Vauxhall Bedford Opel Association
Minutes of meetings held on 3rd February 2008 commencing 11.00
Normal Committee meeting followed by Special General Meeting
Held in the Trophy Room at the Vauxhall Recreation Club
Apologies for absence:
Dougie Rankine – Total Vauxhall Magazine & Mk2 Cavalier
Nick Reed – Vauxhall Sports Car Club
Martin Frost – R.M.O.C.I.
Alex Sumner – Astra Mk 3
Mark Ridley – Just Opel Vauxhall
Angie & Rob Coupe – Chevette Owners Group
Mick Johnson – Vauxhall Convertible Car Club
Dave Roper – Club Irmscher
Richard Watt – Cavalier & Chevette Club
Present:
Ian Cooomber – Chairman, VOC 1903-57, Cresta Club
Anne Norris – Treasurer, Opel Manta O.C.
Barry Harvey – Secretary, VOC 1903-57, Cresta Club
John Ankerman – Billing Organiser, VOC 1903-57
Rod Holmes – Victor Owners Club
Tom Williams – MIG Performance Vauxhalls
Ian Till – Astra Mk 2
Heather White – Club Vox
Mark Fynney – Club Vox
Wendy Hogarth – Cresta Club
Matthew Cutler – Mk 1 Astra O.C.
Steve Walton – Viva Drivers Club
Danny Lawrence – Vauxhall Viva O.C.
Dave Boon – VX 4/90 Drivers Club
David Stratton – Opel GT (UK) O.C.
Kylie Walters – Vauxhall Vectra O.C.
Dean Woods – Vauxhall Vectra O.C.
Mark Copsey – V.O.D.C.
Bill Crombie – Autobahnstormers
Ian Virco – Opel Manta O.C.
Martin Carey – Astra O.C.
Mike Hutchinson – Viva Outlaws
Ian C opened the meeting by welcoming Wendy Hogarth, who is replacing Peter Houlihan as the Cresta Club representative. Wendy lives in Luton and drives a pink PA.
Minutes of the last meeting: Kent Hortlund had pointed out an error on page 5, the Winter Rally is in Sweden, not Finland. This having been corrected, the minutes were approved, proposed by Bill, seconded by John.
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Matters arising: Barry had received a strongly worded letter from one of the organizers of the Bedford Gathering saying that our minutes had incorrectly blamed the gypsies for the theft and damage experienced at the 2007 BG. Barry had replied with extracts from the minutes that showed this was not the case – someone had either misread or mis-represented the minutes. The BG fully accepted our explanation.
Barry said that following the sad death of our New Zealand South Island rep. Denis Johnson, he had arranged for flowers to be at the funeral from the VBOA, a gesture much appreciated by the family. We have already had volunteers to replace Denis for the South Isalnd, New Zealand.
Finance report: Anne provided up to date figures showing that the Association had £2,861.98 in the Bank and £6,228.19 in the Building Society. This included some income for the Spares Day stands, there is of course more to come from that. Ian T said we need to spend some of this money to reduce the balance. Ian C said the expenditure should be on something tangible, one suggestion being quality badges for the 2009 UK International Tour. Although a factor in this expenditure is the limited UK entry for this there is no reason that members of our Clubs couldn’t attend for just part of the event.
March Spares Day: Ian C said that a working party had made a site visit. The extra hall booked for this year is a square shaped building with an inside netting surround for sports. It has plenty of doors, a large bespoke bar and restaurant. We could juggle the use of the facilities depending on the take-up which was better at the moment than at the same time last year.
Clubs need to highlight the event in their newsletters to boost Club member entries. Heather asked if there were any application forms. These can be downloaded from the VBOA website. We should stress that it is a day out for members. Pitches were first come, first served but there should be plenty of space with two halls.
Due to there being another event, set-up on the evening before could not begin before 7.00pm. We could do with more volunteers to help set up and to run the event.
Rubber stamps for re-entry were to be used and autojumblers would have self-adhesive labels showing a code letter.
Bill and Tom both said that with two halls we would need more people. We need to allow for manning and resting. Please give any names to Anne. Mark C said he could help after supervising the car parking.
Ian C said the rolling road would be re-located so that people would exit through an official door to view it.
Billing: Ian C said that CCC insurance had already paid half of the £1,500 sponsorship money. Total Vauxhall, as official media sponsors, were printing the leaflet and Thumbprint (who print some of the Club magazines) will be helping with layouts and the Billing programme.
Ian commented that he had distributed info last Feb and now thought that this was too early – autojumblers are very casual about deciding on events to attend. Tom suggested
handing out Billing information on Spares Day, this might also encourage more Clubs to enter the autojumble.
Ian T wondered if there were any other major events on that day.
John reported on the extensive publicity he had arranged in Classic magazines.
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Bill said there still rumours about Billing ceasing to run car events. David S asked if we knew why. The new owners had introduced new systems but our event was still regarded as an example of how to do it. Mark C said some rumours had been started by one of the Clubs turned down for membership. Bill said that the owners had other sites, some were a concrete jungle and land had been sold for development. It was thought some of the Billing shop owners had also started rumours although it was said that they did very well due to the 2007 re-arrangements caused by the flooding. John is confident that neither the Event Field or Swan Field will be become caravan areas.
