2012 AGM Report
We held our Annual General Meeting at the Hundred House Hotel, Great Whitley, Worcestershire on 27 January 2013. It was a little later than usual to allow the new committee to ensure that the key events of the Petworth National Rally, the NEC and Stoneleigh were organised and allow them time to ‘bed in’, and allow time for the membership to evaluate our performance and choose whether or not we should be re-elected.
Our AGM had the introduction of some modern technology this year, Dave Forrester (Treasurer) and Fraser Kinghorn (see below) are both from Scotland and joined us via Skype (internet conference call), a facility that I’m sure we’ll be using much more in the future and helps tremendously for members geographically challenged!
Membership
As of July 2012 when Brian took over the membership, we had a total of 370 members, a reduction of 20 members (5%) on 2011 with 151 members (41%) overdue going back to November 2011
As of January 2013 we had 374 members with 40 members (10.5%) overdue. A large number of phone calls and efficient/detailed renewal letters have ensured a good take up of membership renewals.
While membership attrition is most often associated with the sale of the car, new membership is greatly enhanced by the attendance of shows, especially the NEC.
The membership computer system, although now showing its age, has been enhanced by additional software written by Brian to ensure that Address label files are sent to the printing company for the magazine, renewal letters are now highly personalised with member and car details, and membership reports are created for all committee members and area organisers to help run the club.
Financials
The club recorded an operating loss for the second consecutive year. However, the loss for this year was greatly reduced from the £1144 in year 10/11 to £136 in year 11/12. Although income was slightly reduced this year the reduction in operating loss appears to have been achieved through a significant reduction in expenditure mainly in the areas of advertising, expenses and rally costs.
We are now on a fine line between operating a profit or a loss. The club does not seek to maintain healthy profit levels, but to provide a service to our members. It was approved by a vote that the committee will have the option to raise the level of the membership subscription, only if absolutely necessary, during the course of the next year by no more than £3. For the time-being it will remain at 2012 levels.
Regalia
The club regalia has seen a change in focus. We will still be selling club related items such as the much sought after key rings and grille badges etc, but we have enhanced the range of items that we are selling. We have a new supplier Capricorn – a supplier of key rings, tax disc holders, gear knobs, cuff links etc to give to the members what they have been asking for. These items have been using the Rover P6 badges (2000, 2200, 3500 etc) and have been selling extremely well. The sale of other consumables such as oil filters has also continued with pace. A new range of Grille badges is planned as a one-off exercise for the 50th Anniversary celebration.
2012 Events
The club had a very successful Petworth National Rally, NEC and Stoneleigh Restoration Show. The NEC gave us many new members and renewals. An excellent report compared to other clubs that we spoke to! The members looking after the stand were kept very busy and swamped with visits from members and the public. We also had the pleasure of Danny Hopkins (Practical Classics) car on our stand.
Sale of Assets
The club trailer has been sold on ebay due to the high costs of towing. The trailer is too heavy to be towed by a P6B and requires the use of a 4×4 with high fuel costs. It has been identified that the hire of a suitable vehicle will be both easier to organise, will not require storage, and be approximately cost neutral.
Due to everyone on the committee having their own IT, the club computer was not required and has been sold.
Thanks
Dixon thanked Mark and Angie Gray for their fantastic work for the Club over the last 18 years and presented them with a bottle of whisky and a bunch of flowers from all the members in recognition of all their dedication and hard work. I’m sure we’ll still be seeing a lot of Mark and Angie as they continue as members of the Club and of course with their new P6 related business venture.
Committee members
Club Officers: Dixon Sheppard (Chairman), Chris York (Secretary), Brian Humphreys (Membership Secretary) and David Forrester (Treasurer) were elected to serve for the next year.
Tracy McMahon and Heather Farthing resigned from the committee and were thanked for their contribution. All remaining committee members (Janice Sheppard, James Rumney, Andy King, Brian Barker, Barry Gill, Beth Sawicki, Michael Allen, Maria Gray) were voted back onto the committee.
Steve Benyon was elected to the committee, many of you may already know Steve as he has previously been a committee member and was responsible for organising the successful NEC show. Fraser Kinghorn, an enthusiastic university student, was also elected to the committee and brings fresh young blood to the club. We will have an ‘introduction to Fraser’ column in a later magazine so that you can see his credentials first hand.
Constitution
The AGM approved some changes to the constitution. Our goal here was to clarify and simplify some of the details. The new constitution will be available on the website, but the significant changes are:
1. Family membership will remain, but if any additional family member wishes to be able vote at an AGM/EGM, then these will incur a cost of an additional £1 per member. Otherwise the family membership will only be eligible for one vote.
2. Family membership is now defined as husband/wife/partner and children up to the age of 21 (or in full time education) who normally reside at the same address as the ordinary member. Cars under joint ownership are also eligible at the discretion of the membership secretary.
3. Membership cards will carry a maximum of 4 names regardless of the number of family members.
4. Data protection and the need for all committee members to sign a declaration has been included.
5. Club members may be co-opted onto the Managing Committee by a majority vote, if such a vacancy occurs prior to an AGM
6. The Club Officers must have no conflict of interest. All other committee members must declare any potential conflicts of interest upon election.