GENTRY REGISTER CLUB COMMITTEE 2009 - 2010
CLUB CHAIR CLIFF WAKELIN |
GENERAL SECRETARY RAY HILL |
TREASURER TERRY JOHNSON |
MEMBERSHIP ENQUIRIES RAY HILL |
TECHNICAL ADVICE & VALUATIONS JIM WALKER |
GENTRY JOURNAL EDITOR ANDREW LINHAM |
MIDLAND SECRETARY GEOFF BESTON |
SOUTHERN SECRETARY ANDREW LINHAM |
LONDON & SOUTHEAST SECRETARY PAUL SUTTON |
SCOTLAND & NORTHEAST SECRETARY DAVID SPARLING |
NORTH WEST SECRETARY PETER WALKER |
Minutes of AGM 2010
Below are the minutes from the above meeting.
GENTRY REGISTER
AGM MINUTES
SUNDAY 2ND MAY 2010
COMMITTEE PRESENT:
CHAIR. MR CLIFF WAKELKIN
TREASURER: MR TERRY JOHNSON
SECRETARY: MR RAY HILL
EDITOR: MR ANDREW LINHAM
AREA SECS
LONDON &
SOUTH WEST: MR PAUL SUTTON
MIDLANDS: MR GEOFF BESTON
NORTH EAST: MR PETER WALKER
TECHNICAL: MR JIM WALKER
Meeting opened by chair and all present welcomed. First item was apologies as below
APOLIGIES: SCOTLAND AREA SEC, MR DAVE SPARLING
REGALIA, MRS GILL WAKELIN.
Members Present: Diane Sutton, Bob Chequer, Maz Hill, Sue Linham, Jean Raglan, John Raglan, Peter Murfitt, Barry Papps, Gary Fellows, Derek Fletcher,
Bob and Margaret Mitchell-King (and 2 smaller potential Mitchell-King members!) Pete Wilde
Minutes of the meeting from 2009 were circulated to the floor.
Club Sec, Ray Hill stated that the minutes had been circulated, they were as published in the Journal in 2009 and unless there were any questions or queries he did not intend reading through them but was looking for a proposition to approve them.
Proposition to approve from Mr Barry Papps, seconded by Jim Walker.
Minutes approved.
At this point in the meeting the chair, Mr Cliff Wakelin stands down and informs the meeting that he is happy to be re-elected if that is the wish of the members.
Sec. Mr Ray Hill states that we have received no other nominations for the position and non are forthcoming from the floor and so he asks for a proposer to re-elect Cliff as the chair.
Proposed by Sue Linham
Seconded by John Raglan
Mr Cliff Wakelin re-elected as chair.
GENERAL SECRETARIES REPORT
Ray Hill reported that the membership was going well and stood at around the 160 figure. Each year sees new members joining a few of the ‘older’ ones leaving due to being unable to get into their cars!
There were around 25 that had not yet renewed this year. They were sent reminders with the last edition of the Journal. If we hadn’t heard from them by the next edition of the Journal then they didn’t receive it. This normally brought about a few phone calls from (members) stating they had not received their Journal! When informed why that had happened they usually sent their membership money without further delay.
Ray apologised for the poor quality of membership cards that had been used during 2010 but we had run out of the normal one and so this years had to be made on the computer. Some new ones for 2011 had been identified but that brought about other issues to be discussed later in the meeting.
All in all Ray believed it had been a good year for the club and was looking forwards to another good year. He thanked all the members for their support throughout the year.
The chair thanked Ray for all his hard work.
TREASURERS REPORT
The balance sheet had been circulated to those present and was fairly self explaining. The balance for the reporting period stood at £7,568.05 but this did include the £1,000 left to the club by John McKenna. The figure would have been £6,568.05 as compared to the figure of £6,981.75 at the same point last year, so the club was maintaining a healthy position.
There had been a large expenditure on the technical manuals during the last year but this was seen as an investment as they are selling well and buying the folders etc in larger numbers keep the purchase price down. As these items come under the heading of ‘Regalia’ it means that regalia expense does look higher than normal.
