The Hertfordshire Centre Caravan Club

The Hertfordshire Centre Caravan Club Minutes Of Committee Meeting

Tuesday 14th February 2017 Venue The Civic Centre, Welwyn Time 7:30 PM

Position Attendees Chairman: Sean Littlechild SL Vice Chairman: Colin Brockwell CB Rally Secretary Sandie Evans SE Treasurer: Vanessa Cannon VC Secretary: Michael Keenan MK Rally Equipment: Gordon Pearcy GP Audio Equipment Colin Brockwell CB Attendance Officer: Jenny Vardon JV Social Secretary: Jenny Vardon JV Catering Officer: Billy Furlong BF Apologies

MINUTES OF THE PREVIOUS MEETING Position Name Init Signatures ial Proposed Rally Secretary Sandie Evans SE Seconded Vice Chairman: Colin Brockwell CB

of 17 The Hertfordshire Centre Caravan Club Minutes Of Committee Meeting

Agenda

Matters Arising

SE Facebook all ok with the Caravan Club and they are happy that we will be monitoring it from the committee Colin is has the register and that he will look after the applications to join

BF Business Cards what is happening with the Business cards for the Committee who have contact with the professional suppliers and entertainers and land owners who book Rally fields from

The letter we sent to Geoff And Maragret was agreed that everybody was happy with the content as they had input into the final draft We have not had any negative response from Geoff Taylor The committee were very happy that we have clearly defined our policy on Sponsorship

CHAIRMAN’S REPORT : Sean SL

Nothing to report only that the Winter Walk went well with the Food and drink at The Bakers Arms was a great meal but the Price of wine was on the expensive side

VICE CHAIRMAN Colin CB

Valentines with North London ,Beds and Bucks The hall looked very nice with Hearts all over the place and a sticker board for love notes Hunters Chicken with Veg was also served as our meal and for sweet it was cheese Cake

On a lesser note there was no rally signs to the school when we Parked up there was no information to where to go for the evening and the time

If I know Sandie it will be better next year

Just a line about Easter 35 Vans so Far

TREASURER’S REPORT Vanessa VC

The Centre Bank Account stood at £4,347 at the beginning of February this year, at the end of February was £7,489. At the moment there are a lot of deposits or full payments for rallies going into the account for this year, with much less money being spent as of course we are yet to start our rally programme. Advertising income is beginning to come in with 6 out of the 17 businesses having paid their invoices.

The end of year accounts for last year have been completed and are at the accountants. I have been notified that the accountants have done their bit and I will be collecting the files next week. So they will be ready to be signed off at the next committee meeting.

At next months committee meeting I will go through them in detail. I will say at this point though that it would seem that our expenditure outstripped our income by about £2,000 which is not as bad as I had feared. All in all though, I feel we can be optimistic for the future with this years financial plans put in place.

Another matter to be dealt with in relation to the centre bank

account. I propose that Teresa Moss be removed as authorised signatory and Michael Keenan as our secretary be nominated as a new signatory.

Secretary Report Michael MK

The Caravan Club ledger is sent to me once a month as a full list which represents the members that have registered, or renewed and are still within the end date stated on the register However they could have had a change of data which is either telephone number or address change and then come back on a new addition As I did not know what the Clubs abbreviations actually mean I contacted Rebecca Newman Executive Secretary and she supplied the following chart which details the Abbreviations And what they represent You would of thought that NEW would state a New Member but how wrong you can be

Anyway taking all that in and at a loss to who was sent Rally books at the end of December I have with the help of Sandie compiled a register of Members and marked who has had a book in the general issue and anyone who I found on the list but without a label I have recorded that they did not receive a rally book. So I have sent them a PDF which I have produced from data given by Sandie and asked them if they would like to have a hard copy they should email me and then the book will be sent

Colin has requested that I send him the members list which I have done and included the Weekly Centre report from EGH Colin after being the choice of a weekly report or access to the live members list Colin has opted for the live list which will be available on a Dropbox Link (Michael Keenan Private Internet

Folder) At this point I would like to address a query that Sean and Sandie mentioned to me about the availability of the CC Box procedure. On the 9th November I wrote to the Executive Secretary Rebecca Newman with the following question

MVK/CC/001 9.11.16 Dear Rebecca

I would like to ask you to send an Invitation to our Chairman to access the Box after I showed the capabilities available he insisted on me making the system available to him I can advise them of the original password

Sean Littlechild Email [email protected] Tel 01767261449 Mobile 07956976225

Also could you please send the same invitation to our Rally Secretary

Sandie Evans Email [email protected] Tel 01767640263

Mobile 07887541762

However rather than use the invitation I have it would be correct for them to receive an invitation from the Club

Please confirm by return that you will able to make the invitation?

Thanks and best regards

Michael Keenan Hon Secretary Hertfordshire Centre 9.11.16

Dear Michael

Thank you for your email.

