Minutes of the committee meeting of the Deux Chevaux Club of Great Britain (2CVGB) Limited held online Sunday 8th June at 10am BST
Attending: Vanessa Harrison, James Duffell, John Thompson, Colette Clapham-Dickenson, Sean Sowley, Carl Baker, Gary Dicks and Richard Harrison (for some of the meeting), Liz Rogers, Mark Dunmore
N.B. Referred to subsequently as Vanessa, James, John, Col, Sean, Carl, Gary, Richard, Liz and Mark respectively
Observers: Paul Griffiths, John Mellor (for part of the meeting)
Item
- Apologies for absence
Apologies were received from Chris Farnham, Tim Sidaway and Nigel Herring.
2. Correspondence.
An email had been received from Mark “Bean” Dunn that included money-saving suggestions, some of which had already been discussed and rejected (e.g. moving to a digital-only version of 2CVGB News).
Action: Vanessa will circulate the email to the committee.
Sean brought to the committee’s attention a post that had been made in the club’s official Facebook group by Samuel Fieldhouse about the aims and objectives of the club and whether people felt the committee was achieving them and whether, in fact, the aims and objectives were still the right ones. To date, there had been little feedback from other people. The club’s own membership survey could answer the question, so discussion was deferred until after the results of the survey were analysed.
3. Reports.
Reports had been circulated in advance. They can be found in the relevant folder in the club’s Google Drive. Once the minutes have been approved they will be available in the members area of the club’s website.
Each committee member highlighted any items from their report they wished to draw attention to and answer any questions that may arise from their report.
3.1 Chair
There were no questions
3.2 Secretary
There were no questions
3.3 Treasurer
There were no questions.
3.4 MemSec
There were no questions
3.5 Editor
There were no questions
3.6 DVLA Liaison
Sean reported that the club’s second embossing stamp for submissions to the DVLA has not yet been received from the previous post-holder.
Action: Vanessa to facilitate this with Matt Concannon.
The second stamp will be held by John.
There were no questions
3.7 Local Groups
There were no questions
3.8 Registers Co-ordinator
Mark apologised for not having checked his emails for several weeks.
There were no questions
3.9 Equipment
There were no questions
3.10 Communications
Analysis of the results of the membership survey will be presented at the next committee meeting.
There were no questions
3.11 Advertising
There is some confusion about who to charge for adverts. Current club rules says that ads are free to members, while non-members and traders pay £10 per ad. However, what happens if a trader is selling his/her own personal car, for example, and how do we define a trader? Should we place a restriction on the number of ads per year for everyone?
Action: James to draft a definition of “trader” for discussion.
There were no questions.
3.12 NEC Shows
Carl has booked some hotel rooms well in advance of the November show at the NEC, in order to reduce costs. The rooms cost £56 per night.
Sean brought up the subject of PAT testing, which is due soon for all 2CVGB’s equipment. He requested that only equipment the club intends to keep and use should be tested.
Action: Vanessa to find out what equipment will be required for Registers Day.
Action: Carl will advise Sean what equipment is required for the next NEC show.
Action: Sean will arrange for PAT testing only for those pieces of equipment.
There are also items belonging to the Citroën Car Club stored at Ruskington, that Mark delivers to them for shows where both clubs are present. With Ruskington being vacated this year, CCC will no longer be able to do this.
Action: Mark to let CCC know so they can make alternative arrangements.
There were no questions
3.13 Risk & Compliance
When access to the online billing system was given to Chris Maxfield, representing the local group organising Registers Day, he was, by default, given access to historical data. This contravenes data protection rules, so this data must be deleted.
Action: Vanessa to contact Dave Crane to have this data removed.
There were no questions
3.14 2025 National
Neither Richard nor Gary were present at this time, so it was held over until later (see below).
3.15. Web Dave’s report had raised the question of whether or not 2CVGB came under the scope of the Online Safety Act. Vanessa reported that she had used the government’s own online tool which indicated
2CVGB was out of scope. She had run it again later, with the same result. However, in order to allay Dave’s concerns…
Action: Vanessa will liaise with Nigel to carry out a risk assessment.
