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Minutes of the meeting held at Cober Hill, Cloughton, Nr Scarborough, on the 7th of January 2006

Meeting commenced at 10:05

Apologies were received from NS, GG.

All other members present. In attendance were Mike Wigley, Richard Phipps, Roland Massett, Melita Luxton.

Minutes of the previous meeting were approved as correct.

Matters arising: Terry Bateman has been contacted. He said he had been ill, and that he could pass archive items to anyone who needed them. Agreed that NH should receive all original, un-copied items.
Action NH, IH

There has been no contact from Mick Latimer

ACP international agreement has been translated, signed, and returned. They have been informed that the UK Correspondant may change at the AGM. Steve Snook is working on the Audax Altitude Award. AAA points for longer events may change after revision.

Events with cards not yet returned: Tasty Cheddar, organiser Joe Prosser; Naphill 100, organiser Colin Furey. Events Sec to write to both concerning future events, Validation secs to chase for cards.
Action PC, SG/KH

No recent enquiries about missing permanent cards or unrecorded events.

Cycle Weekly failed to publish list of LEL finishers.

Correspondence: GM: email from London Cycling Group wishing to report Audax events. Agreed that they may.
Action GM

RT: query about loss shown in accounts. He had replied. NH: Ivo Mieson asks if AUK can validate Belgian events no longer run as BRM. Division or schism in Belgian randonneur groups, nature unclear at present. PM also contacted. Foreign Events Sec to put a piece in Arrivee about organising overseas DIY events (would allow members to ride foreign events as DIY). Agreed to watch Belgian situation for now.
Action: PM

Noted that AAA points cannot be claimed on DIY events.

Opperman Cup will now officially be for the club with the most finishers in LEL (Willesden this time).

PP: Invitation to have a trade stand at York Rally. Agreed to accept.
Action: PP

AGM business

Report: Each member would be invited to elaborate on their report. Card Production Sec's report would be distributed at the meeting. MW speaking for GG said about 23% of members renewing annually had taken up standing order mandates. Agreed that a brief mention of members who had died during the past year would be appropriate. Those present would be asked to suggest an appropriate person for position of President d'Honneur. Post of Recorder has to be added to the Incorporation documents. It was inadvertently left off. Also inform meeting that the wording would be altered to reflect that some posts may be combined in some years. Chair will assure the meeting that any other ambiguities discovered will be resolved in favour of the status quo.
Discussion about how to deal with a call for a secret ballot, eg. for disputed committee posts.

Next AGM: PP reported that the hotel at Abingdon previously used was suddenly unsuitable because of alterations (no longer had bike storage facilities). Suggested Butlins at Minehead as an alternative. To be put before the AGM for discussion.
Action: PP

Final discussion of awards for presentation in the evening.

Agreed to form a regulations sub-committee to clarify and tidy the currents regulations. This not to be a wholesale re-writing. PC, GM, RT to sit on this group.

Brevet Cards: new design required. Invite proposals via Arrivee. Current stock is about 2 months worth. If these run out before new design is ready then a small interim order to be made with DA box included.
Action: SS, PP

LEL: Agreed after discussion to run it as an AUK event. ML suggested a written contract or an event specification should be produced. Further discussion about control of finance and oversight by experienced mentor of the route. Agreed that it was important to maintain enthusiasm and momentum. Committee will invite SD to manage LEL. Committee members to sit on LEL committee, and invite SD and others as appropriate to attend AUK committee meetings.
Action: PP; DKB; SG/KH; SS.

Paypal: FC has set up dummy account to allow easier payments from outside the Euro-zone. Business account can be multi-user, abut must be in an individual's name. Agreed to open AUK account.
Action: RT, FC

AOB: Remind all organisers to mention AUK in event publicity.
Action: PC

Next meeting; Wednesday 7th June

Agenda for the Annual General Meeting 2005/6
To be held at Cober Hill, Scarborough on the 7th January 2006 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 87, Copies are available at the meeting)

4) PRESIDENT D’HONNEUR.

5) MATTERS ARISING from the last meeting.

