14.05.2018 BOARD MEETING HELD AT THE HUNT HOUSE, PAULERSPURY

Attendees

The International Club for Rolls-Royce and Bentley Enthusiasts

MINUTES OF A RREC BOARD MEETING
HELD AT THE HUNT HOUSE, PAULERSPURY ON 14.05.2018

1/ Apologies

No apologies.

2/ Declaration of Interest for agenda items (payment and gifts) None.

3/ Minutes of the last Board meeting held on 7 February and 7 April 2018

Signed by JVB and IH. No comments. All in favour.
KD proposed and it was agreed that item 5 be taken ahead of item 4.

5/ Official complaints from two members

KD suggested a two stage complaints process to include an appeal to the Chairman. KD proposed to draft a complaints procedure. This was seconded. KD said that the completing a professional complaints procedure would be fair for all concerned. A sub group of well-respected non board members will be asked to address the present complaints under the new complaints policy once agreed. IH to reply and explain the process.

ACTION: KD proposed to draft a complaints procedure. IH to reply to complainants and explain the process.

4/ Matters Arising from those minutes not otherwise covered in the agenda
i. Request that a re-vote be taken for the position of Deputy Chairman

JVB highlighted that the articles allow the Board to appoint at any time. KB proposed a re-vote should wait until the outcome of item 5 is finalised. KD said that the completing a professional complaints procedure would be fair for all concerned.
7 in favour

2 abstained

7/ Annual Rally Budget update

There is an expected late surge in booking. Code Clean have pulled out of sponsoring. AutoGlym not able to help. St James House sponsorship is in question. There is a contract in place currently but they would like a package in place in the future to include the Yearbook Launch at the Annual Rally (AR). IH proposed a Board Member or other assisted in the relationship and review arrangements/contract. JVB highlighted that sponsorship rights are to be agreed 6 months prior to the AR and so it was wise to start 2019 negotiations. PB proposed the Yearbook launch was held at the AR. DM agreed it would add value.

ACTION: PB to ask Ted Meachem to have a conversation with Richard Freed of SJH on the subject of both the 2018 and 2019 AR.

8/ General Manager’s Report

DM confirmed all extras on the website were at a cost and there was not a budget. RF proposed he worked with Majic on an improved photo gallery, a searchable Bulletin function and publications page within an estimated total of £9750. The total development costs for phase 2 are circa £85,000 and it was agreed the job needed to be completed with the website. DM proposed and it was agreed that Directors come back with the details in the next 7 days of what is required and are involved in the process in getting those developments.
South of England rally shop stock was well received but low cost items were more popular.
GDPR has not had much response from sections. The Canada section claim not to be. DM to ask whether they wish to be.

ACTION: RF to implement his proposal if costs as per the estimates quoted. DM to produce membership figures once a month.

9/ Warners proposed revised agreement

There are questions around the agreement currently. There is to be a reduction in copies produced. DM proposed he renegotiated the acceptable number of publication copies but proceed with the amendments suggested. Potential in the future to combine the Advertiser and Bulletin. ACTION: DM to renegotiate the acceptable number of publication copies but proceed with the amendments suggested.

10/ Archive Manager Update (CG)
ACTION: DM to send Clive Green’s (CG) report round to Board. If there are any questions, to ask CG direct.

11/ Registers – naming of Bentley GT. Should the £1,200 be carried forward?

KD said it was the view of Registrars that attended the meeting pre conference, was that the Continental GT Register should be renamed the Post 2003 Bentley Register, and that someone should be sought to be the Registrar. All in favour for KD to look at and develop.
The annual Register budget was said to be £1200. It was agreed that provision be made for any remaining unspent budget to be carried over in to the next year providing it was spent within 6 months of that year, and subject to a formal application to the General Manager. The General Manager to agree at his discretion providing there were no financial or other compelling reasons not to do so.

ACTION: KD to look into Continental GT Register renaming and Registrar

12/Section Rules – Rod Macleod proposal

RF said these had been the subject discussion on interpretation for some time. KD had always understood from the rules and common practice that anyone can attend any Section meeting/event but would not have voting rights within the Section if they were not a Section member. The letter and survey were unanimously dismissed as it was the view that the Section rules required no amendment.

13/Proposed Russia Tour

KD highlighted some issues such as what support do they require and what do they need from Hunt House? PB noted some plans already under consideration for 2020. KD stated it is potentially a great trip but more likely for 2021. KD suggested the RREC was not in a position to endorse now. There were concerns about the political situation. AF suggested talking to Goodwood and JVB agreed he would raise this with them. PB to remain in touch with a view to reconsidering early next year.

