PRDC Annual General Meeting 2025 – Recorded Notes

Below are the meeting notes that were taken on Friday 28th November 2025.

Meeting started with Stan welcoming all in attendance before explaining the lack of a 2024 AGM due to extenuating circumstances. There was an extra demand for a 2025 AGM as there were both matters that needed attention along with it having been an extended period of time since the last AGM gathering.

Stan started by asking the club members to share their opinions on the matters that would be discussed as collectively everybody’s opinions are important to reclaim the club’s identity which had been lost over recent times.

Many people have recently been using the club for their own personal gain & benefit with little regard to the club as a whole with its members. The PRDC as an organisation have rules that need to be abided by, these are impressed by Live Promotions so in order to remain in good stature and retain the flexibility the club has accrued then everybody needs to be working together. Going into 2026, the PRDC are looking to do additional shows & events which branch out further than Live Promotions and work towards supporting good causes and charities.  There is a potential of doing demonstrations in Lincoln in 2026 along with these new shows coming on board. Once a showground has been committed to, the PRDC needs to be in attendance and put on a display/demonstration as agreed from the beginning.

The club needs to re-instate many rules but also needs assistance from other club members to aid and support Stan & Margaret who are unable to do everything without this additional help. The club has a professional image to maintain throughout the weekend. Working as a team in the run up to and throughout the show weekend.

The club has funded 50% of the AGM meeting held on 28^th November, unfortunately the club does not generate huge amounts of income so was unable to cover the full cost of those in attendance. Public liability insurance has been arranged for 2026, and the club has seen a saving from 2025. This is additional money in the club bank account which can be re-invested elsewhere.

The floor was then opened up for feedback and discussions.

Some points were raised on behalf of members who could not be in attendance.

• Regional representatives to cover shows from a local perspective. This could potentially include the responsibility of entertainment, health & safety, logistics, parking, demo vehicles amongst other things.
• Health & Safety. Going forward all members in the demonstration arena space need to be more mindful of health and safety along with the image it portrays of the club. This means no bump caps, full hard hats only. Safety shoes, children, and non-trained people in attendance are to always remain in the cab or outside of the arena. Only those who are participating in the demonstration space should be inside of the arena & out of vehicles.
• Vehicle entry bookings. Booking entry dates will now be final, there will be no additions or amendments after the published cut-off date going forwards. As a club, there are no spare tickets or entries outside of what is registered. Using Newark as an example, a large number of people turned up to the showground early trying to gain early entry to the venue under the banner of PRDC. These were not on the list which security had been given as a pre-determined list of early entries and as such this is now a privilege, we are likely to have lost moving forwards.

Throughout the year there was a number of club members enter the showground through the club however when asked to participate in the demonstration, which is one of the stipulations detailed when joining, they refused or made excuses why they could not do so.  This cannot be the case moving forwards, we all need to work as a team to promote the club as well as having a good time over the weekend.

Demo units are becoming harder to transport to events; we have a selection across the country but need the help of the club members to get these to the events.

It has been suggested that as of the closing date for the show entries (usually the Monday in advance) then collectively plan the demonstrations with the vehicles and casualties we have available. Use Friday to pre-rig the casualty vehicles before people start to unwind and drink. This makes light work of Saturday & Sunday when the vehicles just need to be towed in and minimal rigging under the public eye.

A suggestion was made to have a rough layout sketch of the pitch area in advance; this could be circulated through a variety of means so that when people arrive at the showground on Friday they can go straight to the right area. Caravans, tents, trucks etc could all be put into place seamlessly without needing guiding in by one or two key people.

Private cars need to stay in the car park; tickets will be for company sign written vehicles only. Caravans are to be brought in on the back of a vehicle staying inside of the showground where possible to minimise ticket consumption.

One of the highlighted downfalls is the large amount of alcohol consumed on a Friday night, this sets the tone for the weekend and puts the organisation & plans on the back foot leading into Saturday.

It is expected going forwards that if a vehicle turns up for the weekend, then it has suitable kit for the job. The club cannot afford to supply all of the demonstration kit for the weekends.

It is agreed that demonstrations will be planned on a Friday night going forwards.

We cannot have a repeat of one event in 2025 where people were seen to be in the demonstration arena with alcohol, there is a responsibility to remain sober while operating the recovery equipment in any capacity.

Expanding on the regional reps, an effort will be made that local companies will be the highlighted ones at their local show. To promote their business to prospective business and local people.

Truck entry tickets for popular shows will need to be prioritised for those which are needed in demonstrations, it isn’t possible for one company to take up most of an allocation as this needs to be fair to the club and the industry as a whole. Primarily the vehicles in the demonstration area are to be club entry vehicles only, anybody purchasing their own tickets will be invited into the demonstrations only if and when required.

One of the topics discussed was around the recovery services on the showground and liability undertaken when doing so. If and only if a recovery vehicle is requested by live promotions, then they undertake all liability for the equipment, the operation and anything which may happen during the recovery. This only stands up if the operators in attendance are sober and capable, we cannot have a situation where operators turn up to assist in a situation on the showground under the influence or incapable. It is not a professional image for the club and would not be covered under an insurance claim.

Club rules need to be circulated and re-enforced moving forwards, anybody found not to be following the rules of the club are at risk of not being granted club entry to future shows or cancelled membership.

At events going forwards, as soon as live promotions have had a meeting to outline the timeline of events this should be shared with the club members so that people can make themselves available at the correct times to assist in not only the PRDC demonstration but also marshalling for other timeslots such as chassis manufacturer movements.

The website is going to undergo a re-design with more information of events going onto the website, using this as a central hub of information for all members. There will be a forum section so each show can be discussed individually, and by all members collectively. This will replace the posts of Facebook, the various WhatsApp group and private messages to try and organise shows.

Vehicles going into the arena will be limited to manageable levels, there will be no unplanned movements during live demonstrations. This keeps a safe working area and maintains high visibility for the public to see the equipment that we are trying to showcase.

An additional point was raised around storage of demo units when discussing show logistics. The point was raised that this is a club of drivers, not owners so decision making is limited within the club itself and requires a wider level of support.

Josh needs a list of all active members to create website login accounts, allowing members to interact in discussions. This will be supplied by Margaret.

The vehicle parade will be closely monitored moving forwards to define its benefit against the headache of managing too many vehicles in the area or unauthorised vehicles taking up space.

It was mutually agreed that Stan Gallears will remain as the head of the club, Margaret Gallears will continue to maintain the club accounts.

Multiple members of the club have voiced gratitude to the club and the efforts that all members put in to make the club and the community spirit what it is.

The final question came around the topic of membership fees; the membership price has not increased for many years. This needs to be reviewed going forwards so that money can be invested back into the club with rising costs. A questionnaire or poll will be added to the website to gauge feedback from club members. Initially this has been proposed as a £10 increase to each membership rate going to £30 for individuals & £40 for families going into 2026.