6) TO CONSIDER OFFICERS’ REPORTS. All published below (page 57)

6a) TREASURER’S RECOMMENDATIONS

7) PROPOSAL from the AUK committee to incorporate the club as a company as agreed at previous meetings and according to the incorporation articles presented here (page 62).
Incorporation Documents (.pdf file, 125kb, download for reference, exactly as printed in Calendar 2006)

8) PROPOSAL relating to the minimum speed of hilly permanent events.
For Permanent BR events up to 699km, with AAA points, the minimum speed shall be 14.3 kph unless the Organiser specifies 15kph in the AUK Calendar.
Proposed: Geoff Bell, seconded: Sheila Simpson.
Rationale: Currently the minimum speed can be set anywhere between these speeds, but the default has been 15kph. This proposal would set the default at the lower speed without removing the organiser’s right to set a higher one for any reason.

9) ELECTION OF OFFICIALS. The following members are standing for re-election. No competing nominations have been received.
CHAIRMAN: Keith Benton, Proposed: Mike Sadler, Seconded: Peter Ralph
SYSTEMS MANAGER: Francis Cooke, Proposed: Ray Smith, Seconded: Alan Vance
INTERNATIONAL EVENTS SECRETARY: Peter Marshall, Proposed: George Hanna, Seconded: Brian Callow .
EVENTS SECRETARY: Peter Coulson, Proposed: Peter Hansen, Seconded: Mareve Hansen.
VALIDATIONS SECRETARY (job share): Susan Gatehouse & Keith Harrison, Proposed: Bernard Webb, Seconded: Richard Phipps
TREASURER: Richie Tout, Proposed: Jim Roberson, Seconded: David Lewis.
BREVET CARD PRODUCTION: Pam Pilbeam, Proposed: Tricia Farnham, Seconded: Alan Rayner
MEMBERSHIP SECRETARY: Gerry Goldsmith, Proposed Roger Butterfield, Seconded, Mike Wigley
PUBLICATIONS MANAGER: Sheila Simpson, Proposed: Rod Dalitz, Seconded: Dave Minter
RECORDER: Nev Holgate, Proposed: Terry Seanor, Seconded: Richard Abram
The following members are standing for election to the following posts:-
SECRETARY, 2 people nominated:
Melita Luxton, Proposed: Denise Carroll, Seconded: Sonia Watt.
Richard Phipps, Proposed: Derek Slann, Seconded: Francis Cooke.
LRM/ACP CORRESPONDENT, 2 people nominated:
Peter Marshall, Proposed: Chris Rutter, Seconded: Annemarie Manley.
Roland Massett, Proposed: Pam Pilbeam, Seconded: Dave Pilbeam
PERMANENT EVENTS SECRETARY; John Ward, Proposed: Annemarie Manley, Seconded: Ian Hennessey.
PRESS SECRETARY: Ian Hennessey, Proposed: Anne Learmonth, Seconded: David Stevens.

10) TIME AND PLACE OF NEXT AGM

11) ANY OTHER BUSINESS

12) CLOSE OF MEETING

Minutes of the AUK AGM
held at the Cober Hill Hotel, Cloughton, near Scarborough, on the 7th January 2006.
To be read in conjunction with the minutes of the 2004 AGM, and with the 2005 agenda and other relevant items published with the 2006 calendar.

Meeting commenced at 1415.

Chairman, Keith Benton [DKB], welcomed members to the meeting. He read the names of members who had died during the year: Bry Ferguson, Margaret Hopper, Jon Jennings, Gladys Bye.

1) Those present were asked to add their names to the list of attendees.

2) 19 members sent apologies, including Joy and Mick Potts, Noel Simpson, Pete Gifford, and Les Lowe.

3) Those present were asked to approve the minutes of the last AGM. Proposed by Neville Chanin and seconded by Richard Phipps. Carried none against.

4) Members were asked to submit suitable names for the post of President d’Honneur over the next few months.

5) There were no matters arising.