Liz reported that she had received some correspondence from local group organisers who had submitted details of forthcoming events, but had not received confirmation of whether or not they had been received. It was stated that as all the club’s officers and officials are volunteers, an immediate response cannot be guaranteed, or even expected. Having more than one person able to upload information onto the web should alleviate this.
Action: James to ask Chris and Dave whether someone from the communications team could act as the webmaster’s deputy.
There were no questions
3.16 Club Shop
There were no questions
4. Matters arising from previous committee meeting not covered in the reports
All action points from the last committee meeting had been covered, so there were no matters to address.
Vanessa stated that the club’s membership of the Motor Sports Association should be renewed, in case of situations where the club’s liability cover was insufficient.
Action: James to arrange for the club’s membership to be renewed.
5. National 2025
There had been 253 campers for the weekend and roughly 100 day visitors. This was less than the predicted 400, which resulted in a shortfall of £1,720.
The meeting had generated £1,104 for the charity Kidney UK.
Feedback from the site’s owner was that he would be happy to welcome 2CVGB back for other events on his land.
There was some discussion about the £500 damage deposit the club had made and whether or not it could be deducted from the £4,000 site fee that the club has not yet paid.
Action: Richard and Gary to clarify this point with the site’s owner, so a final budget reconciliation could be made.
6. Registers 2025
Liz asked about the proposed budget for the event. The team had circulated their proposed budget in advance of March’s committee meeting and it had been accepted at the subsequent committee meeting, although Liz had not been present at that meeting
Action: Vanessa to forward the budget to Liz.
7. National camp briefing document
James advised that he’d received little feedback on the draft document and that, from feedback that had been received, one or two elements were likely to be contentious. He asked everyone who had not responded to please do so, so a proper discussion could be had.
8. Digitising the club’s archive
Sean has not yet been able to see the archive to get an idea of how much there is to be digitised. Until that has happened it is not possible to decide what can be digitised, what should be digitised and what items cannot be digitised (e.g. gifts presented to 2CVGB for hosting the 1985 and 2005 world meetings).
Once Sean has been able to see and evaluate the archive he will present his proposals, including what to do with each item afterwards. For example, some could be sold ((e.g. old sales brochures), some will be given away and some could be given back to relevant members (e.g. the award won by Dot for a club stand at a motor show, or the 2005 world meeting gifts returned to Steve Hill).
9. Ruskington storage unit
Vanessa reported that the letting agents requested historic risk assessments for the unit, which she provided. The agents have also informed the club that we will be responsible for all fire safety and the building’s electrics. Vanessa believes this not to be true, as she consulted the Fire Service in 2017 about the landlord’s obligations for Ruskington under the Civil Contingencies Act 2004. The Fire Officers confirmed that the landlord was liable for fire safety and building standards. This has not changed under the law, so the landlord should not be imposing this on us, however, we do not have the resources to fight it. It reinforces the decision to vacate Ruskington before the renewal date in November.
In the second half of June the container for secondhand parts will be delivered and the transfer of those can commence.
Another container will be rented closer to Ruskington for the club’s event equipment and SPOG material. This will be far cheaper than a building and, in the event of someone else becoming equipment officer, it will be easier to move everything to another location.
10. Election of non-committee members.
Vanessa reported that she had received a complaint from Lucy Cutler (49-60 register) and Mark reported that two registrars had told him they were unhappy with the decision taken at the last committee meeting to make their posts subject to periodic election. No other registrars had complained, or even responded.
Action: Vanessa to draft a response to Lucy and check it with James before sending it.
James reported that Mike Good (van registrar) agreed to stand for election to start the ball rolling. No-one else had come forward to stand against him and no-one had come forward for the two vacant posts (Ami and 1960s).
James asked for suggestions on how to choose which posts are elected in 2026 and which in 2027. Dot suggested it was done in alphabetical order of the name of the post. There were no other suggestions, so this was accepted.
