Thumperclub AGM June 10, 2006

113 Merthyr Road.
Whitchurch.
Cardiff.

Attending: G. Carrick, J. keenan, B. Brookes, S. Hayward, P. Civil.

1) Chairman's report

GC stated that although the club was generally doing well, there were some problems that needed to be addressed. He identified these as external and internal problems. The external problems centered on promotion, but here GC found positives and thought the SRX/XBR competition has been good and had already given the club some positive exposure.
The main internal problem was of timescales and failure to meet deadlines, in which he recognized a need to do better. Also mentioned was a need to clarify committee roles better and the creation of a club 'mission statement' which could define what we stood for and who we catered for.
GC also reported upon the positive growth of informal meetings being arranged at local level by individual club members, and expressed a desire to encourage this.
2) Treasurer's report

SH handed out summaries of accounts for 2004/2005 as well as projected accounts for year 2006. These showed a profit for 2004 mainly as a result of winning 'best club stand' at the Stafford show, but a financial loss for 2005 due to the purchase of the large club marquee and the heavily subsidized annual rally.
The forecast for 2006 concluded a profit for that year based on a fixed budget of £400 for Stafford and annual membership at £12.
GC interrupted to inform the committee that he had unilaterally increased renewals to £14 and the following debate concluded that the membership be informed ASAP via the newsletter, but that setting the membership at £14 was good.
SH also stated a difficulty in providing detailed breakdown of income and recognized this as an area for improvement which he is working on.
3) Forum upgrade

SH states the limitations of the current forum and explains the new features of the proposed upgrade.
GC expressed his approval for the new look forum as sampled recently and all felt it is the way forward.
SH is positive about the creation of the new site but offers caution with regard to protecting it from hackers. He is of the opinion that the free version available could be made to work well, but states that if problems should arise then there are an option to upgrade again to a more protected one.
No date was set to switch as details needed to be worked out.
PC asks about restricted access for members only?
SH has some plans for this, but needs to finalize them and will report back when he has sorted this out.
BB wonders if we need too much protection if it creates lots of work? And wondered if open forums might not help promote the club?
PC asked about the need for too many sub forums relating to projects as they might diminish the impact of the newsletter?
A general discussion ensued about the forums style, which concluded the creation of three forum areas.

1. CLUB HOUSE to contain; chatter, meeting/readouts
2. TECHNICAL to contain; bike problems, site issues etc
3. COMMITTEE restricted to committee only to facilitate club business
4. What does the club provide? Can it be improved?

SH posed the question "are we value for money?" and BB related conversations had with both current members and ex members who questioned what the club was doing, as they felt poorly informed. It was decided that the newsletter was central to the club, and efforts should be concentrated there. SH offered a PDF format might be an improvement, but opinion rested on a paper version coming through the post was what members liked, and an earlier poll showed no interest in an electronic newsletter.
BB suggested the club improve the quality of the newsletter, possibly making it glossy or larger?
GC states that 36 page, A5 format is optimum for postage costs, and glossy would be too costly. GC also states that he recognizes that the irregular production of the newsletter is the major fault, and that he has suffered with personal time constraints. However, he hoped this would improve now the work of membership had been removed from his shoulders.
PC wondered if other members could help with newsletter production?
GC said not really as the work was mainly editorial and a one-man job.
It was agreed that the current target of 5 newsletters/year should be reduced to 4 quarterly publications and the saving in print/postage help fund a better quality item. It was agreed that these would be produced at the end of March, June, September and December with the possibility of occasional bulletins being produced in-between. PC wonders whether we should promote our range of merchandise better, as this is also something we offer members. He tells of a leaflet summarizing merchandise that is now sent out with membership packs.
BB offers to take control of all merchandise and proposes some revamp to the range. It is agreed that BB to look after merchandise and GC to produce a proper pamphlet promoting club goods to be sent out with membership packs.
It is concluded that the club offer its members;

1. 1/4ly newsletters plus bulletins
2. BMF affiliation
3. Annual rally
4. Better merchandise
5. Bike banter, chat & advise
6. Opportunity for informal gatherings

And that this was good value. 5) Communication with membership-their involvement with meetings

Agreed that minutes of meeting to be posted in PDF format (SH to sort) and the newsletter would briefly explain that a meeting had taken place and where a copy of the minutes could be viewed. 6) Newsletter frequency

Agreed this was amply covered in point 5 above. 7) Setting of regular AGM/defining responsibilities of officers

It was agreed that;

* GC chairman/newsletter editor
* SH treasurer/website administrator
* BB merchandise/events coordinator
* PC membership secretary/AGM secretary
* JK stalwart

Date for AGM set at June each year, the venue and exact date/time set closer to each event. 8) Recruitment (are shows worth it?)

BB thought the BMF a complete waste of time as far as recruitment goes. JK agreed as it didn't cater for potential members, but thought the Stafford show should be kept as we had gained good exposure from the event. All agreed, but SH stated a need to put a fixed budget on the club stand as things had a tendency to 'run away' and costs were overrunning net gains. He proposed a figure of £400, which was accepted. BB offered to coordinate Stafford and any other events the club thought to do in the future.
GC mentioned that the club display stand hadn't been returned by Bob Cannon and said he would contact him to see about its return, but thought the club may owe Bob money.
9) Renewal of FBHVC

It was agreed not to renew
10) Alterations to stationary

GC would alter information within the newsletter, but it was agreed to leave membership packs until stocks ran out.
11) AOB

BB raised the plan for 2006 Stafford show. The theme was to be long distance touring on a thumper.
GC announced the sad loss of film footage Simon Morgan had made of this years Elefant rally, which was a bit of a blow.
PC offered to make a display cabinet for merchandise with storage for club literature.
GC is to work on a club banner to fit over the Stafford showground site banister.
Agreed GC to speak with Katana owners club about our desire not to share are catering facilities this year.

BB raised (on behalf of Steve Dalby) some points to do with this year's annual rally.

Competitions. Agreed on Photo, bikey ones (GC to sort out categories with BB/SD) advertised SRX/XBR comp. And a "my bike's the best because…." Debate.
BB to make this year trophies
Fee to be £15
GC to MC proceedings
GC to organize a 'turn'
Raffle- committee to provide a prize each
Rally shirts- use up old stock
Rally pack- BB to sort. To include key ring, year bar, chocolate bar
First aid kits required BB to investigate
Food costs and bookings. Agreed very difficult to get people to book, therefore it's agreed to cater for 40 members and Rick Sharp to be provided with a budget of £4/head. The 40 places issued on a first come first served basis.

With no other matters being raised, GC announced the meeting closed with the symbolic gesture of guzzling a can of Boddingtons.