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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
Ratify Treasurer Appointment
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Proposed By Jean Coupland and Seconded by Colin Spendly that Mr M
Williamson's co-opting as treasurer be ratified.
Carried unanimously.
Caravan Club to be informed
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Secretary
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2
Minutes of the Last Meeting
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1.
The minutes of the last Meeting were accepted as a true and
accurate record. Can now
be published when sanitised of financial information
Carried unanimously
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Secretary
Web Master
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3
Matters Arising
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4.2 Dinner dance:
Due to the insufficient time to arrange for insertion in
rally book it was agreed that this would be carried for inclusion in
the rally programme for 2009.
However a gap was found in this years programme and if a
venue can be found then a Dinner Dance would be included as an
additional rally.
4.4 Midsummer music:
The rally Sec. Reported that after discussions with those
concerned this event would now not be considered as a Lincolnshire
Centre Rally and would not appear in the rally book.
5.
50th Anniversary: Due to unavailability Mr David
Clay has not yet been contacted.
Wayne Kirman reported that he had visited Market Rasen Race
Course and the venue is suitable and, at this time, is available.
The Vice Chairman will carry out further investigation.
6.
Storage: This has
now been arranged and is filling up.
7.3 Web Site: have
managed to secure whole years sponsorship for the funding of the
Website & software I require to enable the web to be dynamic.
Coupland Caravans have agreed to sponsor us.
This will enable us to purchase the software and a pay for a
years subscription to host the website, as well as upgrading it to
business use.
I advised them that as they have sponsored us to the full amount
they would be the sole sponsors on the web, but not exclusively to
Newschat.
I suggest that each Newschat carries an advert to supplement the
printing costs therefore making the web & Newschat self-funding.
Treasurer requested full details and when applicable will forward an
invoice to them.
7.7 Rally
costings: The cost of rallies to be discussed with Marshals
at rally marshals meeting in January
7.8 Jean Coupland will
organise and manage the Chairman's charity raffle.
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Chairman
Vice Chairman
Treasurer
Rally equipment
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4
Administrative Matters
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The Secretary voiced his concern that as he is the link between the
committee and the members/Caravan club then all communication to
these parties should be through him.
Not only will this save duplication of effort but give others
a consistent point of contact.
This only applies to business matters.
Any specialist communication between committee members and
outside agencies, including members, need only be copied to the
Secretary.
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All Committee Members
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5
Financial
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Having just received the financial records no information can be
announced as the treasurer has not yet fully assimilated the working
procedures of the account.
Time is short as we are fast approaching the end of year accounting
period.
Since the last meeting the account at Lloyds/TSB has been assessed
and all old signatures have been removed and the current Chairman,
Treasure and Secretary added.
To assist in account management further signatories are required
Jean Coupland and Robin Budworth have volunteered and will be added
at a mutual time to be agreed with the Treasurer.
There was some doubt as to the validity of the Chairman signing
Cheques. This to be
investigated.
Some of the specialist equipment requires repair.
Treasure and Specialist Equipment officer to discuss the best
way forward.
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Treasurer
Treasurer
Secretary
Spec Equip
Treasurer
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6
Membership
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Due to computer crash no numbers of members was available.
All letters to members requesting rally book are enveloped and
passed to Rally Equipment member for posting.
All post to be 2nd class.
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Rally Equipment
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7
Rally matters
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All rallies have now been arranged and have marshals.
The youth rally still has an organisation problem due to
unavailability of YLO.
If possible change the date to 20-22nd June.
Lincolnshire
Steam Rally. Geoff
Mercer needs some assistance.
Due to currently having no Sports Officer in the Rally book the
sports page is to be removed.
This will now appear "Dynamically" on the Web Site.
The Training weekend, which was to be free, has come across some
legal problems. This
rally will now be charged at £15 with a refund of training costs to
those who undergo training.
This rally will be pay as you arrive CASH only.
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YLO
Rally Sec
Web Master
Rally Sec
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8
Youth Section
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The new YLO asked for guidance on all matters relating to the Job.
Funds: The Youth funds
are held within the Centre accounts. Currently not available.
Funds available should be authorised by the Junior committee.
The senior committee oversee the actions of the junior
committee not control the actions.
Minutes of any meeting should be circulated as per the senior
committee distribution.
It is proposed that a bouncy Castle be purchased as in the long term
it would be cheaper than renting.
Discussion took place as to whether it should be a Junior,
Senior or joint committee decision.
It was proposed by Geoff Mercer and seconded by Colin Spendly that
it be a joint purchase.
Carried.
The specialist Equipment Officer to research suitable item.
Youth committee require new T shirts. To be purchased from Youth
funds.
Youth committee Charity to be decided by themselves at their next
committee meeting.
The matter of the profit made at any Youth run rallies was discussed
as to whether profit should be allocated to youth account.
This will be discussed between Treasurer and YLO.
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Treasurer
YLO
Specialist Equipment
YLO
YLO
Treasurer
YLO
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9
Communication
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The Web site is now self-funding (see item 3). Next year the cost
will be reduced.
There has been an excellent "hit" rate not only from the county but
the whole of the
UK
and Overseas.
It is hoped that the "Newschat" will become self-funding by charging
advertisers.
Some links need to be removed from the Web Site
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Web Master
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10
Health
&
Safety
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These Issued where discussed.
Rally marshals will be responsible for all H&S matters on
their Rally.
A Risk assessment form will be designed and included in the rally
pack.
All specialist equipment will be updated, renewed and certified
safe.
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Web Master
Specialist Equipment
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11
50th Anniversary
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This item was discussed at item 3
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12
Job descriptions
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All Committee members will be sent, electronically, a job
description as created by the secretary.
This should be amended or agreed by each and returned.
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Secretary
All
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13
Management Milestones
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After the publishing of the Rally book.
Secretary and Rally Sec will set milestones.
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Secretary
Rally Sec
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14
Any Other Business
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A request for £41 to purchase raffle tickets for Chairman's
Charity Raffle was passed.
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Equipment lists of all held equipment should be passed to
Specialist Equipment Member soonest.
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The current marquees are now past there best and require
replacing. There are
various on the market.
One that would give the same area as our current two would cost
£2500 + VAT. Further
research required before next meeting.
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Should committee phone numbers be on the Web Site? NO
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At the Christmas party should prizes come from the rally fee?
Discussed and Yes.
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Could all members please provide the treasure with their
proposed spend for the next year to ensure that capital spend is
available.
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The Secretary reminded all members that the purpose of the
meeting was for Centre business and not to discuss specifics of
a given rally or side issues.
This would speed up the meeting and ensure those with a
distance to travel left early
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Racking for both the storage and the trailer to be investigated.
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All
Chairman
Spec Equip
Newschat
Chairman
Treasurer
All
ALL
Chairman
Spec Equip
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15
Arrangements for the Next Meeting
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1. The date for the next
meeting was set for Tuesday 11 Dec 07 at 1900hrs in the Bracebridge
Heath Village Hall.
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