As a result, the schedule now looks like this:
Shop 2025
Swinging 60s 2025
Ami 2025
Van 2025
Bijou 2026
Disc Brake – 81-90 2026
Drum Brake 70-81 2026
Dyane 10/82 2026
H-van 2026
Méhari 2027
Modcon 2027
Overseas 2027
’49-’60 incl Slough-built 2027
11. SPOG
James’ update had been included in his secretary’s report. An email to David Eden had gone unanswered, so Dot volunteered to ask David for the information requested (e.g. the names of the manufacturer of each SPOG part).
An article explaining what’s happening with SPOG will appear in July’s 2CVGB News.
Action: James to forward his last email to David to Dot so she could contact David.
Action: James to forward the current draft paper to Sean who wished to become involved.
12. Members Meeting
James reported that he’d been asked a couple of times about the lack of AGM and reported that he’d responded that the members meeting (held last year at the national) had effectively replaced the AGM as a forum for the committee to communicate to members what we working on and for the committee to be questioned by members.
James suggested that this year’s members meeting should take place at Registers Day.
Gary asked whether an AGM could be re-established. James replied that it was not practical this year, as voting for the posts would finished before and AGM could be organised (and advertised to members).
Vanessa stated that the revision of the Articles of Association was a huge undertaking and the impact has taken some time to understand and settle down. Within the new rules, a new committee can revert to a traditional AGM if it wants.
13. Borrow a Classic scheme
As Chris was not present, this item will be carried forward to the next meeting.
Action: James to include this item on the agenda for the next meeting
14. Any Other Business
Vanessa had commented that James was still “acting secretary”. On checking, James confessed that he’d completely forgotten to get himself co-opted onto the committee as secretary.
Proposal: James is co-opted onto the committee as club secretary.
Proposed: Liz Rogers
Seconded: Sean Sowley
Carried unanimously
15. Dates of future committee meetings
17th August
28th September
The meeting closed at 12 noon BST
Reports
3.1 Chair
3.1.1 General
Not a lot to report this month. I’ve just been keeping on top of emails and enquiries, as usual.
3.1.2 Actions from last meeting
I put Sean, Bean and Julian in contact to get the ball rolling on the archive. Perhaps Sean can update us.
The NEC sub meeting went ahead and Carl has a way forward which he can update us on.
I enquired about the fire sticks to replace the fire extinguishers, but in the end the company were unable to give me a quantity based on the size/material of our party tents. I suggest my next move is to ask Dunk at the Legless Frogs if he can help me with a ballpark figure. He is a hugely qualified fire health and safety professional. Whilst I was keen to get a discount with the company in Oxfordshire, we don’t actually need any fire equipment for the rest of the year and, with the clear out of Ruskington, it’s extra stuff we don’t need to move.
Vanessa
3.2 Secretary
3.2.1 2025 Election process
The list of vacancies appeared in May’s 2CVGB News, with a deadline of 31st May for nominations. I’ve received:
Chair Steve Page and John Mellor. Both have sent a manifesto-type statement which will appear in next month’s magazine.
Web Jonathan Stuart
Secretary James Duffell
Editor Tim Sidaway
Local Groups Liz Rogers
Comms Chris Farnham
SPOG No nominations received
Advertising No nominations received
Non-committee posts
Club shop Jean Sowley
Registrars:
Van Mike Good
Swinging 60s No nominations received
Ami No nominations received
Voting will be open until 31st July. I’ll be in Slovenia then, but hope to have the results to Tim before the deadline for September’s 2CVGB News.
Update on action points from last meeting
3.2.2 National camp briefing document
I’ve received a few comments. If anyone else has anything to add, could you please send them to me. Once I’ve had a few more comments, I’ll re-circulate the document. Additionally, the members’ survey may throw up things that need to be included.
I suspect it could be quite a while (if ever!) before we have consensus on some points.
3.2.3 SPOG
I am making slow progress with this. Bean recently provided me with some paperwork, including minutes of a meeting held in September 2022. The minutes highlighted that much of what we’re talking about now was discussed then, with a number of action points arising. Regrettably it seems that very few of the action points have been progressed. I have uploaded the documents to a SPOG folder in Google Drive for anyone who wants to have a look.
