Meeting started at 9:32
Present: DKB, FC, DD, IH, NH, PM, LMc, RP, PP, SS, RT, JW, DW & MW.
Apology for absence: SG, KH & GG.
The minutes of the meeting held on 26th September 2007 were accepted as a true record.
MATTERS ARISING. IH is back on the CTC Steering Committee and gave a brief resume of that club’s internal politics. SS mentioned that the CTC’s Birthday Rides Co-ordinator is also our LEL organiser. Worries that she might be overstretched are tempered by the fact that they are a year apart. In view of the largely lukewarm feelings of the Board for a new clothing design, coupled with an overstock of the current clothing PP was not intending to display the artwork of potential successors to avoid raising a renewed clamour. DKB advised having received a few volunteers for his “Secret Shopper” checks. IH is hoping to get hold of a copy of the CTC leaflet re young riders. As agreed, RT had circulated draft-amended regulations, but some members were claiming non-receipt. (Sec’s note: anyone still missing their copy, should request one from either RT or myself)
ACTION:IH
ELECTRONIC ENTRY TO EVENTS. FC has devised a working system although he is not completely happy with it, as there are a few problems to be sorted out, such as the lack of an acknowledgement from the organiser to the entrant. Even so, SS, as an organiser, was happier with it and it had received universal approval from the riders using it. Some considerable discussion ensued when it was mentioned that obtaining certification would result in our enjoying a better relationship (for exchanging data) with PayPal. In addition, there are various organisations to which such entries may be outsourced, such as EntryCentral (FC’s preferred option, even though it will only cope with our members) and Entryweb who have recently spammed circulated all organisers. These firms have been established only relatively recently, so no long-term track record is available. The consensus is that:
1) The online experiment should continue and we should arrange certification.
2) It is the organisers’ choice whether to opt for our system, outsource it, or stick with hard copy and snail mail.
3) RT is to set up a Premium Multi-User PayPal account in AUK’s name.
4) There should be dialogue between AUK and EntryCentral about the content of the entry form (IH to liaise)
ACTION: FC, RT, IH
OFFICERS’ REPORTS. All have been published in the Calendar or will be available at the AGM, except for PM & IH who will give verbal presentations followed by a confirmation in Arrivée. SS added that following the Publications Team’s dissatisfaction with the quality of the pictures in Arrivée, a selection of grades of paper had been trialled and the current issue, no. 98, was judged to be the best, so will be used for future issues. RP read an update from SG/KH reporting general organiser approval for the new validation system and a 12.5% drop in rider numbers for the last half of 2007.
TROPHY CUSTODIAN. As a result of the resignation of Derek Slann from this position, an appeal will be made at the AGM for a successor. If there are no volunteers, RP + PP will share the duties; RP holding the hardware, with PP arranging engraving and maintenance.
LEL. RP read a report from Melita Luxton advising there were 167 entrants from all over the world who had paid at least a deposit. The Lincoln control will now be at Washbourne, which, pleasingly, will be an inexpensive one to hire. A couple more controllers are needed, but that task is currently in hand. RT enquired whether separate insurance had been arranged leading to a long discussion about the status of the event vis-à-vis AUK. He is to contact ML and the Board will decide on appropriate action having considered her reply.
ACTION: RT
CALENDAR. As mentioned in the current Calendar, SS is discontinuing this publication in its present form and will replace it with pages in the centre of Arrivée, as a rolling quarterly listing. Although this would prevent the planning of the year’s derring-do in a single sitting, the advantages would be that the details could be more up to date (the online Calendar remains the best option for this) and tighter control could be exercised on organisers to complete all the paperwork before publication. Permanents would be included as space allowed. The AGM-related information will continue to be mailed to all members separately at a similar time of year as now to comply with its deadlines.
CLOTHING ETC. PP is overstocked with jerseys, polo shirts and enough china mugs to fill a wardrobe. The sales of the yellow / purple colourway are poor, so in future she intends to stick with the red, white and blue. She suggested a sale with a reduced price to clear the surplus. A bargain bundle of jersey, shirt and mug was agreed with details to be in the next Arrivée. Also, a routine order to Impsport had been completed incorrectly with the PBP design, and it was agreed to offer these to members at the AGM for £10, with thermal versions at £20. Finally, the new design dated distance medals were displayed, evoking general approval.
