Meeting commenced at 11:25
Present were: RT, GG, DKB, PP, PC, PM, GM, FC, SS, IH, NS
Apologies received from NH, BM, and Bry
The minutes of the previous meeting were agreed as correct
MATTERS ARISING FROM THE PREVIOUS MEETING
Mike Hutchinson has asked that a reference to his death be corrected. It is actually John Hutchinson who has died.
All interested parties are now happy with the event numbering system.
RT will arrange an auditor.
*Action RT
GM is still waiting for Cycling Weekly to supply promised signs - CW says they have been despatched.
PP says 75 fluo jackets have been sold from an initial order of
100. She will maintain stock.
*Action PP
CORRESPONDENCE RECEIVED
Letters about trans-gender riders. After discussion it was
agreed that AUK as a non-competitive body did not have a policy
except to accept riders as they declare themselves. Reply to be
sent via PP as correspondents wish to remain anonymous.
*Action IH
Complaint received from P Benstead about use of major roads on an
event run by J Richardson. After discussion it was agreed that it
was difficult to avoid major roads in that area. JR will be
asked to add a warning to riders for future events.
*Action PC
GG reported a request from Japan for a handbook and a request for statistics from an Australian writing about world-wide Audax events.
GM mentioned further letters about AAA, and an apology from K Bingham at CW for losing an article. GM will send it again.
SS mentioned the article appearing in the Independent on the 22nd Feb.
RT said that some cheques had bounced because of delays in
forwarding them to him. Ask the membership delegates to be as
prompt as possible in forwarding monies.
*Action GG, RT
OFFICERS' REPORTS
PM: Currently updating foreign events on the website. Now has details of BRM events outside France, but is not planning to publish these as there has been little interest. Will be available to enquirers.
Cyclopassion has not responded to lists of UK events. Suggest sending them a handbook
Cyclo-tourism: Subscription has expired - no renewal form has
been sent and website not updated. It was suggested that Bry
would have a current magazine and would be able to renew the sub.
*Action PM
IH: Noted that RT had not received the agenda for this meeting.
He would check.
Action IH
PC: Event pro-formas returned more quickly on average this year.
ACP's list of UK qualifiers corresponds with AUK's except for 1
mistake: Denmead 600 incorrectly listed as a 200. PC will
advise ACP and ensure that it is recognized as a qualifier.
*Action PC
PP: Reported double the numbers of cards being ordered for events.
FC: said he was not particularly happy with the reliability of the new dedicated server. Would review the situation in September. Mentioned security issues.
Foreign validation officer for ACP, Y Varouchas has died. ACP have nominated S Lepertel to manage the job. First list had been sent and FC was waiting for confirmation that the format was acceptable.
SS: Mentioned that TW was short of copy for the forthcoming Arrivee.
GG: Renewals are drifting in slowly. One was received at the meeting. Over 4000, including lapsed members, listed on the database. Handover from RS was going smoothly. Two people have offered to handle distribution of back issues.
JB is shredding old renewal forms. There was discussion about how long to retain entry forms and how to dispose of them. Keep for one year, or longer in the event of an incident. Dispose of carefully with regard to confidentiality.
GM: Not much response from Cycling Plus. They asked about possibly featuring 1st timers on PBP. Cycling Weekly will cover PBP - two of their staff wish to ride.
RT: Mentioned teething problems with transfer. Has set up an automatic transfer between current and deposit accounts.
Discussion about opening Building Society account to replace
deposit account. Will investigate. FW was slow in forwarding
cheques to RT. GG will ask him to forward more quickly.
*Action GG
NS: Mentioned the changes at ACP. Will put a mention of bag drops in Arrivee.
AGM
IH said he would keep a record of awards at the next annual
presentation. Also ask for prices at Llandrindod Wells 2004.
*Action IH
Agreed to book Southlands Hotel, Scarborough for 2005.
*Action PP
CHILD PROTECTION & VUNERABLE ADULTS
Discussion about AUK policy on Child Protection and vulnerable
adults. Recommend that organizers should be free to refuse
entries if events are deemed unsuitable. PC will contact Jo Trym
of BSCA to discuss. DKB will contact the BC to ask about their
policy.
*Action PC, DKB
HANDBOOKS
SS suggested it should be 3 parts: Calendar/handbook/organisers' guidelines. IH said all members should be able to see what is involved in organizing an event.