It has also become clear that there is no central record of the manufacturers who produce SPOG items. The only person who knows is David Eden. I have written to him to ask for the information so it can be stored centrally and accessible to committee members.
James
3.3 Treasurer
3.3.1. 2CVGB Headline financial position
The overall balance across all 2CVGB accounts stands at£140,890.96 as at 30th May 2025, an increase from the last reported balance of £130,963.24.
However, this does not yet include payment for the container to store items from Ruskington (£9,252.00 including VAT); nor does it include July’s magazine payments to BCQ Solutions (£5,964.60 including VAT) and the July Ruskington rent to Carter Towler (£704.99 including VAT), all of which are payable early June.
After taking these payments into account, the club balance is £125,035.37; i.e. the downward trend continues.
Given these large amounts that will be due shortly, I have closed our 32-day notice interest earning account to free up funds so the club can retain the financial flexibility required to be able to manage significant value short notice payments.
On a more positive note, the club has funded the Registers’ Day Site (@ £2,000.00) as well as several costs associated with the recent National (including refundable costs) and I am hopeful that these can be reimbursed, dependent on the (financial) success of these events. Additionally, the strategy behind the container purchase will allow us to vacate the Ruskington premises and so avoid the associated rental and other costs after November.
3.3.2. Container Purchase / Delivery (for 2CVGB spare parts)
The club has paid Adaptainer Ltd for a 40’ high cube new build container in green with waist height locking bars,
XL vents and fitted lockboxes, shipped once ex China. Cost breakdown below:
Container £3,325.00
Insulation £3,850.00
Padlock £55.00
Delivery £480.00
Total (net of VAT) £7,710.00
VAT £1,542.00
Total (including VAT) £9,252.00
Delivery arrangements to Chris Farnham’s premises is to be finalised but will be between 15th June and 30th June.
Once delivered it will enable us to move the second-hand parts from Ruskington in July / August.
Additionally, it is planned to rent a container near Ruskington to house non-second-hand parts due to logistical and space considerations.
In my last report I put some suggested deadline dates – which I monitor against below:
‘By mid-June – What is planned to be kept and what to be disposed of should be recorded / located. This should inform a decision on the space required for items to be retained.‘
Currently: effectively this will be done as part of the move.
‘Between mid-June and mid-August latest – make the decision based on quantity of items remaining to relocate or not. Any relocation needs to be organised (location, size, cost, transport of items).’
Currently: decision has been partially made, with a 40’ container purchased; obtaining the use of a rental container to be progressed.
By mid-August (latest) – inform Carter Towler of our decision to renew / not renew / downsize.
By November – organise the relocation (if going ahead).
3.3.3. Insurance
I have arranged that our 2CVGB (non-SPOG) insurance will be renewed with Kingfisher Insurance from 19th June, after agreement with the Directors. Currently our insurance is with Wrightsure, however the insurance relationship with Kingfisher seems a better fit as it is the parent company of Peter James; in addition, Kingfisher provides insurance tailored for classic car clubs. Finally, although there are a small number of clarifications still to be finalised, Kingfisher’s insurance quote is materially lower than that of Wrightsure.
3.3.4. Magazine Costs
As you are all aware our magazine costs continue to rise. To demonstrate this continued increase I have undertaken an exercise to tabulate for the last 2 years each element of costs paid to our magazine producer and distributor, BCQ Solutions, and display the costs graphically below. You will see that every quarter (bar the earliest) has resulted in our overall costs increasing, the most significant element of this being our postage. It also highlights that BCQ’s non-postage related costs have not changed significantly.