AGM. There was much discussion concerning insurance for non-members with RT concerned that AUK was at risk from accidents caused by such riders. It was agreed that the Public Liability insurance could be separated from the organisers’ insurance and RT is to investigate that avenue. Apart from that, there appears to be little of a controversial nature and it is envisaged that both the Officers’ Reports and Election of Officers be voted on en bloc.
ACTION: RT
AOB. The next AGM weekend is pencilled in at Ringwood Hall Hotel, Brimington on 10th January 2009, but in view of the gradual decline in numbers, PP is investigating a pre Christmas date at Royal Holloway College, Egham (W. London) which will not be susceptible to seasonal price increases. She will gauge the feeling of the floor of the AGM and continue her researches.
ACTION: PP
PM has ACP certificates for York Arrow riders that he will distribute at the AGM or prize giving. He is intending to attend the ACP PBP awards ceremony shortly where AUK has gained the St Quentin Council Cup for the club with the most finishers, and both Audax Ecosse and Cardiff Byways won a trophy for the most finishers with no DNFs. Drew Buck has also won a prize for his 'Originalité' which must prove the French can take a joke!
NEXT MEETING. The Briar Rose, 25 Bennett’s Hill, Birmingham at 10:00 for 10:30 on Wed 12th March 2008
The meeting closed at 12:36.
= = = = = = = = =
MINUTES OF THE AUK BOARD MEETING HELD AT THE “BRIAR ROSE” BIRMUNGHAM ON 12TH MARCH 2008
Meeting started at 10:47
Present: DKB, FC, SG, GG, KH, PM, RP, PP, SS, RT, JW, & DW.
Apology for absence: IH, NH & RT.
The minutes of the meeting held on 26th September 2007 were accepted as a true record, subject to a correction that PayPal will, in fact cope with non-members’ entries.
MATTERS ARISING. Electronic Entry: FC thought that IH had been sidelined from liaising with EntryCentral, but admitted to being unsure what progress had actually been made. He offered to contact them. The topic broadened into a general discussion of entry administration.
RT has received no reply to his enquiry about LEL insurance, but DKB pointed out that the item had been budgeted.
PP advised having negotiated a deal for the next AGM at two hotels in Dorking, Surrey. Cost for half-board is likely to be in the £50 - £55 area, but is subject to further negotiation. Given the choice of either of the last two weeks in November 2008, the board opted for the weekend of 21st – 23rd. Publicity for this event will be on the reverse of the August Arrivée carrier sheet.
OFFICERS’ REPORTS. JW reported on a couple of new events and queried whether on DIY Perms riders should specify the distance in advance. It was generally agreed that any pre-agreed distance must be completed in full, and JW is to issue a reminder to riders to notify the Org of the intended date and distance of the ride to ensure the spirit of Audax is obeyed.
DW – nil
PM displayed the ACP 2007 trophy and gave an account of his conversation with Jean Gualbert, his opposite number there. It seems that ACP are keen to downplay the riders’ speeds on PBP to avoid being categorised as a race with all consequent difficulties. Although a perennial complaint, the upper limit on numbers seems to have been reached, and they are considering changes to the qualification requirements, most of which are unpopular with the French. Nothing has yet been decided, and the board requested as much notice as possible.
GG gave RP a list of recently deceased members to place obits in a future Arrivée, detailing difficulties in ascertaining actual status. She also detailed some personnel changes in her area, mentioning that Julian Beach had left the membership team. She wanted her gratitude for his long service mentioned in Arrivée, and RP is to contact him to ascertain correct details.
DKB read a letter received from our Patron, DD, suggesting that recipients of awards at the presentation dinner be allowed to keep them, to admire at the table before participating in a group photo, after which the trophies should be returned to the Trophy Custodian. Enthusiastically approved by all present.
SG/KH reported validations are now as buoyant as two years ago. They briefly outlined their new procedures, which were quicker and had met with Organisers’ approval. Mention of one problem prompted SS to request names of “difficult” Orgs who would be noted.
SS had little to report: although everyone is getting used to the new system and its capabilities. She would prefer Orgs to make more use of the Event Planner, foreseeing problems in the August Arrivée (when next season’s rides will show) if not kept up to date.
FC reported NH was now on-line with his new broadband connection. His system has been greatly automated, leading to a great increase in speed and efficiency. The website certification process mentioned at the last meeting has turned out to be more complicated than originally envisaged, and technically quite challenging. Requests for help have been foundering, and given that he was now at the limit of his expertise, he gave notice that he would not be seeking re-election at the next AGM, although he would be happy to shadow his successor for as long as necessary for an orderly handover. An advertisement for a suitable volunteer will be placed in the next Arrivée, and some discussion ensued about active recruitment.
