Although there were only eight Sichuan Airlines personnel racing on Wednesday night they had a great time, so much so that the team leader asked if we could run another meeting. Unfortunately the room was not available again. We ran 5-minute races to fill up the full hour and a half the evening ran. Thanks to Cliff Roythorne and Phil Rees for their support. 

Completion of Fourteen Meetings in 2009

Claire Bullock became our 22^nd Member on Thursday night to complete 14 meetings in 2009, meaning another £5 voucher is given away to spend at DHORC.  Thanks Claire

New Members

The last meeting of 2009 saw former Rolls-Royce colleagues of Jamie Sismey join DHORC. Both Ryan Blake and Iain Hall signed up during their second meeting at the Club ahead of a full 2010 season. Welcome to them both.

How Did We All Do in 2009?

The year started with a very healthy 28 racers at the first meeting, and finished with 29 at Round 22 with a maximum 32 racers attending two meetings during the year. This gave us an average of 26 competitors per meeting over the year, the best turn out for eight years!  We also signed up 43 Members, second only to 1996 when we had 44.  It was however the first year that some Members have been banned from the RRLA site, three Juniors not being allowed to return after several misdemeanours, CCTV now meaning there is nowhere to hide!

Ten Members kept up 100% records in 2009 since they started the season, with Martin Allsopp, Alan Bullock, Katie Levers, Lee Pateman & Liam Smith all attending the full 22 meetings.  Martin hasn’t now missed a meeting since he joined the Club 76 rounds ago.  One other notable point being that Phil Rees missed only his fourth meeting since the Club began in 350 rounds!

Of the 43 Members 22 were either new or returning Members, in itself a record while there was a 69.41% turn up rate i.e the percentage everyone turned up once they had joined DHORC.  The total attendance of 581 starters is the second best since the turn of the century but still way down on the early 90’s when we only had a 16 Round Championship!

As covered above Claire’s attendance at Le Mans meant that 22 Members attended at least the minimum 14 scoring rounds equalling the best since the millennium.

Overall the year was very rewarding, as mentioned in the Editorial, the atmosphere was the best it has been in many years with some really close racing, too close at times, especially for Richard James at Le Mans!

We should also have a supply of ten new BSRT 901 chassis plus 20 End Bells from ScaleAuto for the 15Dec09 test. First priority will be new Members who get the discount price of £10 for their first chassis, then it is first come first serve for those that remain.

Simon Sumner Our Next Member?

Our Le Mans video man Simon Sumner may well be joining DHORC in 2010, he will be along to the Official Test session to try his hand.  Speaking to Simon recently he advised that he is looking to produce two Le Mans video’s one for those who took part as a record of the event, the other to advertise both the event and DHORC, I can’t wait to see them!

Tracks & Facts 2010

The 130 Page 2010 “Tracks and Facts” Booklet is now available.

The 2010 “Rules & Regs” Bookley is now also available

The minutes of the November 2008 AGM were accepted as an accurate and true record.  Proposed by Cliff Roythorne and seconded by Phil Rees.  There were no matters arising.

Review of actions from 2008 AGM:

General Actions:

Item 8:  A satisfactory solution to the Le Man’s kit-box issues had not been fully resolved.  The system relies on a level of trust.  It was felt that this item cannot be completely controlled but every effort will be made to ensure that the rules are followed.

Item 11:  The Sports Hall was in the process of refurbishment and updating of facilities and this had addressed the lighting and power supply concerns.  The club had arranged for electrical equipment used for the Le Mans event to be PAT tested by an RR leisure association electrician prior to racing commencing.

Item 16:  The Rockingham circuit, and variations of it, are scheduled for the 2010 programme.

Discussion item actions:

Item 3: Le Mans – General Issues

Discussions are ongoing with Michael Block (USA) regarding supply of software to manage the race and an adjustable power pack is also to be supplied by Michael.  The Tomy timers will still be used until a suitable alternative has been developed. And then will still be used as back up. The G3R chassis was trialled and although adopted for club running was not considered suitable for Le Mans; the club will be staying with the Tomy Turbo for the present.

Action: Nick Sismey and Phil Rees     

Item 8: Introduction of a ‘Corkscrew’ is not to be proceeded with.

Item 12: Sports Hall

The existing Sports Hall is being refurbished and improved.

Chairman’s Report:

Nick Sismey reported that 2009 had been another successful year with good attendance at club meetings and Le Mans.  A number of previous members had also returned.  Promoting the club had continued throughout the year using the club’s website.  Thanks were extended to Alan Bullock for maintaining the site.  The Le Mans event was a success following the problems encountered last year.

Treasurer’s Report:

In summary it was reported that the club’s balance at the end of the year should be £313, after including income from one remaining corporate event in December, paying out the balance of the club’s 2009 prize money and the cost of new BSRT chassis.

