Committee Meeting At Veryan 30th July 2026

MOTORCARAVANNERS CLUB – SOUTHWEST PENINSULA GROUP

Committee Meeting – Veryan Sports & Social Club

Thursday 30th July 2026

MINUTES

Members in attendance: Chairman Linda Chudley, Vice Chair Barry Ware, Secretary Sheila Revill, Treasurer Nigel Bright, Rally Officers Pete & Marion Gray, Committee Members Mike Chudley, Trish Cornish & Robin Empsall

  1. Chair’s Welcome – Linda opened the meeting at 19:45 and thanked everyone for attending.
  2. Secretary Report
  3. Update on Secretary Portal

The New Secretary Portal has given me access to member information although limited is better than having no access. Sheila is happy to be contacted at any time when member information is needed – SWP have 186 members with 26 New Members joining to date.

  • SWP 1st Rally Token Template

After a lively discussion it was agreed unaimously not to proceed with an alternative to the 1st Rally Token

  • Update on Transfer into SWP form and charge

Sheila imparted the information from HO regarding transfer form. If members wishing to transfer to another group and are close to their membership renewal date, Head Office will proceed with the transfer without charge, otherwise there is a charge of £3 per card.  A slip with this information has been attached onto the transfer form and placed in the host box.  Members can decide to proceed immediately or wait until nearer to their renewal date.

  • Annual Liability Insurance will be issued by HO early September and Sheila will distribute to the Host box when received
  • Notice of AGM and prep

Notice of the AGM date has been emailed to Head Office and all SWP members with the opportunity to forward their name for election to the committee. Serving SWP members came forward to be considered for re-election, Sheila added their names to the form which will be displayed from 1st August until 27th September at our next few rallies.

  • Treasurer’s Report
  1.  Website

Linda thanked Nigel for all his hard work sorting all the problems with the website. Nigel has monitored the website Photograph’s and Selling pages and found not a lot of access from other MCC members. After discussion, it was agreed unaimously not to proceed with the Photograph and Selling pages.

  • Speaker for rally entertainment

A discussion on the logistics of where and how the speaker with microphones would be distributed to the Hosts with the host box.  The outcome was with permission from Linda to use her personal speaker and microphones to see how often it would be used at the rallies.  To be reviewed at next committee meeting

  • Financial statement

The Annual Accounts end date is 31 July and has been sent for verification. A paper copy of the report was distributed by Nigel and the income and expenditure explained. The majority of the rallies have made a profit or broke even.  This financial year the purchase of 2 new Colman shelters with strong pegs and any deposits made for 2027 rallies to sites, the current account is still in a healthy condition.  Accounts spreadsheet for information to be disseminated to Rally Officers – Nigel to Action

An incentive for SWP members was discussed – Agreed unaimously

  • Rally Officers Report
  • Update on Christmas Rally

Marion & Pete now have the price for the Xmas rally and the meal price, these can now be entered onto the rally program. Unfortunately the site will not agree to open both toilet blocks but have agreed both Elsan points to be made available. To date we have enjoyed 9 rallies and hosted a total of 209 vans. with the lowest attendance being 19 and the highest 35 making an average of 26 interestingly the lowest being grass field sites both 19s even though blessed with good weather.

  • 2027 Rally Programme

Next year’s Rally program is progressing well and a provisional list should be ready for members to peruse at our AGM.  Prices for next year’s rallies have risen due to the ongoing energy crisis especially larger campsites offering more facilities however the numbers dictate this is the type of venue our members prefer we will of course continue with a mixture to accommodate all tastes.  Linda thanked the rally

officers for their hard work and sourcing new sites for 2027

  • Creation of Bookings Officer

A lively discussion on the need for a booking officer for 2027 with round the table opinion. Pete explained due to the restrictions on the number of units on many Southwest sites a few rallies, we will have to introduce a booking with intent system and to collect information for ANPR entry systems. Bookings requiring payments will only be taken on sites where we have paid deposits or moneys up front from SWP funds in order to secure a venue, this should only be two sites next year.  Robin asked if the rallies with limited spaces, could a booking open date of 5 weeks for SWP members and 3 weeks for all MCC members be added to next year’s program. Sheila, Pete & Marion to Action

Linda Thanked Trish for all her hard work keeping the SWP facebook up to date and taking on the task of booking one of our limited space rallies.  Trish is happy to take on the future bookings of limited space rallies and the 2027 program will add her details as contact.  Sheila is happy to continue to take bookings where payment up front is required.  Barry is happy to continue to take bookings for the Bude rally.  To be reviewed if it proves to be too much work.

  •  Any Other Business

Trish requested the purchase of a small Bingo machine.  Agreed unaimously – Trish & Linda to source and purchase

Mike reported on the Colman shelters, he had to repair one recently, now all fully operational.  He is happy for Hosts to contact him as to the where abouts of the shelters if needed for their rally.

  • Date of next meeting – AGM 9th October

      Linda thanked the committee for all their hard work.  Meeting closed at 10:15pm