14/Battle of Britain 80th Anniversary

AF put forward the idea. PB said others along with Andy Courtney could be asked for their support. Duxford would work well as a venue. AF suggested Andy Courtney was invited to a meeting by IH. AF and PB to work together. The Board agreed it was a good event potentially. KD to find out if the ASOC would like to work together. The Board agreed it was a good event potentially. ACTION: AF suggested Andy Courtney was invited to a meeting by IH. AF and PB to work together. KD to find out if the ASOC would like to work together.

15/Subscriptions 12 month’s grace? Joining fee anomaly

Decision made that lapsed members get May 2018 bulletin but DM to politely to inform them that if they do not pay by the next Bulletin, they will not receive further issues. In 2019 they will be locked out of the website. Lisa Alderson waiting on guidance to harmonise website with paper in order to remove ‘joining fee’ by saying £107 first year with £77 discounted in second year on. Reference to joining Conintental Sections directly would be added in some way as in 18.

18/Direct Continental Membership (AR)

AR reminded the Board of the Continental structure. Continental sections are worried members will go direct to HH and suggested members obliged to take membership within a section. RF highlighted the dramatic increase in costs for a member if they were to do so. There doesn’t appear to be a trend for the membership to decline. KD said the website needs to be better for continental members and the potential member.

ACTION: RF to work with AR and DM to get a direct link through from the RREC website to continental sections. DM to change the electronic membership to £107 or £77 renewals

16/Conference John Neale question – should the Chairman of the Board be Chairman of the Club?
All in favour of it being one and the same person.

17/Donald Longmore letter – Prince Michael as Patron

No change.

19/Michael Moran request for funding

AF said an allowance in recognition of the continental members would be good. 5 in favour and 3 against for £250.

20/Tony James letter re Steve Lovatt

KB proposed a thank you letter written by the Chairman. KD said those mentioned had already been recognized.
ACTION: IH to liaise with Steve Lovatt and Jackie Robotham.

21/Proposal to have six Board meetings each year (RF)

Agreed. Proposal unanimously agreed. KB suggested after the 15th of each month for the accounts. AF suggested at least one a year should include some teaching and DM said some training. KD said with an independent facilitator.
Future meeting dates agreed:

15th August 2018 24th October 2018 3rd December 2018

23/Code of Conduct (JVB)

JVB proposed code of conduct from Companies Act. Key paperwork is going on the server.

22/ Proposed Club Photographer

RF to progress with DM

was needed.

8 for 1 against The proposed code was adopted.

24/Board meeting minutes summary

All in favour.

A.O.B

AF tendered his resignation as Valuation Officer.

Authenticated as true record of proceedings:

Ian Hick Chairman

AF

strongly objected and stated that he did not wish to abide by this Code and believed legal advice

JVB proposed that, instead of the current form of minutes, a clear summary be produced in

future.

Distribution:

Board of Directors
General Manager / Business Development Manager Section and Register Secretaries
The Hunt House Staff

Chairman’s Report –

May 14th 2018

Since taking over from Johan life seems to have become rather busy.
The first weekend following the RREC AGM was spent in Portsmouth to join the Wessex Section visit to HMS Queen Elizabeth, ably organised by Doug Ryder. This involved a two hour tour of this quite large ship taking in five levels, including the bridge, the flight deck, aircraft hangar, briefing rooms, crew quarters, engine room, and much more – all accessed via almost vertical steps. I was honoured to be able to present the Captain with a copy of “The Pursuit of Excellence” to recognise the strong relationship between the RREC and HMS Queen Elizabeth established, and maintained, by the Wessex Section.
Another round trip the following weekend took Wendy and I down to Swansea for the 50th Welsh Weekend. As this was the first event that we attended after joining the RREC many years ago, and we have subsequently managed quite a few more, it was good to meet old friends again and explore even more corners of Wales

Last weekend we were fleetingly down in the South West for a family event but did not have time to meet any local Section members this time.
Finally we will be attending the South of England Rally for the first time. It is being held at the Brooklands Museum this time so there is an added attraction as I hope to be able to see the remains of XD816, the last Vickers Valiant to fly, which was in 214 Squadron at RAF Marham when I was servicing their Navigation and Bombing System many moons ago.

Those are very enjoyable parts of this position – and help to keep a positive attitude to the fore. Looking back through Board minutes I find a few “decisions” and “actions” listed which don’t seem to have progressed so I may ask the Board to revisit them, with a view to making something happen.

