North East England – Committee  and lead members November 26th 2023. Bruce Gardens

In attendance: M Lamb, D Tate, C Bell, G Haswell, G Henderson, M Loftus

 Apologies: Ged, Neil, Iain, Keith, Dave Harding

Agenda … 

Membership  Continues to grow steadily

Committee and Organisation

 – capacity and fitness for purpose – looking back at 2023 and forward to 2024 calendar. 

2023 was busiest yet with new activities added. 2024 to be more so with addition of summer tour in June

With the annual general meeting coming up, Roles and responsibilities were discussed – below is a reminder of the structure of our branch:

 Mandatory positions:

  • Chairman, Ensure compliance with club rules, lead direction of branch through liaison with TOMCC and committee. Organise AGM and regular meetings
  • Memberships, keep track of incoming and outgoing members. Provide welcome and support re timing of meetings, signposting to website and other coms. Involved in marketing of branch
  • Treasurer. Working with committee to ensure compliance with financial regs, monitoring account incomings , outgoings and balances. Ensure account is secure yet accessible for ease of transactions. 

Essential supporting positions:

  • General Secretary:  Support to mandatory roles, part of executive committee. Account signatory. Liaison with Triumph. Take and publish notes of meetings and articles for Nacelle, website and social media involving working closely with Webmaster.
  • Webmaster – member of executive committee. Responsible for managing website content and the posting of approved articles on various platforms – work closely with General Secretary and other committee members.
  • Events co-ordination – in agreement with Committee, putting the calendar together and ensuring each event has resource to enable it to happen effectively without too much onus on an individual. Ref to Geds proposal. 
  • Ride coordination linked to events – making sure that each ride is effectively planned, communicated, led and tailed with safety a prime consideration
  • Other – eg Tours and major events – whole committee participation. Marketing ?  Badges,flags, cups etc do we want a dedicated position?
  • Everyone involved in organising any gatherings is responsible for health and safety issues. The club must be contacted with regard to insurance for any rallies / one off events ( via chairman)

AGM – Venue, Date, Time /   Tuesday January 16th  7pm, Jubilee – AV to be tested prior to meeting – M Lamb

Nominations for any of the above positions before Christmas to   Memberships Secretary, Dave Tate. This includes confirmation from existing members of committee that they are willing to continue. 

A vacancy now exists for the position of General Secretary. This role could potentially be amalgamated with the webmaster role into a new position of Branch communications. Interest in either is welcomed.

Progress was made to enable authorities and signatories on the branch bank account. Mandate to be circulated by original account members, ML,GH,CB and DT to return to Lloyds in order to secure transactions. This will be in place until position of Treasurer for 2024 is confirmed at AGM

Discussion also took place in relation to main events:

 Proposed event calendar for 2024 requires some tweaks to meeting dates before publishing

DGR / DAPPER SOCIAL  – this will remain on the calendar as an event that we will support via willing volunteers from membership and a charitable donation. It was confirmed that insurance for the DGR is an individuals responsibility and that for the Dapper Social / after ride gathering was responsibility of the organisers apart from anything required for our branch display /gazebo.

TOMCC 75th Anniversary SHELSLEY WALSH- same date as DGR 18th / 19th May. All branches of TOMCC encouraged to attend. Mark Lamb and James Lynch going – 0ther members asked to confirm – free camping on site tickets £35 pp to be confirmed asap

MASHAM July 13th /14th any one else wishing to go should confirm with Ged Tellwright

SUMMER TOUR – Southern IRELAND D Tate to get proposal from self guided tour contact in Ireland – mid June 2024 and circulate options

SUMMER CAMP – August bank hol weekend – Clennell Hall – room booking deposits needed now – contact Dee at Clennell Hall direct 07434867939

Any changes to event details or timing must be communicated to Events co-ordinator, ride co-ordinator, webmaster who should also then inform other committee members. 

Concerns were raised about the Jubilee as our meeting venue: Availability of the room and loose surface of the car park being among the issues. Members requested to suggest alternatives which have good access, room for up to 30 people to meet, fringes of conurbation within 5 miles of Newcastle. Benwell Hill Cricket Ground, The station at Killingworth, other clubs venues such as rugby or football grounds. Should serve food and drinks and have access to AV equipment as well as reasonably secure parking for motorcycles. All suggestions will be checked out by committee – please let Chairman, Mark Lamb know your thoughts –

Posted in Minutes and Notes, News.