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of the Mosstroopers 300 despite Lucy’s efforts before mentioning the CTC 'Phil & Friends' ride had had its Audax status withdrawn following the resignation of the organiser.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