Archive

Minutes of the meeting held at the Four Pillars Hotel, Abingdon, on November 29th, 2003.

Meeting commenced at 10:10

Apologies were received from Duncan Peet, Maggie Lewis, and Bry Ferguson.
Mike Wigley, Bill Carnaby and John Ward attended the meeting.

Matters Arising.

AAA meeting had been arranged by GM. AAA cards and claims were being dealt with by NH. PP was producing AAA cards. PP said she was unsure how the AAA scheme worked. GM will produce a paragraph to send with cards. Completed cards should be sent to NH.

Action GM

C Shakespeare has been paid to date for photography and the current agreement is now closed. Agreed that payment of £20 will be made for any group of 6 or more photographs published in Arrivée provided they are sent electronically in an approved format.

Action SS, ML, TW, RT

5000 leaflets have been produced (not 500 as mistakenly reported at the last meeting).
All events returns have been received. NS has sent a report about PBP to ACP. They have asked permission to publish an edited version. NS will circulate copies of the report.

Action NS

Medals stock: 535/100; 20/150; 529/200; 83/300; 42/400; 115/600.
There was discussion about how to promote sales, and about the value of changing the design after each Paris-Brest-Paris. 3 options were discussed: 1) Use the same design (i.e., same die) but with new colours; 2) Use same design for 100k, but change the others; 3) Change all the designs. It was agreed to change all designs, with 6 voted for option 3 and 3 voting for option 1.

Action KB, FC

It was agreed to estimate and buy for 4 years sales to reduce prices. PP agreed to promote sales of medals with adverts in Arrivée and promotional sheets to organisers. Offer medals to organisers on sale or return basis.

Action PP, FC

National 400 next year being run by PP/communicare.

Discussion about proposed incorporation and notice to the AGM.

Fixed Wheel.

J Curtin had said he will give free cards next year to atone for lack of activity this. DKB will ask him to speak at the AGM

Action DKB

GM has received his new printer.

Correspondence.

NS: Several communications thanking Auk for organising PBP entries.
PM: Request for information about alternatives to Etape de Tour for article being written for Cycling Plus. Enquiries about overseas events next season. He mentioned that one website useful for foreign event details had closed.
GM: Cycling Weekly will publish list of PBP finishers in Christmas edition. Letters received about AAA.
IH: Apologies for AGM. Request from CTT for our views on events during hours of darkness, reference 24hr event.
SS: Further quotes for production of Arrivée and handbook. Quorum have given a competitive quote against other prices. Some discussion of merits and cost of different mailing schemes. PressStream cheapest but restricting.
Brief discussion about membership cards.

Action (cards) GG, SS, JB, IH

FC: mentioned phonecalls from P Benstead.
BM: Letter from W Hamilton concerning his failure to return cards for validating.
PC: Cycling Development meeting next week. He would attend.

Action PC

Reports.

PP: There was no panic over event entries for qualifiers this time. Large increase in the number of cards for 400 and 600 events. She requires 1 or more delegates to assist during holiday periods.
NS: Still dealing with PBP matters. Lack of response from ACP regarding enquiries about lost property.
RT: No report.
PM: Received orders for ACP PBP video. Awaiting cheque for 3 late orders.
GM: Still discussing AAA.
IH: No report.
GG No report.
SS: Suggested buying club copy of PBP video for hire.

Action PM, RT

Arrivée will be produced in full colour throughout from Spring edition. Maggie Lewis is producing the next edition.
FC, BM, NH: No reports.
IH: Mentioned CLG meeting. Minutes available to committee.

AGM.
Communicare now affiliated to CTC.
AGM which would be scheduled for Nov 2005 under current rules will be announced for Jan 2006, subject to agreement at the AGM.
PP will research venues. Mentioned Hays Centre, Derbyshire as a possibility.

Action PP

Agreed to consider that where costs of conference facilities are added to room charges, discount could be offered to those attending.
Discussion about whether to, in future, inform prize-winners prior to meeting to encourage their attendance. Decided to do so where possible.
Handbook and calendar would be separated for 2005/6, subject to cost considerations. This would allow handbook to be published after AGM.

Action SS

AGM procedure was discussed. Potential change of status to be mentioned ass a point of information. Discussion of points awards should 12hr and 24hr tts become AUK counting events. Agreed they should be according to 30kph max speed. Agreed that committee members would have a free vote on this. Discussion of the duties of the permanent events secretary. Agreed that Permanent and Calendar events need to be harmonised, e.g. by using similar pro-formas and introducing Risk assessment as appropriate. Appointed BC and PC as tellers for the AGM.