A breakdown of the accounts will be included in the next issue of the DHORC magazine.

Secretary’s Report:

Peter Barber thanked the Chairman for the continued production of the club magazines, which is such a crucial element in the running of the club.  Thanks were also extended to Nick Sismey and Phil Rees in particular, and the committee as a whole, for their continued dedication to the club.

A new issue has arisen on the subject of ‘Child Protection Policy’; see report later in these minutes under ‘Discussion Items’.

Committee:

Roy Masters proposed that all previous committee members who wished to continue in their posts should be re-elected. This was unanimously agreed.

The newly elected committee members are as follows with notes against changes:

Chairman/Treasurer – Nick Sismey (Peter Barber requested that the Treasurer’s role is linked to the Chairman as he maintains the database of day to day running costs; this was accepted)

Vice Chairman – Phil Rees

Secretary – Peter Barber (Relinquished Treasurer title and agreed to continue for one more year as secretary but gave notice that he will stand down at the next AGM)

Race Control – Kevin Lye (Proposed by Alan Bullock in his absence, seconded by Phil Rees, to replace Gary Weston who was standing down from the committee)

Race Control – Paul Levers (Proposed by Cliff Roythorne, seconded by Martin Allsopp as Martin Allsopp was standing down)

Race Control – Martin Chadwick (Proposed by Nick Sismey, seconded by Phil Rees) 

HO Scrutineer – Roy Masters (Proposed by Nick Sismey, seconded by Paul Levers as Simon Goodlip was standing down)

HO Scrutineer – Lee Pateman (Although not present he had indicated a wish to continue)

Web Master – Alan Bullock

Media Promotions – As Jamie Sismey is now at University this activity will be included in the website.

Addresses etc for the above committee members are to be published in the club magazine.

Discussion Items:

As normal at the AGM everyone present was asked if there were any items they would like raised for discussion.  The following is a summary of those items raised and discussed.

1. Membership Costs

This subject was raised by Nick Sismey & Peter Barber.  It was proposed to leave the club membership fees unchanged at:

Adults £20 and Children (under 16) £10

£3 for non-members per meeting

Membership of the Rolls-Royce leisure association (RRLA) is mandatory for all non-RR employees.

All non-RR employees must be registered as ‘Leisure Guest Members’.

Following the RRLA AGM in April 2009 membership fees were increased.

The RRLA financial year runs from May 1^st to April 30^th, which means our membership payments are phased.

The fees for a full year have been slightly increased from 2008, apart from juniors, and they are:

Guest Member £32 (was £31)

Junior Guest Member (non-wage earning and under 18) £10

To minimise costs to members of the slot car club it was proposed, and agreed, to continue subsidising the cost of Adult membership of RRLA by £8 per person resulting in a fee of £24 instead of £32.  Currently, with 12 non-RR adult members, the cost to the club is £96.

It was requested that every effort is made to ensure membership fees are paid promptly.

Action: All to note

2. Rockingham

Phil Rees was concerned that the 2010 race calendar proposes to have 4 Rockingham based races in the Nightingale Hall on each of two separate Sundays (Sunday 28^th February and Sunday 3^rd October).  This together with other planned ‘oval’ events was considered to be too much in the total race calendar.

Nick Sismey reported that he had booked those dates and the adjacent Saturday for set-up.

The practicality of the 2 weekend events was discussed and which races should count towards the championship.

It was eventually agreed to run the February Rockingham only and 16 race meetings should count towards the championship.  It was also agreed that any non-members could take part in the four Rockingham races and Le Mans club night as Members for a total cost of £10.  Alternatively they could run at the Rockingham event for £5 as non-members.

Action: Nick Sismey to cancel October booking

3. HO Le Mans

a) Motors

Phil Rees had checked the motors used in the race and found some had been advanced.

It was proposed that in future suitably marked standard ‘cans’ are supplied and to allow tuning but not splitting of motors.

Action: Phil Rees to provide suitable marking on the motors. Roy Masters to amend Le Mans rules.

b) Race Control

There were complaints that Race Control was not as good as it could have been during the 24 hour race with inadequate cover at times.  It was agreed that 2 people are required on Race Control at all times.  The criticism was accepted and it was agreed to address this for next year.  It was suggested by Martin Allsopp that Race Control is shared between the two DHORC teams, one covering Race Control and one marshalling at the Ford chicane at all times in order that their roles can be organised more efficiently.

Action: Nick Sismey & Phil Rees to organise.

c) Car Bodies

Paul Levers and Josh Roythorne suggested that it would be nice to go back to the Tomy Group C bodies with rear wings as the only cars to be allowed at Le Mans, which would improve the look of the cars.  After some discussion it was agreed that only Group C and LMP 1 bodies made by Tomy could be used in 2010.  The rear wing could be rubber mounted and carbon fibre strips fitted if the rear wing was damaged during the race.

