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Cyclists’ Touring Club Lancaster & Cumbria DA

Annual  General Meeting: Thursday 9th November 2006.

 

Draft minutes of the Annual General Meeting of the Lancaster & Cumbria DA held at the Hala Centre, Lancaster on Thursday 9th November 2006 commencing at 7.30pm.

 

1. Present:  Matt Hodges (chairman), David Barnes, Pauline Burgmans, Brian Cornish, Audrey Dunbar, Jim Dunbar, Dennis Haxell, Sylvia Haxell, Mary Hodges, Anne Hutchinson, Mike Hutchinson,  Fred Lloyd, Pat Lloyd, Ray Moss, Mike Nott, Dick Phillips & Richard Trevitt.

 

2. Apologies for absence: Eric Brown, Judith Brown, Kathy Cartledge, Joan Cornish, Paul Cumella, Frank & Ruth Feinberg, Dave Hugill, Simeon Orme, Bill Sellars & Karen Sutton (CTC Councillor for the NW).

 

3. Minutes of the previous annual general meeting:

The minutes of the annual general meeting held at Dufton Youth Hostel on Saturday 15th October 2005 were approved with one correction:

# 3  the road accident in which Roger Diver had been killed had occurred in July 2005 and not August as had been reported in the minutes.

 Proposed for acceptance by Fred Lloyd, seconded Anne Hutchinson.

 

4. Matters arising:

 (i) Subscription allocation claim 2005/6 and 2006/7.

 Mike Hutchinson reported that, as agreed in previous years, the full capitation allowance for the DA, representing ½ % of a full CTC adult subscription multiplied by the figure of the total membership living within the geographical boundary of the DA, had been claimed. Initially the claim had been based upon the latest list of CTC members within the DA at the time it had been submitted (file effective September 2006) when the total number of members had been 1,278. However, subsequently a new file had been sent by CTC for use in the submission  effective 1st October 2006 in which a number of entries had been deleted as subscription renewal was still outstanding. A revised submission by the DA was being prepared based upon the new figure of 1,069 members.

 As agreed at the previous DA AGMs the DA had delegated to its two sections the majority of both its promotional and administrative responsibilities and with this would receive the bulk of the money allocated.  £20 of the allocation was to be retained by the DA (secretarial costs - copying/postage)  with the remainder allocated to the two sections according to postcode: LA for the Lancaster Section to cover Lancaster and South Cumbria; and CA for the Eden Section representing the rest of Cumbria.

The new submission would be for £176.38p to be divided as follows:

442 members with CA postcodes     £64.50

           627 members with LA postcodes     £ 91.50

       To DA account            £ 20.38

 

 

 

 

 

(ii)  Posthumous award of the CTC Certificate of Merit to Roger Diver

 As agreed at the 2005 AGM the CTC had been approached to see whether or not the CTC Certificate of Merit for outstanding service to the club might be awarded posthumously. The appropriate committee had met and it had approved the award to the late Roger Diver. It was reported that the award had been presented to Stephanie Diver, Roger’s widow, after the Eden Section’s AGM held on 7th October.

 

5. Chairman’s report:

Matt Hodges said he had little to report as the DA chairman’s duties were minimal between AGMs. The Secretary and Treasurer did all the DA administration leaving him free to cycle. He thanked them for this.

 

6. Treasurer’s report:

Brian Cornish  presented the DA accounts for the year ending 09/06.  He reported that the DA funds now stood at £271.76.

In brief the annual turnover had been:

  Income:

 £166.32 (the subscription allocation from CTC)

 Expenditure:

£60.24 allocated to the Eden Section (CA postcodes)

£86.08 to the Lancaster Section (LA postcodes)

£20.80 / Duplication/ DA secretarial expenses

Loss 2005/2006: £0.80p

The accounts were approved by the meeting: proposed by Mary Hodges, seconded Sylvia Haxell.

 

7. Secretary’s report:

Mike Hutchinson gave a brief report in which it was emphasised that in practice the major CTC activities within the DA had been devolved to the two sections. In practical terms the CTC tended to work through its DAs but that with the advent of e-mail and its use in communications both between HQ and the DA and within the DA, especially between Paul Cumella (the Eden Secretary/ Assistant DA Secretary) & himself, this was now working well.

 He had to provide to HQ a brief annual report and, for the “Events Guide” a list of events to be held in the coming year. As the DA Secretary he was also required to provide a list of members registered by the DA [both Sections] as CTC runs leaders and of those members organising activities on behalf of the CTC. He agreed to contact the Eden Section Secretary for their registered leaders/organisers.