Organisers' grading needs to be in place for inclusion in handbook. All helpers must be registered/recorded. DKB will ask insurers to quote for insuring all events + organizers, helpers, and riders.
Any increased costs should be covered by brevet card charges. Organiser must be officially nominated by his/her club. Further discussion about insurance.
Agreed that an official complaints procedure should be put in place.
ORGANISERS' AWARD
Total awarded will appear in the calendar with event details. PH is calculating gradings. PC will have to include gradings on print-outs to organizers.
Discussion about 'nil return events'. There were about 15 last year. BM reported as being satisfied with the reasons for these, but it was felt that the committee ought to be aware of these.
SAFETY OFFICER
Steve Cockram appointed as delegate. He will collate statistics from accident reports and develop risk assessment. RAs must be returned to PC with pro-formas.
EL
Most controls in place. BM sent report on progress with new start venues and updated and changed controls.
LEAFLETS
Need a reprint. New design with new pictures. SS asked that the
official AUK logo be used, she would supply file. GG said she
knew of a suitable designer.
*Action GG
AAA
GM said 9 members were still waiting for return of cards and medals. Some cheques appear to have been cashed by DL. Pointed out that he paid for medals and cards in advance. PP is producing new-style cards to order and sending direct. Agreed that NH should sent medals to all who have ordered them.
Discussion about the revision to AAA suggested by Mike Sadler.
It was suggested that his scheme would result in riders of longer events amassing large points totals. GM would liaise with MS and other interested parties would be invited to contribute.
Committee to review next meeting.
*Action GM
AOB
GM asked if reciprocal adverts for Welsh Cycling Festival and AUK in respective publications could be contra-invoiced as the festival had to account for grant monies spent.
Discussion about Cliff Shakespeare and photographs for Arrivee.
SS said that she needed more group shots. Agreed to allow GBP25
each for up to 10 events. Ask that these should be varied,
though it was pointed out that organizers were asking him to
attend their events.
*Action SS
Next CLG meeting will be hosted by AUK at the Newington Hotel in York on May 29th.
Agreed to implement Derek Slann's suggestion that two spare trophies be allocated to fastest male & female finishers on PBP.
Agreed RT's suggestion that cheques up to GBP500 can be single
signed.
*Action RT
Discussion about self-validation of events was inconclusive.
Next meeting at York on the 20th June.
*Action DKB
Meeting closed at 16:07
Minutes of the meeting held on the 20th of June 2003 at the Newington Hotel, York
Meeting commenced at 11:07
Present were: GG, DKB, PP, PC, PM, GM, IH, NS, BM, NH
Apologies received from RT, DP, SS, FC,
The minutes of the previous meeting were agreed as correct
MATTERS ARISING FROM THE PREVIOUS MEETING
Prices at Llandrindod Wells (2004 venue for AGM) still to be checked.
Action IH
BC's booklet, 'Children & Vulnerable Adults', and NSPCC booklet on child protection both received by IH and available to interested parties while stocks last.
Signs still not received from CW, though they are continually being promised. GM will contact them once more then PP will contact alternative suppliers.
Action PP, GM
CORRESPONDENCE
C Avery wrote suggesting a trophy to remember Phil Hampton. DKB had replied suggesting that naming a local event might be appropriate.
Mileater badges have been ordered. Rob Hidderley will administer the competition.
NH said that all outstanding complaints about the AAA competition had been resolved.
NS said that there was no response from ACP to communications, except to communications directed to the Lepertels. There had been no response to the request for a stand at the PBP start. 150 had been received to date
GG said she would respond to a letter concerning the death of Mike Penmar.
REPORTS
BM: All submitted events had been dealt with, and of these all
the qualifiers sent to Paris. Most had been returned. One 600,
the Daylight', to be processed.
NS: Asked that our appreciation of Suzanne Lepertel's efforts be
recorded in stepping in to validate foreign events for ACP.
GG: Membership at a similar level to last year - 4000 inc. non
or late renewals on database; 3600 actual members.
Action GG, PP
PP: 'Manic, cards everywhere.' An enormous number of cards
issued (see BM's report). Now slowing down. Will look for
delegate (see above).
