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NOTES OF AN INFORMAL MEETING OF THE GENERAL COMMITTEE HELD ON
TUESDAY 22 MAY 2007 AT THE OLD POST OFFICE, CHIPPING NORTON
(by kind permission of the Vintage Sports Car Club)

Present:

Andrew Burt (chairman) John Billard David DaviesColin Francis Julian Ghosh Rosy Pugh Mike Young

In attendance:
Geoff Smith (vice president) Eri Heilijgers Tony Scales Jim Whyman (secretary)

There being too few elected committee members present to form a quorum, the chairman said the meeting should follow the routine agenda in an informal manner with any decisions necessary either being deferred to the next meeting or being agreed by a poll of all committee members.

1. Apologies for absence

Lord Montagu; Derek Grossmark; Tony Beadle; Jacqueline Bickerstaff; Sandy Hamilton; Tim Holt; David Hurley; Henry Lawson; Peter Mead.

2. Approval of minutes of meeting of 20 March 2007

The chairman signed the minutes of the meeting of 20 March as accurate.

3. Matters Arising from previous meeting

None not already included on the agenda.

4. Development of links to the trade and with the heritage establishment

The chairman introduced Tony Scales and Eri Heilijgers to the meeting. Eri had already started work under the aegis of the legislation committee on improving links to the greater heritage establishment while Tony had only very recently been invited to look after the improvement of trade links and retention of traditional skills. The intention was that both would take their UK experience forward to FIVA and the underlying policy was to align the historic vehicle movement with general culture and heritage interests.

Tony Scales had prepared a presentation to illustrate his understanding of the task he was being asked to undertake. He saw the job in three parts: identifying and listing the traders, understanding their needs and then preparing an approach to them that would demonstrate value in co-operating with FBHVC. The subsequent discussion touched on the pressing need to be able to demonstrate the full extent of business generated by the historic vehicle movement as it was believed the 2005/6 survey was a significant under estimate; the need for FBHVC to become more proactive in collecting the information that is needed to protect the hobby; the value (or otherwise) of trade associations. The meeting thanked Tony for the thought he had already put in to the proposed task and was pleased that he had agreed to take it forward.

The chairman outlined a meeting that he and Geoff Smith had had with an official of the Department of Culture Media and Sport. Unfortunately, due to short notice, Eri had been unable to attend. It had transpired that DCMS was in the process of consulting on future policy in respect of “heritage protection” and Eri had studied the white paper and drafted a response urging better protection and identification of the “built heritage” associated with the automotive industry. The response offered FBHVC help in identifying sites using the club network. The DCMS meeting had also provided an introduction to an English Heritage project already working in this field.
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5. Finance and Planning

A. Accounts for 2006/7; budget for 2007/8 and outline budget 2008/9
Prior to the meeting, Mike Young, Julian Ghosh, John Billard, the chairman and the secretary had reviewed the budgets agreed in May 2006 against the likely results for the year. The preliminary budget for 2007/8 had been adjusted accordingly and an outline budget for 2008/9 had been created.

The secretary reviewed the figures line-by-line and predicted a surplus of between £8,000 and £9,000 on normal activity for the year closing on 31 May, dropping to a deficit of around £6,500 after the final costs of the EU survey and the estimated £10,000 cost of further research work that was currently being undertaken (it was noted that the estimated cost was below the £12,000 allowed in January 2007 in the light of more accurate estimation now the job was well underway). There had been a significant number of extra meetings during the year that had added to UK travel costs, and significant extra expenditure on professional fees due to the draft articles and trade mark application. Savings in other areas, however, gave an overall result that was ahead of budget.

For 2007/8, the working group recommended an increase in the budget for UK travel, but not to the extent of current year expenditure on the basis that there should be need for fewer meetings in the year ahead. It was proposed there should be a £1,500 or 4.7% increase for secretarial services but that the allowance for the newsletter (net), the web site and displays and advertising should be cut by £1,000, £1,500 and £1,000 respectively. This was because the budgets had been underspent by greater amounts in the current year and it was difficult to see how there could be need for additional funding unless there was to be a major change in approach - and that would require significantly more than the relatively modest amounts being cut. The result was a budget for a surplus of £2,000 after allowing a nominal sum of £5,000 for research work. [This figure was, by implication, reduced to £1,600 by the subsequent decision to pursue registration of “Drive It Day” - see item 6.B.]

