Boardmeeting 6. juni 2016

Present

Mr

Johan Vanden Bergh

(JVB)

Chairman

Mr

Ian Hick

(IH)

Deputy Chairman

Mr

Allan Fogg

(AF)

Member of the Board

Mr

Lindsay Robotham

(LR)

Member of the Board

Mr

Gerwald Anderlé

(GA)

Member of the Board

Mr

Allan Rosetzsky

(AR)

Member of the Board

Mr

Steve Lovatt

(SL)

Member of the Board

Mr

Antony Channing

(AC)

Member of the Board

Mr

Richard Fenner

(RF)

Member of the Board

In Attendance

Mr

Barry Gallafent

(BG)

Business Development Manager

Miss

Lisa Alderson

(LA)

Minuting Secretary

ITEM

1. Apologies

Martin Carnell

2. Future Strategy

Detailed in a separate document.

3. Minutes of the previous Meetings

The Minutes of the meeting held on 21 March & 2 April were approved without amendment and signed by the Chairman.

4. Matters Arising from Minutes of the Meeting held on 21 March

i) Follow-up of Health & Safety report by Peninsula (SL) – floor markings

Arrangements have been made and a firm date set for Tues 19 July when SL will spend the day at The Hunt House re-positioning workshop items and marking their station. Lucy Walsh will assist SL in respect of Health & Safety issues.

ii) Status on advertising the position of Archivist (IH)

IH confirmed the advert, targeted at Universities and organisations specialising in archiving, has been placed for a duration of ten days, but as yet there have

been no applicants.
iii) Status of DL’s approach to the Duke of Gloucester for Royal Patronage (JVB)

Attention was drawn to the fact that time restraints would prevent the Duke of Gloucester accepting the honour. The Board discussed approaching Prince Michael of Kent but in view of ongoing concerns questioned whether further approaches for Royal Patronage are entirely appropriate at the present time. IH suggested the subject should be reviewed in a year’s time.

iv) Register conference (AF) – any follow-up items

AF confirmed a successful year and that the last two Registrars vacancies have been filled (to be approved under topic 5vi).

v) Tool hire service update (MC)

While the identification and sorting of the tools is in the early stages, the maintenance of some hire service be maintained in the meantime was stressed, even if just for the most used/requested tools.

BG noted that Eric Healey had agreed to help identify tools and Chris Ball had offered packaging but neither of those offers had been taken up.

ACTION – JVB will approach EH and CB in respect of their offers and inform MC.

Following an enquiry by AF as to ownership of the tools and origin, the Club was confirmed as the owners. AC stated that the Companies Acts require all assets to be properly valued and that the Club should maintain a register of its assets.

vi) Club Shop expenditure update (BG)

To enable the EPOS system to function away from The Hunt House, for example at the Annual Rally and other flagship events where the shop is present, further expenditure will be incurred. A further iPad, printer and till drawer are also required. EPOS may be a comprehensive system but the software is cloud based; taking full advantage of it and upgrading for necessary external use also requires the purchase of a 4G mobile router as most outdoor venues do not have Wi-Fi.

In respect of the NOE and SOE Rallies, GA suggested training members to transport the shop and manage sales, thus reducing staff costs and travel expenses. RF echoed this and believed it might make it more exciting for the Sections if a reward for stock sold is offered.

BG expressed his concerns about the loan of stock and the possible disputes over quantities leaving and arriving but was happy to investigate the viability on behalf of the Board should he be requested to do so.

vii) Continued exclusivity with RH Specialist Insurance

Following a proposal from Footman James, RH increased their offer for RREC to remain exclusively with them. Celia Fitzhugh is now dealing direct with RH with regards to an IAR contract and exclusivity agreement which the Board will sign off if in agreement. Once completed, the full financial and other benefits will be disclosed.

GA said the Club needs to justify why the Club does not enter into an Agreement with more than one insurer and that there should always be reason to re- evaluate this partnership.

RF mentioned that while determining the quality of an insurer is difficult, we should be cautious about focussing on the income received rather that the premium paid and service received by members. IH followed up on this by stating he has been insured with RH since 1972 and found them most agreeable in price matching for him.