Please note the areas of responsibility agreed by directors are as follows:

Archives and Liaison with SHRMF, FBHVC, and RRBSA
Liaison with Overseas Sections
HR
Legal Affairs, Trade Marks, Corp. Governance, Liaison with RRMC and BML Marketing, Public Relations and Registers

Finance
Membership, Hunt House Maintenance, Lease/Rent negotiations, Annual Rally Auction

Allan F Allan R Ian Johan Keith Knud Lindsay

Martin
Patsy
Richard
I would like to relinquish “Publications” and would ask if someone would like to volunteer to take this area on please.

GENERAL MANAGER BOARD REPORT FOR MAY 2018

Lots of activity in period with various elements of original strategic vision report now coming to fruition. These include, New Database, New Website, New Magazine and New Shop stock. These will all be discussed within this report.

1. Team–Abusyperiodwithsomesignificantchanges.IthasbeenconfirmedthatVickywill be returning on 16 July, initially 3 days until September and then four. Judy will be flexible enough to cover any gaps from 25th May. Fiona, therefore has been given confirmation notice that her role will end from 15th July, however she, almost immediately applied and has been offered a new full-time position elsewhere starting from 18th May. Therefore, we will muddle through for one week and then Judy will return week commencing 25th May, initially full-time until Vicky returns on 16th July. Vicky will be available for both Southern and Annual Rallies. Tracey resigned her position in Accounts and will be leaving us at the end of May. Knud and I are currently interviewing for her replacement, which will be a full- time position. Catherine moved over from 1st May to Digital Communications and Events Support, she, and Ailsa have swapped offices with Lisa.

2. Website – The new site went live on Thursday 26th April. There have been the usual issues and teething problems, most notably surround payment acceptance, log ins, data synchronizing and Message Board log in. All of these are being addressed as we speak and things are settling down nicely. On the whole the feedback has been very positive, with the main suggestions being, Log in tab moved to top (done), Scrolling down not liked (will pick this up for next stage), Missing technical tab (next phase), better Register page (next phase) and could we have a completely different tab for Forum (will pick this up). Other comments on the whole have been subjective. Members on stop can now renew on line, new sign-ups are on rolling membership (we have already signed up 5 new members online which is the first in the club’s history), monthly membership reports will be produced for the first time from the system and all shop sales will now be conducted via the site, again a club first. I cannot stress highly enough just how important it now is for The Board to ensure this site is continually developed and improved to ensure it stays in the present and always looking to the future.

3. Digital Communications – Catherine is now the go to person for all website, forum and social media communication. We have committed to a minimum of one Facebook post per day, 1-3 tweets and one Instagram post. Each month The Board will get a report showing Followers, engagement information and website analytics such as uniques, page impressions and hits. These will hopefully grow considerably each month showing transparent evidence of better engagement and communication to both members and the outside world.

4. Publications- New magazine will be launched 3rd week in May and is looking amazing. RC came to HH to showcase the full magazine to extremely positive response. This is going to revolutionise the club both in terms of existing member engagement and a shop window to the outside world, whilst also bringing extra admiration from both RR and Bentley. Warners contract negotiations still ongoing and to be discussed further on 14th May.

5. Shop stock – Nearly all the new stock is now in place and on display on the new website. We will be trialing a new system at the Southern Rally where all transactions will take place via I Pads and through the website events mode log in. In addition to the new and existing stock, we will also be offering a jumble sale style section in an attempt to sell off all of the old stock. All new stock would be expected to be sold by year-end, if not the plan will be to discount in January. As our cash margins are healthier, we will be in a position to do so. At time of writing, I am still to conduct a conference call with Andrew and Sian from RR in an attempt to hopefully get them on board with our new products. A separate shop report will be provided to the Board each month to monitor progress.

6. Annual Rally– Plans progressing well, Majic are now finalizing entry/judging information for Ailsa and the team. Advanced bookings seem slow, however I have been assured that these will pick up soon. Unfortunately, I cannot compare this to the same period last year.

7. GDPR – All sections are Registers have now been sent the necessary information explaining the process in readiness for 25th May.

8. RR Licence agreement – As above this has been sent to all. At time of writing, and following a 2nd reminder I have only received 28 signed forms back

To follow

1. Membership Monthly Report
2. Financial Accounts
3. Costed website phase 2 wish list

DIRECTOR REPORT Richard Fenner

The Club has not kept pace with technological changes and the changing needs of members and Sections. Several Sections investigated and implemented online payment facilities, websites, publication hosting, social media accounts etc, all of which should have been better provided by the Club. Our recent website work is a great improvement, but we need to approve improvements which aid the work of Sections, and improve member experience.

GDPR/IP/licensing
These issues caused considerable paperwork and uncertainty for some Sections. For future major matters, we should create an FAQ which highlights how changes directly impact on Sections, which we update as any questions come in.

Seminars

After putting together a new team of instructors for the 2018 seminars, I’ve continued to work on seminars with MS.