RAP advised having completed the tabulation of the Accident Report Forms and circulated a copy of these. For 2007, these were broadly in line with previous seasons, and like those periods, the largest reason for accidents was rider error, either in a bunch or on wet / gravely roads. Sadly, attacks by yobbish passengers in cars seem to be increasingly frequent, particularly at night. He also confirmed having apportioned and despatched badges for the National Series rides which are not being run this year in the absence of a volunteer to take over from Graham Mills. The names of recipients will be published in Arrivée with an appeal for such a person; if none is forthcoming, the scheme will lapse.
ACTION: JW, PM, RP.
TROPHY CUSTODIAN. PP advised she was able to source miniature replicas of trophies for approximately £5 - £7. The winners could keep these, with the Club retaining the originals.
CLUB CLOTHING. PP advised having negotiated a deal with Impsport whereby there would be a link from our website to theirs (FC to arrange) All our clothing would be visible there, and members would order on-line, pay Impsport and receive garments directly from them. AUK will receive a percentage (to be negotiated) rather than breaking even as is the current situation. Members who are not on line will be able to order by mail. Stock currently held at Denmead will be transferred back to Impsport for future orders. All discount clothing offered at the AGM has now been sold. KH complained of sizing problems on an order from his local DA but PP thought that replacing incorrect sizes would not be a problem. (Correct size is chest circumference plus 2”) She mentioned that clothing sales were 50% down on the previous year and admitted that the new system might trigger a price increase, as there had been none for the past couple of years.
ACTION: FC
HANDBOOK. GG reported there had been problems with the mailing of the Handbook and Membership Cards resulting in most members receiving them late, and some not at all. One of the problems was that Hedleys had problems handling the plasticised cards. It was suggested that paper cards within a letter would overcome that snag, but there were other problems with the distribution leading to the question of whether the hard copy Handbook was still needed. There was little agreement at the meeting on how popular this booklet actually was, and FC mentioned it was his intention to put the contents on the website. Some discussion ensued with no firm decision other than to canvas the members’ views in a future Arrivée.
LEL The meeting was concerned to hear that no reply had been received to RP’s request to ML for a progress report. This year’s CTC Birthday Rides, which she is also organising, appear to be doing well. Concern was also voiced there had been little contact with helpers or Controllers since a meeting in October 2007 leading to a certain amount of dissatisfaction on their part. RP to write to her to express Board’s disappointment.
ACTION: RP
AOB. KH mentioned that after a minor problem with an Accident Report Form, he and Sue would be sending the originals to RP for analysis, with copies to Safety Officer, Steve Cockram rather than the reverse. The new design of medals has been received and distributed in accordance with requests.
The review of regulations seems to have stalled as a result of inertia. In an attempt to re-start it, FC will redistribute with a request for directors to check the sections relevant to them and approve / amend. JW offered to take charge if RT was too busy at work. RP to contact RT to check.
The board was surprised to learn that a York Arrow route from Lowestoft to Baldock had been approved, prompting a discussion on these events generally. Although in the past, only the Easter Arrows to York, and not the Summer Arrows – also organised by Pete Gifford - had been validated by ACP, it was felt the latter ones were more in keeping with the original aims, and that the later time of year would be more likely to attract teams. PM is to put it to Jean Gualbert, citing the precedent of the Canadian Flèche Pacifique as precedent for the change.
ACTION: JW, RP, PM.
NEXT MEETING. The “Briar Rose”, 25 Bennett’s Hill, Birmingham. SS was very keen for RT to attend to provide an up to date picture of the Club’s financial position, so RP will contact him to check availability. The week of 9th – 13th June seems convenient for the remainder of the board.
The meeting closed at 15:15.
= = = = = = = = =
MINUTES OF THE AUK BOARD MEETING HELD AT THE 'BRIAR ROSE' BIRMINGHAM ON 10TH JUNE 2008
Meeting started at 10:31
Present: DKB, FC, SG, KH, IH, NH, RP, PP, SS, RT, & JW.
Apology for absence: GG, PM, PP & JW
The minutes of the meeting held on 10th March were accepted as a true record.
MATTERS ARISING. IH will be attending a CTC meeting next month where both CTC and AUK are bringing current entry forms. He hopes to obtain a copy of the CTC young riders leaflet and intends to distribute it to the board electronically. A discussion about Child Protection as it applies to our activities ensued.