6) Officers’ Reports (verbal additions to written reports previously published:
Hon Secretary, Ian Hennessey said he had enjoyed the role and wished his successor well.
Events Secretary, Peter Coulson noted the 7% increase in events and looked forward to a further increase in Paris-Brest-Paris year.
Publications Manager, Sheila Simpson thanked all the contributors to Arrivee.
Press Secretary, Graham Mills added that Cycling Weekly had failed to find space for the LEL finish list. He wished his successor well. Martin Boult spoke to suggest that a survey be made to ascertain which publications they read and channel advertising to those. GM replied that he thought most members read Cycling Weekly in WH Smiths without buying it.
Card Production Secretary, Pam Pilbeam distributed her report at the meeting.
Acting Permanent Event Secretary, John Ward had nothing to add. Reid Anderson spoke to propose thanks to JW for his competent and efficient work in difficult circumstances.
Sue Gatehouse and Keith Harrison, Validation Secretary (job share) and Neville Holgate, Recorder, had nothing to add.
Mike Wigley, Membership delegate spoke on behalf of Gerry Goldsmith who had sent apologies. MB asked where members came from and if identifying codes could be added to advert reply addresses to facilitate the collecting of this information. MW replied that he did not know where new members came from but that they were ‘rolling in’. MB further questioned whether money spent on advertising was necessary. JR replied that adverts should produce some returns but also kept AUK in the public eye. Treasurer, Ritchie Tout, said that adverts cost an average of £300 to £400 each. GM said that as Cycling Plus gave more space to AUK events more adverts were placed with them.
Overseas Events Secretary, Peter Marshall, said that there were 60 to 70 events listed on the website and more would follow shortly.
Systems Manager, Francis Cooke said it had been a routine year.
Proposal to accept all the reports was made by Gerry Boswell, seconded by Bernard Mawson.
Carried none against.

6a) Treasurer’s Report: RT explained that the main aim of the Incorporation was to protect officers of the club against uninsured liabilities. After incorporation each member would have a maximum liability of £1. The documents had been drawn up to ensure that the company would continue to function as before, and only changes required by company law would be made.
BM mentioned that the post of Recorder had been left out of the new articles. RT replied that it was an error which would be corrected before incorporation. Mike Sadler asked if the legal background had been checked. RT replied that it would be done at the point of incorporation.
DKB asked that the accounts be considered first. RA said the cost of Arrivee had increased substantially and asked if there might be further increases. RT said that some of the discrepancy arose because 3 invoices had been paid in one financial year and 4 in the next. He said that there would be some further increase because of changes to the way the Post Office charged. SS explained that the postage increase would be small and the only way to avoid this would be to move to an A5 format magazine. General agreement that this was not a good idea. RP asked if alternatives to the Post Office had been investigated. SS said that Mailsort, the current system, was the best option. RT said that other savings such as a new source for medals which avoided large die costs for each design change were more important areas of finance

Returning to the Articles of Incorporation, RA said that the absence of the phrase ‘non-competitive’ in 3b left the company open to more serious legal challenge. He said that the articles should be drafted to avoid any suggestion of racing. RT replied that P-B-P was a race and that the Articles must not be drafted too narrowly. He agreed to raise the matter with the lawyers. DKB added that RA’s comments would be taken on board.
MB queried the use of the word ‘control’ in 3a. DKB said that the articles allowed the company to assist and give credit to other people or organisations. RT said AUK controls long-distance cycling in the UK, so the word is necessary.
Sonya Crawford asked why the company was to be incorporated in ‘England and Wales’. RT replied that Companies House was in Cardiff and it was a legal form which covered Scotland.
DKB asked for the articles to be approved.
Carried none against.
RT added that he would be happy to discuss the Incorporation privately with any member. He would now find a suitable date to incorporate. JR asked if it would be possible to change articles after incorporation. RT replied that changes would simply be sent as amendments to Companies House.

8) SS explained that the proposer, Geoff Bell, was unable to be present. She said that permanent events currently did not advertise what minimum speed applied and that a slower rider might enter one and find it impossible if it was set at the current default. Organisers could still set minimum speeds at up to 15kph if they wished. Carried none against.