5. Identified discussion

topics

i) Approval status of Polish Section (AR)

A visit to the Polish Section AGM by AR proved successful. The Section has more than 12 registered members and an established committee of 4. The committee has signed the Rules for Sections and they have submitted the three C.V’s of the founding members. Minutes of their first AGM have also been received.

Following the recommendation to the Board by AR, this Section, having now fulfilled all formation requirements, the Board officially approved the formation of the Polish Section and wishes them good luck for the future.

ACTION: JVB to send a letter to their Section Chairman with an official welcome to the Club.

ii) Acceptance of Rolls-Royce chassis cards by DVLA (email from Peter Kitching to AF 15/04/2016)

Registration recovery is a function the Club has offered for many years and the DVLA has always been very cooperative. In this case, the DVLA rejected the evidence supplied by the Club. The Archived records surpass anything to which any other Club has access and some acknowledgement from the DVLA to recognise this is appropriate.

ACTION: JVB to write to the DVLA and invite them to visit the Archives.

ACTION: AF will contact Barbara Westlake (former Records Archivist for 24 years) to ask for advice.

iii) RREC topics for new joint SHRMF meeting (date tbc)
Construction work (including the invoice for the recently completed re-wiring)

and clarification of who pays for what plus the rental value and lease should be discussed.

iv) Allocation of Directors responsibilities

Chairman – JVB

Corporate Governance & HR, Deputy Chairman – IH (with CF as Special Adviser)

Finance – AC

G&A (General & Administration) – LR

Sales & Marketing – GA

Membership – LR

PR & Events – AR

Publications – LR (Publications Development Manager to report to Deputy Chairman IH)

Sections – RF (UK & OS and with support from and liaison with AR for the EU Sections)

Continental Liaison – AR (in partnership with RF for the EU Sections due to language and other preferences)

Registers – MC

Archives & Foundation – AF

Technical Support – SL

Tool Hire – MC

Special Advisor for Marketing & Membership – Jim Myson. Full Board approval was given for Jim to remain in post.

Special Advisor for Legal issues, HR and Corporate Governance – Celia Fitzhugh. Full Board approval was given for Celia to remain in post.

Special Advisor for PR & Events – Duncan Feetham. Full Board approval was given to the appointment of Duncan to this role.

v) NE Section request to revise Rules for Sections (Rod MacLeod)

a) Should a paid-up Club member who is not a registered member of the Section attend the Section AGM albeit without voting rights?

The Board voted in favour of members being allowed to attend but with no speaking or voting rights.

b) Should a paid-up Club member who is not a registered member of the Section be allowed to attend Section events?

The Board agreed not to allow exclusion from a Section event of a paid-up Club member whether Section registered or not, most events requiring a payment of some sort to cover a meal or event expenses.

vi) Approval of Registrar Appointments
a) Continental GT Registrar: Jolianna Davis

Board approval was given to the appointment of Jolianna Davis as the Continental GT Registrar, LR abstaining on grounds of conflict of interest (relationship).

b) Seraph/Arnage/Azure:DougRyder

The Board approved the appointment of Doug Ryder as the Seraph/Arnage/Azure Registrar.

6. Chairman’s Report

JVB referred to his written report which outlined his recent attendance at several events whilst also listing upcoming events on his calendar.

BG has been appointed as Business Development Manager with a view to analysing, assessing and reporting on the requirements of Club management at The Hunt House in all business related aspects after JSm leaves. BG will remain in constant contact with JVB.

Other subjects in his report are covered elsewhere in the agenda.

7. Deputy Chairman’s Report

No subjects to report that are not already covered elsewhere in the agenda.

8. Business Development Manager’s Report

In his report BG outlined various internet, Wi-Fi and router problems he had found that THH was experiencing and confirmed these have now been remedied through the upgrading of equipment and the sourcing of super-fast broadband. Similarly, LW and LK had both received replacement laptops due to their current computers, because by age and inadequacy, they are ‘blue screening’ or overheating they were no loner fit for the purpose for which they were required; an alternative provider was sourced for the purchases, saving over £300.