50yr badges
Following concerns about high badge costs which I raised in the August 2017 board meeting, I worked with our existing supplier to reduce the cost of the £310 badges. Bulk ordering through a new process has reduced the cost to £47/badge, saving around £4,000- £5,000 per year, increasingly to approximately double that saving in ten years. The new manufacturer history includes making badges for Rolls-Royce radiators. Proposed new role: Club photographer/photographic librarian/Bulletin contributor/researcher Funded primarily out of staff changes rather than fully new expenditure

Board meeting frequency
I suggest we move to six meetings per year, timed according to major events/approvals.

Goals for April 2018 to April 2019
Increased joint Section event cooperation, including moving towards a regular large event in the east of England. Better information about UK and Continental Sections on the new website. Preparations for Bentley centenary, including material for the Annual Rally. RREC Conference 2019 to include more assistance of a practical nature to Sections

RREC BOARD MEETING TO BE HELD AT THE HUNT HOUSE ON 14th MAY 2018
DIRECTORS’S REPORT
Keith Dewhurst

i. Registers
A positive and constructive meeting with Registrars was held on the Friday evening before Conference. For interest all the outcomes from this are noted below. The two items for board decision are under item 11 on the agenda and are highlighted in red below. I also feel a rework of the Registrar rules is needed to incorporate Licensing and GDPR obligations upon Registrars.

ii. Marketing / Website / Branding
The launch of the new website is very pleasing, although much remains to be done. In particular I am concerned that the name of the club is not apparent. I feel this is a failure in branding. We need to ensure a clear brand and use of imagery (pictures of cars etc.) is established on the website, Bulletin, marketing literature and all social media presences.
Richard Fenner has produced some excellent drafts of leaflets, but without clarity on branding I feel we cannot proceed to produce these. We also need to have packs for cars and handout packs for those interested in joining us. I am particularly concerned that we may not be shape for our Annual Rally which must be one of our flagship marketing opportunities. I am also concerned to establish a marketing budget that fits within an overall acceptable budget for the year.
Producing and editing how we communicate through our website presence is as big a job as producing the paper communication we call the Bulletin. As with paper, fresh relevant and timely content is king, but so is presentation.
I will be working with Catherine our Communications Manager and our GM to help them achieve the above.

iii. Tour of Russia.
Michael Foster has written to the club suggesting he organise a substantial tour of Russia. His letter was forwarded to me. After taking advice from others, including Patsy Baldwin, we have agreed with him that this will not be in the proposed 2019, but if it goes ahead in 2020 or later.

Michael is not keen to defer to 2021. Patsy has kindly agreed to speak with Michael after hearing your views.

iv. Events attended / to be attended.
I was at our Conference & AGM
I was pleased to attend the Cullinan launch event held at Rolls-Royce Motors on 10th May. I will be at the BDC’s event on June 10th 2018 at Stonor Park
I have been supporting the ECMS team and will be at our National Rally 21st to 25th June.

NOTES & OUTCOMES FROM PRE RRREC CONFERENCE MEETING OF REGISTRARS – 6th April 2018

Meeting commenced 1800hrs. at the Northampton Marriot Hotel.
In attendance: Keith Dewhurst (Director), John Neale (Silver Shadows & derivatives, and Coordinator Registers), David Bassoli, (Cloud/S type), Richard Edgell (Derby Bentley), Richard Charnley (SZ & derivatives), Tom Jones (20hp), Eric Healy (Post-War 6s).

1. The various data and the way it was collated and stored by Registrars was discussed. This variously included data on cars and their past and current owners. Each Registrar had his or her own method of collating and storing such data. It was felt important that such data be kept and preserved regardless of who the Registrar was.

Keith to discuss with the General Manager (GM) at Hunt House (HH) how such data might be stored on the new IT database and revert with outcomes and any opportunities to the Registrars.

2. The implication under the new data protection legislation of Registrars holding such data as above was discussed.
Keith to discuss with GM/HH and report back to Registrars on the overall implications and any required actions.

3. The references to Registers on new website and how members engage with Registers and how members should contact and register was discussed.
It was felt on the website each Register listing should clearly display the name of the Registrar with the contact details each Registrar was happy to give.

Some Registers regard all members who own an applicable motor car as a member of the Register. Some have HH send out an invitation to join the Register whenever an applicable member with an applicable motor car joins. (Not discussed was what happens when an existing member acquires an applicable motor car). It was important the new website gives accurate guidance for each Register on what is to be expected by members.

4. The existing Continental GT Register was discussed. It was felt a register for all current and recent model Bentleys was appropriate and that the Register should be renamed the Post 2003 Bentley Register. It was not clear if the current Registrar was active.