Geoff Smith said he was pleased to see an allowance for further research, but disappointed no allowance had been in secretarial fees to cover a hand-over period for the change of secretary. He also commented that he thought it unwise to assume the need for meetings would decrease. The secretary commented that he expected that any overlap period would come in the 2008/9 financial year. The meeting recommended the budget for approval.

B. Results of consultation on Articles of Association
There had been eight responses to the consultation on the Articles of Association. These had been discussed by the working group which had agreed to recommend the following changes:

Item Change Reason
1.17 Delete There is no reference to Trade Mark anywhere in the articles or bylaws
1.18 Re number to 1.17 Deletion of previous item
1.19 Re number to 1.18 Re numbering of previous item
1.20 Re number to 1.19 Re numbering of previous item
12.5 Change line reading
‘Museums & up to 500 members 1 vote’ to
‘Collections & up to 500 members 1 vote’ To be consistent with Bylaw B.1.1.2
17.1 Change 3rd word ‘must’ to ‘shall’ To be consistent with 16.1
18.1 Change 3rd word ‘must’ to ‘shall’ To be consistent with 16.1
B4.3 3rd line - delete the word ‘standing’ Unnecessary
The meeting accepted the recommendation, subject to endorsement by the committee at the next meeting.
[see footnote]

The secretary reminded those present that, in order to effect a transfer from the current set of articles of association and constitution to the new set, it would be necessary for all existing committee members/directors to resign at the close of the AGM and - if they wished - to stand for election to the new board positions being created by the new articles. It would be necessary for the committee to propose candidates for election to the positions of president, chairman, deputy chairman and director responsible for legislation. Given that the Beaulieu meeting was prone to interruptions, these decisions would need to be taken at the next committee meeting. The secretary closed by suggesting that members of the committee might like to consider which positions they might wish to stand for.
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5. Finance and Planning (contd)

The chairman said that he wished to reduce his level of commitment to FBHVC, and since the 2007 AGM would be fifth anniversary of his becoming chairman, he felt it appropriate to relinquish the chairmanship at the conclusion of that meeting. He said he would like to remain involved and thus (assuming the new articles are accepted) would probably stand for election as director responsible for international relations. He added that he would, unfortunately, not be able to be present at the July meeting. Julian Ghosh agreed to take the chair, and commented that he was not necessarily the most appropriate person to succeed Andrew as chairman, but would be willing to do so if needed.

C. Arrangements for Beaulieu; AGM and NEC show
The secretary said that arrangements for the display at the autojumble were in hand, but no booking had yet been made for the dinner. Lord Montagu’s office had suggested the Beaulieu Road Inn as an alternative to the Master Builders’ House Hotel, but having eaten there himself, the secretary doubted that it had a suitable space and had been hoping to find another more suitable venue, but had not yet done so. The meeting agreed a booking should be made at the Beaulieu Road Inn. JW

The calling notice for the AGM would be published in (or with) the August Newsletter, and so would need to be approved between meetings. The notice for the EGM would be several pages to incorporate the text of the new articles and would be sent only to voting members, with a note appearing in the newsletter inviting any others who wished to receive a copy to ask. The format for the day would follow the usual lines with the formal part in the morning and a conference session on the afternoon. The subject this year would be how to encourage younger people into the historic vehicle movement. The secretary confirmed that Henry Lawson was expecting to make the conference presentation.

It was agreed neither to take space at the NEC Classic Car show nor at the Club Expo shows in November.

6. Drive It Day

A. Reports
It was too early to assess the level of reporting in the specialist press, but Classic Car Weekly had certainly give DID excellent coverage. The secretary said that between 150 and 180 vehicles from motorcycles to a fire engine and from 1926 to the early 1980s had come to Bishopstone where four journalists had accepted an invitation to lunch. It was interesting to note that some arrivals spoke of seeing many other historic vehicles on the road, while others reported none. The pub, having had considerable publicity and been busier than at any time in recent memory, had waived all charges to FBHVC.

