Remaining Rallies Cancelled and A.G.M. Postponed

Dear Members

It is with sadness that we must inform you that due to the new restrictions on the number of people allowed in gatherings being enforced on Monday 14th September 2020 the Committee have voted on cancelling all of the remaining West Hampshire rallies for 2020. 

This includes; the children’s Christmas Party and to postpone the centres Adult and Youth section AGM’s.

This has not been an easy decision, but one which we have had to make in these unprecedented times. We are fully aware that money has been paid out for some of the rallies and our Treasurer will be working on sending you your refunds.

Please can you email the Treasurer with your Banking Details(Account Name, Account Number, and Sort Code), and Rally Number on   so that the funds can be sent ASAP.

The AGM is being postponed until we can re-organise this event, but we are leaving the current nominations live so we still need you to come forward if you think you could serve on the Committee in some capacity.  New cut off dates for nominations will be published once we have decided the format of the AGM and date of event.

We would like to thank all of the Rally Officers who were running rallies for their understanding and support in this situation.

We will now be concentrating on the 2021 programme and ask that  all Rally Officers running rallies next year send their write ups  to our Rally Secretary at    so that we can get next year’s rally book ready to go to the printers.

Thank you ALL for your support throughout these times.

Your  Committee

Committee Nominations Update

Dear all

Please be aware that the current nominations for the new committee for both Adult and Youth section, have been added to the AGM page.

Click HERE to visit the A.G.M. page

Committee

Urgent Attention For Rally Officers

Dear Rally Officers

Please can you all login to your webmail and check your messages.

Webmail can be accessed by clicking here

You will need your usernames and passwords which are in your rally envelopes

All the bookings for your rallies have been sent through to the main rally officer email address for your rally. Also, any questions relating to your rally will be stored on the club email system and will NOT be sent to personal addresses.

Malcolm has sent you all, the forms for your write ups for next years rallies. Please can you complete them and send them back to . We need these write-ups as soon as possible so that next years rally book and the booking system can be updated.

If you require any help logging into the webmail system, please contact with your tel/mob number and I will ring you and talk you through it.

Best regards

Committee

AGM Nomination Forms

Dear Rallier and Youth Section

Due to the present Covid-19 Pandemic situation, the Committee are following CAMC guidance in that nomination forms for Committee and Youth Section positions will have to be completed by another method and not the normal paper slip to be passed around for signature.

If you wish to nominate someone for a Committee position, please contact   for the relevant nomination form (Youth or Committee).  Please complete the form, save a copy and then forward the form by email onto the proposer who needs to forward to the seconder. You will have to obtain email addresses in order to do this.

Once the last person has filled in the form, please then forward the completed form to the Centre Secretary at by 1.30pm for Adults or 12.30 for Youth Committee on Saturday 19 September 2020 

The Centre Secretary will confirm receipt of nomination form to the nominated person.

Forwarding will show that each person has received the email and it has not been filled in fraudulently.

Thank you for your cooperation with this and again unprecedented way of conducting this years AGM.

Your Committee

CHANGE OF VENUE FOR 2020 AGM

The AGM for 2020 is now being held at the new venue of Pyesmead Farm, Plaitfordon Saturday 3rd October 2020 with a new start time of 1.45pm NOT at Plaitford Village Hall as per your rally book.

It is intended to run the AGM outdoors, weather permitting and in a designated area away from the rally. However, we have organised the use of a barn if the weather is not kind to us.

The AGM will be run as a pre registered event only, and by pre registering you will agree to the COVID secure guidance. Members turning up on the day will be refused entry, this also means if you are booked on the Pyesmead rally you still have to register yourselves on the AGM bookings on line (rally no 36 in the programme). The AGM will be a COVID controlled event and will have a separate RISK ASSESSMENT completed as instructed by CAMC.

We will have a manned designated car park on site; you will be asked to remain in your vehicle or in the AGM designated area, we are afraid there will be no access allowed to the rally field area as this is being run as a separate event under its own RISK ASSESSMENT and NO visitors are allowed into the rally area as there will be two track and trace lists, one for the rally and one for the AGM.

There will be a toilet facility on site for day visitors only.  Those booked on the rally please use your own facilities. Sadly NO teas and coffees will be served at the AGM this year so please bring your own refreshments for your own use.  

As we said this will be a pre registered event so your names will be listed but you still need to bring your membership cards on the day please.  We will be running the AGM compliant to CAMC guidance and we will be streamlining it;  to reduce some of the talking.  ALL REPORTS and RESUMES, 2019 MINUTES AND AGENDA will be put on the Website for you to be able to print off.  They will not be read out on the day there will be NO pinning of badges or handshakes throughout proceedings.  You will be given the opportunity though to ask questions on any of the reports as usual practice.  Every report will still need a proposer and a seconder as usual by a show of hands. We intend to have two runners who will speak on your behalf for any of your questions to reduce contact on the microphones, but if you already know what you want to ask please send it in to the secretary in advance.   This would be a great help and would speed up the whole process.

Obviously we will be practicing SOCIAL DISTANCING whilst the AGM is being held and there will be markers out for seating (bring own chairs).  Please stick to the layout provided.  There will be hand sanitiser stations in the designated area.  If you wish to wear masks please do so, and we ask you all to make sure you do bring masks with you should we have to move the AGM into the barn.   Even though it’s an open sided barn it may be necessary to wear your masks.

 As a committee we feel holding the AGM as planned with a few adjustments is the best way forward and gives us all clarity for next season and we appreciate it will be the strangest AGM you have attended but as we have said many times these are unprecedented times and we are making unprecedented decisions.  So, on behalf of the committee thank you for understanding the position we are in.

Shortly you will be receiving information on how nominations for OFFICERS positions and COMMITTEE positions will be carried out this year and how the VOTING will be carried out this year.

Thank You

Your Committee