Present Gerry Robinson (GR) (Chairman), Gerry McGuffie, Rhod James (RJ), Richard Latham (RL), Chris Bunning (CB), John Stembridge (JS), Mike Beament (MB), Anthony Shutes (AS)
1. Minutes of last meeting
The Minutes of the last meeting of the committee, on Monday 18 July 2011, were produced and approved.
GR welcomed the “new” reshaped committee together for the first time. GM is now Communications Secretary (as well as Membership Secretary). JS now has a new role of IT Secretary. AS was welcomed to the committee in place of Steve Stoner.
GR reported that at the AGM in September, everyone forgot to table a motion in relation to the role of Fixtures Secretary (currently held by RL). The two year cycle in relation to that role finished at the September AGM. The committee decided however that they saw no issue with continuing with RL holding that role, until the September 2012, particularly given that no alternative candidates were put forward at the 2011 AGM.
The current “cycles” of all the current committee members are therefore now as follows:-
CB reported we have £4,879 in current account and £16,362 on deposit, a total of £21,241. This breaks down as:
The committee revisited the rules for when a Junior WAG converts to a full member. The point came up given that Sam Dearden was recently 25! It was agreed that Sam will therefore now be treated as a full member and everyone else who reaches the same age will also convert from Junior to full member status.
The current arrangements for Juniors is that they pay £10 annual membership fee (as opposed to the £85 that full members pay). They also pay the “net” fee for participation in each individual event. They are thus effectively subsidised by the full members.
It was noted that the number of full UK members is currently in the region of 50 which is the maximum figure in the WAGS Constitution. It was agreed that the Committee will revisit this cut off point as and when we need to in the future. There is no need to do so at present because we may yet lose a couple of existing members at the start of the 2012 season.
RL outlined the fixtures for 2012 (exact dates yet to be agreed with the clubs). The current list looks as follows:-
Following his victory in the VL, GM is cut to 7.5. This means he will play off 8 at the start of the season.
There was a long discussion about the current website arrangements. JS advised that the site is moving to a new ISP in the near future. It will therefore be out of action for a while but obviously this will be during the “down time” between the end of this season and the start of next.
The discussion then turned to the bigger issue of JS “going under a bus”. Because of the way the WAGsite was designed and set up, only JS can access the site. Various ideas were explored as to how to get round this problem. Ideally all committee members should have access to the site. JS explained however that there is a significant programming issue in order to set up this facility. JS explained the site essentially needs to be converted into a new “coding” so everyone can access it. This will involve several weeks of work and is a fairly significant effort. It was acknowledged by all that it is unrealistic to expect JS to carry this out himself.
It was therefore agreed that GR will speak to Graham Hansom and call on his IT expertise. Graham will be asked to advise the committee about our options about how to change the site and cost. It was acknowledged that this could, subject to advice, mean actually setting up a new website and simply archiving the data on the existing site.
GR will therefore liaise with Graham who in turn will speak to JS. It was acknowledged and agreed that the Society would pay for this work.
AS outlined proposals for 2012. He said we should have a quality item of merchandise for the year which should also be for the 2012 tour. Every full member should receive the merchandise. AS was given a budget and will come back with proposals in the first quarter of 2012. The objective is to have the merchandise available for the first event of 2012 at West Byfleet.
9. Further Meetings
RJ will arrange the next Committee Meeting during the course of January. We will also have the traditional WAGS social event on the last Friday of January which is Friday 27 January.
10. Any other business
Several matters were picked up from the AGM:-