BM, NS
[Melita Luxton, organiser of the York Rally, and Mark Waters of the CTC, attended this part of the meeting. ML asked if AUK could make suggestions for directing the focus of the rally on Cycling clubs and organisations.]
EL2005
Discussion about suitable date. Eskdalemuir are requesting early
confirmation of date. Need to avoid Semaine Federale and
National 400 mentioned. Provisional date decided: 23rd July
2005.
Discussion of route. BM researching southern controls in August.
Discussion of catering and health and safety. Seek information
and training in hygiene.
BM suggested a non-refundable deposit for entries. It was
mentioned that sleeping bags were available cheaply from ASDA.
All further discussion deferred to sub-committee.
LRM CONSTITUTION
Constitution has been abandoned and replaced by 'guidelines and bylaws'. No action by AUK. Decision on whether to register EL with LRM deferred.
Mentioned in discussion that EL should be advertised in continental magazines if we want to attract foreign riders.
MILEATER AWARDS.
Rob Hiddersley will run the scheme as a delegate to NS, IH will forward designs to NS. 3 badges, quantities to be decided by NS.
Action IH, NS
FUTURE AGMs
Venues for 2003 and 2005 still needed. PP is researching possibilities near Stratford. No decision on change of date.
AOB
Medal supplier is asking for an order to cover part-completed medals.
Action DKB
Complaint about organiser sending political material with events entries. No action taken as the organiser is considered to be acting as a private individual.
PP showed the proposed design for PBP qualifying event brevet cards. These were approved.
GM said that CTC Cymru had provisionally agreed to host the National 400 in 2003. However funding from CTC HQ was uncertain and CTC Cymru might fold before then. Discusion followed. Decided to liaise with CTC.
Action GM, PC
RR announced that he would not be standing as chair next time. Post to be advertised in next Arrivee.
Booking form for Scarborough to be in next Arrivee. Hotel will deal with bookings.
NEXT MEETING
At Scarborough. Provisional date Wednesday 25th September.
Meeting closed at 16:40
Noted after the meeting: That Bry had received a free subscription to the FFCT magazine for his work on behalf of the Semaine Federale.
Minutes of the meeting held at The New Southlands Hotel, Scarborough, on Tuesday 24th September 2002
Meeting commenced at 11:12am
Apologies received from Sara & Derek Slann, Gerry Goldsmith.
Present: Noel, Rocco, Ray, Keith, Francis, Sheila, Peter C, Peter M, Graham, Pam, Ian, Bernard, Duncan, Ian, and Bry. In attendance were Norman Lazarus, Nev Holgate.
MINUTES OF THE PREVIOUS MEETING were agreed and signed as correct.
MATTERS ARISING
Re Peter South's proposed events in Majorca - Bob Lepertel suggested we should ask the Spanish representative, but hinted that, as he seems never to reply to letters, that we could validate them as AUK events. However to date nothing has been received from PS. Further, he would have to make event returns promptly if they were BRM qualifiers.
FC will start actioning dedicated server for website as soon as work permits. This will eventually provide secure databases online.
N sent letter to Pierre Theobald requesting permission for an AUK stand at PBP. No response to dtae. He will write again.
ACTION NS
AAA. GM reports cards still outstanding.
PM has written to 'Cyclo Passion' offering details of AUK calendar events. We shall seek to publish a list of European/world qualifying events in Arrivee or the handbook. This may be downloadable form the ACP website.
ACTION PM SS
Event returns from A Pedliham still outstanding.
ACTION RR
Ritchie Tout to be contacted re the post of treasurer.
ACTION DKB IH
RR mentioned that Simon Doughty might be interested in standing for the post.
ACTION RR (if RT backs out)
LRM has reverted to simple rules & regs. Constitution abandoned. SS suggested that national organisations quietly start to accept each other's events as valid qualifiers for LRM events. Don Briggs (Australia) may suggest that ACP validates events at all distances.
Mileater awards. Send design to DKB
ACTION IH
Future AGMs. 2004 at Llandrindod Wells. Still some difficulty in finding suitable venue for 2003.
ACTION PP
Medal design competition announced in Arrivee has attracted no response so far.
CTC Cymru will run the National 400 in 2003 in conjunction with the Welsh Festival of Cycling.
CORRESPONDENCE
NS is getting regular enquiries about PBP2003.
RS: letters from Roger Naylor and John Hart (who joined in 1976)
Bry received emails from Dave Cully about the Semaine Federale
which apparently was poorly organised this year.
OFFICERS' REPORTS
(SS requested annual reports for publication by Oct 1st)
Permanent Sec: More events received this year than last.
Brevet Card Sec: Number per order getting smaller, so fewer entrants per event.
Clothing: PP will collect orders then place order with supplier, to avoid excessive stock. Supplier will provide samples for AUK AGM.
Validation Sec: Validations continue to be up in numbers compared with last year. One return still outstanding (see above).
ACP/LRM Corr: Writing a piece about AUK for the ACP Plaquette.
Events Sec: Ther are a lot of new organisers in established areas in 2004. 240 events registered so far.
Sec: Appeared as expert witness in recent court case involving cyclist.
Systems Sec: Halibut email group is defunct due to SW's change of job. Suspected SW would be under pressure because of new job, therefore would set up Yahoo-based alternative. All committee members to be subscribed.
Publications Sec: Page margins had been reduced in Arrivee to increase space for text. No adverse comments received.