Risk assessment (ref. Wessex events)

PC said that there were twice as many new organisers as in previous years. There would be 468 events next year compared with 430 in 2003. He had spoken with organiser of Wessex events, who had said he didn’t want to know about RA. Discussion followed. It was mentioned that Wessex events were still available but as permanents. This effectively meant that permanents were less rigorous than calendar events. It was agreed without dissent that the Wessex events be retained as permanents this season, subject to the new perm secretary reviewing all events during the year.

Action new permsec

Discussion about suggestion that secret controls be reintroduced for some events by agreement between organisers and PC.
It was agreed that a committee member should contact S Shaw to discuss the possibility of re-introducing the events to the calendar for the following season.

Action GM

Edinburgh-London

Lee Valley YH is not yet complete, so unable to quote for accommodation. J Clarke and J Richardson are monitoring the situation. Route to and from Hostel, and timing are to be discussed with reference to traffic flows.
Discussion about the control at or replacing Longstowe. Agreed that a control at or near St Neots would be suitable. BM would ask P Land to investigate. General agreement that this had to be resolved by the next committee meeting.

Action BM

AOB

PP Referring to her request for a delegate, said she wished to pass her existing photocopier to the delegate and acquire new digital machine for her use. She would prefer a delegate local to her to minimise transport problems. Committee agreed.
GG would like to price round badges at £2.00. Agreed to implement from 2005.
PC will give statistics for Randonneur Organisers’ Award at AGM.
PP asked if AUK insurance had an excess clause. DKB said he would investigate.

Action DKB

Next meeting to be arranged after the AGM

Meeting closed at 13:40

Agenda for the Annual General Meeting 2003
to be held at The Four Pillars Hotel, Abingdon, on the 29th 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 79, page 5. 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
That there should be no change in the present level of fees for membership, validation and card production. However, the honorarium for Arrivee production should increase from £175 to £500 per issue to reflect the costs of purchasing and upgrading computer hardware and software of the quality necessary to do this highly specialised work. Other honoraria should remain unchanged.

TO OPERATE THE CLUB THROUGH A COMPANY
The major UK cycling bodies have been assessing litigation risk arising from claims from both members and non-members and British Cycling and Cycling Time Trials have both decided that the way to minimise these risks is to incorporate their respective organising bodies. The Committee recognises that litigation in general is on the increase and given the size and financial situation of the Club, and taking Audax in Australia as an example, such claims could result in the Club ceasing to exist. The Committee has been reviewing for some time AUK's position on this issue and has already taken steps to ensure that risks are properly managed such as by introducing risk assessment procedures which event organisers undertake on behalf of members and increasing existing insurance cover to include non-members assisting at AUK events but considers that the best way of securing the Club's future may be to operate it through a company. The Committee will research further the implications of incorporation with a view to announcing detailed proposals and any changes to the Constitution or Regulations at the 2004 AGM.

6) CHANGE TO THE DATE OF THE 2005/2006 AGM
The committee proposes to hold the AGM after next on a date in mid to late January 2006. This is being done under the current regulations. The reason is that it has become increasingly difficult to find suitable venues at reasonable prices during the start of the Christmas ‘Turkey & Tinsel’ period. Our research shows that a move to Early in the new year would obviate these difficulties. If the change is successful we shall propose an appropriate change to the regulations.

7) PROPOSAL TO BRING THE REGULATIONS CONCERNING INSURANCE INTO LINE WITH CURRENT PRACTICE AS LAID DOWN IN THE NEW ORGANISERS’ GUIDELINES.
Change regulation 1.2(i)b to read:
Insurance: AUK has public liability, professional indemnity, employer’s liability and product liability insurance for AUK members acting in a voluntary capacity for AUK as committee members or committee delegates and also for organisers, and their helpers, of events registered with AUK during their event.
In regulation 2.5 change ‘individual’ to ‘relevant’ where it occurs.
Proposed by Peter Coulson, seconded by Keith Benton

8) TWO PROPOSALS TO ALLOW LONG-DISTANCE TIME TRIALS TO COUNT AS AUDAX EVENTS
a) That distance ridden participating in 24 hour time trial events count towards AUK championship points, subject to a maximum of 30kph.
Proposed by Jim Roberson; seconded by David Lewis
b) That distance ridden participating in 12 hour time trial events count towards AUK championship points, subject to a maximum of 30kph.
Proposed by Jim Roberson; seconded by David Lewis
Rationale: We wish to encourage participation in long distance events, which may otherwise be in danger of disappearing due to lack of support. We feel that participation in AUK randonnees and in the long distance time trials have a lot of common element and appeal, and would wish to help support this other branch of long distance cycling.
In particular the 24 hour events were originally the means of qualifying for PBP for riders from this country.