Mark C asked about the Billing bailiff charges for marquees. John assumed it will be the same as last year – a charge for structures used for entertaining people, shelters etc. but not for displaying cars or selling parts. Several members commented that this seemed back to front. John will check this when he and Ian attend a meeting on 19th Feb with Billing management. To quote Rod – “They are having a laugh, aren’t they?”
John said it is in the Terms & Conditions and may be connected with the risk of marquees etc blowing away and causing damage overnight. Still back to front! Tom asked if they are taken down overnight, would there be no charge?
David S asked if we have an emergency plan. Although we do have an understanding, Ian said there currently is nothing to stop Billing giving us bad news about bookings!
Ian T said an alternative might be Stafford Agricultural Show ground, Heather said that they had prime horse shows but were pernickety about damage.
John described the Billing rates, still discounted for the VBOA.
Rally rate of £13.00 per 24 hours. Day visit £10.00. Electrical hook-up £4.00
The old five day concessions have been discontinued. Thursday to Monday would now be: Thurs £10, Fri, Sat, Sun £13 each, stay over to Mon. leave before 11.00 am £10.
Mark C asked about two cars with drivers sharing one tent. John will check on this at the meeting.
Ian V suggested they post the charges at the gate, again John will raise at the meeting.
Rally layout. John said that he was still sorting this out due to very late input from some Clubs. He would re-check all input to see who might be able to be moved. A few Clubs might be asked to re-locate.
Both Ian C and Bill said that if Clubs cannot be bothered to respond to requests like John’s, they would have to take their chances.
John said he had placed adverts for the Spares Day and for Billing in Classic Autojumbler and both will appear in their Almanac.
Clubs need to inform John how many windscreen stickers and Rally plaques they wanted. Plaques would be at the subsidised cost of £1.00 each again. It is up to each Club whether to charge their members for plaques.
One possibility to use some of the funds is to provide plaques free but as Ian C pointed out this open to abuse.
John is providing an insurance pro-forma which should go out pronto. Clubs must complete the form and provide a copy of their public liability cover. There was lengthy discussion on responsibility in the event of a claim – Club, VBOA or Billing. This developed into another lengthy discussion on limited company liability and the implications for Club Officers. Barry said that Vauxhall Legal were supposed to have come to one of our meetings to advise us on this but it didn’t happen. Tom and Mike both suggested using some of the bank balance to get professional advice. Heather’s
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employers don’t handle this kind of company law but as Kylie’s employers do, she has agreed to look into it.
David S asked if copies of the artwork could be used in Clubs’ magazines. Ian C will send a copy of the Total Vauxhall artwork.
Barry had received an apology for absence from Mark Ridley of Just Opel Vauxhall Club which also contained suggestions for Billing. Some of the content was out of date because their VBOA rep. Craig Atkinson had an e-mail problem preventing him receiving the last minutes and the New Club proposals. The suggestions were:
Q1. Mark the Nova start and finish anniversaries and would the Vauxhall or the VBOA help financially?
A1. This and other anniversaries had been highlighted by Ian C. The Club (s) concerned would normally cover their own costs.
Q2. Several of the JOV members thought that the Billing atmosphere died in the late afternoon, why not have a social scene? What about a general knowledge quiz with each Club submitting say, five questions? This would bring the Clubs together more on the social side distinct from the cars.
A2. The problem with Billing is that a very small group run it and by late afternoon are cream crackered. It would need a separate team to organize the questions, Quiz Master etc. The VBOA avoided getting involved with any Club’s activities unless they caused a problem.
Q3. This concerned the SGM subject of New Club assessment and had been superceded by Tom’s and Ian T’s proposals.
Mark R also said that JOV were trying to find a member close enough to Luton to attend meetings regularly.
Ian T asked if it was possible for Clubs to borrow relevant cars from the Heritage Collection to help celebrate anniversaries. Ian C will enquire.
Bill commented that the VBOA was now widely recognized. The Billing event was no longer a group of islands but a co-ordinated members’ event.
Ian C said that weather permitting, the main field and arena would be in use this year. For the Chairman’s Cup, Clubs should nominate a Club car to be available at 1.00pm on Sunday for judging. David S asked how that would be done. Ian said that timetables would be sent out and Clubs should nominate a time for the arena display. Commentary would be via the PA system.
Ian V asked if it was possible to follow the trend of having a dedicated local radio station receivable on car radios. Ian C will look into it. JA cautioned over potential licensing problems.
As it was GM’s Centenary, it was proposed to have a line-up of one of each model Vauxhall and Opels from the GM Ltd period for the 100 years. This would need to be strictly limited, eg. One Mk 1 Corsa, one Mk 2 Corsa. They should be standard un-modified cars. Vauxhall would be asked to provide the current range for the show.
Ian C has issued a proposed list of the cars needed.