Table 1 – Magazine Costs Quarterly Breakdown from June 2023
| Jun-23 | Sep-23 | Dec-23 | Mar-24 | Jun-24 | Sep-24 | Dec-24 | Mar-25 | Jun-25 | |
| Membership cards | £117.60 | £117.60 | £114.00 | £118.80 | £116.40 | £114.00 | £108.00 | £122.40 | £114.00 |
| Direct Debit Letters | £108.00 | £103.20 | £96.00 | £122.40 | £114.00 | £114.00 | £114.00 | £136.80 | £116.40 |
| Renewals Letters | £128.40 | £121.20 | £117.60 | £120.00 | £114.00 | £108.00 | £114.00 | £121.20 | £109.20 |
| Magazine Production | £1,615.00 | £1,406.00 | £1,386.00 | £1,386.00 | £1,386.00 | £1,386.00 | £1,386.00 | £1,386.00 | £1,473.00 |
| Fulfilment | £1,257.60 | £1,254.00 | £1,264.80 | £1,263.60 | £1,278.00 | £1,287.60 | £1,287.60 | £1,293.60 | £1,356.00 |
| Postage | £1,627.20 | £1,641.60 | £1,842.00 | £1,977.60 | £1,995.60 | £2,294.40 | £2,318.40 | £2,516.40 | £2,796.00 |
| Total | £4,853.80 | £4,643.60 | £4,820.40 | £4,988.40 | £5,004.00 | £5,304.00 | £5,328.00 | £5,576.40 | £5,964.60 |
I have also carried out an analysis of our different elements of our payments to BCQ Solutions, by breaking down the various cost categories, to show the costs associated with getting each 2CVGB club member’s magazine through their letterbox. I have used the last 12 months of data (July 2024 – June 2025), which I set out in the following Table 2.
The key takeaways from this are:
• We have paid BCQ Solutions £66,127.80 over the last 12 months. This mainly comprises £29,174.40 (44.1%) for postage, £16,719.00 (25.3%) for production and £16,064.40 (24.3%) for fulfilment (or addressing and filling envelopes for distribution).
• Each magazine costs us £2.35 to produce and deliver to each 2CVGB member on average; of which £1.12 is postage, £0.62 is fulfilment and £0.61 is magazine production. In other words, the delivery process (the fulfilment and postage) is £1.74 (74.0%) of the total cost to get the monthly magazine to our members.
• Our other expenditure relating to Membership cards, Renewals and Direct Debit letters totals £4,170.00
(6.3%).
Table 2 – Magazine Cost Totals 12 months from July 24 to June 25
| ACTIVITY | TOTAL COST | TOTAL ITEMS | COST/ITEM |
| Postage | £29,174.40 | 26118 | £1.12 |
| Magazine Production | £16,719.00 | 27600 | £0.61 |
| Fulfilment | £16,064.40 | 26118 | £0.62 |
| Direct Debit Letters | £1,412.40 | 1173 | £1.20 |
| Membership cards | £1,389.60 | 1173 | £1.18 |
| Renewals Letters | £1,368.00 | 862 | £1.59 |
| Total | £66,127.80 |
3.3.5. Advertising
I have – more or less – completed the latest round of invoicing our 6-monthly quarter page magazine advertisers using the new procedure where 20% is given for prompt payment. Unfortunately, this approach has not really worked; the same organisations continue to pay promptly, and the same organisations do not, and, as a result, require chasing by email and / or phone call.
Unfortunately, there is an additional issue which I did not anticipate. I have recently purchased items from ECAS and have been charged the member discount price. Even though they did not pay for this ad space until over 45 days after the invoice was sent out (discount is given for payment within 30 days) I feel under (self-imposed) pressure into giving them the discount anyway.
This is not something that needs to be resolved straight away given this activity is undertaken 6-monthly; however, your thoughts would be appreciated.
3.3.6. Updating Lloyds Bank BACS Contacts
Now the named signatories have been changed, I continue to push to change the list of BACS contacts that Lloyd’s
have should the BACS entries (monthly membership payments) be flagged as potential duplicates, which happens
regularly. At the moment should Lloyds need to contact 2CVGB about this they still are using a (significantly)
outdated list of names.
3.3.7. 2CVGB Club Reconciliation between 1st March and 30th May 2025
Below I summarise the 2CVGB club bank balances and entries between 1st March and 30th May 2025. Please also see spreadsheet ‘2CVGB_Financial_Position_2025-6_Q1_to_30th_May_2025_FINAL.xls’.
