ROTHER TOMCC 2008 AGM Minutes 26th November 2008

Present : Mike, Richie, Eric, Emma, Brian, Haden, Rick, Clive, Matt Finch, Matt Reeves, Colin, Roger, Jim, Chris, “new” member” Dave Moon.

Apologies received. Rod, Tiny, Chris, Steve Carey.

Chairman’s opening to the meeting.

Overall, we all agreed that 2008 had been a pretty good year in spite of the poor summer.
Unlike a lot of clubs and organizations, I think we’d all agree that we’re not quite so fussed about going from strength to strength and doubling our numbers or doubling our income etc. but I do believe that year on year we strengthen friendships within the club and hopefully, little by little, towards other clubs and the other branches.
I wanted to clarify; when did the club start, when exactly is our 30th year anniversary, and what if anything are we going to do about it ? Buggered if I can remember the answer but I think we settled on 1982 ? meaning we only have 3½ years to come up with a plan….

It was great to see Dave Moon from Burwash at the AGM (and also at the Christmas dinner).

Secretary's report :
Membership stands at 42, slightly down on last year’s number of 50 which I’m sure is down on the year before ? Do we need a membership drive ?
The cost of membership has gone up and is now £17.50. £13.50 of this goes to HQ. £4 comes back to the branch once processed.
Renewing seems to have been relatively painless in the last year but, with some applying by post direct to HQ and not through Richie, it was emphasized that it has to be up to the individual to keep track of their own renewal dates.

Treasurers report :
Eric’s first report as Treasurer was very detailed and ended with news of a very healthy bank balance topped up by another very successful Rabbit Rally.
(As a thank you to ourselves, everybody got a free drink on arrival at the Christmas dinner)

There were some suggestions as to what to do –if anything, by way of a donation to a charity or to subsidize the 2009 Christmas Dinner and this will be discussed at the first Black Horse meeting.
As long as we keep a healthy “cushion” to fall back on should we ever need to replace the marquee, party tent etc. for the rally, then we really should use it to the benefit of the members.

Rabbit Rally :
We were about 30% down on numbers most likely due to clashing with other events and the poor weather over the preceding weeks. Emma has of course kept all the records and notes of the rally, copies of which I have, so, we are well equipped next year for numbers, figures, costs etc.

Final figures were.
Campers 70. Evening visitors 47.
£182 taken in raffle tickets. £176.80 taken at the BBQ. Final Profit. £432.67.

Events and outings:
As soon as we can, we need to start putting a calendar together for next year. We have the main Bonneville Celebration event at Gaydon on the 22nd 23rd August to celebrate 50 years of the Bonneville.
It was agreed that we would take advantage of the discount offered for 12 entry tickets and Eric would order these from club funds.

Election of Club Officers :
As ever, all positions were up for grabs but everybody seemed happy to keep things as they are.

I did ask the question, if there was any mileage in making a maximum of a 2 year stint for each post so that we’re forced to change things around to make others get involved. This can be discussed further during the year.

Club officers
Chairman Mike Cramp
Treasurer Eric Butters
Secretary Richie Blackwell
Runs Co-coordinator Clive Goodsell
Club scribe Colin Page-Mitchell
Social Events Rod Shoesmith
Rally Co-coordinator Emma Blackwell

Once again, let me emphasize that all roles are “co-coordinators” to reinforce the point that these volunteers are willing to give up their time for the good of all members but cannot be expected to do everything themselves. It is up to the rest of us to provide suggestions and assistance where needed to keep the club alive and active.
The more people that are prepared to join in and play a more active part in the running of the club, the wider the input, the more diverse the ideas, the more that different people have a go at things, the fresher the club will stay.

Volunteers for the 2009 Rally Committee to be agreed at first Black Horse meeting.

Any other business :
1/. The Black Horse meetings have proved very successful and will continue, roughly every 6 weeks, so that we have a chance to sit down and have proper meetings. We'll set up and agree some dates for the year at the first meeting on 11th February.
Wednesday night meetings will stay here at the Robin Hood of course.

2/. Website ? still pending.

3/. Rick, having met up with them a few times, proposed a social visit to the Norseman’s (of the Poker Run fame) headquarters which around the back and beneath, Corkie’s cafe in Battle Road St. Leonards. A Friday night to be set up in the spring.

The main themes for next year are
(1) more rallies, runs (especially at weekends) and social events involving more members so that we are more than just a Wednesday night “meet for a drink” club -especially through the winter, spring and autumn when we all get a bit lazy. It was noted that not all branches meet every week as we do so we do get together far more than the others anyway.

(2) Better communication all round so that runs, rallies and events are better broadcast and attended

Club Scribe. As we all agree every year -and all completely forget by the time we get to the car park, without a constant feed of information regarding; what's happened, what is to come, the news, the gossip and the outright lies, the novelty of providing a branch report every month soon wears off. We’ve had some really good -and for us, very regular Branch Reports this year so let’s keep up the good work.

So, our special thanks to:
Colin for the monthly reports which I think should soon be getting their own series on ITV called Rother Enders

Clive “yes I know I’m completely lost but I’m not going to admit it” Goodsell, winner of the 2008 Rabbit Rally, Chairman’s Trophy for “tireless effort and contribution, above and beyond the call of duty, in the face of adversity”, for another year of setting up and leading various organized runs in the year and quietly putting a lot of effort and time into the rally over the years. The first year for this award and without fail, agreed by everyone afterwards. Cheers Clive.

Eric Darling for cooking the books

Rod for the social events although, I have heard them referred to as anti-social events

Rich for hanging in there as secretary and of course last but by no means least, Emma, Rick, Matt F, Matt R, Chris, Bob, Brian, Hayden, Jim, Steve C, Little Chris and Roger who, even if we don’t show it enough, we do thank, from the hearts of our bottoms for what they do and for what they bring to the club.

And of course we thank the Robin Hood for putting up with us, and Tiny; just for being you.