The money left to the club by John McKenna had been shown as a separate item in the overall club balance as it was yet to be decided how to spend it.
Terry then asked if there were any queries or questions.
Diane Sutton mentioned the fact that the postage costs were up on the previous year. This was explained by the fact that the postage costs were higher for the technical guide and the questionnaire sent out by the Midlands area to establish needs/ideas etc after appointing a new area secretary.
Terry thanked Bob and Margaret Mitchell-King for their auditing of the books, yet again. This was vital work that they undertook each year and always in good time and ready for the accounts to be published when required.
The motion to accept the accounts was proposed by Diane Sutton and seconded by Barry Papps.
Accounts accepted.
SALES OF REGALIA ETC
The regalia secretary, Gill Wakelin was on the stand guarding the cars and had sent her report with Cliff.
The sales had been going steadily throughout the year, with the technical guide fast becoming a club best seller! Cliff mentioned that to keep the manual up to date new articles were always needed so if you had found a good way of doing something then please submit it for inclusion in the updates to the guide. In that way the various methods of completing work was made available to all members and so saves the need for each member to discover for themselves how to re-invent something that had already been discovered!
Most of the smaller items available to members was at the show in the traveling display case and any other of the larger items required could be ordered today and Gill would endeavor to deliver to the show tomorrow, Monday, and therefore save on postage.
Cliff gave notice that Gill would like to resign from regalia secretary but would continue for another year if no other volunteer could be found. Cliff asked for all members to consider if they could take on the role as someone needed to be found to keep the sales going.
Terry asked Cliff to pass on his thanks to Gill who always ensured that the receipts, cash etc were completely accurate and that made his job of accounting very simple.
JOURNAL EDITORS REPORT
Andrew had last year given notice that he was standing down at this years AGM so for him this was his final AGM as Editor. He had been responsible for 40 editions of the Journal and throughout that time had seen a change in technology that was currently working very much in favor of the Journal and its production.
He hoped that over the years he had produced a readable and enjoyable Journal and thanks those who had contributed to its production.
He was looking forward to seeing how the Journal would develop over the coming years and stated that a willing volunteer had been identified and at the election stage the club would be asking Bob Chequer if he was going to accept the position officially.
The chair thanked Andrew for his sterling work over the last 10 years adding that is was a vital role within the club as it kept those members who were unable to attend many functions informed as to what was happening throughout the club.
REGIONAL AREA’S SECRETARIES REPORTS
LONDON AND SOUTH EAST
Paul Sutton stated that like the rest of the country they had suffered a wet year last year starting with the London to Brighton kit car run and then maintaining a steady flow throughout the remainder of the year.
Personally having undertaken some major alterations to the power pack of his car Paul had been continuing to develop the car and attended events etc knowing that the journey there or back could prove to be full of incident.
Paul was planning on celebrating his birthday this year with a birthday run. This is to be held on the 12th/13th June and any other member who wished to join him would be most welcome. Details would soon be appearing on the calendar page on the club website.
Paul would ensure that all the events that he was aware of or attending would be advertised in the Journal and on the website.
Paul was thanked by the chair for his hard work. The area being so large it was always difficult to co-ordinate events etc and to get people together.
SCOTLAND
Dave Sparling had been in touch with Cliff and had stated that he was willing to continue as secretary for the Scotland area. Again the area was so large that it was almost impossible for the Gentry to stand alone and so most of Dave’s work was done in conjunction with other kit and car clubs.
Anyone in Scotland that had any issues or needed any Gentry information could always email or call Dave and he would get back to them as soon as he could.
MIDLANDS AREA
Geoff reported that after being elected at the last AGM he sent out a questionnaire to the Midlands members to see what they wanted from the club.
There was an overwhelming return rate which gave a very clear idea on items like the monthly meets and events. Again because the area was so large it was difficult to get people together for meetings etc and so many had suggested a day run on perhaps a Sunday incorporating a lunch. The idea is good but now members need to help plan such events and be prepared for a small number to turn up initially and then slowly build in popularity.
All the events that the Midlands area members will be attending will be on the calendar page of the website and also sent to the Journal.
