PRCMCC Annual General Meeting

27 November 2025

Potteries Radio Controlled Model Car Club (PRCMCC) held its Annual General Meeting on 9 November 2025, in a hybrid format at Hungerford Lane, Madeley and online via Google Meet. This page summarises the key outcomes and decisions for members and visitors.

Attendance and apologies

Apologies received from:

  • Alex
  • Dave
  • Chris

The meeting was opened and the previous AGM minutes were accepted without amendment.

Reports

Chair / Secretary / Tech Officer report

This was presented as a combined report covering club direction, communication, and systems.

Key points:

  • The outdoor season has been challenging, with lower than hoped attendance at regular club nights.
  • A Wednesday evening summer series format was trialled. Feedback and numbers showed it was not popular, so this format will not be repeated.
  • A mid season survey identified two main themes:
    • Confusion around when the club was racing and when it was open for practice.
    • Weekday travel time to the track is a barrier for many drivers who live further away.
  • A membership reminder system was introduced to notify members when renewals were due, based on automated checks against the membership list.
  • The club website has been updated, and indoor and outdoor content is being consolidated into a single, clearer site to make it easier for new and existing members to find information.
  • Further background work on digital tools (online booking, forms and site management) will continue ahead of the 2026 season and the National.

The report was received by the meeting.

Treasurer’s report

The Treasurer gave an overview of the club’s financial position:

  • The club holds a positive bank balance, but it is not large once existing commitments are taken into account.
  • There is a significant outstanding loan with the BRCA, plus regular outgoings such as venue hire and land rent.
  • Recent changes to the indoor winter series format have been successful. Running fewer, larger meetings has made winter racing financially healthy and reduced the committee’s workload.
  • Outdoor club racing currently brings in relatively modest income at each meeting. On its own, this level of income is not enough to support all costs associated with the facility.
  • Membership income has fallen compared to the previous year, and it is clear that the existing membership offer does not feel valuable enough to many racers.

The club agreed that:

  • It must begin repaying the BRCA loan from 2026 onward to maintain goodwill and access to future support.
  • Membership and race fee structures need to be clearer and more attractive to encourage take-up and help cover running costs.

A vote of thanks was also recorded for the ongoing personal contribution from a committee member who covers some recurring costs from their own pocket.

The report was received by the meeting.

Nationals and events

BRCA National Round 1

PRCMCC has been awarded Round 1 of the BRCA 1/10th Off Road National Series.

Key points:

  • The round became available when another venue was unable to fulfil its dates.
  • The club accepted the offer, recognising both the challenge and the prestige it brings.
  • An extensive improvement programme is already outlined, including:
    • Perimeter fencing and general security improvements.
    • Painting and tidying the container and rostrum access.
    • Upgraded PA system and better speaker coverage across the pitting area.
    • General repair, tidying and presentation work around the track and field.

The club is committed to delivering a national standard event.

Regionals before the National

Both East Midlands and West Midlands BRCA regions approached PRCMCC to host Regional events in the weeks immediately before the National.

After the discussion, concerns were raised about:

  • The risk of overusing or damaging the field and track early in the year.
  • The pressure on volunteers and committee members in the run-up to a major national event.
  • The fact that Regionals share entry income with the region rather than all proceeds going directly to the club.

Decision:
The AGM voted not to host Regionals before the National. Instead, the club will:

  • Focus on preparing the track and facilities for the National.
  • Aim to run one club “pre National” meeting if the venue is ready, where all race fees go directly to the club.

Membership and fees for 2026/27

To improve value for members and simplify administration, the AGM agreed a new structure that will apply from 1 April 2026.

Membership period

  • All memberships run from 1 April to 31 March.
  • Existing rolling memberships will be honoured until they expire, then moved to this cycle.

Membership types and costs

  • Individual membership (adult or child)
    £20 per year
  • Family membership (covers a family unit)
    £30 per year

Outdoor practice (members vs non-members)

  • Members
    Free outdoor practice at PRCMCC.
  • Non members
    Outdoor practice will be chargeable. £10 per racer per day

Outdoor race fees – club nights (from April 2026)

  • Adult member
    £8 per meeting
  • Adult non-member
    £10 per meeting
  • Junior member
    £6 per meeting
  • Junior non-member
    £8 per meeting

Indoor winter race fees – Winter 2026/27

  • Member
    £15 per meeting
  • Non member
    £17 per meeting

These winter fees are subject to any changes in indoor venue rent.

What membership offers

From 2026/27, membership provides:

  • Free outdoor practice.
  • Reduced race fees both indoors and outdoors.
  • The right to vote at the AGM and stand for committee roles.
  • Direct support for maintaining and improving a national standard facility.

The motion to adopt this structure was approved by a clear majority.

Club night schedule

The weekly outdoor club night format puts a consistent strain on volunteers and currently yields limited income per meeting.

Decision:

  • From the 2026 outdoor season, outdoor club nights will be held fortnightly on Fridays.
  • The track will remain available for practice between race meetings.
  • A full 2026 calendar will be published once BRCA regional and national dates are confirmed. This calendar will include:
    • Fortnightly Friday club nights.
    • Any summer series rounds.
    • The pre National club event, if scheduling and preparation allow.

Committee and officers

The following officers were elected or confirmed at the AGM:

  • Chair
    Peter Mulcahy
  • Treasurer
    Dan Cooper
  • Secretary
    Paul Fisher
  • Tech and Website (joint)
    Paul Fisher
    Dave
  • Safeguarding and Welfare Officers
    Yvonne
    Becky

Several members also volunteered to assist on the general committee and with track and event work, particularly in the run up to the National.

Nationals preparation and volunteering

To organise work efficiently for the National and the 2026 season:

  • The committee is maintaining a detailed task list with priorities, target dates and named leads where appropriate.
  • This list will be shared with members so that:
    • Work parties have clearly defined jobs.
    • Members who can visit the track at other times know what small tasks they can help with.

Members are encouraged to support preparation wherever possible. Work carried out for the National will improve the facility for all club meetings and practice throughout the season.

Closing remarks

The Chair thanked all members, volunteers and supporters for their continued help and commitment.

Key changes for 2026/27 are:

  • New membership and fee structure from 1 April 2026.
  • Fortnightly Friday outdoor club nights from the 2026 season.
  • Hosting Round 1 of the BRCA 1/10th Off Road National Series.

Further details will be shared via the club website and communication channels as dates and plans are finalised.