2003 AGM Minutes - Intercity Railway Society

INTERCITY RAILWAY SOCIETY
MINUTES OF THE INTERCITY RAILWAY SOCIETY ANNUAL GENERAL
MEETING FOR YEAR 2003 HELD AT THE RAILWAY AGE CREWE ON
SATURDAY 20th MARCH 2004
Present:
Jeff Hall, Alan Gilmour, Gary Mutten, Simon Mutten, Ken Pitt,
Maurice Brown, Nathan Beahan, Martin Hall, R.David J Sharpe,
Peter J Foster, David F Smith, Barrie A Edwards, Keith Ware,
George Palin, Andrew Hollis, Peter Hollis, Peter Gregory,
John Woods, David Whitaker, Andrew Watts, Bob Howe,
Lawrence McCormick, Fred A Lyon, Bill Wise, Chris Higgins,
Ronald Guest, Edward Hearn.
1) WELCOME & APOLOGIES FOR ABSENCE
The Chairman welcomed everyone to the meeting.
Apologies were received from: Pete Waterman, Peter King, Bryan King, Lee Mason
& Owen Rhodes.
2) CHAIRMANS ADDRESS
Reflecting on the year, Chairman Jeff Hall noted that at the end of 2002 both
members and Officials of ICRS had made some radical decisions as to the future
directions of the Society as its traditional visit-running arm was in serious decline, it
was obvious however that publications were showing clear signs of breaking through
to a much wider audience.
The decision was made to push hard for acceptance of good value, high quality and
up to date titles catering to the needs of rail enthusiasts offering both UK and Foreign
titles.
That decision proved a ground breaking move for the Society with sales of all of its
titles exceeding all expectations, and receiving reviews in the railway periodical titles
that prove ICRS to be market leaders in providing material that is seriously up to date
at an affordable price.
In the first quarter of 2004 the Society has outstripped the sales figures for all of 2003
-- itself the best for very many years.
In further radical moves during the year ICRS has worked closely with Porterbrook
Leasing, producing for them a 10th anniversary stock book that had been very warmly
received, and ICRS had, for the first time in its history, a national outlet for its titles
through Ian Allan bookshops, links which both parties are keen to see develop and
Jeff thanked David Smith for all his work in fostering the relationship with Ian Allan
and Maurice Brown, who along with Jeff himself negotiated discounts for ICRS
members on all Ian Allan publications and magazine subscriptions.
ICRS is gaining respect from many quarters of the Railway Industry and we have seen
a lot of doors opening and all members visits once again are increasing with visits

eing arranged to MOD Kineton, and Bombardier Derby during the year, and
hopefully to certain other sites if negotiations conclude successfully.
In addition ICRS launched its website ----- icrs.org.uk ---- that has since been
acclaimed as one of the leaders in its field for its style and up to date information,
covering a wide range of detail for the rail enthusiast. The site continues to improve
and is proving to be hugely popular by the number of 'hits' registered.
Membership of the Society has leaped up as a result with in excess of 200 new
members joining during the year, and that figure shows signs of continuing to climb.
Numbers of people ceasing membership has slowed to a trickle at the same time.
Current membership is in excess of 570.
Jeff concluded that had had been a stunning year for ICRS,- finances were very
sound, and that there would be no increases in membership rates for 2004, other than
that for 5 year membership from May 1st which was agreed at the 2002 AGM.
There was a clear potential for the Society to keep moving forward at the same pace,
but there was also a danger that without help from members, or if we were to keep
producing more and more, we were in danger of becoming victims of our own
success, and very possibly implode.
It was time for a year of consolidating and taking stock of the future direction of
ICRS, and to develop a clear strategy that would allow ICRS to retain and maintain
its status as the premier enthusiast society.
To this end, Jeff announced he was standing down as Chairman and subject to
ratification, stand as vice president with portfolio for publications and the website.
Finally Jeff expressed his thanks to the membership and Society Officials for the
support and hard work put in over the last 12 months.
3) ELECTION OF OFFICIALS FOR YEAR 2004
This item was brought up the agenda list by agreement of the meeting.
Officials were elected as follows
Jeff Hall-
Vice President with portfolio for publications and website
Simon Mutten- Chairman & East Anglia Branch
Gary Mutten- Treasurer/Society Coordinator & East Anglia Branch
Maurice Brown- Membership & Publications/ Sales Manager
Ken Pitt-
Magazine Editor
Robert Brown- European Branch
Bryan King- Publications
Nathan Beahan- Publications
The Society welcomed Peter Gregory back as an Official to assist with visits.
Some members will remember Peter as the East Midlands branch Official for many
years and the Society is delighted to have him back as an experienced Official.
Pete Waterman as Society President.
Alan Gilmour and Peter King as Vice Presidents.
These posts are retained automatically.