ELECTRONIC EVENT ENTRY. Little change to the system, but FC has spoken at length to Simon White of Active Network who provide a complete events service at a cost (to the rider) of £1 per entry. SW is perceived as a good salesman, but FC is concerned that a large multinational company would prove to be an unequal partner, so deferred any decision till later in the year. EntryCentral appears to be a preferable alternative, even though Ian McLoughlin runs virtually a one man operation. IH confirmed that feedback received favoured the AUK system despite the disadvantage of individual organisers needing PayPal accounts. FC still considers our current system needs polishing and that we really need a secure server (the primary reason for him handing over) but KH was very complimentary about it from both organiser’s and riders’ viewpoints. DW also liked it as it offered an additional source of entries. It was mentioned in passing, that non-members should be aware of AUK rules and acknowledge having read them. FC to develop a suitable enhancement.
ACTION: FC, IH
LEL. Following correspondence from RT, Melita is to investigate insurance for this event.
OFFICERS’ REPORTS. DW detailed the cancellation of the Mosstroopers 300 despite Lucy’s efforts before mentioning the CTC 'Phil & Friends' ride had had its Audax status withdrawn following the resignation of the organiser. A lengthy discussion concerning such joint events followed. Although no CTC rides are currently being organised under the Audax banner, and several directors did not wish to return to such shared events in view of each club’s disparate objectives for them, IH will offer one event next season to them at the next Steering Committee meeting, subject to the event being organised fully in accordance with AUK procedures. DW also mentioned that several events under his jurisdiction were potentially under-distance. Generally, organisers were co-operative, but one - Alan Partridge - was proving recalcitrant. His three rides of 100, 160 and 200KM are all capable of being short-cut, and after a discussion displaying a wide spread of opinions and options it was agreed, in view of the events having been run for several years, and the likelihood of these, too, being cancelled, to allow the current route to stand for one final time, but insist on a change for next season,. Moving on, he was pleased to note 39 events already in the 2009 Calendar and wanted to encourage organisers to fill in dates as soon as possible - there being no squatters' rights in this arena.
KH reported the numbers of validations were holding up better than expected, post PBP, except for a sparse April. (It was noted that it had been a particularly wet month and Easter had fallen as early as possible this year.) Generally, organisers are coping well with the new validation system, helping the validation team to be more up to date than ever, with just 9 unvalidated rides at the time of speaking.
NH reported the on-line system was working well as far as he was concerned, even though some organisers sent him only the start sheet. We need to confirm that hard copy results sheets should still be sent. Tangentially, it was mentioned that privacy statements are required. There is already one at the front of the Handbook, but a further one requiring acknowledgement by organisers is needed. FC is to include a suitable mod on the organisers’ gateway.
On his own arena FC had little to report; there had been a couple of expressions of interest to take up his position, but not from anyone who he considered in a position to cover the whole gamut of the workload. He will re-contact one volunteer where communication has stalled, possibly as a result of over-zealous spam filters.
RP was grateful for FC’s help in restoring access to members’ queries, with a resulting reduction in his free time! He also mentioned problems with lapsed organisers. At the time of speaking, all of those organising calendar events had re-joined, or promised to, but one Permanents organiser had surprisingly taken offence at GG’s reminder to renew and did not want to do so, although he was happy for someone else to take over these rides. In the absence of a successor, they will be removed from the Calendar, but the details retained in case a volunteer comes forward. RP also offered to monitor the problem of tardy organiser renewals in coming years, in tandem with the membership team to resolve problems more punctually.
PP provided a written report mentioning that Brevet Card production was at a reduced level to the previous year (confirming SG/KH’s statistics. The prospective AGM venue in Dorking had proved to be unsuitable because of the high proportion of double bedded (rather than twin bedded) rooms and she suggested CenterParcs in Suffolk as an alternative. The weekend package offered was not competitive on price and as the location was not convenient to reach by bike, so the option was unanimously rejected. It was queried whether Dorking had actually been cancelled (no record of any booking when checked the following day) and if not, whether anything could be salvaged from the negotiations. SS suggested a hotel to the west of Gloucester used for CTC Hols. (details received following the meeting and passed on to PP.)
RT was happy to report the club finances were healthy before moving on to 3rd party insurance in response to a sudden increase in accidents possibly requiring a payout from the insurers. He advocated withdrawing this policy as a member benefit since he believed a single large claim could potentially bar the Club from obtaining cover in the future. As this is on the same policy as the Public Liability Insurance, the Club would then not be able to operate. A long and wide-ranging discussion followed with the upshot that the situation will be monitored until the end of the season before a re-assessment of whether to continue the protection. In the meantime, RT is to write a piece for Arrivée to publicise the excess agreed at the last AGM in an effort to promote more responsible behaviour on the road, and FC is to modify the on-line entry form.
