Present:
Ron Spellward
Steve Hayward
Colin Hilliard
Jethro Keenan
Graham Carrick

Apologies:
Sue Carrick

RH provided information relating to the club runs and rally. CH provided printed copies of the current membership database. JK bought the coffee.
We started the meeting by outlining the current position of the club. GC gave a state of play round up and pointed out that most of the processes now in the hands of RS and CH were running much more efficiently than in the past. GC also thanked SH for his work with the club website.

The status of the club's funds was discussed and CH proposed that committee members would be exempt from paying membership subscriptions. This was agreed by the committee, with the caveat that any member that felt like paying would be welcome to do so! The committee decided that a date be set to publish the club's account details. SH has suggested that this be done shortly before the AGM, so in effect, every December. CH proposed that we adopt a set of club rules, in line with most similar clubs. The committee agreed to investigate further.
Actions:
CH, RS, JK, SH, GC - to collect examples of other club's terms and conditions, for evaluation.
SH - to set date for publication of club's accounts.

The first issue on the agenda was the forthcoming membership renewals. CH stated that his target for 2001 is to increase membership by 50%, and that he also intends to concentrate on attracting owners of lower capacity machines. CH reported that he sees no real problems in the batch renewal set for March 2001, although it will be a lot of work for him. CH also raised the issue of how to attract new members, and suggested that we produce flyers that we can distribute to the club members, with the intention that they can leave these on parked bikes, etc. GC said that he would look into the cost of this. CH reported that he had difficulties in printing mailing labels. CH said that he had drawn up a list of magazines that he wanted to contact, in succession, with a view to publicising the club. The method of paying CH the mailing costs that he incurs in his role was discussed, it was agreed that CH would submit his receipts on a regular basis and he would be paid by cheque from the club funds. Actions:
GC - to investigate costs of producing flyers.
GC - to print mailing labels and post them to CH
CH - to contact magazines with a view to attracting new members

RS was asked to update us on the preparations for the club's annual rally. RS reported that the bunkhouse has been booked for two nights (?? And ?? of July). RS asked when we expected people to arrive on the Friday. SH, GC, and JK explained that they would be at the bunkhouse from late morning on the Friday and that this is the time that people started to arrive last year. SH also clarified the position regarding booking extra nights if the need arose. RS detailed his discussions with the landlord of the Crown Inn and reported that we have been asked to ensure that we quietly make our way back to the bunkhouse at the end of the night. RS has also established that several double rooms would be available at the Crown Inn, for those who don't wish to sleep at the bunkhouse. RS raised the issue of signing the junctions around the bunkhouse. The committee agreed that last year's efforts were poor, and that new (larger) signs should be produced. JK suggested that we advertise the fact that all bikes are welcome, not just singles. RS asked if any plans had been made to produce the trophies, JK and GC replied that this was in hand. GC raised the issue of the likely cost of the rally and it was agreed that GC would liase with RS on the costings to prepare a final price. SH suggested that the rally booking form should include a disclaimer. The discussion then moved on to the rally ride-out; this is described separately for convenience. Actions: GC - to produce signs (and submit the design to the committee for approval). GC - to prepare rally details for the newsletter, and to prepare a rally booking form. RS - to liase with GC on the cost of catering, etc. JK and GC - to make the trophies.

One feature of the rally that was discussed in detail was the requirements for the ride-out. RS felt that last year's ride was too long, and CH agreed with this. CH also raised the issue fo the type of road that was selected, he felt that some riders would prefer to stay away from backroads. RS also suggested that this year we plan the petrol stops better. CH suggested that we split the run into two groups, a fast group and a slow group. GC suggested that the two groups take different routes but meet up for lunch. RS then suggested that we look into appointing marshals for the run and, possibly, some sort of breakdown cover (a van, etc.). CH agreed with the marshal idea and suggested that 'buddies' are nominated to guide small groups. GC said that member Dave Keeling had submitted a very useful document outlining a run guide strategy and the he would copy this and pass it on to the committee for evaluation. JK, GC, and SH said that they were probably best placed to suggest routes for the ride-out and it was agreed that these suggestions would be presented to the committee for evaluation.
Actions:
GC, JK, SH - to suggest routes GC - to provide copies of guide strategy

The next item on the agenda was the club's participation at shows and rallies. CH reported on the preparations in hand for the Classic Show at Shepton Mallett in February. CH reported that Bob Cannon has done a lot of work in arranging the stand, although more bikes were needed (note: since the meeting Bob has found enough bikes for the stand). CH asked what material would be provided for the stand. GC said that the display boards would be made available and that bunting and a banner would be produced in time for the show. GC and CH discussed the type and format of printed material for the show, including flyers and application forms. GC reported that he was hoping to have sourced a number of club stickers in time for the show. GC reported that Sue Carrick was designing a new club logo and that this would be incorporated into the banner and bunting. GC also raised the issue of the need to identify which shows the club should attend to increase membership. Although all agreed that some events were valuable in terms of promoting the social side of the club, offering a chance for members to meet. CH asked that all event be listed in the newsletter and on the website. CH added that he had been in talks with the Guzzi club regarding our involvement in their singles run next July.
Actions:
CH - to talk to Guzzi club
GC - produce banner, bunting, show literature
GC - to collate and publish events listings
RH - to look into a stand at the Stafford classic show