Meeting commenced at 11:00am
Apologies were received from Bernard Mawson, Pam Pilbeam. All other members were present.
Minutes of the previous meeting were approved as a correct record.
Matters Arising
PP has co-opted John Ward as a delegate. In reply to her question DKB said there was no excess on AUK insurance.
Correspondence
IH: New enquiries facility on the website was working well and attracting a steady flow of messages.
RT: Enquiry about using audax rides for triathlon training via the Triathlete show.
GG: VTTA member has suggested asking all audax riders to carry identification, following an accident on a Vtta event. It was suggested that most audax riders would do so as a matter of course.
SS: Another quote received for printing Arrivee, but too late to act on. It was slightly cheaper, but the complexity of the job made her unwilling to consider a move without significant benefit. 4 people had signed up as official photographers.
NS: 2 members had claimed the 1000 miles award administered by Rob Hidderley. PM & NS provided translations for the ACP PBP plaquette. RM have requested a new design for their compulsory medal. There had been requests from abroad for ACP medals. Member of Audax Japan will be visiting the UK to study the organisation of AUK.
VALIDATION SECRETARY’ POST
2 volunteers so far. Discussion about the size of the validation team, and how to split the job. Further adverts required in Arrivee.
Action TW, SS
GM offered to help with validation if necessary.
Reports
GM: Good relationship becoming established with CW. Fairly regular mentions: ratio of 4:1 published. C+ recently featured audax amongst other events in a feature article which used information provided by GM. Advert appeared in CW.
PC: Quiet period. 478events in the calendar so far for 2004. The wrong DATC calendar was published in Cycle (CTC). Only minor anomalies. Cycling Development Meeting discussed the DATC, the National 400. Matt Malinder has given an assurance that AUK will receive proper publicity for their events run by the CTC.
PM: Currently updating the online listing. Having difficulty finding information for BRM events, however, most enquiries were about cyclosportif events.
IH: No report.
PP: Report dictated to IH: Suggested sending old medals to her to sell. (Liz Creese has stock of old medals. Ask her to forward these. Action IH). 24 new members wee enrolled at the Triathlon show, mostly younger people in their 30s. Audax regarded as good training for longer triathlons. She suggested that the online calendar should show only 2 months events so that there was an incentive for people to join and receive the full calendar. Many requests for AUK pens, so she is ordering more. Full page advert requested in the next Arrivee for medals and clothing. Asked about stocking leisure clothing, polo shirts, sweatshirts, and similar. Agreed to allow PP to pursue this.
Action PP, TW, SS
BC members are insured for foreign cycling, but CTC members, according to latest information, are not – she is waiting for confirmation. New permanent cards now available. She asks that old permanent cards be returned for replacement. Suggested solution for those using homemade and other cards where the fee has not been paid – the organiser to be contacted and asked for the fee (50p per card) and a new card issued with the used card attached. Some evidence that a substantial number of ‘unofficial’ cards have been used and validated in the past. PP will liaise with RW. Show design in Arrivee so that members know to use only official cards.
Action PP, RW, TW
NH will bring old medals to next meeting.
Action NH
RT: Insurance cover increased to £5 million. Coverage for PROFS and PBP included. Had investigated accounts with better interest rates but had found no significant gains were possible. Discussion followed about rates of membership subscriptions, temporary insurance, and honoraria. Proposal to ask AGM to increase membership subs to £10.00 pa. Carried Nem Con.
Action RT, IH
SS proposed 2 sub-committees: 1) to report before next meeting on the structure of membership fees. (GG, FC, RW, RT) ; 2) Strategy and forward planning with regard to income and surplus funds (RT, SS, GM, PC). Seconded RT. Carried nem con.
GG: Membership being sorted out; will be compatible with Mailsort. Discussion about membership renewal dates and start dates of season.
FC: Validation Secretary’s computer is old and requires replacement, but will delay this until November.
NH: Everything going smoothly. Results sheets still have club column, though this is redundant information. Discussion about uses of information.
RW: Felt it would be very useful to have a proper induction for new committee members; felt that he had been dropped in at the deep end with little support. He has written to all permanent organisers with form to return. He has changed the method of reviewing all permanents, to make it less labour intensive. 135 perms validated so far this year; turnaround 0 - 1 day. There is more information about perms on the website.
SS: Nothing further to report.
INCORPORATION
Discussion about representation and who has voting rights. RT will write a report for the next Arrivee.
Action RT, TW.
The proposal to incorporate should go before the next AGM.
Discussion of decision making in committee. There is an emergency facility via committee email list. Discussion about use of email list. Suggestions raised therein should be referred to the next committee meeting.
FC mentioned that he would be seeking to change server this year when the contract was up, and that it would be an opportunity to replace software.
Edinburgh-London
RR’s and BM’s reports noted. Project manager required. Advertise in Arrivee.
Action SS TW
Final decision to run the event will be taken at the next meeting (there is a shoestring event fall-back position).
AAA
AAA award for events of less than 300 only. Rate of climbing award for events of 300 and above..