The purpose behind the introduction of Box™ to our Centres was so the Centre Secretaries could have access, and if needed, they could provide any further information to the Committee.

The Club faces many data security parameters that must be adhered

to. The biggest issue The Club has to contend with is the flow of personal data to the Centres, and we need to comply to the GDPR (General Data Protection Regulation). This is why Box™ has been introduced. A Centre Secretary can now gain access to the data via a secure cloud service, and we are not sending out personal data in the post or by email.

I am unable to send further invites out to the Committee. If you require any further help, please do get in touch.

Kind regards,

Rebecca

Rebecca Newman Divisions, Regions and Centres Secretary THE CARAVAN CLUB East Grinstead House, East Grinstead. RH19 1UA +44 (0)1342 336707 www.caravanclub.co.uk 9.11.16 Dear Rebecca

Our Ref MVK/CC/002

I understand your point however is it correct for me to pass the information onto the Committee and Chairman by zip file as the only file that comes under the Data protection is the information document dated the 3.11.16 all other files are

Centre Letters and regulations and do not carry names and addresses ?

Sorry to be a pain but all committee members should know and abide by the Club Regulations

Look forward to your earliest reply

Best Regards

Michael Keenan Hon Secretary Hertfordshire Centre

“Dear Michael

Please do pass on the necessary documents to the Committee.

It appears the best way to forward a PDF from Box is to first download it to your own desktop. It can then be attached to an email.

Many thanks

Kind regards,

Rebecca

Rebecca Newman Divisions, Regions and Centres Secretary THE CARAVAN CLUB East Grinstead House, East Grinstead. RH19 1UA +44 (0)1342 336707 www.caravanclub.co.uk

See More from Michael Victor Keenan

Finally I can advise you that we have had 42 Rally books from other centres as per the attached and you will note that 29 are hard copy and 10 are PDF which is 3:1 in favour of the Booklet

Rally Book Receipts 2017

Centre Date Book PDF Hon Secretary Rally Secretary Email Address Telephone Mobile 1 Avon Centre 30/11/2016 Yes Mrs Janet Trott [email protected] 01454414241 2 East Sussex Centre 02/12/2016 Yes Mrs Carole Warren [email protected] 01424718584 07967838194 3 Lincolnshire Centre 16/12/2016 Yes Mrs Emma Farman [email protected] 4 West Surrey Centre 16/12/2016 Yes Mr Roger Tupper [email protected] 01252871573 07837115308 5 Suffolk Centre 17/12/2016 Yes Mrs Diane Preston [email protected] 01473717390 6 East Dorset 23/12/2016 Yes Mr Peter jenkins [email protected] 07749813373 7 Upper Thames Centre 04/01/2017 Yes Mrs Sheila Robbins [email protected] 01295262940 8 East Kent Centre 06/01/2017 Yes Mr Bob Watt [email protected] 01227364915 9 Irish Division 03/01/2017 Yes Mrs Dawn Kelly [email protected] 02890702965 10 Herefordshire Centre 03/01/2017 Yes MRs Janet Parbutt [email protected] 0156266939 11 South Essex Centre 03/01/2017 Yes Mr Phil Goldspink [email protected] 01268570366 07711706818 12 Yorkshire Dales 06/01/2017 PDF Mr Stuart Stephenson [email protected] 07976512704 13 North Essex Centre 03/01/2017 PDF Mrs Joy Threadgold [email protected] 01798 558462 07711874275 14 East Hampshire Centre 23/12/2016 PDF Mr Peter Squires [email protected] 01252 690082 15 Gloucestershire Centre 09/01/2017 yes Mr Graham Bevan [email protected] 01594823853 07790699582 16 Buckinghamshire Centre 10/01/2017 Yes Mrs Kerrie Kew [email protected] 01494 712285 07766652975 17 East Yorkshire Centre 11/01/2017 yes Mrs Jane Marchant [email protected] 01482 864323 07970119789 18 Norfolk Centre 11/01/2017 yes Mr Chris Wright [email protected] 01263 821754 07552234654 19 South Yorkshire Centre 11/01/2017 yes Mrs Claire Burgess [email protected] 07799355060 20 South Staffordshire Centre 12/01/2017 yes Mrs Jill Davies [email protected] 0182765529 07890561030 21 West Hampshire Centre 14/01/2017 PDF Mrs Caroline Harvey [email protected] 02380 601469 07741450412 22 West Kent Centre 18/01/2017 yes Mr Frank Forman [email protected] 01795 474508 07794 887403 23 Middlesex Centre 18/01/2017 yes Mrs Anne Moss [email protected] 01895 263669 24 West Sussex Centre 18/01/2017 PDF Mr Nick Harris [email protected] 01243 606564 25 Isle of Wight 18/01/2017 PDF MR David Lumley [email protected] 01983 741384 26 Cumbria Centre 18/01/2017 PDF Mrs Sheila Jackson [email protected] 01229 822360 07821 687905 27 Midland Centre 19/01/2017 yes Mrs Gill Preston [email protected] 07531 121024 28 Mid West Yorkshire 20/01/2017 Yes Mr Richard Hearne [email protected] 01709518531 29 Gwent Centre 20/01/2017 yes Mrs Bel Smith [email protected] 01495 750761 07759 989125 30 Northumberland Centre 21/01/2017 yes Mrs Barbara Oxberry [email protected] 07443 612086 31 Leicestershire Centre 21/01/2017 yes Mrs Jessica Browne [email protected] 07508 317488 32 Yorkshire Pennine Centre 24/01/2017 PDF Mrs Elizabeth Pagdin [email protected] 01924 279528 07799417112 33 Shropshire Centre 25/01/2017 yes Mrs Michelle Lloyd [email protected] 01952 820586 34 Somerset Centre 26/01/2017 yes Mrs Pam Hartland [email protected] 01458 445048 07856 197203 35 Nottingham Centre 29/01/2017 PDF Mrs Tracy Orchard [email protected] 07788243376 36 Devon & Cornwall Centre 02/02/2017 Yes Mrs Euphine Bromell [email protected] 01288 341001 37 Worcestershire Centre 03/02/2017 Yes Mr David Hall [email protected] 01527 275532 38 Berkshire Centre 10/02/2017 yes Mrs Lyn Dopson [email protected] 07739 899 234 39 Northamptonshire & Rutland 13/02/2017 yes Mr Duncan Mitchell ( Chairman) Mr Alex Law [email protected] 01606 414641 40 Wiltshire Centre 13/02/2017 yes Mr Nigel Riley [email protected] 01793 850117 07917 831338 41 Canolfan Dyfed Centre 13/02/2017 yes Mrs Helen Lewis [email protected] 01792 700945 07811 447361 42 South Glamorgan Centre 12/02/2017 PDF Mrs Cheryle Cawley [email protected] 07917 410057

