CUHWC AGM Minutes, February 2010

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AGM minutes, Tuesday 9th February 2010

Chair: Mr Dave Farrow

Secretary: Mr Tim Middleton

Apologies for absence

Jonathan Fife
Toby Speight
David Pettit
Caroline Hepburn

Report by the President

The club is still running.
The club has enough money.
Not many Freshers this year and numbers are slightly down but trips are still full.
Planned change to finances (see Motion).
This is a long table. Simon Taylor is a long way away.

Accounts

Loss of Ł1000 as expected.
The biggest loss was the Anniversary Trip due to the transport.
Trips make a consistent loss of Ł100 as planned.
Made Ł500 less from membership this year than last year.
Also had a much bigger Societies Syndicate grant.
For the first time this year we had Ł300 sponsorship from the BMC which funded an instructor to come on a trip. This was generally thought successful and ought to be repeated.
Ł150 spent on new equipment.
The Ceilidh raised Ł65 for Mountain Rescue which hasn't yet been paid from the account.
There is a Ł15.50 discrepancy between the spreadsheet and accounts book.
Ian: Is it right to refund formals when people don't come?
Oliver S: For Hughes Hall someone fell ill and at Johns things were disorganised because we didn't know the price.
In general agreed that unless a replacement was found or good reason why not then no refunds should be given.
Simon T: You have to apply to the Societies Syndicate a year in advance and they base what they give you on the number of members you had in the previous year so we are likely to get around Ł500 less this year.
Ian: We deliberately made a loss last year because there was too much money in the account. The incoming committee need to be careful to balance the books.
Oliver S: Ł200 for paying drivers will need to be put down on next year's accounts.
Vote to approve accounts: 24 in favour, 0 against.

Andy Gibson Training Fund

The Andy Gibson Fund is still being advertised but people are only really applying for it in the summer term.
There have been a few rule changes this year and they now only give one Alpine grant per year. Hopefully the rules are also now clearer.
The Gibsons have donated another Ł1000 into the fund again recently.
The rules for the grant are on the website.
Simon W: Could they consider retrospective applications in the first few works of the next term?
Dave: It would require the fund committee to make the change.
Ian: Could the instructor on a trip be funded from Andy Gibson if the BMC stop giving us the grant?
Dave: It is possible to make a group application to the fund. It could come under this.

Questions to the Committee

Simon T: What percentage of people who come on day trips only come on day trips?
Dave: 52%....[not actually calculated!]
Ian: A sentence should be added to trip emails saying that trips will still go whatever the weather.
Simon W: Should we get rid of the Lent term day trip?
Dave: Day trips aren't in the constitution. It's up to the committee.

Motion

New motion proposed to allow committee to have freedom to change pricing and structure of membership to make clearer and fairer.
Previous committees have never changed things significantly anyway.
There will be a clause preventing retrospective changes so current members will not be affected.
It would make more sense for membership fees to cover the BMC affiliation costs and the Societies Syndicate grant to cover the deficit in trip costs.
Dave: Proposed new structure of initial membership of Ł15 and Ł9 to renew each year.
Ian: What if Societies Syndicate don't approve?
Simon T: Unlikely, they have lots of money.
Paul: We currently waste their money by affiliating course members to the BMC when they no longer come on trips. So we'll save them money!
Jo: What is the advantage of a higher initial cost?
Dave: Societies Syndicate will be sceptical of the money they give if we make large cuts in membership costs.
Dave: There will be a transient period as this new structure is brought through.
Ian: Should mandate new committee to give notice of changes.
Vote to approve motion: 25 in favour, 0 against.

Election of Officers

President: Jo-26, RON-0
Meets Secretary: Tom-16, Joe-11, RON-0
Social Secretary: Jane and Bethan-27, RON-1
Safety Officer: Julie-6, Kirsty-3, Joe-18, RON-0
Junior Treasurer: Matthew-26, RON-0
Membership Secretary: Kirsty-23, Rob-4, RON-0

AOB

Ian: Mandate new committee to give at least two weeks notice of any proposed changes to the club membership. This should be sent round the main email list.
This was approved unanimously.

Cheese and Wine

It is indeed surprisingly hard to eat three cream crackers in a minute.
Next year a box of wine should be purchased.

Last modified: Wednesday, 16 February 2010, at 11:41 (GMT)