TROPHY COMPETITION. RP queried whether the trophy recently awarded by ACP had had an AUK competition assigned to it Agreed that this trophy should replace the Paul Castle Cup (Male Merit Award) which was now beyond repair
MID-POINT STARTS. KH mentioned that the organiser of the 'Poor Student' had been asked to sanction a start from an intermediate point on his calendar event. It was agreed that this would be admissible on a Permanent ride, but that a Calendar event must be ridden in correct sequence as specified.
LEL RP regretted to report again that despite a couple of reminders, no written report had been received from Melita., although progress appeared to be on track, given that there was over a year to go before the event. RT was very concerned that no Companies House Annual Return had been filed and also noted that Peter Coulson had resigned as a director of LEL 2009. It is currently unclear whether this ride is to be regarded as her event, or if it is seen as being organised on behalf of AUK, which would involve the Club in more potential risks. There is further confusion about the timing of the reconnoitring of the route - Easter 2009 seeming uncomfortably close to the event, since Thurlby-Gainsborough is a totally new section. KB, SG/KH and SS are all willing to check the routes local to them, and other riders, such as Steve Abraham may be encouraged to check other sections if trophy points are available. RP to write to her to express Board's disappointment concerning the continued absence of a written report about 'her' event, requesting prompt filing of the delinquent return and offering AUK’s help with the route checking prior to the ride by Sonya Crawford, the route mentor, next Easter
ACTION: RP
DIRECTORS’ SUCCESSORS. FC has had scant enquiries about a potential successor and wants to advertise the forthcoming vacancy again in Arrivée. There was also some discussion about GG’s wish to retire at the end of 2009. A couple of names were mentioned, but it was generally agreed that head-hunting candidates produced best results. In a similar vein, Lucy McTaggart has expressed a wish to relinquish the DIY aspect of her workload as this is becoming very time-consuming.
AOB. IH has been contacted by Dave Minter concerning the discrepancies in ACP’s PBP records. FC had been involved when this query was originally raised and will re send his reply.
RP queried the new areas of responsibility or the Events Secs following George Hanna’s addition to the team. SS to pass the diagram on.
KH suggested one of the quarterly meetings could be dispensed with, in the interests of efficiency and cost effectiveness. Despite the approximate cost to the club of £700 per meeting, the alternatives of e-mail or conference calls had their own drawbacks and the meeting had little appetite for any change.
NEXT MEETING. 24th September 2008 at The 'Briar Rose', 25 Bennett's Hill, Birmingham. (Sec's note: the hotel cannot accommodate us on that date and a new date / venue will be advised after an e-mail poll.)
The meeting closed at 15:20
= = = = = = = = =
MINUTES OF THE AUK BOARD MEETING HELD AT THE 'BRIAR ROSE' BIRMINGHAM ON 26TH SEPTEMBER 2008
Meeting started at 10:47
Present: DKB, FC, SG, KH, IH, RP, PP, SS, DW & JW.
Observers: Peter Coates, Matt Haigh
Apology for absence: GG, NH, PM, & RT
The minutes of the meeting held on 10th June were accepted as a true record, subject to the addition of DW as being in attendance.
MATTERS ARISING. IH distributed copies of the CTC Events Entry form including the Parental Consent form for participants under the age of 18. It was agreed that for joint CTC / AUK events, this should be used, but before implementing that change, IH is to raise some of our concerns at the next CTC meeting. It was also agreed that the organiser of any event had final decision whether or not to accept under-18 entrants.
ELECTRONIC ENTRY. FC has not made much progress on on-line entry system for non-members, detailing various concerns. In view of possible problems with junior riders, this facility will be available only to over 18s. PP suggested adding AUK advice to such a form to ensure non-members were aware of it. FC to investigate possibility subject to any necessary updating of the contents.
OFFICERS’ REPORTS. SS as Pubs. Mgr.mentioned that events for the next six months will be printed at the back of Arrivee. This will be a definitive list, with no subsequent updates permitted. Most orgs are coping well with the new system but Risk Assessments are sometimes late and Events Secs vary in the strictness of their enforcement. Their “territories” have changed slightly now that Joe Applegarth and Julian Beach have joined the team.