The Coventry festival will be run again in 2010. This proved to be very popular in 2009 with members from the Southern area coming up to enjoy it. The run itself was on Sunday 5th September and Geoff was hoping that Cliff would be taking the lead for this event.
Cliff also mentioned that he had completed the Cheese run again a couple of weeks earlier. This was a charity run on behalf of he local Air Ambulance. Last year had seen 5 or 6 Gentry’s but this year the lone car was that of Cliff and Gill.
It was a good day and again highly enjoyable. Definitely one to look out for in 2011.
NORTH WEST
Pete Walker said that last years Newark show had seen an improvement in the weather. Most unusual for this event as you could normally expect to suffer a wet first day and a windy second. It was a show very similar, but smaller, to the Stoneleigh one and he encouraged members to come along and have a look.
For the coming season there were events a Newark as described above, Crich for the 40’s and 50’s weekends, Ashover for an ongoing annual show although for this year the venue had changed and then Darley Dale.
If any of the North West members had ideas for other events and shows then please make contact with Pete and see what can be arranged.
SOUTHERN AREA
Andrew stated that their season had already started with the Southern area rally in Dartmoor during the last weekend in March. 13 Gentry’s had attended and Andrew thanked Peter Stuckey for taking the initiative and planning the weekend. It was nice to see other members getting involved and taking an active part in the club.
The Southern area lunches continue with them planned throughout the year. Some of the members had attended a function in Southampton and so the area remained active.
The annual Southern area BBQ was now moving from Ray and Maz in Weston to Andrew and Sue in Radstock, with the Christmas lunch moving in the opposite direction.
The Devon and Cornwall sub group continued to be active under the watchful eye and guidance of Tony Hoskins and Andrew thanked Tony for being so active in that area as the distances involved meant that it was impossible for Andrew to be able to be responsible for them as well.
TECHNICAL OFFICER
Jim was now on the Forum on the website and could help to solve issues as and when they arose. He did still take phone calls in the ‘traditional’ manner and was happy to do so.
Cliff reminded the members that Jim’s knowledge on vehicles in general not just Gentry’s was vast and that if you were experiencing problems then Jim was always a good place to visit as he could probably resolve the issues for you by just making a call and seeking his advice.
At this point in the meeting the time had come for the committee to stand down from their positions and the new committee be elected.
The only nomination received by the club secretary was for the position of Journal Editor, so the work undertaken by Andrew to find his replacement appeared to be working well!
Bob Chequer was asked if he agreed to stand as the Editor and he agreed.
No other nominations had been received and so Bob was duly elected.
For the remaining positions no other nominations had been received and so as the out going committee had indicated that they were prepared to restand for 2010/2011 they were all duly elected.
AOB
There were 4 items of any other business
Cliff Wakelin provided some background into why the Midlands area had their own flag and explained that during the running of the Town and Country show at Stoneleigh the Midlands area struck on a winning formula and won the stand prize for several years running. This prize money had gone into a Midlands area fund to finance the following year’s event. The shows organisers had requested that all stand display a flag or banner to show who they were. At that time the Midlands area bought their own flag.
Cliff added that he thought the idea of buying club flags was a good one but we would need to know numbers etc.
Pete Walker stated that he had asked for a flag for the North West area about 2 years ago and had heard nothing so he definitely supported the idea of area flags.
Terry stated that we would need to identify the specification etc and obtain some quotes so that we could move the idea forwards
Bob Chequer said that the whip poles seemed to be very popular and that they were easy to carry and erect etc. The ones used by a lot at the show were long flags coming down the pole rather than the traditional flag flying at the top of the pole.
Terry asked if we could identify where we could get them from
Paul stated that one of the clubs using them were old friends of his and he would enquire with them as to where they had purchased them.
Bob asked if the money left by John McKenna could be used to buy the flags. In that way his donation had been used as a lasting memorial.
All agreed that the use of the money in this way was a good idea
Terry identified that we would need to count up the number of flags required as the Southern area would clearly need 2 as they also had the sub group that operated in South Devon and Cornwall and the next item to be discussed was about another are for Wales.