9) ELECTION OF OFFICIALS. There is one post falling vacant. All other members are standing for re-election.
PERMANENT EVENTS SECRETARY: Duncan Peet is not standing for re-election.
There are two nominations:-
Rob Webb, proposed by Noel Simpson, seconded by Jim Hopper.
John Ward, proposed by Pam Pilbeam, seconded by Dave Pilbeam.
CHAIR: Keith Benton, Proposed by Peter Hansen, seconded by Simon Jones.
SYSTEMS MANAGER: Francis Cooke, Proposed: Irene Bulmer, Seconded: Kevin Gibson.
INTERNATIONAL EVENTS SECRETARY: Peter Marshall, Proposed: Robert Watson, Seconded: George Hanna.
ACP/LRM CORRESPONDENT: Noel Simpson, Proposed: Bry Ferguson, Seconded: Gerry Boswell.
SECRETARY: Ian Hennessey, Proposed: David Stevens, Seconded: Anne Learmonth.
EVENTS SECRETARY: Peter Coulson, Proposed: Mareve Hansen, Seconded: Peter Hansen.
PUBLICITY SECRETARY: Graham Mills, Proposed: Lowri Evans, Seconded: Ifor Jones.
VALIDATIONS SECRETARY: Bernard Mawson, Proposed: Nev Holgate, Seconded: Lucy Rutter .
TREASURER: Richie Tout, proposed: David Lewis, Seconded: Anne Learmonth.
BREVET CARD PRODUCTION: Pam Pilbeam, Proposed: John Curtin, Seconded: Simon Ward.
MEMBERSHIP SECRETARY: Gerry Goldsmith, Proposed: Mike Wigley, Seconded: Lucy Rutter.
PUBLICATIONS MANAGER: Sheila Simpson, Proposed: Rob Webb, Seconded: Rod Dalitz.
RECORDER: Nev Holgate, proposed: Francis Cooke, seconded: Rod Dalitz.

10) TIME AND PLACE OF NEXT AGM
The Metropole Hotel at Llandrindod Wells has been booked for the 27th November 2004

11) ANY OTHER BUSINESS

12) CLOSE OF MEETING

Minutes of the Annual General Meeting held at the Four Pillars Hotel, Abingdon, on the 29th November 2003.

There were 109 members recorded as present.

The Meeting commenced at 14:10

Keith Benton, from the chair, introduced Chris Davies, the only founder member present, and Eddie Tomlinson, the Audax South Africa correspondent.

Apologies were received from several members including Bry Ferguson, Duncan Peet, Maggie Lewis, John Richardson, Fenella Brown, and Karl Hrouda.

Peter Marshall proposed, and Tim Wainwright seconded, that the minutes of the last meeting be approved. carried nem con.

There were no matters arising.

Officers’ reports not published in Arrivée were distributed at the meeting.

John Curtin was invited to speak about the fixed-wheel competitions. He apologised for his lack of activity during the year, and said he would be able to devote more time to the competitions henceforth, and that free cards would be offered next year be way of compensation.

Phil Benstead commented on the Secretary’s report. He questioned the efficaciousness of organisers’ risk assessments. Sheila Simpson replied that they would be reviewed as experience was gained in using them. The AUK Safety Officer [Steve Cockram] would be collecting statistics with a view to issuing guidance as soon as practical. KB said that riders self-certified their ability to ride an event by signing the entry form. He said that the risk assessment forms were brand new and would be kept under review. Peter Hansen said that in risk assessing an event it had to be assumed that riders had some common sense.

Treasurer’s report.

KB noted that the club had made a surplus again. Bill Carnaby asked if surplus funds could be moved to gain more interest. Ritchie Tout replied that the deposit account gave comparable interest to building societies, and that there was an automatic transfer arrangement between current and deposit accounts to maximise the interest earnings. PB asked why the publicity budget had decreased substantially in relation to the previous year. RT said the figures were very small so he had not investigated. Move to adopt the accounts subject to audit was proposed by Bill Carnaby and seconded by Richard Phipps. Carried nem con.