SG/KH again advised that validations were up to date, but noted that field sizes were tending towards tiny or massive. As some orgs do not welcome large fields, IH to check with them before advertising their events. PP attributed the reason for small fields to the increase in the number of information controls, citing one particularly bad 200K example. Rider numbers are holding up well and 300K medals have sold out although there are many 100 / 200K ones remaining.
IH has had a quiet time and is no longer a director of any other company. It was agreed that an advert in a triathlon magazine should be renewed as such riders sometimes use our events for training.
JW noted his Permanent validations were up to date, with an annual number now of some 1400 rides now as against 800 a few years ago; the increase being attributed to DIY Perms and RRTY rides. In addition, several long rides have been validated. In view of the volume of 200K rides he suggested organiser validation, just like the Calendar counterparts. Following an extended discussion, this was accepted, subject to orgs’ performance. It was stressed that receipt of an entry form and Event Sec’s approval of the planned route must ALWAYS predate the riding of the event.
PP had little to report, but again noted the prevalence of small fields.
LEL. RP read Melita’s recently received progress report. In the ensuing discussion, it appeared that registering the event with RM (which has to be done shortly) is effectively compulsory. There was some considerable concern about the event website which was initially well regarded, but had not been updated, nor gave organiser contact details, leading to many queries being received by several members. IH volunteered to contact Justin Oakley, the website designer, whom he knows in an attempt to gain access to the site to update it. FC is to put a page on the AUK site giving organiser details for entrants. KH mentioned that no further contact to volunteers had been received, and it is currently unclear how many of the original volunteers are still willing to help. FC offered to set up a mailing list to enable matters of mutual interest to be discussed.
DIRECTORS’ SUCCESSORS. In an e-mail to RP GG had written that Mike Wigley might be interested in taking over as Membership Sec on her retirement from the post, although another volunteer would be required over the renewal season to handle the approx 650 renewals by standing order. RP to arrange an ad in Arrivée for a willing delegate.
Expressions of interest had been received for FC’s position, and two of the potential successors Pete Coates and Matt Haigh were present at the meeting. There was some discussion whether the job should in future be split between two people and their relationship (in terms of director / delegate.) Nothing was formally decided at that stage.
OVER-DISTANCE EVENTS. PP claimed that many orgs were unhappy with having to extend their routes because, according to AutoRoute, they were under-distance and read an e-mail received from one such disgruntled org. DW noted that that particular org had been discussed at our previous meeting, describing him as very inflexible with regard to changing his route, and that long-established routes and orgs (who have continued to run possibly under-distance events) are a problem. Some considerable discussion followed, rejecting compulsory routes as unenforceable, and suggesting that routes capable of being short circuited were unsuitable for Audax events. It was universally agreed that any complaints about rotes received from orgs should be referred immediately to the relevant Events Sec.
ASPARAGUS & STRAWBERRIES. SG/KH gave details of a non-validated ride where the rider had gone off-route, obtained a shop receipt, and then continued to the finish without providing evidence of having visited the correct control on the route. Despite the rider’s vehement protests, the validators’ decision was unanimously upheld.
NATIONAL SERIES. RP read out an e-mail from Billy Weir offering to resurrect this currently defunct series. His original idea was to increase the distance to qualify for higher grades of award, with a fixed number of areas. There was some discussion of the available options such as the size, number and definition of areas. Members were concerned that it should not be seen as competing with the existing Randonneur awards. It was pointed out that with such a structure, any awards gained would have to be claimed by the riders, and the details of the scheme would need to be included in the Handbook. RP to inform WW of these discussions.
TYE GREEN EVENTS. RP verbally précised a letter received from William Chastell who wished to organise a group of events from Tye Green in support of the Stop Stanstead Expansion group, with the initials SSE in the title of the ride. Members were universally unhappy for AUK to be allied to this local political pressure group. RP to advise him of Board’s feelings.
UNAFFILIATED NEW ORGANISERS. KH asserted that AUK should be properly insured and DKB stated the current insurance position and outlined the previous system. After a lengthy discussion during which it emerged that AUK could not know with any certainty the insurance provisions of the organising body, be it an individual, charity, informal or formal club, or CTC DA, nor whether these bodies were aware of their potential responsibilities, it was agreed that it would be preferable for new organisers to be under the aegis of an established club, though unaffiliated orgs should not be discouraged.
AOB. There was some considerable discussion to agree on the recipients of the awards under the Board’s control, few nominations having been received from the membership.