New Club 12 month assessments: After discussion on their performance over the qualifying period, the following Clubs were unanimously accepted as full members. Viva Drivers Club, Astra Mk 3 Owners Club, Bedford Register, Vauxhall Bedford Club Finland.
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2009 International Rally – UK.
John had been considering various venues for possible visits etc.
Saturday – visit to Cambridge.
Saturday evening – Banqueting Hall, Hatfield House, Elizabethan night. Several members commented that this was an enjoyable event with the special English touch.
RAF museum, Hendon, an excellent free museum, well outside the London Congestion Charge area.
Duxford, another excellent all-Services museum and near to the Cambridge area. Ian C said that maybe we could go as “day members” to Duxford on the Sunday.
Old Warden was another good museum in the area.
Mark C asked why select the Cambridge area in particular? Ian C said the majority of overseas visitors would come via Harwich or the Channel ports. It is also ideally placed if a visit to the Heritage Collection could be arranged. A Millbrook Proving Ground visit was also suggested.
John talked about timing. The International Rallies are normally in May, if the ’09 one was in July, UK and overseas members could maybe combine the Rally and Billing in one visit. Ian V thought that if it was on the week before Billing a lot of locals would do both. Points against this were that it would need an extended holiday for those attending as it would be over two weekends; and VBOA Officers and Club Committees were very busy at Billing time.
Dave B said that the Duxford Show on the 4th May Bank Holiday was worth considering. His Club was going on that day and other Clubs were welcome to come too.
Steve asked if we had any idea how many people would attend. We don’t because it is early days but we should throw it back to the Clubs for consideration and publicizing.
Any other business:
* Barry read out an e-mail from Adam Vella concerning the Australian Tour later this year. Although the arrangements were progressing well, Adam is a little disappointed in the overseas “expressions of interest” received (these precede making a full commitment). Adam suggested looking at their website www.vooc-nsw.com which has a comprehensive set of photos and info. about the route and from which a form can be downloaded, or contacting him direct on adamkat@bigpond.net.au . He re-iterated the basic facts – 14 days, including accommodation, meals, some morning and afternoon teas and all venue entry fees. About 250/300 km each day, finishing in time to rest and prepare for the transport to the evening dinner and socialising.
Cost $3.400 Australian per couple plus $50 Tour entry fee.
The loan of historic Vauxhalls is on a first come – first served basis.
Please publicise this again in your Club magazines.
* Ian C had put two more events. Swedish and Danish on the VBOA website.
* Barry had received a brochure from Huntingdon Racecourse (where the Bedford Gathering had been held for the last few years) extolling the facilities for many types of events including Motor Shows. Might be worth a visit to hold as a reserve venue.
* Barry described some of the problems with maintaining e-mail contact with members. There were several suggestions to try and some offers of help. Ian C is going to talk to the web designer.
Thanks for that, I am going to try the suggestions one at a time – Barry.
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* John asked (and Barry endorsed) for more Clubs to send them magazines/newsletters. Distribution had tailed off, they are very useful especially for answering the multiple
enquiries received on potential membership, technical help, spare parts, disposal of unwanted vehicles for spares. Magazines identify Mem. Secs, Spares man etc.
* John recommended trying CCC for an insurance quote. He found them very competitive and willing to cover unusual vehicles like, in his case Aero. It is always worth shopping around for terms and costs.
* Ian pointed out the discounted offer for Total Vauxhall magazine subscription. Mention the VBOA!
Special General Meeting
Changes to Constitution:
In view of the complexity of the New Club Approval subject it was agreed to clear Item 2 first. There were three tidying-up items which were all agreed.
- Constn. Item 2. In view of Barry’s problems with e-mails (the SPAM aspect of which had greatly improved probably as a result of improved PC security) the first line would be altered to give the discretion to remove the Secretary’s e-mail address from the VBOA website.
- Constn. Item 7. First Para. Add SGM to AGM. Should have been included from the start in 2004.
- Constn. Item 9. Last two lines. Delete. This complication no longer necessary.
Changes to New Club Approval System:
The proposal by Tom and Ian T was considered at length. There were some changes but I will take the liberty of not detailing all the discussion as Ian C has circulated the revised and final version as “Guidelines for Clubs wishing to join the VBOA”. *
Proposed Ian C and seconded Barry it was agreed that the Membership Application sub-committee would be Tom (Chairman), Ian Till and Mark Copsey.
Barry thanked Tom and Ian T for their efforts in forming the proposals particularly as it would help reduce his workload.
It was agreed that the sub-committee would report back on progress at the AGM.
The lengthy discussion brought up the subject of poor attendance of some Clubs at VBOA meetings and a new procedure was agreed on how to deal with this. This has also been circulated as a revision to Item 6 of the Constitution.*
* The modified Constitution and the Guidelines will be added as official documents to Association records and will appear on the Website. When completed, the amended Constitution will circulated to all VBOA reps.
Date of next meeting Sunday 27th April, 11.00 in the Trophy Room.
Please note this will be a combined normal meeting and Annual General Meeting.