Move to accept all Officers’ reports proposed by Brian Morris and seconded by Mark Waters. Carried nem con.

Treasurer’s recommendations

KB commented that Arrivée would become a full colour production after the next issue.

Jim Roberson asked about the cost of upgrading software and hardware, and whether it would be better to pay honoraria for work done as a separate item. SS answered that AUK does pay for major items, but that the editors tended to use their own equipment because it was not used exclusively for AUK purposes. JR asked if AUK would pay for new software. RT said that the editors’ honoraria covered three different posts and each had different requirements.

Move to accept the treasurer’s recommendations proposed by Jon Jennings and seconded by Lucy Rutter. Carried nem con.

RT spoke on operating the club through a company. He said that the committee would like to investigate the implications and announce a detailed proposal at the next AGM. The reasoning behind the move was to protect individual members from the threat of litigation. He asked if those present were happy for this to go ahead. PB suggested dividing the club into two parts, a charity to run events and a company for members benefits. RT replied that charitable status gave no legal protection and there would be minimal tax benefits from such an arrangement. George Hanna asked the committee to ensure that they themselves were adequately protected.

Members present agreed that the process should go forward.

Two proposals to allow long distance time trials to count towards the AUK points competition.

Jim Roberson spoke for the proposal regarding 24hr events. He said he was mainly interested in the 24hr events, that they were long-distance events and therefore f interest to AUK members and consistent with the audax philosophy. There was only one 24hr time trial in recent years, and a danger that it could disappear from the calendar. This proposal would encourage AUK members to ride, and help preserve the event. Richard Cutler asked if it would be sufficient to ensure that long AUK event did not clash with the 24. Mark Beauchamp asked AUK rule on maximum speed would apply. JR replied that a maximum of 7 points would be awarded given that travelling at 30kph for 24hrs would give a distance of 720km. SS said that the proposal could be allowed for with a statement in the guidelines, as an addition to the points competition, so there would be no need to alter the regulations. GH asked if the event could be promoted in the AUK calendar. PB said that it would go against the spirit of audax as results would be published. Conversely that the CTT might feel it goes against the spirit of time trials and might object. Ian Hennessey said that they wee aware of this proposal and had no objection. KB said it was not a case of mixing events, merely of allowing points. Dave Minter pointed out that AUK currently published results of the York Arrow. Derek Slann said that, looking at the results of the Paris-Brest-Paris we have some very quick cyclists. JR said it would promote long distance cycling. Peter Hansen spoke against the motion. He said that AUK should seek to promote P-B-P and Edinburgh-London, that time-trials were not significant to AUK and it should be left to those involved to sort it out. It would give an unfair advantage to those doing TTs. It would increase confusion in the public mind as to what AUK stood for. John Walker spoke for the motion. Steve Underwood spoke for the motion. Annemarie Manley asked why it was felt that riders needed encouraging by being offered points. BM said there was a danger that AUK would be seen as a racing organisation. Chris Davies mentioned the historical links between AUK and s4hr TTs. Recounted how, in the absence of qualifying events for P-B-P in the UK, Audax Club Parisien had accepted a minimum of 360km covered in a 24hr TT as qualification. He felt it would encourage more people into cycling. PH suggested an amendment to offer moral support and publicity only, but KB, from the chair, disallowed it saying that it merely opposed the current proposal. David Lewis spoke as seconder to the proposal. He suggested that if the 24hr proposal failed then the 12hr proposal should not proceed. He said it was designed to support our sister activity. The event was threatened with extinction. There could be no ‘unfairness’, as anyone could ride the event. It was not so much a race as a test of what distance you could cover.

The proposal was carried: 57 for, 27 against.

JR spoke for the proposal concerning 12hr events. He said he was less concerned about this one as there were more events during the year. Bernard Mawson said that anyone exceeding 30kph in completing a 12hr should not be awarded points according to AUK rules. Mike Sadler said 12hr events were included in the best allrounder competition and so were much more racing events. Ray Smith asked if TTs would count towards an SR. KB said they would not as they wee not AUK events. JW asked if points would be credited to those who did not finish. There followed a discussion about what constituted ‘finishing’ in a long distance TT. Ron Carlton, PB, GH, and Jim Hopper spoke. It was agreed that those who were recorded in the results list would have finished the event. Jon Jennings spoke in favour of the proposal. BC spoke against. Dave Lewis said the proposal had been put forward because he felt someone would have asked for it after the 24hr proposal. He would like to see the same support given to 12hr TTs.

