colin76
05-12-2013, 01:10 AM
B.R.C.A 1/10 OFF ROAD
EAST OF ENGLAND
A.G.M MINUTES
Date:3rd December 2013
Time:19.30
Venue: Three Kings Public House, Fornham, Bury St.Edmunds
REGISTRATION OF ATTENDIES:
Colin Parsfield, Carl Dufton, Danny Conway, Mark Everitt, Ben Lungloy, Ryk Pryke, Craig Wood, John Myall, Ben Hubbard, Ben Chester, David Evans, Apologies for absence received from Paul Belinger.
MINUTES OF PREVIOUS A.G.M / MEETING:
Colin stated that considering last years meeting ended up being a farce with needing to go back on decisions made but not voted on at the meeting that he felt no minutes should be recorded.
MATTERS ARISING
A- 2013 Questionnaire results:
Colin reported that around 42 questionnaires were handed out at Boughton with around 14 being returned. There were some interesting points raised of which all are to be discussed during the AGM.
B- 2014 Regional, rounds, dates & venues:
It was agreed by all that with the confirmed clubs wishing to host a regional, and those that may host a regional we should run 7 rounds (best 5 to count). The dates and venues will only be able to be confirmed in January once all clubs have dates in from various other commitments/landlords wishes.
C- Classes for 2014 (support class):
Of the ten people eligible to vote it was agreed 9yes/1no in favour of running the 2wd & 4wd on the same day. It was agreed by all that we should run a Short Course support class and be capped at 20 drivers. It will be made clear that this is a support/fun class and so without trying to demean the Short Course class, if after booking in closes and we are over booked for the 2/4wd buggies, or at a meeting time needed to be saved then the 2/4wd buggy Regional’s will take precedent over Short Course.
D- Control Tyres:
First vote was to run control tyres, this was voted in 8yes/1no/1abstained. The next vote was to either let the host club nominate two types of tyres to be run at that meeting, or for the series to run two types of tyres at all meetings. 3 voted yes for the clubs to chose, 4 voted yes for the series to run two tyre types all season, with 3 no votes. It was agreed that the series should follow the National tyre rules……
E- 2014 Race Format:
As per the nationals in 2014, we will again run 4 qualifying rounds with the best 2 to count. We will hope to run 3 leg finals for all, if we do need to save time during a day the S/C class will be cut first, and then if yet more time is needed we will reduce the lower 2/4wd buggy finals.
F- 2014 Entry fees:
It was agreed by all that the entry fees have been the same for many years, and considering other clubs/regions/sections that charge per class the entry fees should be set as follows, keeping the £10 for one class, and charging an additional £5 to race in a second class. It was felt this was a fair reflection considering we run two classes in one day compared to other regions who race 2wd & 4wd on separate events.. Of the entry fees the host club will receive 70% of the total entry fees taken, with the remaining 30% going to the regional funds.
G- Booking in…
This proved to be a big problem during 2013, with a driver pre registering all of their details for the season at the beginning of the year seeming like a good idea it actually caused issues. We ended up at every meeting with drivers having the wrong pt number to which they registered, and although it got changed on the host clubs computer that day to help without them re-registering their correct details on the main database we arrived at the next meeting with the same issue. This often ended up in confusion as they said it was corrected at the previous meeting but then needed explaining they need to actually change their registration form. Colin wanted to introduce a book in per meeting policy, with a driver registering their details for each event, that way if their details are entered wrong there is only one person to blame!!! It was felt enough time to open up booking in the Monday after an event, and close it at midnight on the Tuesday before the particular event. This will allow enough time for all of the information to be passed to the host club, information entered on their system and heats generated. This was agreed by all.
It was also suggested that we introduce a pre pay system to run along side per meeting booking in, this way it will save time on the day without needing to collect money, and also to stop people booking in for a meeting and not showing up knowing they have not lost out, which again caused delays with heats needing to be resorted on the day. We have a bank account and will look into the use of pay pal so this is enough options for everyone. Again this was agreed by all present.
Heats will be sorted in championship position to reward those that consistently support the series, with the exception that a host club can amend heats to a certain degree to allow for marshalling, or if an obviously good driver (F1 status) enters. On the subject of Marshalling it was agreed that most venues need 8 marshal points to effectively cover the track, so each race will try and have as even number drivers as possible, if a heat does have say 6 cars then the club will call for volunteers to assist.