KH/SG noted a new medal order is due: PP to order minimum.
PP reported that bookings for the Annual Dinner were slow, and that any received after the cut-off date would be subject to the hotel’s current tariff. She also advised that Impsport had copied Margaret Hopper’s club jersey design and a sample would be available to view at the AGM weekend.
SS noted that, as advised by CTC Holidays, it is now a legal requirement for club officials (taken to mean directors, but not delegates) to quote full company details - name, registration no and reg. address on all correspondence in connection with their jobs, including e-mails to other committee or club members.
NEXT MEETING. 22nd November 2008 at the 'Holiday Inn', Guildford. The time has been brought forward to 9:30 am. Drowsy delegates please note!
The meeting closed at 15:32.
= = = = = = = = =
The meeting started at 09:32
Present: DKB, SG/KH, GG, IH, NH, LMcT, PM, PP, RP, SS, AU, JW and DW.
Also in attendance: Melita Luxton
Apologies for absence: F Cooke, D Duffield and R Tout
LEL. As Melita was attending the meeting solely to update the board on progress of the organisation of LEL, this topic was brought forward to enable her to leave sooner. She reported that 540 riders from 26 countries had entered and the limit had been increased to 600 places in anticipation of a 10% rate of non-starters. A system seemed to be evolving informally for entries to be channelled through a single “representative” per country. The route having appeared to be under distance (1355KM), so a “dog-leg” will be employed round Hovingham on the outward section with an information control to ensure route integrity for the full distance. The route is due to be checked shortly; Sonya Crawford will be riding it at Easter and it is planned to be on the website next April. All controls have been booked apart from Alston, where a couple of locations are possible and negotiations are continuing. There will be a recruitment drive in the next Arrivée for volunteer helpers who will initially be assigned to their nearest control until fully staffed, though Canonbie, being so remote, may cause problems on that front. A volunteers’ forum will be set up shortly on the website to enable them to keep in touch to discuss matters concerning the organisation.
In view of the lack of interest in the 10 pm start time, this will be abandoned, and just the 8 am and 2 pm starts retained, riders being set off in half-hourly intervals up to 2½ hours after the initial start. This will have the effect of reducing the amount of time controls need to stay open, and ease pressure on the crews. There is a number of HPVs and tandems, and the intention is – despite Board misgivings – to include them in the bunches of standard machines. The control size will be monitored for future reference, and ready prepared food will be used there rather than chilled items for ease and consistency. Each control will be issued with a pay-as-you-go mobile phone to convey information to other controls by text rather than voice for the sake of convenience and cheapness. The Board expressed some doubts over the completeness of signal coverage in some of the locations. A “sag wagon” will be provided for non-standard machines and injured riders; all others with problems will be transported to the nearest railway station.
Riders must wear reflective ankle bands (already sourced) at all times for reasons of safety. Controllers have ultimate authority to prevent a rider from continuing if they appear to be incapable or in the case of transgression of social or Highway Codes. Standard AUK Brevet cards are expected to be used.
Support crews will be allowed though actively discouraged and may not drive on the riders’ route. Disobedience of this rule, if discovered, will result in instant disqualification of the team’s rider.
The neglected website which had caused great concern throughout AUK was discussed as Justin Oakley, the webmaster, had recently resumed contact, having moved house in order to have treatment for his illness (ME) Although he had not currently got Internet connections, Melita was hopeful they could be obtained within a week or so. DW suggested another webmaster and offered his own services in that area. There was general agreement that it was risky practice to leave the task in the hands of a single person and IH offered to contact him to obtain the passwords as insurance in case Justin’s health again deteriorated.
Melita advised that partly due to rising inflation there was a possibility the event might exceed its budget. This was also due to a larger than expected ACP levy for counter- validating the Brevets and supplying the compulsory medallions. She queried the amount and due date of the payment, which is believed to be €10, due at the end of the year. Possibly LRM pins, if available as an alternative to medals, will be less expensive. Melita to check this option with Ivo Miessen and PM will check the status with other organisers of recent RM events. A surcharge for the supply of these medals was discussed briefly and rejected even though AUK is committed to paying this levy. Melita also requested the Lepertels be invited to the start of the event. This was changed after discussion to any two ACP delegates who would be accommodated free of charge, though they would have to fund the costs of travel
The discussions concerning LEL then concluded and Melita left the meeting.
The minutes of the meeting of 26th September were accepted as a true record subject to the correction that it was Julian Dyson and Joe Applegarth who had joined the DIY events team and not as previously reported.