B. Trade Mark application
The application to register Drive It Day had had a mixed reception: on the one hand, the Patent Office had accepted that the concept was registrable, but the words came too close to a pre-existing registration for Drive It that was owned by a Swedish company. The agents, Boult Wade Tennant, had suggested that the simplest way forward would be to seek an extension for the response period into October, by which time the rules would have changed and the similarity between names would not be a problem unless the Swedish company chose to complain. The cost of arranging this extension would be approximately £250, and there was no guarantee it would succeed, but if it did, there would be a further £100 for the actual registration fee. The meeting agreed FBHVC should make every effort to register the name, as it would be a disaster if anyone else was to do so. The secretary was asked to proceed. JW

C. The future
The chairman said he had received a letter from Tony Beadle withdrawing from organising the proposed celebration of the 1,000 mile trial due to increasing work commitments. The secretary said that Henry Lawson, when apologising for his absence, had suggested that next year’s DID should focus on getting youngsters involved and had also said that the Veteran Car Club was keen to become involved with any event marking the 1,000 mike trial.

It was agreed first that any such event would need to be self-funding, and then, after further discussion during which it was noted that most of the key points of the original trial were effectively inaccessible and modern motorway and trunk routes would mean considerable deviation from the original course, it was agreed that it was not practical to organise such an event in the time available and that it would be better to concentrate on developing the DID idea.
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7. Legislation

John Billard, who had chaired the April legislation committee meeting, said the way in which the Drivers’ Hours regulations were being introduced piecemeal had caused some problems. VOSA staff were implementing those regulations that had been introduced without regard to the exemptions for historic vehicles due to be included in subsequent regulations. This was being followed up. Otherwise, John had nothing to add to the minutes of the meeting.

The secretary reported that a routine liaison meeting at DVLA had taken place the previous week. Sandy Hamilton, Nigel Harrison (Sandy’s “understudy”) and he had attended. The team at DVLA was clearly appreciative of FBHVC’s straight approach to individual registration problems. Internal re-organisation meant the team would be moving offices in July, and responsibilities would be changing at the same time. The team would have a new leader who already knew FBHVC well.

8. FIVA Report

The chairman outlined arrangements that were in place to fill the gap left by Richard Sanders’s untimely demise - he was taking responsibility for minutes and meeting planning, which Peeter Henning was looking after wider issues.

At the most recent meeting of FIVA’s general committee, it had been agreed that there should now be a director responsible for trade relations and skill preservation, and the chairman said he intended there should be a British nominee for that position. The principle of continuing further research was now enshrined in the minutes, and the further programme of research suggested by Geoff Smith had been accepted save for analysis of the “car park” which most countries were achieve by reference to their national registration authority. It had also been agreed to establish a protocol for testing emissions from historic vehicles should the need to undertake such tests arise.

It had also been suggested that FIVA subscription rates should be subject to an annual inflation increment in much the same way as FBHVC rates are increased annually. This would be proposed to the 2007 General Assembly for approval. It was noted that FIVA accounting and banking was now being undertaken with the Euro as the base currency.

Colin Francis enquired about the proposed “FIVA Championship”. The chairman said there had been no progress. He knew that conversations with potential sponsors had taken place although there was nothing concrete to build any serious proposal around.

It was noted that a meeting of the legislation commission would be taking place in Malmo on the last weekend in August. David Davies and Eri Heilijgers would be attending.

9. Progress on further analysis of survey results

Geoff Smith said the further analysis of the data was nearing completion, and he expected that the report would ready during the summer. There had been a massive amount of data to enter manually and he had been pleased that it had not proved necessary to enter more than two-thirds of that available, thus achieving the saving noted at item 5.A.

10. Vision 2005-10 progress

No discussion.

11. Other matters

None.

 

………….…………………………….. Chairman P H J Whyman, Secretary.

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FOOTNOTE:
Subsequent to the meeting, FBHVC’s auditor suggested it would be wise for FBHVC to change its constitution to allow it to take advantage of the exemptions from audit available to small businesses due to the disproportionate and increasing costs of complying with international audit standards. In order to achieve this, the following further amendment would also be required:
Item Change Reason
18.5 Delete ‘together with a copy of the auditors report’ from the second line To make it possible for FBHVC to take advantage of the exemptions from audit available to small businesses
This would not prevent an audit being undertaken if required, but would allow it not to be. The committee will be asked to decide this point.

 

 

Dates of remaining 2007 meetings:
Tuesday, 24 July, Motor Sports Association, Slough 1600
Friday, 7 September, John Montagu Building, Beaulieu 1600
Saturday, 13 October, Extraordinary and Annual General Meetings, R R E C 1100
Sunday, 25 November, probably the George at Dorchester (confirmation awaited) 1100
Sunday, 20 January 2008
Tuesday, 19 March 2007