PC: Events still being sent in for this season. Organisers'
pack is now 22 sheets - it used to be 3 - improved readability
and extra for risk assessment. Estimate 100 fewer events next
year - RA and Mentoring is causing some organizers to quit.
GM: It has been a reasonably good year for publicity. CW (and
Snowdon's) are publishing items regularly. C+ is not as
interested. There have been a few items in Cycling (CTC)
IH: Asked for a list of delegates from each member. Mentioned
complaints about RA and use of unexplained acronyms.
Action All
DKB: Cycling Liaison Group. Andy Relf was due to attend but
didn't. BC was criticised for failing to organise this. Next
meeting September in London. PC will attend.
DP: No report. John Ward and another un-named is standing for
the post at the next AGM.
Action IH
SS: There were concerns expressed that event descriptions in the
handbook could lay AUK open to legal action if they were proved
inaccurate. Agreed by a majority that they should be included.
PC said that Regulations should appear in the calendar.
Action SS TW
FC: Report was read out. A vote of thanks was proposed and
agreed. It was suggested that FC look for an additional
delegate.
VALIDATIONS
BM read the regulations regarding brevet cards to the committee.
There was discussion about implementing an appeals procedure
which could review the decision of any committee member. Agreed
that any member should be able to appeal in the first instance to
either the Chair or the Secretary. That depositions should be
invited from all involved parties. That the matter would
normally be decided by the full committee at its next scheduled
meeting.
Action IH
EDINBURGH-LONDON
SS: Report was presented to the committee. She requested that
matters concerning controls be brought forward as a matter of
urgency. There are queries regarding the affordability of Lea
Valley, the capacity of and route to Longstowe, and the length
overall of the route. It was suggested that Longstowe could be
by-passed on the northerly section, or an alternative found.
Action EL sub-committee
PBP
NS said that 102 entry forms had been posted, and many downloaded
from the web. The job of processing these would commence on the
Monday following the meeting. 40% of entries so far were from
1st timers. AUK was using half of the RM stand at the start of
PBP.
RM
New constitution has been circulated. Committee agreed to vote
for it. NS said that it would make little difference as RM
remained under the control of ACP. Agreed that NS should vote
with RUSA against compulsory medals. An Australian member is
standing for the presidency. NS was asked to contact him to
ascertain his views.
Action NS
FILMING PBP
A film-maker has contacted AUK asking for financial support for a
film she is making of PBP and qualifying events. The committee
would like to know what would be required, and what the return
for the club might be.
Action IH.
LEAFLETS
GG explained that the design for the proposed new leaflet took
the text from the current one, but presented it as bullet points.
She had tried to get a good balance of photographs. There were
some amendments suggested. Fees should remain the same. Quorum
quoted £400 for 5000. Agreed to proceed.
Action GG
PC asked that regulations should be amended to match organisers'
guidelines at the AGM.
NS asked that leaflets be available to take to Paris. Also
information sheets for EL, possibly in 2 or 3 languages. More
required as they ran out quickly last time. Ian Hunt has offered
to transport items to Paris.
Actions PC NS PP
AAA
GM and NH have sorted out all known problems. All cards and
badges have been distributed. Correspondence from L Chambard, G
Greenhow, and D Sadler has been received regarding altering the
regulations. GM will convene a discussion group and report to
the AGM.
Action GM
INCORPORATION
Left to the next meeting.
AOB
PP said she could source musettes for sale at 50p being redundant
'Linda McCartney' stock from Imsport. Agreed to offer them at
the next EL.
AGM at Abingdon. PP will handle all bookings. Cheques payable
to AUK
Action PP
MEMBERSHIP CARDS
Several members had requested these. GG will discuss with IH
Action IH GG
GM said CTC Cymru had been planning to host the Birthday Rides
2004, but CTC required to much of the profits.
NEXT MEETING
Provisionally Wednesday 1st October at Birmingham FoE.
Meeting closed at 16:20
Minutes of the meeting held at Birmingham on the 1st October 2003
Meeting commenced at 10:50am
Apologies were received from NS, GG, DP. All other members were
present.
Minutes of the previous meeting were approved as a correct record.
Matters Arising
AAA
Action. GM
Complaint
Correspondence
SS received many letters thanking AUK for PBP (Paris-Brest-Paris)
assistance.
GM received letters about AAA.
