Page 20 - January February 2017

SUMMARIES OF THE BOD MEETINGS AT THE 2016 CONVENTION
BOD Meeting 29 October 2016
The retiring BOD met prior to the AGM to discuss the outstanding issues:
Agreed the agenda for the AGM
Agreed that dues must rise to reflect currency rate changes. £1 to be added to Basic dues raising rates to £15 and £25 (with BR Services). NMRA Magazine needs to rise by £5. Effective 1/4/17.
Chris James to explain at the AGM the draft accounts and the difficulties over the bring forwards each year
The list of recipients of this year’s Region Awards (Certificates of Appreciation) signed off
Robin Swan to table the proposal that the 2017 Region Convention be at Derby, hosted by Black Diamonds
The future of the Region App to be raised if time permits under AOB
Agreed to provide funding for the Merstham FreeMo event in the form of the insurance cover.
Agreed to set aside funds each year towards the pre- convention costs of the 2022 National Convention. Constitution changes agreed, to be presented in good time for discussion and agreement at the 2017 AGM.
BOD Meeting 30 October 2016
The following topics were discussed along with other ongoing administrative matters by the new BOD:
Agreed to explore offering special deals for first time renewals rather than on joining
The “Contact Y/N” question on the application form is to be dropped in favour of a question whether the members wants to be listed in Directory.
Dues to rise by £1 from 1 April 2017
All memberships to aligned for a 1 April renewal date Family benefits for juniors to be looked into
All BOD members to share their “Dreams”
Chris James to meet with Alan Sewell to agree the accounts for 2015/16
Further more proactive use of Pike Registry is to be explored John Firth to be Region Archivist
Commitment to fill all vacant roles
Advertising in Roundhouse to be reviewed
The Region App for smartphones and iPhones trial is to be extended for a further six months.
The full minutes will be available on the Region website Members Area.
SITUATIONS VACANT
There are from time to time a number of positions where volunteers are sought to fulfil an important role within British Region. They will appear here on a regular basis.
Please consider whether you can help in any way - remember the work you put in will all count towards achieving a certificate for “Association Official” and “Association Volunteer” in the Achievement Programme, as appropriate.
NEW REGION ROLE - EVENTS CO-ORDINATOR
The role previously performed by the Meets Officer has been expanded and re-defined to recognise the importance of Region organising events for all members across the Region, for greater active participation by as many as possible. The responsibility is thus not only confined to finding bids to host and organise the key Region events (defined as Region Meets and Region Conventions) but also other events such as so-called Themed Meets and those at a more local level where support might be needed in one form or another. The Events Co-ordinator may appoint an assistant in order to share the burden; however, the Events Co-ordinator is not required or expected to organise and run any events.
The Events Co-ordinator is responsible to the President and the role entails:
1/ ensuring that the key Region events, Region Meets and Conventions, are booked, ideally, for at least one year ahead and that the organising teams are aware of their duties and responsibilities by actively seeking host organisers for those events and providing any support required or needed;
2/ encouraging the organisation of other events such as Division Meets, Open days, Clinics, Train Shows etc and providing any guidance, support and assistance, if appropriate, and identifying any that require or seek Region’s financial support;
3/ informing the BOD of all bids to host any event where Region support is required and making recommendations as to the suitability of each bid – the final decision rests with the BOD who will advise the organising team and Treasurer will pro-vide a suggested budget if none supplied with proposal from organising team;
4/ providing the BOD, upon request by the Region Secretary, with an update report before each BOD meeting;
5/ providing a copy of the “Convention Organisers’ Guide” to the
team organising, or considering organising, any Convention;
6/ providing, where appropriate, a copy of the guide “Putting on a Region Meet” to each organising team or any member enquiring;
7/ maintaining the guide “Putting on a Region Meet” and ensuring an up to date version is always available to members;
8/ once a bid is accepted, communicating with the organising team, Webmaster, Roundhouse Editor, BRe-News Editor and Marketing Co- ordinator to ensure that the events are given adequate publicity;
9/ encouragingtheorganisingteamtoliaisewiththePikeRegistry Manager to obtain details of members’ layouts for use by the team at the event;
10/ ensuring that events are not organised on conflicting dates;
11/ maintaining a calendar of all events organised by any Division or Group and ensuring the manager of the Region website calendar is also apprised of such events; and
12/ co-ordinating feedback from event organisers and making recommendations to the BOD regarding improvements in the running of events, in particular Region Meets and the Convention. The new position is vacant and members are invited to fill this fun, key role within the Region, helping to arrange events for fellow members to share know-how and deliver an important part of the benefits that NMRA membership brings.
REGION REGISTRAR
The current Registrar, Michael Ingham, has indicated that he wishes to step down after 12 years in the role. The job description follows - anyone interested in this role please contact Robin Swan, President: The Registrar is “accountable to the Membership Director for:
1/ provision of information to prospective members;
2/ enrolling new members including the provision of membership packs and other introductory material;
3/ paying into bank the monies received from new members;
4/ advising the Renewals Officer of the details of new members and the amount of money received;
5/ advising bimonthly the Editor of “Roundhouse” details of new members and changes of address;
6/ liaising with the Publicity Officer on member recruitment issues; 7/ provision of information as to the source of new members to guide the targeting of advertising.”
20 ROUNDHOUSE February 2017