Wensum Group committee minutes 11/12/2022

Happy Christmas and New Year from the Wensum Committee.

Minutes of the recent meeting from Mark are as below:

First New Committee meeting 11/12/2022

Thanks to Graham for allowing the meeting to be held at TMA

Apologies: Gerry Foulger

Attended :
Graham Andrews
John Elliot
Mark Winter
Anne Hill
Mike Salmon
Iain Fisher
Anne Norman
Richard Ireson
Tony Giles

Just recapping; the AGM Minutes were proof read and sent to TR register on the 20th Nov. Received conformation on the 30th Nov but not sent out as yet so we clearly need to be self sufficient.

Club constitution agreed as below
Wensum TR Group Committee Constitution
1. The Committee will ideally consist of at least 8 members, 10 people preferred, one of whom is elected to take on the role of Treasurer (this is needed as a formal record to notify the bank of any changes).
2. If a Chair is not elected the Committee must chose one member to act as Group Contact for the TR Register and others.
3. An AGM will be held each year or within 15 months of the previous one. All members (as listed by the TR Register) must receive notification of forthcoming AGMs / EGMs. To save money and extra work, those who are not willing to receive such notifications by email should notify the Committee so that other arrangements can be made.
4. The Committee will abide by the data protection act and all other legal requirements for such a committee.
5. Whilst members are free to organise their own private events and meetings, the Committee will highlight or sanction all official TR Wensum events showing where group members should be attending.
6. Only members and paid-up family members of the TR Register can be Wensum TR members and vote at AGMs/EGMs.

Ideas brought forward from the AGM by members
“Using email / Facebook / WhatsApp for messages”

This was discussed in great depth, Tony and Ann spent a great deal of time creating information relating to the groups participation in communication. (See attachments)
The Norfolk map with just stars shows the spread of known members as green and Committee members in red, those out to sea are based south of Suffolk and beyond.
The map with two circles show the catchment of the two monthly meetings. 71% of members are within approximately 1/2 an hour drive. It has been agreed that things stay as it has been; A meeting at the Bird in hand every second Monday of the month starting in January with Richard communicating with the pub to ensure clearer relations.
Whitwell will continue in the new year on the fourth Tuesday of the month which will be communicated by Iain through the WhatsAp platform.

Points raised at the AGM
“Issue of effective communication”;
(WhatsApp and Emails were expressed as preferences by the committee).

“Could we look at the amount of irrelevant communication on WhatsApp”;
(Identify method of communication to be addressed by Tony)

“To look at the communication needs,2 groups needed?;
(drop one group and also use email. Email communication from the TR Register for those not on WhatsApp, although communication returns are not possible)

It was decided that, as Committee members were not using Facebook, emails for monthly / bi-monthly information would be sent and all other information provided by WhatsApp
Tony has been made administrator on the “Wensum TR” WhatsApp and the TR drive out group would be disbanded once information has been transferred.
At present 46% of the membership are covered on the WhatsApp platform, 64% are able to be contacted by phone and 91% covered by email. This would be further investigated to check the TR Registers information is correct; chasing non members details and new and past members. (See communication details attached).

A survey of all group members will be posted out, as soon as the committee members agree a questionnaire.
This is to establish which members would like to be involved and what members like about the club and we can highlighting what they are missing.

Points raised at the AGM
Mark Talbot; “This is a time that all Committee members should work together for the benefit of the club” (which was clear in the meeting)
Iain Fisher; “Promoted the Daytime runs and expressed the need for the committee to organise events for the members to get the best out of the members cars”.(see below).

The map with 5 rings show the catchment of all members in Norfolk with five possible nights / meals out, trying to locate venues to ensure everyone would not have far to travel over the year to get involved. Anne Norman will organise this for 2023 and will communicate this to members.

6 shorter and 6 longer runs will be discussed for the new year and by the next Committee meeting decided upon, this is to give greater scope for all the members to drive longer and possibly stay over for different events.

National and international events will be identified to ensure the members are informed, these are advertised in the TR magazine for all.

Other points raised at the AGM
“Could we reconsider the date for the meetings as this clashes with the TSSC meetings”. (the TSSC meeting has been moved to a Thursday)
“How many clubs do we need to consider for the venue and dates”.( No other clubs unless highlighted).
“Data protection needs to be evaluated”.(the TR Register will be asked to identify what can be done at group level)

The committee will endorse a selection of events so the members know that there will be a good attendance.

Points raised at the AGM
The topics suggested by members that the new committee will need to decide for the future. These include:-
a. How many formal Committee meetings are required each year (next meeting 19th of Feb then 3 per year)
b. Monthly meetings – (as above)
c. Other meetings – when and where ( as above)
occasional Friday evening runs during summer months (as above)
d. Attendance at shows, other meetings/visits, road runs etc (as above)
e. Determine if there is interest in a Wensum Christmas dinner this year (completed)
f. Methods of communicating with members - use of WhatsApp, Texts etc.(as stated)
g. Conformity with the data protection act – ensure this is followed (all Committee members will sign the Data protection form and a members secretary will be assigned to keep this up to date)
h. survey of members’ views to be identified (questions to be collated and the sent out to all members to get there information views on participation and what they would like the club to do)

There are several Regalia items to be sold from the Wensum stock, such as Car badges and pins.

We will look to revive the TR Wensum annual book but this time on the website, information to be collected and then a small group will be formed to present this for reading in the winter months.

Meeting closed at 13:00
Next Committee meeting is to be held at the same venue on Feb 19th at 10:30