The meeting was opened at 6.50 pm by the Chairman with 10 members present and 2 apologies.

1.

Minutes of the Last Meeting

The Minutes of Committee meeting No 40 and 41 were accepted as a true record and signed by the Chairman. 

2.

Matters arising from the Minutes

(a) 

Item 3(a) - Bookings for the dinner dance closing this weekend - 47 people booked.

(b)

 Item 3(b) - 3 quotes received for producing 2012 Rally Programme.  Left with Rally officer to finalise.

(c)

Item 5a - A notice board had now been purchased.

(d)

Item 5d - New signs put into use at the AGM.

(e)

Item 4 - Supplement to CFG signed by Officers and forwarded with AGM papers, to Head Office.  All Committee minutes will now be put on the notice board and SWWG website as agreed by membership.

(f)

Item 6a - It is proposed to run a Charity Rally during 2012.  Members would be needed to run stalls, e.g. cake & tea stalls, tombola, bottle stall, name the teddy, etc.  This item tabled, for further discussion, at the next meeting.

(g)

Item 6b - As a new mobile phone is being sourced, it was requested that the current one be returned to the donor.

(h)

Item 6c  - As discussed at Meeting 40, Hosts to be asked to check any edible items donated for raffles etc are well within ‘use by dates’.

(i)

Item 6d - As discussed at  Meeting 40, it was felt members could advise Rally Hosts of telephone numbers & location of medication for emergencies if they wished.

(j)

The Secretary had written to Mandy (COM) regarding Kelso Café but no response had yet been received.

(k)

It was agreed to continue the Chairman’s Raffle as at present, for the time being.

3.

Final Comments on AGM weekend 2011
The 50p per person supplement per night will be taken off site fees as passed at Members’ meeting.  A member at AGM enquired how much the site was costing per night and was advised by the Rally Organiser.

4.

Correspondence
Correspondence issued and received since the last meeting covered the following topics:-  AGM buffet, spending suggestions, Kelso Café, National Rally 2012, new member welcome letters and e-mails to and from Head Office regarding AGM, formation of Group, Discussion paper for members’ meeting. Where necessary it was read out to Committee and discussed.

5.

Any Other Business

(a)

A discussion paper concerning possible marquee purchase,  rejected at 2010’s members’ meeting, had been passed to LH by a Committee member who would not be at the AGM.  She approached HO to enquire whether this matter could again be put to the members and HO response  was that, if this matter was to be raised again, it must come from the membership - not Committee. On return from holiday, the  Committee member approached MCC Chairman who, unaware of the circumstances, said he would enquire and report back to him.  It would seem the reply received was different to that sent to SWWG by the Club Secretary.  Size of  marquee in question, is about 10ft2.

(b)

Over-catering at AGM due to members booking in and then not turning up, without cancelling, was not a problem this year as there was very little waste and only a handful of ‘booked in’ members had failed to turn up without  cancelling.

(c)

There was a feeling that the Club had lost its ‘fun’ and Committee members were often too pre-occupied with things, resulting in bickering amongst members and it was agreed  we should all try to be more tolerant.

(d)

It was felt by some members that the Chairman was not mingling at rallies but he replied that he walks around every rally he attends , socialising with everyone.

(e)

After the AGM & Members’ Meeting all Committee names were removed from the rally board. Although this was left available for the rest of the weekend, no names were forthcoming for any Bank Holidays so the Committee took up these rallies which the membership apparently did not want to host! It was agreed the Chairman would write something for the website regarding the 2012 Rally Programme.  There is a meeting in Porthcawl in 2 weeks regarding the future of the Soccer Pitch next to Rest Bay where a Bank Holiday rally has been booked for May 2012.

(f)

The Committee will look into the possibility of holding informal gatherings for members to “air their views”.  Although twice a year was suggested, it was felt that smaller more frequent, meetings might be better.

(g)

Having just returned from holidaying abroad, a committee member suggested that we could perhaps purchase some continental guides to Aires, Passions, etc for loan to members visiting the continents. It was thought that ‘free loan’ would only work if a deposit for the cost of the book/s was taken which would be refundable on return of the books.  It was agreed to investigate the ‘pros and cons’ of using these books as it was thought that, although the books were obtained on joining the different schemes, they may only be available to a named member.

(h)

It was felt that COM should have approached SWWG as Host Group regarding the Hall Working Party and wondered if they required details of local bus/coach companies.  One of our members is a coach firm proprietor, who always give us excellent service.  The Committee also understood that all Stewards would have to pay the rally fee for the National so were concerned that a member who had been approached to help on the hall working party had been informed that he would get his rally fee refunded.  They also felt our Group could have had some input into the Homecraft Competition, but were not asked.  The Secretary to write to the Chairman of the National Rally.

(i)

A £10 deposit is required for the New Year Rally, which has a Medieval theme.  The cut off date for bookings will be the Christmas party and if sufficient bookings have not been made the rally will be cancelled.

(j)

It was agreed the Chairman would talk to the Insignia Officer regarding ideas for the future etc.

(k)

Some people actually walked out of the AGM because they could not hear what was going on.  New microphones are needed as, although our equipment has been updated, the microphones are not strong enough for it.  The Secretary suggested that ‘headband’ style microphones might be better.  

(l)

It was agreed that those travelling for Committee meetings outside of rallies should be reimbursed their expenses.

(m)

A non-notified item was raised for tabling at the next meeting regarding  “The feasibility of splitting the Group into 2 Groups”.

6.

Date And Venue Of The Next Committee Meeting

The next Committee meeting was arranged for  Sunday 22 January 2012 at St Clears School,  following coffee morning. The Chairman thanked members for attending and closed the Committee meeting at 9.00 pm.