Because organiser Mike Tillotson had recently died SS will deal with all returns for his midweek events.
Foreign Events Sec: Trickle od PBP2003 enquiries. A Spanish member has offered advice for Spanish events including hard rider events.
PM has received an enquiry as to whether it is necessary to claim for foreign events (answered: yes, AUK members have to claim as these are not otherwise recorded. They must be BRM to count towards championships).
Membership Sec: Growth had slowed in 2000, there was a slight decline in 2001. Membership this year is 3 to 4% up on last (470 new this year vs 350 last - Jan to Sept). Membership approx 3700. RS felt there were not many new members in PBP years, but fewer lapsed.
Discussion followed about membership number prefixes. RR asked for publicity in Arrivee about which letter indicated imminent lapse of membership. BM said he had noticed 'a couple' of lapsed members claiming still to be enrolled. FC mentioned that BM's database included one year lapsed members. Discussion of membership and insurance.
Treasurer: DKB said he would create a reserve account for the EL2005. Finances were healthy.
Bry: Mentioned Dave Cully's efforts to help a number of distressed AUK members at the Semaine Federale. IH to write thanking him for his help
ACTION IH
Publicity Sec: There has been reasonable coverage in Cycling Weekly except while Tour de France was on. Some reports were rewritten and not factually accurate. We have no contact name for Cycling Plus since Les Woodland left. GM is trying to make contact.
ACTION GM
VACANCIES
Membership Sec. F Watt, N Windle, J Beach all will continue as delegates. Gerry Goldsmith has agreed to stand for the post. Mike Wigley will act as delegate.
Treasurer. Ritchie Tout has not definitely confirmed he will stand [subsequently contacted and is standing]. Others potential candidates could be contacted. IH & DKB to contact RT. RR will contact others (see above) if needed.
ACTION IH, DKB, RR
Chair. Two candidates standing: DKB & Norman Lazarus. NL was present and addressed the meeting.
Recorder. Nev Holgate was present and agreed to stand for this post. PC will check points allocated to events. Members will still be asked to claim for all awards. Claims will be required for all foreign events and from all non-members.
AAA. Existing cards will continue. Cards required especially where claims cover two or more seasons.
AGM
Move election of officials to the end of the meeting to allow continuity in the chair and to allow the motions concerning the posts of recorder and AAA secretary to be dealt with first. PP may put forward a motion to allow alteration of the date of future AGMs. There may be a proposal concerning insurance matters.
AGM will start at 14:00. Pre-AGM meeting will start at 10:00. Dinner will be advertised for 19:00, though may start up to half an hour later.
John Streets and others to be asked to plan/lead rides starting approximately 10:00 Saturday and produce routesheets.
ACTION RR RS
Plan to show a short video of EL and 24hr on Friday evening. Timetable of events to be posted in the hotel foyer, with photo display.
ACTION PP BF RR
QUALIFYING EVENTS 2003
PC is paying less attention to clashes of events during PBP year. He will be chasing regular organisers who have not so far sent in events.
EDINBURGH-LONDON
Thurlby YH faced with closure. BM suggested writing to local papers, the YHA magazine, and the CTC. Alternative to be researched. Lea Valley YH should be ready in time and looks likely to be bookable for southern control. Need to check for alternatives.
ACTION BM
Sub-committee has not yet met. It was agreed that negotiations with various control venues should be started immediately. Sub-committee agreed to meet on the morning of the 24th November at Scarborough. RR will continue on the sub-committee after the AGM.
ACTION BM, members of sub-comm
ARRIVEE
Proposal that each issue of Arrivee should contain the following three months calendar was defeated. An official news section will be placed after the editorial and separated from the remaining articles by the letters section.
ACTION TW SS
REPORT OF CLG MEETING This focused on the perceived need for risk assessment of all events. Discussion followed. SS agreed to produce prototype and distribute to comm members. To be introduced during 2003 and become mandatory in 2004.
ACTION SS
Discussion of CTCs new membership structure. Concern was voiced about the fact that some CTC members would no longer have insurance for events other than those run by CTC. It was agreed that the current entry form covered liability.
COMPANY LTD BY GUARANTEE
Get full information by Feb/March meeting.
ACTION IH
AOB brought forward at NS's request
Peter Hansen asked for consideration to be given to providing training for organisers. He also will put forward a proposal for the AGM to create an award scheme for organisers.
There was discussion about the design of current organisers' forms and how to make them more user friendly. DP asked for item on agenda of Feb/Mar meeting.
ACTION IH, DP
TROPHIES
Suggested by D & S Slann that medals to be obtained for presentation at reunion. Can be either engraved in advance or afterwards by recipient and at AUK's expense. After discussion it was agreed to add extra engraving to differentiate awards, and to add colour in the form of enamelling. FC will refine design. Previous champions will be able to claim medals at cost.
ACTION FC
MERIT AWARDS were discussed and decided.
AOB
PP replied to complaints about the single occupancy supplement at the AGM at The New Southlands Hotel. It is deliberate policy intended to encourage fullest use of beds as accommodation is limited to 104 beds.
BM mentioned that ACP requires that each BRM organiser be attached to a club. Agreed after discussion to list independent organisers under AUK, or as 'other' name.
Medals sent by post to GM for museum display have gone missing in the post. Replacements to be obtained
ACTION PP GM
NH suggested that the small SR medal be reinstated. Agreed after discussion. To be ordered from Gomm.
ACTION FC DKB
Meeting closed at 16:52 IH