9) It was agreed to elect en bloc all officials who were standing for their existing posts and unopposed.
Proposed by Liz Creese, seconded by Peter Ralph.
Carried none against.
Hon Secretary: SC spoke for Melita Luxton, mentioned her commitment to LEL, that she was hard-working, that she had run the York Rally and increased attendance there. She mentioned her career as a nurse, that she could take minutes and was a good listener. It was important that the committee achieved a balance of male and female members.
Derek Slann spoke for Richard Phipps. He joined AUK in 1994, was a Super Randonneur, and had ridden P-B-P, LEL, and other 1200k events. He had been in banking and was now retired, was a good club man and hard-working.
Ray Smith said a secret ballot was essential. This was agreed.
David Lewis asked whether the candidates had the approval of the committee. DKB said the committee would accept the verdict of those present. DL asked the candidates if they would be able to work with the other committee members. Both replied they would. BM referred to guidelines stating that officers should have experience of riding and organising events and said that ML did not meet those requirements. RT said the guidelines were purely recommendations. GB spoke in favour of ML. JR and SC spoke about the candidate’s qualifications. MB asked why a candidate was allowed to stand who did not conform to requirements. RT replied that it was merely guidance. DKB said that we could not preclude any member who had been proposed from standing. Chris Wilby asked about the secretary’s workload should the successful candidate take a full-time job. DKB said that the current secretary held down a job.
Jim Hopper and Neville Chanin were appointed as tellers and blank ballot papers were distributed.
LRM/ACP Correspondent: Peter Marshall spoke on his own behalf in the absence of his proposer and seconder. He said he had a good record of attendance at committee, his French was adequate, and he understood French bureaucracy.
PP spoke for Roland Massett. She said he had been a member for 20 years, was an organiser, was bilingual, had translated for Noel Simpson, and was retired.
LC said that PM already had a committee post and asked whether this was permissible under the regulations. DKB said the articles would be adjusted to account for this. RT said that two people held another post as job share.
Voting was by secret ballot arranged as previously.
Permanent Events Secretary: DKB said that John Ward who had been acting in the post had done a good job and that there were no other candidates.
Press Secretary: Again no other candidates. There was applause for GM, retiring Press Secretary.
JW and IH elected none against.
Results of two ballots were announced: Elected by majority: Secretary Richard Phipps; LRM/ACP Peter Marshall.

10) PP proposed that the next AGM be held at Butlins, Minehead on the 15th December 2006. Cost for 3 nights would be £84 per person with no alternative for fewer nights. Those wishing to attend just the AGM and reunion would be charged £20 for a day pass. There were general comments on the cost of the day pass. RT said AUK would stand the cost of any member attending just the AGM.
Others pointed out that it was a busy time of year with club dinners, carol concerts, etc. PP said the centre was not open during January.
DKB said that the feeling of the meeting seemed to be that we should think again, the date was the main criteria, followed by venue. An option for one night only cost was required.
Decision deferred to next committee meeting. DKB asked for any suggestions to be passed to Pam.
Dave Pilbeam asked for a show of hands as to what maximum cost would be acceptable for accommodation for an AGM. Most showed for £50, some for £60, and few for £70.

11) Any Other Business: JR said that he wished to be relieved of the post of holder of AUK publication records and asked if anyone would be willing to take it on. Neville Holgate volunteered.
SC asked if medals for children at the Birthday Rides could be donated. She was asked to put her request in writng to the secretary.
LC voiced disapproval of the club clothing in purple and yellow. DKB pointed out that the original colours of red white and blue were still available.
BM said that the clock had been stopped for a certain rider in P-B-P until that rider had crossed the line. This resulted in complaints from other riders who had packed out of time and might have continued had they known that extra time was available. A similar thing had been done in LEL. 3 riders out of time had had their rides reinstated by the committee. He asked why this was allowed and asked for standardisation of the rules. DKB explained that it was understood that some riders had been delayed helping others with mechanical trouble and had subsequently got lost, and that there was some doubt over the reliability of the route instructions to Epping. FC said that AUK had, as an affiliated club, followed ACP’s example. JR asked who the riders were. FC replied 2 Italians and 1 S African. JR said that all were well out of time and not validated by him. SS spoke for the committee. BM said it had been a committee decision. DKB asked if Simon Doughty had made his views known at the time. SD replied that he had been in favour of allowing the validations. DKB said the matter had been thoroughly aired and in future organisers should conform to normal practice.
SD thanked BM for establishing LEL and said the event was now on a roll. There were some souvenirs still for sale.
NC asked whether future presidents should be members. DKB replied that all previous ones had been.
Steve Underwood mentioned that the death of George Davis, a founder member, had not been mentioned at the start of the meeting. DKB apologised on behalf of the committee.
PP said the club shop would be open after the meeting.
Hugh Harrison asked the meeting’s thoughts on the popularity of cyclosportif events. PC replied they were too competitive for us.
DL mentioned Audax Cymru clothing for sale.
JR proposed a vote of thanks to the committee.

12) The meeting closed at 16:25