John Raglan asked if it would be possible to include John McKenna’s name on the flag as a testimonial
All agreed that this was a good idea.
Cliff asked is they would be a ‘general’ Gentry Register flag or individual ones with Area details on?
Geoff stated that each time you changed the working or printing content you were effectively having a ‘new’ flag and as such the set up costs could be expensive.
All present agreed that the better option was to have a Gentry Register flag and there was no need to identify various areas within the club.
Paul said that it needed to be noted that the flags are owned by the club and not the individual areas and can be recalled if required.
Terry said that someone needed to look at the art work and perhaps a mention in the next Journal could bring some ideas forward from the members.
The club had received a nomination for a member to become the secretary of the North Wales area but currently the club did not have a North Wales area.
The discussion then followed as to whether this should be a ‘new’ group or a splinter group as in the Southern area with Devon and Cornwall.
Derek Fletcher, a representative of the North Wales members, stated that they had already held a first get together meeting and interest was very good. They felt that the current areas did not reflect interests as the areas were simply too large to cope.
Jim agreed that work needed to be done to look at the areas as they were too large and probably not centred on where the members were.
Ray suggested that this was probably a good time to take a look at the whole question of Areas and area secretaries as this had caused an issue for some time.
Bob agreed that the areas should reflect the location of members and not just be a case of the country being divided.
Cliff suggested that a working group should be formed and then come back to the next AGM with recommendations.
Geoff stated that a 12 month examination was far too long and that if we are planning on doing it then it needs doing straight away and a decision made.
Cliff suggested that the committee should have a look at the issue and then circulate the ideas to the committee via email and see what the solution was.
John suggested that it should be centre based not just areas
Terry stated that until the issue of areas had been resolved no flags could be ordered as you wouldn’t know how many to order!
It was agreed that the North Wales area should continue as a sub group for now and that work will be done to identify how the areas are divided.
Ray again apologised for the state of this year’s membership cards but the club had run out of the old type and they had to make them on the computer. They had identified an alternative option but there would be a cost of between £50 to £80. However, in order to print them the club would need to purchase a laser printer.
Bob brought to the attention of the committee is Triumph Sporting Six membership card that once printed etc just had a small removable sticker for the back that was sent out when you renewed your membership and thought that this was a good option.
It was agreed that the club needed a better card and so the matter was left for work between Andrew and Ray to identify the best way forward.
When Ray took on the role of General Secretary he inherited an aging computer and printer. The printer gave up the ghost many years ago and since then Ray had been using his own. The computer had now expired and then time had come for it to be replaced.
Ray asked whether this was an option and whether the next one should be a laptop so that it was easier to hand over to the next General Secretary?
Ray stated that it was a major expense but the club could not manage without a computer and so buying one was needed but the specification etc needed to be identified. The issue of the printer also needed resolving as if one type of membership card was used it needed a laser printer to print them so that matter would need to be resolved before any purchases made.
Terry stated that Ray shouldn’t need to use his own printer for club use, although many of the committee probably already did!, and that he agreed that handing over a laptop to the next secretary would be much easier. He believed that a good quality machine with sufficient hard drive capacity etc should be available for about £500 to £600 and you may be able to get an offer with a printer for that.
Diane added that regardless of what we bought could we ensure that the important information was backed up on a regular basis. Laptops in particular were very prone to being dropped and information can easily be lost for ever and so needed to be stored elsewhere, even if only to a USB stick.
Bob asked if we complied with the DATA protection act? He was not sure whether as a club we were exempt but if not then as we keep members details on computer we may need to register.
Terry believed that the cost was about £75 a year but this was clearly cheaper than any action that may be taken if we were in breach of the act.
Agreed for computer to be obtained
Just before the meeting was closed Cliff asked if there were any other matters to be raised and Terry asked if it was possible for Andrew, in recognition of his work as Editor over the last 10 years, could be made an Honorary member?
All agreed that this was a very good idea and the matter was agreed immediately.
Cliff thanked all those who had attended and said it was very nice to see some new faces and that hopefully they could encourage others to attend next year.
The meeting was then closed.