MATTERS ARISING. IH reported the CTC are adamant their parental consent form is required for junior participants, so this should be added to the entry forms when the event is also under CTC control. Alternative methods of ensuring compliance were discussed, such as junior riders lodging their membership card with the organiser for the duration of the ride, but the preferred option was for organisers of joint events to insist on completion of the consent forms at the start. Numbers of junior riders are small and although they are welcome, the organiser of an event has absolute discretion whether or not to accept the entry, in view of individual considerations.
OFFICERS’ REPORTS. GG reported that Mike Wigley had volunteered to take over her position when she retired at the end of 2009 and Jim Pitt had expressed an interest in handling the Standing Order renewals. SS advised the number of events in the Calendar had risen from 187 in mid October to 460 now, with a consequent increase in the size of Arrivée to 64 pages. SG & KH are apparently just ticking over and PM had little to report with ACP in post-PBP dormant mode. He has received an invitation for AUK to join UCTI, but being unsure of the ramifications of such a move will consult with Jean Gualbert to ascertain ACP’s position. RP said the Accident Reports received had been tabulated up to date, complaining that some were totally blank. It may apparently be possible for the system to personalise the forms. SS suggested that any delinquent orgs identified should be added to a black list. NH is to source date bars which are still sought by some members.
DIY PERMANENT VALIDATION. DW had been unable to agree the distance submitted by a rider as adequate for a 600km Brevet and was still unable to do so after an amendment had been submitted to increase the distance. The event was ridden without prior approval having been granted and the card submitted directly to the Perms Sec for validation, bypassing the DIY organiser, giving rise to a suspicion of sharp practice. Validation had now been withdrawn pending discussion at this meeting. As it remained uncertain the full distance had been ridden, the consensus was to leave the validation status unchanged unless and until further correspondence was received when the situation would be reviewed. The organiser guidelines have been appropriately amended.
CONDUCT OF AGM. DKB outlined the planned procedure for the afternoon’s meeting and it was agreed that any directors’ reports not already sent to SS would be mailed electronically. As part of the discussions concerning the AGM and associated mailings, it emerged that printers’ bills were settled by the Treasurer on presentation. This procedure was felt to expose the club to potential errors by the traders and it was overwhelmingly agreed that in the future invoices for goods or services should be referred to the official ordering them for approval to pay in accordance with usual business practice. In addition it was noted the Treasurer had not been able to attend a committee meeting since June 2008 with only sketchy updates since, and it was requested a formal budget should be prepared to be updated at the regular board meetings. Back to the imminent AGM, PP mentioned she would again be selling clothing at reduced prices – the normal “feeding frenzy.” The start time of AGMs was also considered, a later one having he advantages of allowing more time for members to go cycling in the morning and also reducing the down time between the end of the meeting and the Annual Dinner. No booking currently made, but PP is planning the same approximate time of year, with the venue possibly in the Midlands area.
VALIDATION STICKERS. Following a query from Stan Thomas concerning the issue of validation stickers before an event, S & K confirmed it had been discussed in a previous meeting when the board was not happy with the idea. A brief discussion confirmed that opinions had not altered and it was agreed there should be no change to the current procedures.
AOB. It was agreed that AutoRoute should be purchased for new Events Secs requiring that software. PP suggested giving each member at the dinner an AUK mug, since they had never sold well and were now simply an encumbrance at her home. Board accepted the idea. SS gave notice she would be conducting a straw poll at the AGM to change the riding year from the start of November to the start of September to avoid the rush between the end of the season and the prize giving, should this year’s timetable be repeated. It would also coincide with ACP’s and AUK’s fiscal years. RP mentioned the Paul Castle Trophy, described as “beyond repair” in the June Minutes, is, in fact, in good order and perfectly capable of being awarded. For this dinner the ACP trophy will be used as a substitute for the Hubert Opperman Cup which has not been returned. He also requested SS include both sexes of the FWC awards in the Guidelines in future Handbooks.
NEXT MEETING. The date of the next meeting was left open pending consultation with RT for a convenient date around the 23rd – 28th March 2009. The preferable venue remains the Briar Rose” in Birmingham, if available. (Sec’s update: Ritchie advised weekends are the only days he can guarantee availability, but fewer other directors are available then, so the date has been fixed for Tues 24th March 2009 at the “Briar Rose”. Currently they are expecting a 10:00 start, but that may be altered if problematic.)
The meeting ended at 13:14.