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.