4) MATTERS ARISING FROM THE 2003/3 AGM NOT COVERED BY THE
AGENDA
The meeting was reminded that the 5 year membership rate would increased as
approved by last years AGM.
The previous minutes were proposed by Simon Mutten & seconded by John Woods.
The meeting duly approved the minutes.
5) ICRS OFFICIALS RE- ORGANISATION
Jeff outlined the reasoning behind the re organisation of the Society Officials and the
management of the Society.
The old system of all Officials meeting 2-3 times a year to make and approve
decisions in the management of the Society was no longer effective for the way the
Society now operates.
There are now different ‘business’ sectors covering the various functions of the
Society, which meet and have the authority to make and carry out their decisions
without reference to full Officials meetings.
The functions covered are Magazine production, Strategy, Visits, PR/Advertising,
Website, Budget planning and Publications, with appropriate Officials sitting on each
sector i.e. Strategy would consist of Vice President(s), Chairman & Treasurer.
Magazine would consist of Editor, Publications Manager and Treasurer etc.
The post of Secretary would disappear but would be replaced by Society Coordinator
to which information would be passed from business sectors for dissemination to all
Officials and that Society paperwork such as insurances etc. were up to date.
Alan Gilmour had been charged with re writing the Officials Manual that whilst
serving us well for the past 30 years was; again, no longer appropriate for the way
the Society now operates.
Alan has begun this task with input from all officials and should be complete by the
middle of the year.
The new management system had been operating for the past few months and was
working successfully.
6) PRESENTATION OF OFFICIALS REPORTS
a) Financial
Jeff reported on the accounts for 2003, as he was treasurer for that year.
The Accounts are attached.
Jeff made the following comments to the accounts:
All publications and the magazine are now produced in house with resultant saving in
costs.
There has been an increase in meeting costs. This is mainly due to increased meetings
in connection with publications (e.g. Ian Allan, Porterbrook etc.) and visits (e.g.
MOD, Alstom etc) which as can be seen have been very successful.
The Sales dept. is now defunct as everything goes through publications.

We no longer sell third party publications nor do we attend open days but have a
presence via Midland Counties publications/Ian Allan.
The Assets relate to Society equipment e.g. printers etc. held by Officials for Society
work such as magazine/publication production.
Jeff pointed out we are not in the business of making large profits hence the recent
launch of the member loyalty scheme.
The accounts were proposed by David Sharpe, seconded by Alan Gilmour and duly
approved by the AGM.
b) Editorial
Ken had produced a written report for the AGM:
I have been involved with the Magazine for some time now, and I am proud that it
has, with the Web Site developed into what is hopefully considered a quality product
and the ICRS Shop Window.
I would like to say that following Jeff as Editor last year has not been an easy task,
but thanks to computerisation it is a lot easier now, also I appreciate that more and
more members are now submitting reports to help us maintain the high standard. We
rely on your, that is members' contributions, to maintain this high standard, and I
know we can do it.
I hope that I can continue to serve the ICRS as Editorial Manager for the foreseeable
future. I know we can maintain the standard for you so that ICRS remains No.1.
Thank You
In addition, Ken thanked the membership for the amount and quality of information
coming through.
Prize Quiz and all members raffle took place at this point
Quiz: Joint 1 st : Keith Ware Escorted visits to Signal boxes in Lincoln
Bill Wise
Signed Porterbrook stock book
Joint 2 nd Peter Gregory Freightliner Pen & Pencil
Andrew Watts Network Rail Paperweight – Saltley
All Members
Raffle: 1st C.Dolphin First class Virgin ticket
2 nd M.J.Cooper Hornby 2-8-0 7675
3 rd M.L Jones Pewter EWS class 66
AGM
Raffle: 1 st Peter Gregory First Class Eurostar ticket
2 nd John Woods Hornby 4-6-0 King
3 rd Gary Mutten Pewter EWS class 66
Other Prize: Edward Hearn Network Rail mug.