Temporary Insurance
In the results sheet, ‘club’ column becomes Temp insurance column. Organisers retain temp insurance slip, but record temp members on results sheet.
Action PP.
It was agreed to put adverts for certain high-profile events in the national cycling press.
Matt Malinder has joined for 5 years (commuted membership) in order to run CTC events. GM said that he had raised the issue of publicity for AUK events.
AUK computer policy to be reviewed before next meeting.
Action FC
SS mentioned that she was on the board of CTC Tours as a potential conflict of interest.
Proposed that from 2004 a 1st SR gains a free year’s membership, including household members. Carried with 2 voting aainst.
AOB
GM said that he was commissioning a 3X3 AAA badge. It was suggested that Arrivee might commission articles from relevant sources. RW apologised for not providing the questionnaire as discussed for the next Arrivee.
Next meeting at York on the 25th June.
Meeting closed at 16:30.
= = = = = = = = =
Minutes of the meeting held at Birmingham on the 30th SEPT 2004
Meeting commenced at 10.50am
Apologies were received from Bernard Mawson, Gerry Goldsmith, Bry Ferguson. All other members except Rob Webb were present.
Minutes of the previous meeting were approved as a correct record.
Matters Arising
Vulnerable rider issue has been resolved.
Still no information from ACP about missing property.
Tony Pember completed an SR series in 7 days.
Correspondence
Philip Benstead wished to run the same events that he had cancelled last year.
Some members had complained that the latest Arrivee had not been delivered; problem with incomplete addresses.
Member mentioned that confirmation of booking for AGM had arrived too late last year. PP said she was liaising with the hotel about this.
Letter received from Bill Carnaby complaining about the demands for controls made of a new organiser. He felt that short-cutting was not a serious issue within AUK. There was some discussion and it was agreed that the standards for non-AAA BP events could be less stringent than those applied to BR and BRM events. The principle that the measured route between controls had to be the shortest, especially on BR & BRM routes was agreed unanimously. It was suggested that a new mentor could be found for this organiser.
Action IH, PC
Treasurer's report
Discussion about funds with regard to levels of fees. RT wishes to introduce an option to pay membership fees by standing order for next year. Decided to delay implementation of fee increases until 2006, and to reduce the previously agreed increase.
Membership 1 yr £10
5 yr commuted £40 unchanged, giving a '5 for 4'offer.
New member fee £5 unchanged but waived for standing order.
Household member £5, will receive handbook to ensure all members are
aware of regulations and guidance.
Closing date for renewals to be brought forward to end of January at the same time.
Honoraria
RT wishes to see a change to the way these are distributed to ensure that all members of teams get fair remuneration for their work. Team leaders are asked to arrange equitable distribution.
Membership £625
Card production £850
Events £850
Publications £500 per issue
Validation £825
Action all team leaders, RT
Publicity
Discussion about publicising some high-profile events led to the idea of a national SR series. Selected events at each distance including 100k to be advertised, and publicity sought for the series.
Adverts to be placed in CTT, BC, and Triathlon handbooks. Adverts possibly placed in Cycling Plus and/or Cycling Weekly. £5000 maximum budget agreed to promote long distance cycling.
Action GM, IH,
LEL
Simon Doughty's written report presented to the committee. Discussion about aspects of it. Decided that there should be no following cars allowed on the route. Felt that asking controllers to assess the fitness of riders to continue would be too onerous. LEL team to provide figures for expenses, e.g. travel to controls, food, accommodation, etc. Aim should be to not make a loss, but contingency fund of £4000 made available. Copy these terms to all concerned.
Action IH, BM
AGM
Proposals received from members to allow publishing of times for events of 1200k and above, and to allow the use of secret controls.
Proposal for incorporation will be for all members to become members of new company with a liability of £1.00 each. List of members has to be sent to Company House each year. RT given authority to engage legal advice if the proposal is approved. Legal fees estimated between £500 and £2000. Articles of association would be circulated to all members.
Action RT
Two people wish to stand for validation Secretary post on a job share basis. AGM will be asked to approve this
Proposal to be drafted by RT to pay honoraria inclusive of tax. This is done at present, but RT feels it needs specific approval from the membership.
Action RT
Change to regs 2.5 and 2.9 to be proposed. Ask Steve Cockram to clarify 'period of event'.
Action PC, IH
Entry Forms
Forms for 205 already circulated. PM's wording would be considered for the following season. Draft forms would be more widely circulated.
Letter to be written to Paddy Timpson - NS to draft and send to IH.
Action NS, IH
AOB
PP proposed that major trophy winners be invited, with accommodation paid, to AGM.
Carried with 1 against.
Postponed until the following AGM.
Discussion about permanent results. RW has not submitted results or checked provisional events. This is a problem for the next handbook. GM, PC to phone perm organisers to check numbers.
Action, GM, PC, RW
Archives - Terry Bateman had not been in contact. IH to phone him.
Action IH
Meeting closed at 4.45pm
Next meeting 10.00am at Llandrindod Wells