Just a quick report about the South Coast rally where we have 14 bookings so far and we are looking to increase that number over the next few weeks

Rally Secretary Report Sandie Evans

Programme 2017

Good weekend with North London, need to send a thank you letter from the Centre We have 27 interested bookings for next year.

Cardington in March needs pushing as only 6 booked at the moment and the Village hall is booked as well

Thriplow2017 Three non – centre members are booked now

Truckfest 2017 I have 62 bookings in , and a new quote for the electrics

Sywell 2017 We have 4 bookings in so far

Programme 2018

Blue Nosh Bash. What do you think of the idea of a winter walk including a Blue Nosh lunch, as we have the Valentines invite shortly after. Sean that this is a good idea and we should go along this path

Valentine’s rally is booked at Chancellors School with the Silhouettes entertaining us on the Saturday evening

Easter is booked now at Petruth Paddocks in Cheddar and at the weekend North London asked for an invite to this. There is enough space and there is a local hall

Sean stated that this is the only way that these centres are going to survive in the future so this has been agreed

Cabaret Weekend I have asked the Bucks Centre if they want to take on the Cabaret weekend as an invite for 2018, as the idea of the Valentine’s working and there would be a safety net for the costs And we have the 60th in the same year There are 6 on Cardington Rally Anyone thought of a holiday rally since last month.

Cakes and Ale was suggested and Sandie said she would check it out and find out what the deals could be

Also do we want to book the Shed in Kings Lynn. Jenny said that we certainly would like to have this next year For next year Thursday 10th to 20th May

MK suggested if we want to send this out as a email to advertise the forthcoming rallies and promote the monthly update but we should not put the names on the email so the personal data is not

published

So we will give it a try up to the end of march

ANY OTHER BUSINESS

Colin Brockwell

The Gazebos Colin will go to Reading and check out the quality of the size is stated as 6 by 3 metres

Pop up are available as pop up party tent and about £350 each

We require two of these

Jenny Vardon

The Football ticket went down very good it might get difficult o sell 40 teams but we could get a smaller one as 30 teams to sell Suzanne won twenty pounds and twenty for the club funds

Sandie Evans

Regional Meeting – Not much came of the meeting.

Dorothy Hankin We need to sort out a gift from the Centre – Vase engraved from

us.she will be 80th Birthday on Friday

The Stag what is the situation regarding the stag please.

Gordon Pearcy

In the rally kits I have found that there are some parts Are missing manhole lifting handles 2015 3 T Handles now we have not had enough small lifters two pairs of lifters for rally kits 1 and 2

Can I buy 2 pairs small lifters and 2 T lifters Handles it was agreed and authorised 4 Lamps with gas containers drinking Water Signs and replaced them from the stores Blackboards have been repainted with Blackboard paint and are in good condition

Billy Furlong The Burners are all sorted out and ready for use

Meeting closed Time 10:00 PM Position Signed

Chairman