Current Account
The opening balance, as at 1st March 2025 was £12,148.31. Regular monthly costs for the period were £28,812.79 (including 3 months’ worth of magazine costs at £19,490.80), and ‘other costs’ at £2,346.83 included our annual membership of the FBHVC at £998.28 and the First Aid course run just prior to the National, costing £1,276.55.
Our website and IT costs at £3,427.39 included a payment to Wire Wheels Webbers of £1,054.55 for Crossmember yearly maintenance costs. Within ‘one-off costs’ at £4,365.09 is £1,884.59 which covers the costs associated with the NEC March 2025 event.
Income for the period totals £36,035.74. As usual this comprises mainly memberships at £29,792.29, commissions from Peter James at £1,500, Footman James at £518.13 and VAT refund of £2,349.20. Income from quarter page magazine adverts is £933.12; with all advertisers now paid up-to-date. (Albeit one pays using a slightly different timing so payment from them is not yet due)
The closing balance as at 15th March 2025 is £20,006.17(= opening balance less costs plus income plus ((yet) another) £5,000.00 transferred from the business ‘instant account’ set out below).
Interest Earning Accounts
Details set out below:
• 15 Month Deposit Account at 5% fixed interest: The balance remains at £80,000.00 Interest of £4,952.35
is payable at maturity on 4th September 2025 (figure taken from Lloyd’s documentation).
• 95 Day Deposit Account at 3.46% variable interest: Opening balance at 1st March 2025 was £20,549.82.
Closing balance at 30th May is £20,664.10.The only entries have been interest, payable daily, totalling £114.28. The interest rate on this account will reduce yet again from 3.46% to 3.01% on 5th June 2025.
• 32 Day Deposit Account at 2.15% variable interest: Opening balance at 1st March 2025 was £16,900.43.
The only entries have been interest at £89.92, giving a closing balance of£16,990.35. I have given Lloyds an instruction to close this account; funds will be ready on 29th June.
• Instant Access Account at 1.0% variable interest: Opening balance at 1st March 2025 was £8,214.93.
There is a transfer of £5,000.00 out to the current account on 11th April 2025. Interest earned is £15.41, giving a closing balance of £3,230.34.
Reconciliation to Accounting Software / Bernard Rogers Documentation
The club’s bank accounts and the IRIS ‘Kashflow’ Accounting Software used to report the club’s financial position to HMRC via our accountants Bernard Rogers are fully aligned up to 30th May 2025.
As the financial year 2024/5 is now complete a key task for me is to send over to Bernard Rogers all our bank statements plus supporting documentation to these statements to allow them to complete 2CVGB’s annual financial statements for approval and submission to HMRC.
John
3.4 MemSec
3.4.1 Memberships:
- At 5.6.25 we have 2159 memberships, up 34 from 5.6.25
- UK Membership 2116
- EU Membership 28
- WW Membership 19
3.4.2 Missing mags
All good, only one or two per month if that
3.4.3 Local Organisers (groups) on Crossmember
This has now all been set up; I just need to speak to Brian at Crossmember regarding the report they will receive as I may have to manipulate this myself as it could hold too much information that we don’t want them to have.
Still waiting for some groups to come back with bits, but virtually all done.
This is still to be done due to my 5 week holiday but will be done before the next meeting.
Colette
3.5 Editor
No report received.
3.6 Liaison Officer
3.6.1 DVLA Up and running at last I have done a couple of certificates now, have had one chap decide after much research that he didn’t want to pay and would go elsewhere as the evidence available didn’t give him the date he wanted and again a further 2 turned away as the info just isn’t there for the later cars, as I have said previously this sadly shines a light on what a missed opportunity we have with our own registers. That in mind I have written to the Old Goat to see if we can find a way to make use of the info he holds!
Onwards and Upwards!!
3.6.2 FBHVC
Finally, The Federations “National Historic Vehicle Survey 2025”
I have forwarded you all the latest Email from Mel Holley regarding the Federation’s Survey and their Thanks to both the club and the membership for participating, If there’s space for it in the Magazine that would be good if not, No real issue.