NH received more letters about missing AAA cards and badges. He is
sending replacements as appropriate.
RT had correspondence from Cliff Shakespeare and expenses for
photographing AUK events. Discussion followed about the usefulness of
the photographs and a suitable amount for expenses. CS said that
copying
to CD had doubled in price. SS suggested returning to prints if CDs
proved too expensive, said there was no agreement to reimburse travel
expenses. It was agreed that organisers who asked CS to cover their
event should cover any negotiated expenses themselves. Decided to
offer
£400 pa for a minimum of 6 events.
Action RT, SS
Reports
FC Meeting with Simon Ward did not happen because of work commitments.
GG Leaflet almost ready for print, liaising with Quorum over the
pictures. Agreed to order 500, and to send these to PP.
SS Third Arrivee editor appointed, Maggie Lewis who will produce the
February edition next, then in future years the November edition. This
will free SS to concentrate on the handbook and calendar. Tim and
Maggie
using InDesign Software. SS will switch to this in due course. Tim
Wainwright was having success as advertising manager. One
controversial
advert received, for an accident claims firm. Calendar and handbook
will
be separate publications for the 2004/5 season - change held over this
year because of up coming changes to permanent events.
SS suggested that all honoraria be reviewed each October.
Agreed by vote to refuse accident claims advert. 1 opposed.
BM Number of events so far validated.
BM said he planned to retire after next season. Advertisement needed
for
his successor.
Action BM, SS
There was discussion about future requirements for a validation team.
BM
suggested splitting populaires and brevets. There followed discussion
about ‘clock-stopping’. BM said he had heard rumours that some
organisers
allowed some out-of-time riders to claim a successful event by
‘stopping’
the clock. Agreed that the spirit of Audax was the important thing.
PC said he would chase Matt Malinder for cards.
Action PC
PM Few people had contacted him. Of those he estimated 50% were
non-members, for whom he answered queries and offered membership. Much
information could be obtained directly form the website. Laurent
Chambard was currently researching routes in the USA.
GM AUK received reasonable coverage in Cycling Weekly. They had run
pieces on PBP and would print a list of UK finishers when it was
available. He had not had much luck with Cycling Plus. Simon
Hursthouse
is editor of Bicycle.
AAA: email debate had been moved to a dedicated list but this was not
a
success, so it had reverted to the main AUK list. With regard to the
post-AGM meeting, SS said that the publication deadline for the
handbook
would then be imminent.
NH said his activities were covered by BM’s report.
RT AUK has sufficient funds. Accounts are nearly ready except for
reconciliation. Asked about the amount needed to reserve for EL.
IH The AGM agenda was complete except for proposers and seconders for
some committee members which he would be able add after the meeting.
PP has a stock of blank 50k cards which she will turn into customised
permanent cards.
NS submitted a written report on PBP.
Note that all members should produce their annual report for
publication
in Arriveé, or distribution at the AGM.
AGM
AUK won the trophy for the greatest number of club jerseys in the
prologue. Agreed to award the trophy to the youngest AUK PBP rider
this
year.
Other awards and trophies were discussed and decided.
Proposal for inclusion of 12/24 hr events in AUK calendar not yet
received.
Action IH
Proposal to move AGM to mid/end of January from 2005/6 - simply advise
change at this AGM then seek to amend regs if the change is successful.
Risk Assessment (RA)
PP said that some organisers were having difficulty with RA and asked
for
an explanatory article in Arriveé.
Action SS
Regulations & Guidelines
Discussion of changes suggested by SS and PC. Agreed to seek changes
as
set out in the AGM agenda.
Action PC, DKB
EL (Edinburgh-London) 2005
Rocco has said he will organise the Lea Valley control and southern
start. Charlie Rogers will book Lincoln YH. BM said that the Marina
nr
Doncaster had 40 beds at £10 per night, and a Travel Lodge adjacent.
There were full cooking facilities.
It was agreed that Longstowe was too small and not on the preferred
route. Alternatives will be sought near St Neots. BM will contact
Peter
Land by the 2nd Oct.
Hovingham is satisfactory with portable toilets to be hired.
Action BM
PBP
See NS’s report. Everything went smoothly.
Medals
Discussion about new design for 2004 medals, about the value of
changing
the design every four years. PP suggested selling old stock at reduced
price. Agreed: 5 in favour, 2 against, to produce new design for
next
year. Contact John Rivers.
