The 2011 Annual General Meeting for Launceston R/C Inc will take place on Thursday 1st September.
We’ll meet at Rutherglen (by the racetrack) at 7pm, and the meeting will be followed by open practice for those present for the meeting until 9.30-10.00pm (at no cost for club members).
We anticipate the meeting itself will take about an hour (at the most). The track will be closed before and during the meeting, and only open once we close the meeting. If time allows we might do the next session in our “School of R/C” on suspension tuning.
Read on for more details of the meeting.:
All are welcome to the meeting, however when it comes to voting, you must be a current financial member to vote.
The agenda for the meeting is:
- Presidents Report 2010-11
- Financial Report 2010-11
- Election of officers for 2011-12 (see below)
- Election of general committee for 2011-12 (see below)
- Audit arrangements for 2010-11 (technical requirement)
- Club Development
Election of Officers & Committee
We’ll be electing people for the following positions for 2011-12 financial year: President, Secretary, Treasurer, Race Director, Venue/Track Director. We’ll also be looking to elect a further 5 people to form a total leadership committee for the club of 10 people.
We will take nominations on the night, but would prefer to take nominations prior to the meeting (which we’ll publish here). If you think someone you know within the club (must be a member) would be good on the committee, or in one of the positions, you can nominate them. There is a simple process (per our constitution):
- Choose who you want to nominate
- Find someone else to “second” (or “agree with”) you nomination
- Ask the person you have in mind if they will accept nomination (if not, go no further)
- E-mail Scott with your name, the seconder, the person you want to nominate and the position (or general committee member).
The committee meets 4-6 times per year for a couple of hours at a time. The basic positions descriptions are:
- President: provide overall leadership to the club, chair committee meetings and annual general meetings. Currently Paddy Hume.
- Treasurer: manage financial affairs of the club including receipt of race and memberhip fees, paying bills, work with secretary to maintain membership register. Currently Andrew & Richard Green.
- Secretary: minutes of meetings, correspondence, work with treasurer to maintain membership register. Currently Scott Guyatt.
- Race Director: coordinate running of club and major events, provision of results etc. This is a new position.
- Track/Venue Director: coordinate preparation of and enhancements to track, maintenance of venue and all club/track equipment, liaise with Rutherglen. Currently Chris Brickwood.
- Commitee Members: Participate in committee meetings including decision making, planning and organising club activities
The health of the club depends on the willingness of its members to get involved in helping to make it happen. Now’s your chance to volunteer or to nominate others within the club.
One of the most impotant discussions for the AGM is to talk in general about the future directions of the club, and in particular how to respond to the increasing number of competitors. There are a number of options (all of which have positives and negatives) which we’ve listed below for discussion here over the next few days. The great news is that as a club we’re in great shape. We’ve come a long way in just 18 months. We’re in financially good shape. We’ve got a great race track that is very low maintenance. And we have new people coming along all the time to join in the fun.
The facts are:
- With the current format of racing, it takes approximately 28-30 minutes per heat to complete the night. So a 6 heat night (1 heat of novice, 2 SC, 1 of tenth, 1 of eighth, 1 of tourer) takes just on 3 hours – or a finishing time of 10pm. A 7 heat night (such as when we have two heats of novice) takes us through to just before 10.30.
- We can try, but can’t realistically start much earlier than 7
- Finishing after 10 is problematic for (a) families with younger children; (b) workers who start early; (c) those who travel to race with us; and (d) Rutherglen with whom our agreement is to finish close to 10
- We have been growing steadily, now have about 50 cars each week, with new members still emerging
- Numbers may eventually stabilise, or even decline, so any decisions about how to manage with high numbers needs to be easily reverse.
The options as we (the Exec) see them:
- Start earlier or finish later. As noted above, not a practical option
- One class per person, per night: A number of our members and racers run more than one car. Enforcing one car per-person would reduce numbers by 6-8 cars and “may” reduce the number of races (depending on which class each of those 6-8 drop)
- Cease running touring cars: reducing one class would probably reduce the number of races, saving 28-30 minutes per night. It would also enable us to make a fully off-road focussed layout for regular club racing. Tourers has been small consistently, and the venue has not proven ideally suited. On the downside, there are members who like to race Tourers. On the plus side, each of those members do have other cars they regularly compete with in other classes. If we took this step, we would look to offer alternate Touring car focussed events at other times (and possibly venues) if there is sufficient interest. The 2010-11 Committee have discussed this approach at their last meeting and recommend it.
- Shorten races: Reducing qualifying heats to 4 minutes, and final to 8 would save 24-28 minutes per night. Or running 2*5 minute qualifiers and a 5 minute final would save 30-35 minutes per night. Downside is shorter (or less) races, upside is time saving, plus less pressure for run-time in the final (eg Novice B final last week). Returning to our old format of 4*5 minute races is not an option owing to the current time pressures.
- Change to another time: It may be possible to race Friday night (in which case we could run later) or a weekend (say Saturday morning or afternoon) when more time is available. This would depend upon negotiation with Rutherglen. On the plus side it might suit families with younger children who want to race. On the minus there are several members for whom the attraction of racing at Launceston R/C is the mid-week time.
- Run weekly: Running more often, and splitting classes has been suggested (for example Short Course Truck + 8th Big Bangers one week, Novice + Tenth + Tourers the next). There are two significant issues here – one is that we have to run twice as many events, and therefore twice as much demand on those who run the events. The other is that splitting classes is difficult, and families might be split across two different weeks.
A combination of the above might be the answer, or you might think of other approaches which you could contribute here in the comments. We know that whatever we do we cannot please everybody, and for that we are sorry.
We’d also like to convass whether we continue/repeat the Launceston Cup, or potentially run a few extra weekend events (particularly if we did decide to drop Touring Cars from the regular race schedule) each year.
And finally if time permits to discuss Interclub events with the newly formed Goodwood Offroad Model Car Club, with NWRCCC and STMCC. If time runs out, we’ll ask the new committee to explore that topic.
The challenge of time and numbers we are faced with is a really nice problem to have, reflective of a club that is finding its way well. Can I encourage you to approach the topic (both here in the comments, and at the track and meeting) with creativity, and with a positive attitude. Let’s figure out how to make Launceston R/C a great place to race.