Meeting started at 10:42

Present: DKB, FC, SG, GG, KH, IH, NH, RP, PP, SS, RT, AU, JW.
Apology for absence: PM, LMc.

The minutes of the meeting held on 6th June 2007 were accepted as a true record.

MATTERS ARISING.
RT is to re-circulate the first draft of the amended regulations
ACTION: RT

FC mentioned that Ross Bentley Davis had assisted during the summer in FC’s absence, and although he had proved competent, FC would be appealing during his AGM speech for a more formal arrangement and understudy. He had produced a Temp Manual to help a successor get up to speed, which had been placed in the File Repository, with a copy sent to RP for safekeeping.

GG requested that honoraria be paid directly to the named recipient rather than a team leader for distribution to their section colleagues. RT was happy to do this on receipt of individual amounts and associated NI nos. He also advised that membership subscriptions would have to rise if the amounts of honoraria proposed in a previous meeting were implemented. SS believed the Club is currently just covering costs, though the situation would be improved by a rolling six-month calendar in Arrivée rather than the current separate booklet.
A wide ranging discussion followed which ended in a proposal from the chair that the subscription for new members should rise to £14.00 from 1st March 2008, with 2007 late renewals also paying that price. Prompt renewals would pay only the increased fee from 1st January 2009 and the joining fee would be waived for those members completing a Standing Order mandate. This proposal was put to the vote and accepted unanimously.

IH has had no further news about his position on the CTC Steering Committee, but will continue to chase.

Equally, DKB has received no further correspondence concerning the potential claim by a rider who crashed on the Wonky 200, and it is hoped this matter has been discontinued.

PP has had no feedback from Pat Strauss on a new design for the distance medals, but FC suggested reusing the National 200 design in use up to 1992 with appropriate changes to the wording, and gave PP a large scale drawing of the design. The Board accepted the suggestion and PP is to update Pat Strauss on the position. NH wondered about the design of the Randonneur and Brevet badges, which he was shortly due to re-order. SS offered to put an appeal for a new design in the next Arrivée.

With regard to a potential new jersey design, PP has received a couple of descriptions of new styles which she will draw to display at the Annual Dinner alongside three more received by RP which he passed to her. Members will be able to view them there and indicate their preference. However the majority of the meeting felt such a change was unnecessary, as the current design had been introduced relatively recently.

FUTURE VALIDATION PROCEDURES.
As promised in the last meeting, SG/KH had e-mailed the Board with an outline of the current system and their proposals for the future, prompting a protracted discussion from which it emerged that Validators are usually unable to prove organisers have bent rules although they often harbour suspicions. As a potential deterrent to such behaviour, anonymous volunteers were suggested as observers on rides reporting only to DKB. Alternatively, merely the threat of such observers might be sufficient to control wayward organisers.

Various scenarios were discussed which would enable Brevet cards to be returned to riders immediately after completion of the ride, but JW was unhappy with that modus operandi, citing increased danger of errors occurring. It was widely felt there was a greater impression of "added value" when the cards were returned by mail shortly afterwards

A rubber stamp alternative to stickers was suggested but rejected. Electronic submission of results and payments was something to work towards - FC has already performed a successful dummy test to check the system works satisfactorily and both IH and KH are planning to offer a totally electronic entry on their 2008 events and will report back in due course. FC will add a facility on the start / results sheets to record non-members’ names. It was also agreed that organisers who had no wish or capability to use this new system could stick with traditional methods (but every encouragement would be offered for them to upgrade.) Concurrent with increasing automation, integration of the validation and recording systems was another desirable objective in due course - KH suggested that validation secretary and recorder be able to act as back-up for each other if necessary.

More immediately, from the start of the 2008 season (1st Nov 2007) the successful implementation of organiser validation of stand-alone BP events will be extended to all the 200KM BR events - but not the 8 BRM ones. There will be some changes to the stickers as the numbers are superfluous to validation and recording processes. A single consecutive run will be used for all distances, but they will be seasonally dated. The requisite number of stickers will be sent to the organiser, but no central record will be kept of the individual number applied to a particular Brevet.

OFFICERS’ REPORTS.
RT - Nil
PP - Nil
SS - 315 events for the new season so far with 15 BRM
FC - Nil
SG/KH - Large downturn in numbers after the end of PBP qualifiers, possibly attributable to wet weather?
NH - has had ISP problems with e-mails not getting through. Easter Arrow details sent to ACP on 21st July, but nothing back yet. He will check with PM.
GG - Circulated new members’ welcome pack. Still on Sustrans’ mailing list RP offered to take it over.
JW - Rides pattern similar to SG/KH but is now picking up. DIY Perms are predominating, though some Perms and organisers seem to be dormant.
AU - Nil
IH - Publicity re PBP sent to various magazines and he is hopeful of some favourable copy.
RP - has adjudicated on an overgrown molehill dispute between two members. H has also received a phone call from Wednesfield Police enquiring about child abuse provisions. He had pointed out that all entries for Juniors required parental counter-signature and the forms specified the rides were not formally led. CTC have apparently produced a leaflet on this topic and IH will liaise to get a copy, the relevant details to be passed on to organisers.

PBP.
PM has circulated a post-PBP report by e-mail. NH mentioned some of the problems mentioned were as a result of his ISP problems (mentioned earlier) KH thought ACP had an excellent system, which largely negated ours. RUSA appeared to have a better system and it was suggested PM contact them to see if they can assist in improving ours for 2011. Although grateful to him for coping with the whole of this year’s entry, his suggestion of splitting the workload next time was welcomed. In retrospect, ACP were very helpful this year. Any comments from Board members - preferably constructive - should be sent direct to PM (apparently the queues were particularly bad this year)

E-MAIL SIGNATURES.
SS has accepted scanned entry forms for some DIY Perms and requested confirmation that original signatures are no longer obligatory. This is apparently true.

REGULATION CHANGE.
SS proposed that an addition be made to Regulation 4 "AUK shall keep records of validated AUK Brevets" which was carried by a majority of 11 for, 2 against.

AWARDS & TROPHIES.
RP read a proposal received from Derk Slann, the Trophy Custodian, suggesting that trophies be retained by the club, as they were often not returned punctually, and invariably not updated. After some discussion, and on condition that the winners received some tangible memento such as a miniature trophy or medallion, the motion proposed by RP and seconded by IH was carried by six votes to one, with six abstentions. RP also requested clarification of Regulation 10.1 with respect to which awards were subject to the limitation on Permanent points. It was agreed the restriction should apply to both sexes of the Individual, Junior and Veterans’ awards as well as the Tandem, Tricycle and Recumbent trophies

PP proposed with SG seconding that in view of the precociousness of some of the younger riders that the Junior upper age limit in Guideline 5 be reduced in future from 21 to 18. Carried nem con.

AOB.
NH enquired who was the ACP member who dealt with French SR medals as an AUK member wished to obtain one. PM was suggested as initial contact.
PP enquired which weekend would be preferred for the Annual Dinner weekend in 2009. The overall preference was for 9-11th January 2009 and RP is to advise result to PP.

NEXT MEETING

The Hotel Metropole, Llandrindod Wells 9:30 am on Sat 5th January 2008

The meeting closed at 3:50 pm

Richard Phipps