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Item
(a)
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Discussion and Decision
(b)
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Action
(c)
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1
Minutes of the Last Meeting
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1.
The minutes of the last Meeting were accepted as a true and accurate
record. They can now be
published, when sanitised of all financial information, on the
Centre website.
Proposed: John Maddison.
Seconded: Wayne Kirman.
Carried
unanimously.
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Secretary
Webmaster
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2
Matters Arising
3.
Administrative Matters
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2.1 Dinner dance:
It was now considered too late to include in this years
programme. Will be
arranged for the 2009 programme.
2.2 Midsummer Music:
This rally has been removed from the 2008 rally programme.
2.3. 50th
Anniversary: As the
Vice-Chairman was not present no report was available.
It was agreed that, ideally, the venue should be Market Rasen
Racecourse. This matter
will be ongoing.
2.4. Additional signatories for bank account is still ongoing due to
mutual availability.
2.5. The training
weekend has been cancelled due to unforeseen administrative
problems.
2.6. Bouncy castle is
still ongoing and will be discussed further at the January meeting.
2.7. Racking for the
storage and trailer is still under investigation.
Following a complaint to the Caravan Club about having to buy a
Rally book we have been informed that purchasing a book is a centre
matter. However all
Centres are required to inform all members of all rallies.
The Internet or Club magazine is not an option.
Secondly the treasurer report that all the cheques received
made the £2 charge an administrative burden.
It was agreed that in future all members would receive a list of
rallies (date and venue) and notification of the AGM.
However a rally Book must be requested.
A tear of slip will be available in the rally book.
There will be no Charge and no £2 voucher.
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Treasurer
Chairman
Treasure
Rally Secretary
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4
Financial Statement
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The Treasure reported that he now had a greater understanding of the
account. His thanks to
Sandra Purdy for her assistance.
There was a general discussion about the accounts and the Profit /
Loss for each rally. N All in all we had a better year than last
year.
A new form for committee to claim expenses were produced which
require the Chairman to authorise all expenses.
Concern was raised about the Laptop used for the centre accounts.
This is to be investigated to both hardware and software to
ensure suitability.
A weekend will be required to make a list of all fixed assets of the
Centre and to tidy the storage.
The Chairman proposed a vote of thanks to Mick Williamson for the
speed in which he had embraced the accounts.
Carried.
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Treasurer
Treasurer
All
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5
Inter Centres
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The chairman and Secretary attended the Inter centres committee
meeting held by the Derby
centre.
The running order of events that was trailed by the Lincolnshire
Centre will be adopted and included in the constitution.
A request to borrow Lincolnshire Centre Volley ball nets was made
and agreed.
The Trophy, currently held by
Lincolnshire, requires re silvering.
A quotation of £175was received.
All centres agreed to split the cost equally.
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Treasurer
Chairman
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6
Rally matters
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!2 4Bs have been received and agreed.
The health and Safety Site evaluation Form was reviewed and some
changes made.
The proof reading of the Rally book has highlighted considerable
errors. This along with
the change in policy for requesting rally books means a substantial
rework.
It is hoped that this will not delay the dispatch to members.
All Rally marshals are to be reminded that liaison forms need to be
with the Rally secretary by the end of September.
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Rally Secretary
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7.
Youth Section Matters
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The youth Section will hold a meeting at the Christmas Party rally.
The youth Rally at Oakhill in June will include, as a separate
event, a round of the motor sport competition.
All Committee
positions have been filled.
Senior Treasurer to assist Youth treasurer.
All youth funds to be spend on the youth activities.
Any adult taking part is pay.
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YLO
Treasurer
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8
Communication
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There has been an increase in the hits on the Web site.
There has been no Newschat produced as there have been no articles
submitted.
Chairman’s Chat on the web to be written quarterly or if matters
dictate.
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9
Marquee
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Due to adverse weather conditions at the Christmas Market rally the
Marquees were damaged.
It is possible to make one out of what remains.
Due to the requirement for marquees replacement will now be needed.
Three options where considered.
Hire; expensive in the long term
Buy something similar to existing cost £2000
Buy something similar and easier to build £2500
It was decided to go for the last option but we must go and look at
them at the supplier.
The requirement for electrics within the marquee is to be decided
post purchase.
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10
Job descriptions
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This is on going with only two still to be written.
When complete will be included on the web site.
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Secretary
Webmaster
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11
Health and Safety
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It was agreed that whilst members attend rallies at their own risk
we have a duty of care for all.
To this end we must ensure, as far as possible, that rallies
are as safe as is practicable.
To meet this we must ensure that:
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Water supplies are as hygienic as possible
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All gas and electrical equipment have certificates of
serviceability.
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The procedures for using equipment are reviewed and documented.
Whilst this appears cumbersome and bureaucratic it is in everyone’s
interest to ensure that rallies are a safe place.
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Specialist Equipment
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12
AOB
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It was noted that we require more committee members from a wider
spectrum of the centre.
When taking Flag please make an appeal.
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All
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13
Arrangements for the Next Meeting
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1. The date for the
next meeting was set for Tuesday 8 Jan 08 at 1900hrs in the
Bracebridge Heath Village Hall.
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Secretary
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