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AGM Debrief
Cork is not ideal location as very noisy. Westgate upstairs of, could be better alternative – await feedback from Hustings. Alternatively, could book room out on campus and Royal Oak may be open again by the time the next one rolls around.
Main topics to follow up on:
Reimbursement of drivers/incentives to drive:
- Reason we can’t reimburse is due to personal insurance – for volunteering only.
- Governments reimbursement rate is greater than 25p/mile offered by the SU, push for SU to increase the rate though will only drive up cost of trips then.
- Could ask SU Transport office for clarity on SU’s position for reimbursing drivers or incentives to drive and sound out other clubs approaches to this (e.g. Surf, Canoeing good candidates to ask) to help inform our own stance.
- SU Handbook says drivers can’t be paid for driving but is offering a discounted trip the same?
- Arguably once short-term hire of MPVs is sorted then less struggle to find drivers as need fewer and not relying on them using their own car.
- However, MPVs may be more expensive than using personal cars and trips are already more expensive than we would want. But the ease of booking an MPV will offset the stress of finding drivers and allow for trips to be costed/advertised greater in advance giving more people the time to decide if they want to and can afford a trip even if slightly more
How else can club keep costs of trips down:
- Alternative accommodation is main one – look at village halls as alternative to huts. Though even cost of these is increasing e.g., night hike last year was £35 this year it’s ~£70 but still significantly cheaper than a hut.
- Club would need to have better roll matts/sleeping bags (and more of) if to do so
Question as to how good a turnout for AGM we had, ~30 people which is about average for a Thursday social, maybe even above average but out of a club of 200 not a huge % turnout for an AGM. AG wants better promotional material for AGM.
Orienteering insurance – club affiliation is £20 and need 4 people on committee who are part of British Orienteering and have designated leadership roles as deemed by BO.
Personal membership is £20 for normal and £10 for junior. This year all members ended up in £10 bracket and costs were paid out of pocket by individuals. However, going forward, with affiliation the duty of secretary, is it possible to have the club pay for the affiliation as unacceptable to ask individuals to keep covering the costs.
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AP to enquire to SU Transport informally.
CS to look at alternative accommodation for Fresher’s trip and Xmas trip
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23/24 Committee
SU refused to allow the club to amend roles for upcoming elections despite being in violation of the clubs’ constitution and this being explained to them at great lengths by HS.
Response was deadline had been set that the club missed, in the past this would not be the be all and end all but change of SU staff means previous discretion afforded to the club is dead.
Hopefully there will only be one candidate for orienteering secretary then can run by-election with the remaining role to be voting member. If end up with two orienteering secretaries, unsure what will happen but may have to just proceed as that for the next year and ensure any changes or planned changes to committee are communicated to SU far in advance as to hopefully avoid a repeat scenario.
Hustings to take place this Thursday.
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Day trip by public transport
Want to be able to show members that can do more “adventurous” walks from Bath without the need for a car. Trialled with Westbury White Horse walk but idea is something bigger than a “Sunday Walk” e.g., more akin to a Sat day trip. E.g., Malvern suggested as potential location as fairly frequent trains.
Question as how best to go organising?
Run as sign up to gauge/limit numbers and submit any necessary paperwork to SU but beyond that communicate to those going what train tickets etc to buy.
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OH to organise
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