After discussion with Haines Watts it became clear that the accounts are not accessible remotely which is a major drawback and an online system is preferably integrated with the EPOS system. This will then result in a financial saving as regular attendance by them at THH by Haines Watts will not be required.

Observations in respect of Archives’ computers and networks have been identified and rectified. Further requirements have been identified for attention when the Archivist is in post.

9. Status report per Team

i) Business Planning (AR)

Nothing to report since last period.

ii) Sales & Marketing (GA)

GA referred to his paper “A way forward 2025” which has been used as one of the input documents for the Strategy Meeting, documented separately.

As a member of the Website team, BG has taken on the task of fixing the existing database to enable the programmers to link to the newly designed website.

iii) Publications (LR)

The Bulletin is receiving greater input from overseas members thanks to Gérard Le Clerc’s appointment to the team and also has plenty of authors wishing to contribute.

It has been agreed that previous digital copies of the Bulletin will be purchased from Acanthus so that these can be included on the website. Using interactive links within Bulletin reports would need discussing with the Sales & Marketing team and BG in order to understand any technical requirements for making this happen.

The Armoured Car book is set to print and should be available in time for sale at the Annual Rally; retail price £20. 200 copies have already been ordered by the Heritage Trust.

iv) National Flagship Events (JVB)

Trevor Baldwin and the team are well on their way to put last year’s experience of the new venue of Burghley House to good effect to make this year’s Annual Rally even better. Anticipated Club investment in the event will be around 20k due to increased Health & Safety requirements, extra security and a lack of volunteering marshals, and a slightly lower uptake of pre-bookings (although members tend to book later and later).

v) Sections (AR)

Contact had been made with several Sections since the last meeting but with no reported issues. Attendance at the Polish Section AGM proved worthwhile; see 5i.

vi) Register (AF)

Queries have been raised in regard to some aspects of Rules for Registers and it is suggested that the idea of a one day conference/seminar for Registers and other interested members may be worthy of consideration.

The Silver Ghost Registrar, Andy Courtney, reports a high level of interest for the 2017 Round Britain Tour and the new SGR magazine which has been distributed to Register members has received a positive reception.

The new and revived Derby Phantom newsletter, produced by David Dudley is an excellent and informative publication for which congratulations are well deserved.

The 20/25 and 20hp Registers have their tours in hand and they appear to be well supported.

vii) Membership (LR)

LR reiterated the Annual Rally Membership offer of £40 and joint membership promotion.

viii) Archives & SHRMF (IH)

Sharron Bland has settled in well to her position of Records Administrator in the Archives and is building her knowledge of the vast collection of records available.

There is a need for some records to be catalogued and more effectively stored so that they are more easily accessible. In addition to this, it is necessary to distinguish between “archives” and “artefacts” and clarify who is responsible for the latter.

The lack of “Foundation News” in the last two Bulletins is disappointing when the focus is on trying to encourage more RREC members to join, or donate, to the SHRMF.

ix) Technical Support (SL)

The technical support email is still working well but more publicity is needed to remind/inform members of this service. Those that have obtained the advice our experts give have been most grateful.

Seminars have all been well attended with the exception of one which was cancelled due to low numbers; reason believed to be another Car Club event on the same day.

Some weekend seminars have included an extra day seminar; this reduced the cost for staff to open up on other weekends and book caterers etc.

x) Tool hire (MC)

Some tools have been loaned out with success but the majority of the tools stored at THH pose a Health & Safety risk until they are properly sorted and stored.

MC acknowledged that more sessions at THH are needed with his team of volunteers to continue with the tool organisation.

xi) International Liaison (AR/GA/JVB) Nothing to report since last period.

10. List of Board decisions by email

i) Appointment of BDM (email 11/05/2016)
Approved.
ii) 2016 Annual Rally Membership Promotion (email 25/05/2016) As per item 9.vii.

10. A.O.B

The Board collectively sent their best wishes to David Dudley and hope for a speedy recover.

11. Date of next meeting

Monday 11 July 2016