MINUTES OF THE AUK BOARD MEETING HELD AT THE HOTEL METROPOLE LLANDRINDOD WELLS ON 5TH JANUARY 2008
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.