Think that’s all for Now.
Sean
3.7 Local Groups
No report received
3.8 Registers
No report received
3.9 Equipment
The main activity for me since the last committee meeting was the transport of Club equipment to and from the 2CVGB National, as well as assisting with the set-up and break-down at the event. This necessitated the hire of a van for the weekend at a cost of £280.00 including VAT for the van hire plus £100 including VAT for the fuel. I was also able to collect the remainder of the equipment that had been stored at Gary’s since last year’s Registers weekend, so it is all now back at Ruskington.
I have been putting equipment back in place since returning it to Ruskington, although I still have more tidying to do. One Sunday involved taking all of the party tent panels and making sure they were dried out, properly folded up and put away in a suitable place.
In the course of tidying up I noticed that the First Aid kits expire in July, so they will need to be replaced. I was asked to get the defibrillator to Nigel for him to take care of; this is still outstanding.
John has requested a valuation be done of the equipment for insurance purposes. This will be my next priority, and it will also serve as a list of available equipment.
Next major event for equipment will be Registers, which has been discussed with the organisers; requirements will be lower this year due to the infrastructure already on site. I have also had the usual request for flags to use at the British Motor Show, and arrangements have been made for their collection from the CCC Rally in July.
I would like to repeat a request I made in a previous report for Club promotional leaflets to be reprinted, as we are very low on stock. I don’t know who holds the template, and we may want to consider an updated version.
Mark
3.10 Communications
No report received.
3.11 Advertising The member who had requested to advertise two vans without identities and then failed to respond to my email about whether or not he was a trader, recently asked to advertise yet another vehicle. SoI asked him again by email if he was a trader, and he said that he wasn’t so his advert has gone into the classifieds free of charge. Thank you to everyone who advised/helped me out with this on the WhatsApp group as it was happening.
However, this does highlight the question of how we actually define who a trader is and whether or not we charge them for putting classified adverts in.
There was a decision years ago that traders (including accommodation adverts) and non-members all paid (currently £10) per advert in the magazine. Should this continue? If so the accommodation and non-member adverts are easy to sort out.
But traders? How do we define who/what that is please?
The original idea was to stop traders just filling the classifieds instead of taking out a paid for advert and also to alert members that they were actually buying from a trader rather than an individual. But it seems to just rely on honesty and also folk reading the info in the magazine.
What does everyone feel should be done going forwards please?
By the way, the info that has been printed on the classifieds/noticeboard pages in every issue of the magazine for several years but I am fairly sure most people don’t read that given that most advertising requests arrive minus any membership number and go well over 50 words.
Can this please be defined/changed/updated or whatever? Then a new piece written for the magazine that will let members know what to do.
Other than that, it’s all going along fairly smoothly.
Dot
3.12 NEC Shows
For the NEC I have two Dollys confirmed and two possible. I have booked four hotel rooms.
The container has been ordered. We can start planning the move.
Carl
3.13 Risk & Compliance
No report received
3.14 2025 National
No report received
3.15 Web
Very little to report.
I have set Chris Maxfield up as a Store manager on the Event website. This means that he can confirm the booking. He has confirmed all the bookings that have come in but it doesn’t look like he has sent any tickets out yet – not sure why as it’s only the press of a button.
I am concerned that this gives Chris access to historical ticket purchases which may not be okay from a GDPR perspective. The options are to remove Chris’ access or to delete the historical data. (It does give us cumulative and average spend data for each member though which may be useful- this would be deleted if we delete the historical records). Please let me know what you want to do.
I haven’t done any development work as I am waiting to see what the membership said they wanted on the website from the recent survey.
I have had two people contact me regarding taking over the webmaster role. I believe that one of them has put themselves forward.
I am concerned that I did not see any action as a result of the Online Safety Act coming into force. As far as I am concerned it applies to us because we have an online Forum and we should have as a very minimum a risk assessment to comply with the act.
Dave
3.16 Club shop
The club shop attended the national meeting and cleared some old stock as well as promoted the online shop.
There have been some sales following the National and all the monies have been sent to the treasurer.
Jean