 

Most of the other issues which he wished to raise at this meeting would appear as agenda items no.8.

 

He reported that the incumbent NW Councillor, Karen Sutton, had notified him that she would be unable to attend this AGM as a mid week evening meeting was impractical in terms of her work commitments and travelling to and from Lancaster. However she had e-mailed a brief report on her work as our councillor A print copy was available to members at this meeting for anyone wishing to study it.

Mike emphasised that the current Handbook for use by District Association Secretaries was dated “revised Jan 1991” and that a welcome contribution being made by Karen was her work towards a complete reworking of the DA Handbook.

 

8. Election of Officers:

All three incumbents of the positions of chairman, treasurer and secretary were re-elected unopposed:

Post:   Person elected: Proposed by: Seconded by:

Chairman  Matt Hodges  Keith Smith Fred Lloyd

Treasurer  Brian Cornish  Fred Lloyd Dennis Haxell

Secretary  Mike Hutchinson Pat Lloyd Dick Phillips

 

Mike agreed to contact Paul Cumella to ascertain his willingness to continue as Assistant DA Secretary as a means of continuing with present arrangements concerning the dissemination of information sent by CTC HQ and for exchanging relevant information on Section activities.

 

9. National C.T.C.matters:

i) Election of councillors for the NW region.

Mike reported the result of the election held recently for the two council posts.

 Karen (Manchester) had been re-elected along with David Robinson (Chester & N.Wales). Mike’s wife, Anne had received 120 votes - just 14 votes fewer than David.

 After representation from Lancaster Section members who had not received ballot papers with their copies of Cycle Mike had raised the issue of who was eligible to vote with Alex Geen at CTC HQ. The response had highlighted an apparent anomaly whereby CTC councillors represented members within “regions” (defined in geopolitical terms) as opposed to the membership of one of grouped DAs: the NW Region of England rather than the Manchester, Chester & North Wales, Merseyside, the Lancashire and Lancaster & Cumbria DAs. In the case of this membership: those living in areas post-coded LA2 but within the County of Yorkshire had not been eligible to vote in the election of regional councillors for the NW. All members living in Yorkshire, irrespective of their DA membership, were deemed to be represented by the councillors for Yorkshire & Humberside region.

 

 ii) Register of volunteers/runs leaders.

This agenda item had been considered within the Secretary’s report [item 7 above].

 

iii)  CTC events guide.

The Secretary expanded on what had been reported already in that as well as the CTC’s “Events Guide” Dan Joyce, the Editor of Cycle, had appealed to DA secretaries for copy for his “Down your way” feature. Mike suggested that rather than send in information solely related to the activities of the Lancaster members a joint response might be preferred. The “Down your way” feature could encourage more CTC members to participate in events organised by our two sections as well as those held on behalf of the DA. In discussion it was noted that the information required was not just about organised Audax/DATC - style events but might include details of Easter tours, hostel weekends etc. Mike agreed to contact Paul Cumella and see if the two sections might compile a joint review of what the two sections were doing.

 

 

 

 

 

10. A.O.B.:

D.A. AGM 2007.

It was agreed that the recent practice of alternating the venue of the AGM between the two sections should continue. Next year’s AGM could not be accommodated at the same time as the Eden Section meeting as this had been scheduled for 6th October and the CTC insisted that DA AGMs must be held no sooner than 15th October (and no later than 15th December).

It was explained that the reason for this is that the whole membership of the DA, (over 1,000 members in our case) need to be notified as they are eligible to attend and that means of notification provided by the CTC is the list of AGMs published in the October/November issue of Cycle - distribution of which is not completed until mid October.

It was provisionally agreed to hold the next Lancaster & Cumbria DA AGM at Dufton Youth Hostel on Saturday 20th October 2007. Dick Phillips agreed to check on availability. *

In discussion the problem of DA meetings held on a mid-week evening was raised. Following the current practice of alternating venues it was suggested that  weekend meetings are more practicable for members coming from the visiting section. It was agreed that this issue should be considered when planning for the 2008 AGM due to be held at a Lancaster area venue.

 

 

 

 

* Subsequently the hostel warden at Dufton has said that overnight accommodation could not be guaranteed that night as it will be during schools’ half term holidays.  Provisionally Saturday 27th has been agreed as a part of a hostel weekend.