One other point that came up during this section was to drop the FTD point scored, with 4 rounds of qualifying and 3 leg finals it seemed to be a meaningless extra point for so much work, again this was agreed by all present.
H- Referee
During the course of the season we had at times seemingly got a good system going, the meetings at Colchester and ARC were noticeable by how it worked with a referee, whereas at Herts (no fault of the club itself) it seemed to fall apart. With this in mind a small referees group has been set up, the head referee is to be John Myall, who will have final say in all on track penalties and be fully back up by the rep at all times. His assistant referees (no they will not have a flag and run up and down the touchlines), will be David Evans, Carl Dufton, Ben Hubbard and possibly one or two more. These assistants can be called on by John for any heat or final during an event. As regional events are supposed to be a stepping stone for Nationals we want to run them in line and refereeing will be fair, but firm when needed.
I- Regional Bank Account
Colin Reported that the Regional bank balance currently stands at £605.78 with nothing currently to be paid out. The Santander account is due to start charging a monthly fee from January, with other banks/building societies running similar policies or unable to open accounts in an organisations name it was suggested to try Barclays Bank. Colin will look into this as soon as possible.
ACCOUNT’S REPORT (and adoption of accounts)
The regions account for 2013 were presented to all present and no questions or issues were raised.
ANY OTHER BUSINESS
Without being unable to fully announce a calendar until I hear back from all clubs it was agreed we should hold seven rounds considering the interest we do currently have, Colchester, Boughton, ARC and Herts have all stated they will hold a Regional next year, I need to speak to Holbeach and Coastal to see if they wish to host a meeting. Sadly MERCC have recently lost their venue, although they hope to be around again and may be back in 2015. On a brighter note Norfolk Buggy Club have stated they will hold a regional in 2014 on their grass track, so that will be a new venue to look forward to. Of course all of these are pending any issues arising with land owners/other commitments etc over the winter.
To end on a good note Boughton Raceway have been awarded the F2/Vet’s/Juniors finals in 2014, this will be something to look forward to for our region.
6. DATE OF NEXT MEETING
No further meeting was needing to be booked.
Colin Parsfield
5th December 2013
EAST OF ENGLAND
A.G.M MINUTES
Date:3rd December 2013
Time:19.30
Venue: Three Kings Public House, Fornham, Bury St.Edmunds
REGISTRATION OF ATTENDIES:
Colin Parsfield, Carl Dufton, Danny Conway, Mark Everitt, Ben Lungloy, Ryk Pryke, Craig Wood, John Myall, Ben Hubbard, Ben Chester, David Evans, Apologies for absence received from Paul Belinger.
MINUTES OF PREVIOUS A.G.M / MEETING:
Colin stated that considering last years meeting ended up being a farce with needing to go back on decisions made but not voted on at the meeting that he felt no minutes should be recorded.
MATTERS ARISING
A- 2013 Questionnaire results:
Colin reported that around 42 questionnaires were handed out at Boughton with around 14 being returned. There were some interesting points raised of which all are to be discussed during the AGM.
B- 2014 Regional, rounds, dates & venues:
It was agreed by all that with the confirmed clubs wishing to host a regional, and those that may host a regional we should run 7 rounds (best 5 to count). The dates and venues will only be able to be confirmed in January once all clubs have dates in from various other commitments/landlords wishes.
C- Classes for 2014 (support class):
Of the ten people eligible to vote it was agreed 9yes/1no in favour of running the 2wd & 4wd on the same day. It was agreed by all that we should run a Short Course support class and be capped at 20 drivers. It will be made clear that this is a support/fun class and so without trying to demean the Short Course class, if after booking in closes and we are over booked for the 2/4wd buggies, or at a meeting time needed to be saved then the 2/4wd buggy Regional’s will take precedent over Short Course.
D- Control Tyres:
First vote was to run control tyres, this was voted in 8yes/1no/1abstained. The next vote was to either let the host club nominate two types of tyres to be run at that meeting, or for the series to run two types of tyres at all meetings. 3 voted yes for the clubs to chose, 4 voted yes for the series to run two tyre types all season, with 3 no votes. It was agreed that the series should follow the National tyre rules……
E- 2014 Race Format:
As per the nationals in 2014, we will again run 4 qualifying rounds with the best 2 to count. We will hope to run 3 leg finals for all, if we do need to save time during a day the S/C class will be cut first, and then if yet more time is needed we will reduce the lower 2/4wd buggy finals.