Action: Nick Sismey to suggest this to Team Captains. Roy Masters to amend Le Mans rules if agreed.

d) Chassis

Cliff Roythorne reported that he had a problem with a bowed front axle and therefore wanted to change the type of chassis used at Le Mans.  After some discussion it was agreed to leave rules as they are as a replacement axle could always be provided.

e) Le Mans Rules

Roy Masters is to carry out a further comprehensive review of the rules for next year as some of the terminology currently used has caused confusion with the American team members.

Action: Roy Masters

4. Club Endurance Championships

Martin Chadwick requested the inclusion of Endurance races in the calendar.  It was unanimously agreed to add 3 races.

Action: Nick Sismey to arrange dates

5. Types of cars

Allan McPeake requested that consideration be given to running one meeting with F1 cars and the next with Group C.  This proposal was put to the vote and it was agreed not to change the current arrangements.

6. Gold and Silver Plated Components

Martin Allsopp requested that consideration be given to allowing the fitment of plated pick-ups to improve car performance.  He quoted that different standards of armatures are allowed so why not other enhancements.  The proposal was voted against mainly because it was considered that the benefits are not noticeable for the increase in cost.

7. Club Nights

Cliff Roythorne requested that the discipline on race nights in respect to marshalling and observing race start times during the evening needs tightening up.  Race Control need to enforce the rules.  It was agreed that at the first 2010 race meeting the opportunity will be taken to remind everyone.

Action: Race Control to note

8. Child Protection Policy

Peter Barber reported to the AGM that back in June 2009 a letter had been sent by Colin Bancroft, the RRLA General Manager, to all sections and club officials, on the subject of Child Protection Policy.  It requested that any club, section or activity that involves children or has children attending must provide RRLA with a suitable Child Protection Policy by Monday 30^th November.  Some guidance was offered on the areas that should be addressed.  These included the following:

·                     Named responsible adults to supervise children must complete a criminal record check,

annual certificate to be provided to RRLA.

·                     Responsible adult to child ratio

·                     Changing room supervision at all times – named responsible adults only

·                     Injury and illness – emergency contact procedure

·                     Dropping off and collecting children

·                     Physical contact – necessary clear guidelines and supervision

·                     Sexual activity – between young people and between adults and young people

·                     Discipline – guidelines to teach or reinforce appropriate behaviour

·                     Children or young persons with disabilities

·                     Photography – taking photographs and publicity

Although all of the above may not be applicable to the Slot Car club, most are.

A further letter was sent out in July 2009 to notify a change in the law concerning the introduction of Child Protection Policies from October 2009.  The new measures were introduced to help prevent unsuitable people from undertaking paid or volunteer work with children or vulnerable adults.  Anyone under the age of 18 is considered to be a child/young person.  This measure will be called the Vetting and Barring Scheme (VBS).

A new government body has been set up called the Independent Safeguarding Authority (ISA).

From November 2010 all employees and volunteers who want to work with children or vulnerable adults must be ISA registered.  The VBS and ISA registration does not replace the CRB disclosure process, which still needs to be carried out as before.  ISA registration is currently £64 per person.

The information from RRLA states that it is able to offer practical advice only, any financial costs such as ISA registration, CRB disclosure or separate insurance must be met by each section or club.

Following the receipt of these letters from RRLA, the secretary drafted out a Child Protection Policy for the Slot Car section which has been forwarded by the chairman (Nick Sismey) to Colin Bancroft, the General Manager of RRLA.

The covering letter with the submission raised a number of concerns, the main one being that an individual cannot request a CRB check; they are only available to organisations so application needs to be processed by an umbrella body which is registered with the CRB.  The view expressed by our club secretary is that RRLA ought to be the umbrella body through which all clubs/sections can apply for CRB checks.  Also RRLA should produce a Policy and Procedures for the Protection of Children and Vulnerable Adults so that each RR Club/Section can tailor their policy to it.  It is also considered that RRLA should be responsible for obtaining the ISA registration.

No response has yet been received from Colin Bancroft but any action required will be acted upon.

Action: Nick Sismey and Peter Barber

AOB:

1. Trophies

Peter Barber reminded the committee that all trophies are required to be returned in readiness for the 2009 presentations.  Nick Sismey reported that most were in and he would chase up the remaining ones.

Action: Nick Sismey

2. Thanks

Cliff Roythorne proposed a vote of thanks to Nick Sismey and Phil Rees for their continued dedication to the club resulting in another successful year.

Meeting closed at 21:42 hours and thanks were extended to all those who attended.

Peter Barber

Secretary

26^th May 2009