The proposal was rejected: 28 for, 54 against.

7) PROPOSAL TO BRING THE REGULATIONS CONCERNING INSURANCE INTO LINE WITH CURRENT PRACTICE AS LAID DOWN IN THE NEW ORGANISERS’ GUIDELINES.

Change to regulation 1.2(i)b .

KB explained that currently organisers could be insured either by the CTC or by AUK. It was difficult to check that CTC organisers had proper authority and thus insurance, so it was being recommended that all organisers should be insured by AUK

The proposal was carried nem con

JW asked for clarification about who officially organised permanents and YH darts. Peter Coulson answered that the organiser of the permanent, which in some cases would be AUK, was the official organiser.

Change to regulation 2.5.

PC explained that the entry form had been changed because it was no longer clear that all CTC or BC (BCF) members had insurance. Henceforth an entrant would sign a statement to the effect that they had relevant insurance, the onus being on them to ensure that this was the case.

RC asked if there was any precedent for deciding this would suffice.

PC answered that in the case of CTC organised events the first claim would be against CTC insurance. AUK insurance was ‘of last resort’.

PB asked if an entrant falsely claimed they were insured, had an accident, and their relatives sued, would they not sue the organiser.

KB replied that the individual who had made the false statement would be liable.

The proposal was carried by a majority with 2 against.

Election of Officials.

At this point IH apologised to the meeting for the discrepancy between the agenda published in Arrivée and that distributed at the meeting. The published version was the correct one.

KB said that Duncan Peet was not standing for re-election as permanent secretary, and that there were two nominations..

Noel Simpson spoke as proposer for Robert Webb mentioning his experience with internet technology. GH asked what the internet was. Francis Cooke and Chris Crossland commented. Jim Hopper, as seconder, spoke for RW.

JW asked if RW was happy to receive data via the internet. RW replied, yes, but also by other means for those without internet access.

Pam Pilbeam spoke as proposer for John Ward mentioning his experience as an organiser and rider of permanent events.. JW said that his first 600 had been a permanent. Dave Pilbeam, as seconder, spoke for JW.

The candidates were asked to leave the room for the vote. Robert Webb was elected by a majority.

Danny Fisher proposed a vote of thanks to Duncan Peet for all the work he had put in.

KB asked if the other posts, being uncontested, could be voted en bloc. This was agreed. Derek Slann proposed, and Chris Crossland seconded the motion to elect all remaining candidates.

Carried nem con.

KB thanked both RW and JW for offering their services, and said that volunteers were always needed to help in running the club.

Time and Place of next and subsequent AGMs

KB said that the next meeting would be at Llandrindod Wells in November 2004. He mentioned that the committee wished to hold the meeting subsequent to that in January 2006, for reasons as publicised. PP spoke of the reasons for this including that the size of the club and the current timing of the AGM made it difficult and expensive to find venues, and that hotels preferred to have bookings for Friday and Saturday nights. RW spoke in favour. John Evans said that it could clash with skiing holidays. FC said he was not in favour of putting pressure on members to take two nights’ accommodation. John Hayes asked whether the start and finish of the season would be changed. SS said that this would not be necessary as the calendar and handbook could be published separately. PB mentioned the weather would be worse in January. DS said the move might mean more flexibility in booking for one or two nights. Jon Jennings asked if the meeting could be brought forward to Early November. PP said this was not possible.

A vote was taken. The majority were in favour with two against.

AOB

RW introduced a new trophy for recumbent riders. JR asked about the requirement for date of birth on entry forms. FC answered it was only needed for under 18 entrants. Bernard Mawson pointed out that he had not been asked to give the validation secretary’s report. KB apologised.

BM said that he had validated nearly 17,000 rides; the figures would be published in the next Arrivée. He said that Neville Holgate would be validating populaire events in the coming year. He said that he would be retiring at the end of next season and mentioned that he had validated 250,000 rides in his time.

A meeting about risk assessment after the AGM was announced. A meeting about AAA after the AGM was announced.

Gavin Greenhow asked about insurance for individuals organising events. PC said they would be covered as were organising bodies.

PP asked for volunteers to assist with brevet card production, particularly during her holiday period.

Jim Hopper proposed his traditional vote of thanks to the committee, mentioned that there was a PBP association website, that is, the Pot-Bellied Pig Association.

The meeting closed at 16:09