F- 2014 Entry fees:
It was agreed by all that the entry fees have been the same for many years, and considering other clubs/regions/sections that charge per class the entry fees should be set as follows, keeping the £10 for one class, and charging an additional £5 to race in a second class. It was felt this was a fair reflection considering we run two classes in one day compared to other regions who race 2wd & 4wd on separate events.. Of the entry fees the host club will receive 70% of the total entry fees taken, with the remaining 30% going to the regional funds.
G- Booking in…
This proved to be a big problem during 2013, with a driver pre registering all of their details for the season at the beginning of the year seeming like a good idea it actually caused issues. We ended up at every meeting with drivers having the wrong pt number to which they registered, and although it got changed on the host clubs computer that day to help without them re-registering their correct details on the main database we arrived at the next meeting with the same issue. This often ended up in confusion as they said it was corrected at the previous meeting but then needed explaining they need to actually change their registration form. Colin wanted to introduce a book in per meeting policy, with a driver registering their details for each event, that way if their details are entered wrong there is only one person to blame!!! It was felt enough time to open up booking in the Monday after an event, and close it at midnight on the Tuesday before the particular event. This will allow enough time for all of the information to be passed to the host club, information entered on their system and heats generated. This was agreed by all.
It was also suggested that we introduce a pre pay system to run along side per meeting booking in, this way it will save time on the day without needing to collect money, and also to stop people booking in for a meeting and not showing up knowing they have not lost out, which again caused delays with heats needing to be resorted on the day. We have a bank account and will look into the use of pay pal so this is enough options for everyone. Again this was agreed by all present.
Heats will be sorted in championship position to reward those that consistently support the series, with the exception that a host club can amend heats to a certain degree to allow for marshalling, or if an obviously good driver (F1 status) enters. On the subject of Marshalling it was agreed that most venues need 8 marshal points to effectively cover the track, so each race will try and have as even number drivers as possible, if a heat does have say 6 cars then the club will call for volunteers to assist.
One other point that came up during this section was to drop the FTD point scored, with 4 rounds of qualifying and 3 leg finals it seemed to be a meaningless extra point for so much work, again this was agreed by all present.
H- Referee
During the course of the season we had at times seemingly got a good system going, the meetings at Colchester and ARC were noticeable by how it worked with a referee, whereas at Herts (no fault of the club itself) it seemed to fall apart. With this in mind a small referees group has been set up, the head referee is to be John Myall, who will have final say in all on track penalties and be fully back up by the rep at all times. His assistant referees (no they will not have a flag and run up and down the touchlines), will be David Evans, Carl Dufton, Ben Hubbard and possibly one or two more. These assistants can be called on by John for any heat or final during an event. As regional events are supposed to be a stepping stone for Nationals we want to run them in line and refereeing will be fair, but firm when needed.
I- Regional Bank Account
Colin Reported that the Regional bank balance currently stands at £605.78 with nothing currently to be paid out. The Santander account is due to start charging a monthly fee from January, with other banks/building societies running similar policies or unable to open accounts in an organisations name it was suggested to try Barclays Bank. Colin will look into this as soon as possible.
ACCOUNT’S REPORT (and adoption of accounts)
The regions account for 2013 were presented to all present and no questions or issues were raised.
ANY OTHER BUSINESS
Without being unable to fully announce a calendar until I hear back from all clubs it was agreed we should hold seven rounds considering the interest we do currently have, Colchester, Boughton, ARC and Herts have all stated they will hold a Regional next year, I need to speak to Holbeach and Coastal to see if they wish to host a meeting. Sadly MERCC have recently lost their venue, although they hope to be around again and may be back in 2015. On a brighter note Norfolk Buggy Club have stated they will hold a regional in 2014 on their grass track, so that will be a new venue to look forward to. Of course all of these are pending any issues arising with land owners/other commitments etc over the winter.
To end on a good note Boughton Raceway have been awarded the F2/Vet’s/Juniors finals in 2014, this will be something to look forward to for our region.
6. DATE OF NEXT MEETING
No further meeting was needing to be booked.
Colin Parsfield
5th December 2013