Action FC, IH
National 400
PC said that there would not be one in 2004. It was to have been in
Scotland.
PC said that there were now two classes of organisers - those
organising
on behalf of a club or DA, and those without affiliation except to AUK.
There was discusion about individual organisers and how to deal with
them, especially with regard to ACP’s insistence that organisers had to
have club registration. Agreed to deal with these as appropriate
individually.
Incorporation
Proposal to AGM as soon as possible.
Videos of PBP
Fleur Whitlock’s and ACP’s videos both available. Can be bought via
AUK
in sterling.
Website
Annual contract up for renewal end of October. Cost less than £2000.
FC
said the facility was under-utilised at present but would continue to
be
developed. Agreed to renew the contract.
AOB
PP has spoken to John Curtin who is catching up with the fixed-wheel
awards backlog.
GM requested a new printer.
RT asked that commuted membership be encouraged. Suggested offering
three years as well as five. Agreed to advertise this.
Next meeting at Abingdon
Meeting closed at 15:50
Ian Hennessey
50 352
100 3625
150 651
200 2355
300 790
400 585
600 498
Workload approximately 20-25hrs per week at present.
DKB suggested that BM needed a delegate to handle, for example,
the 100km populaires.
BM suggested regionalisation for all non-BRM events would be a
good idea, and said that the events secretary's job could be
similarly split.
PP added that she needed a delegate as a stand-in for sickness
and holiday cover. PC pointed out that he could, if necessary,
print cards from his system.
BM said that the membership secretary would be best placed to
decide regions based on membership distribution. GG said that
the current membership team worked well.
GG and PP suggested dividing organizers alphabetically rather
than by region. BM said that he and NH would discuss revision to
validation procedures.
NH and NS mentioned their appreciation of FC's hard work on the
website and systems.
PP said that membership applications should be encouraged at the
York Rally (allowing 18months for the price of a year's
membership). She suggested that handbooks could be handed out to
new members at the Rally next year.
Membership fees are currently adequate. Overseas postal rates
may have to be put up.
PP said that she disliked the basis of the organisers' award.
IH will get details of candidates.
SS is looking for a third editor to make the AGM agenda and
committee reports a separate edition of Arrivée. It was agreed
that SS and TW should pursue this and report back.
BM gave details of the BB case. The organiser contacted BM by
phone and by letter explaining that he thought validation was
appropriate even though the rider's card had been lost, and gave
evidence for this. The organiser and BM both received phone
calls from the rider's parents lobbying for the ride to be
validated. DKB said that because there had been no appeals
procedure in place and because of the perceived urgency of the
matter (PBP qualification) he allowed a vote by email. The
committee agreed that had it been in possession of further
information presented by BM to the meeting, it might have reached
a different decision. It was felt that undue pressure had been
put on the organiser and Validation Secretary, and a letter
explaining this should be sent to the parents.
CW has failed to deliver the promised signs although they continue to
insist that they are being or have been sent. PP has obtained new
signs
from Impsport.
There is an ongoing discussion on the AUK mailing list. There will be
a
meeting to decide the future details of the award after this year’s
AGM.
There has been a complaint about an event organiser phoning relatives
of
a rider to ask where he was before the closing time. This caused alarm
to the relatives. The rider finished inside time. No action decided.
FC had communication from Peter Hansen saying he was unhappy at the
half-hearted response from organisers regarding ROA (Randonnee
Organisers Award). He is continuing to develop the project.
PC Events were being submitted more slowly than for this season, but
at
a similar rate to 2001/2. There were queries about RA (Risk
Assessment).
Some organisers were giving up because of this, though most found it
acceptable and some welcomed it. There was trouble, now sorted out,
with
clashing events in the North.
Request for larger honoraria for publication editors because of the
cost
of software/hardware and the need for regular updates. RT suggested
that
for tax reasons equipment should be bought by AUK. Agreed to propose
that the honoraria for publication editors be set at £500 per edition.
50 587
100 5866
150 1097
200 3560
300 881
400 666
600 595
York Arrows 14
Total 13252
Some cards not returned by organisers from early events. Tony Clarke,
Gerry Croome, Matt Malinder (CTC) the most tardy.