c) Publication Sales/Production:
Maurice reported an excellent position for publications.
Jeff had already covered a lot in his address and sales were already exceeding the
total for all of last year.
We have received very good reviews from railways Illustrated for our publications.
We now supply our publications to Ian Allan Bookshops and our books also now
carry the Ian Allan logo.
Maurice asked that all members take the opportunity to promote our publications on
their travels.
Help was always needed in producing our publications and the Society was grateful
for offers received so far, which are being followed up.
Maurice said he would be grateful for any feedback, particularly where we may have
made mistakes.
There are ideas for future publications such as an appendix to the combined volume
featuring stored, preserved, and withdrawn stock.
There were various items raised from the floor:
• Jeff explained that the combined volume was as large as it could be due to the
maximum size of binder spirals.
• Fred Lyon asked about glued spines. It was explained that the pages tended to
come out after time on glued spines and the spirals format allows the pages to
fold flat and are proving very popular.
• Consideration was being given to extending the A5 ring binder format.
Following a suggestion from the floor, The Society will look into obtaining lapel
badges.
d) Membership:
Maurice reported on another success story for the Society this year.
Current membership stands at around the 570 mark, which is 240+ up on last year.
Maurice said we are looking at a target of 700 for this year.
The turnout at the AGM was reflective of the current success of the Society.
Maurice again urged members to promote the Society at every opportunity.
e) Website:
www.icrs.org.uk
Jeff reported on the website which is proving to be one of the most successful sites for
Rail enthusiasts judging by the number of ‘hits’.
The site has ‘members only’ areas and some of the most up to date info available on
the web.
Jeff went through the various subjects the site provides.
Barrie Edwards reported he had trouble accessing the site using his
username/password. Jeff gave a solution that should hopefully solve the problem.

f) Branches/Visits:
Jeff stated that Robert had organised a comprehensive programme of European
Branch trips for 2004 and these can be found on the website and in the magazine.
Simon Mutten stated that although the kind of trip running is changing, the East
Anglian Branch still operate one or two ‘traditional’ trips each year, with last years
bi- annual trip to the South West a great success once again.
Although nothing is arranged yet, there will probably be a trip or two later this year.
Alan, Jeff and Simon have been working at developing relationships with various
bodies in the rail industry to enable us to access different sites.
The trip to LNWR prior to the AGM was a case in point.
Alan said that negotiations had been had with the MOD, ALSTOM, LNWR, Marcroft
Engineering , Bombardier and Virgin.
Following a question from the floor regarding the details for the MOD visit, Simon
stated that in fairness to all members, details would appear in the next magazine.
Alan said that a visit to Washwood Heath in July was being discussed and he was
meeting with ALSTOM’s communications director in the near future.
Discussions will also take place regarding the possibility of visits to Longsight,
Willesden, Oxley and Wolverton
Central Rivers was another possibility again.
If successful it was likely that visits would roll into next year.
Alan said any offers of help in running trips or members wishing to become Branch
Officials would always be welcome.
An offer was received from Peter Gregory (see item 3).
g) Advertising:
Jeff reported that we only now advertise in Railways Illustrated.
The Society had developed an excellent relationship with Ian Allan and Alan and Jeff
hope to be meeting with Colin Marsden shortly with a view to Railways Illustrated
producing an article on the Society.
Thanks were due to David Smith from Ian Allan in particular.
Jeff also reported Martin Hall was working on a logo for the Society.
7. SUBSCRIPTION RATES FOR 2004
Gary was pleased to report that because of the current healthy position in finances
the membership rates are to remain unchanged for the forthcoming year with the
exception of the 5 year rate which was agreed at the 2003 AGM.

8) ANNUAL GENERAL MEETING 2004
The Annual General meeting for 2004 was agreed for March 19 th 2005 at the Crewe
North signal box, commencing at 12.00 p.m.
9) INFORMATION EXCHANGE
Gary re iterated the importance of help, particularly in respect of publication
production and if anyone thought either, themselves or someone they knew could offer
assistance it would be greatly appreciated.
A vote of thanks was received from the floor for the LNWR visit prior to the AGM and
the provision of the buffet that was much appreciated.
A vote of thanks was received from the floor for all the work the Society Officials had
put in over the past year.
Vice President Alan Gilmour thanked Jeff Hall in particular on behalf of the AGM,
whose leadership and hard work had got the Society to the position it is now in and
without him we would not be enjoying the level of success we currently are.
10) CLOSE OF MEETING
Jeff thanked all Members and Officials for attending and supporting the Society and
wished everyone a safe journey home.