Attendance
Halina Absalace Jul Hewitt Marie Cook Anita Williams
Holly Harris Sharon Clifford Peter Rudd David Haward
Alastair Petrie Bill Edwards Rupert Harris Ann Burden
Morgan Field Sylvia Tuite John Williams Simon Jerwood
Mairead King Becca Petrie Fiona Torr Marilyn Crocher
Bridie Harris Phil Barnes Chris Chapman John Holmes
Mark Collins Joy Nixon Maureen Flint David Torr
Anna Russell
Apologies
The Chair welcomed everybody to the Rally reminding attendees to hand out cards & help to grow rally attendance. Sharon remembered our recently lost former attendees Bob Cooper & Ian Greenwood with fondness.
Reports:
Treasurer
Rupert gave the Treasurers report and made the accounts available.
Year on year the rally is operating at a small loss & the subs that are requested help to mitigate that. We voted to raise subs to £1 last year there is no proposal to increase that.
Following the banks move to charging for the bank account the balance is now in a Savings account.
Rupert thanked Phil for auditing the accounts which have been submitted to CTC in line with their rules & Phil confirmed that he is happy to continue to audit.
Secretary
Anna referred to the recently circulated 2024 AGM minutes apologising for the delay – there were no questions. No correspondence had been received that needed to be discussed.
Site Report
David took credit for organising the good weather & thanked the committee for their ongoing support calling out Holly for organising the board.
David finds the Hurst View site team a pleasure to work with & while still sorry that the site is not within the forest feels that overall it is a good site for us.
This led to some general conversations about the potential for moving into the forest – with some attendees keen to do this.
The complications with that are that the forest camping management is put up for re-tender every few years & the last time we looked into it we were unable to talk to anybody during the window we needed to book, Avon Tyrell who have refused to continue our booking have significantly increased their prices & the forest sites have less amenities than we are now used to. Finding a site with mixed use (tents & caravans, showers, toilets & electricity) is not straightforward.
As last year rally goers input & recommendation is welcomed but overall people seemed happy with this site.
Agreeing with Sharon, David would like rally goers help to increase attendance.
David thanked the 3 Harris girls for the food at the barn dance & asked if the earlier time the venue had requested had worked – all agreed that it was fine. Sharon thanked everybody for helping with the clear up.
Website
Alastair had nothing to report about the website.
There is an opportunity for somebody to improve the website & use other social media to promote the rally – Holly Harris said she would be happy to support this.
Social Secretary
Holly confirmed the programme of events – the quiz on Tuesday with great prizes offered, the Time Trial on Wednesday, the ghost walk on Thursday & the limbo plus BBQ on Friday.
Elections
All existing Committee members except the Secretary, Youth member & Social Secretary were willing to stand:
Becca Petrie offered to stand as Secretary
Clara Smith offered to stand as Youth member
Anna Russell offered to stand as Social Secretary
Nobody stood against these candidates.
The election of all roles was proposed by Bill Edwards & seconded by Phil Barnes.
Chair Sharon Clifford
Secretary Becca Petrie
Treasurer Rupert Harris
Site Organiser David Haward
Webmaster Alastair Petrie
Youth member Clara Smith
Social Secretary Anna Russell
The Meeting accepted all nominations unanimously.
Any other business
Morgan called attention to the GPX routes now shared in the WhatsApp group & requested more run leaders add rides to the board – help & advice is available from current leaders for anybody looking to support this.
This led to general conversation around route sharing & whether laminated routes could be made available.
John queried whether the rally & its dates are easy to find & could be more widely publicised which led to general conversation around the website & search engines.
David also queried whether our current flyers & advertising reflect who we are & what we offer – is rally the right description or festival – suggestions from rally goers welcomed.
Bridie encouraged the use of WhatsApp community to find out what is going on & Mark queried what understanding we have of our numbers & demographics.
Morgan thanked the committee for their ongoing support of the rally & the meeting closed.
Anna 24/08/25
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