Participants

Absent

Jonathan White (JW) – Chair

Kate Evans (KE) – Secretary

Ffion Loring (FL)- Treasurer

Hugh Sanderson (HS) – Social Secretary

Robert Haseler (RH) – Gear Secretary

Emma Wilkes (EW) – Climbing Secretary

Thomas Hodges (TH)– Climbing Secretary

Jonny Ellis (JE) – Orienteering Secretary

Josh Nicholas (JN) – Walking Secretary

Artemi Kursi (AK) – Walking Secretary

Vanesa Dimitrova (VD) – Media Secretary

Joseph Shouksmith (JS) – Voting Member

Vicky Bennett (VB) – Welfare and Inclusivity Officer

Bethany Kippin (BK) – Orienteering Secretary

Item

Original item date

Brief description of original issue + update

Further action required from

44

14^th December 2021

Alumni fund application

Update

Haven’t heard anything. Applicants should have been informed by the end of March 2022 and grants awarded by April 2022.

RH to chase

46

10^th February 2022

Gear store light

No update

Still not fixed

RH to chase up gear store light

47

10^th February 2022

Summer trip 22

Update

Planned to be 5-7^th June. 2 MPVs booked, and 4 personal cars planned to go. Will need 4 MPV drivers and then 4 normal drivers. Campsite has been booked and awaiting confirmation that the payment has gone through. Need to sort leaders and drivers, once MPVs confirmed. Info email to be sent. Campsite is booked for 30 people.

JW to confirm MPV numbers

49

10^th February 2022

Socials

Update

Pub quiz next week (5^th May). Probably have pub socials throughout exams. Summer social to be Friday 3^rd June.

Suggestions for summer social: punting.

HS to organise socials

50

10^th February 2022

Club stash

Update

T shirt is ready to go but hasn’t been done yet. Plan to get the T-shirts sorted towards the end of next week.

RH to sort out the T-shirts

65

24^th March 2022

Font

Update

Font was cancelled. Meeting with the SU ~2 weeks before, and it was highlighted that there were concerns about the experience of drivers was minimal. Need to explicitly tell the SU at the start of the year that we are going to Font and what it is, and we also need to get drivers to get experience ASAP. We need MPVs, we need drivers with experience and nobody has experience because of this year. They have said they will sort it for next year.

The were able to rebook 1 of the huts, but they weren’t able to rebook the other, so we will have to pay for that. We have asked for an invoice so will find out how much this will be soon. Contacted ferries and we should be able to get the full credit but they have to be booked before the 30^th September this year, so we should book this as soon as we know what the dates of the gite for next year. The hut isn’t yet booked for next year, but we should probably do that soon.  

EW to work out what is going on with this years cancellation

EW to book gite for next year

EW to book ferries with credit once we have booked gite

67

24^th March 2022

Insurance budget

Update

Email hasn’t been sent yet. We have paid for the last lot of insurance so need to chase payment from the SU. Have emailed about this but not heard back.

JW to email SU

Item

Discussion/Description

Action required from

68

Remaining budget

After summer trip, we will have £1,253.86 remaining for activities and trips. Can use this to pay for any outstanding font payments and also to pay the deposit for next year. If we return much of this to the SU we have good justification for this as Font was cancelled, so hopefully won’t impact next years budget too much. Could see if we can get some of this rolled over to next year, due to Font cancellation. Could subsidise summer trip more, to try to make it ~£30 per person.

£900 of remaining gear budget for RH to spend. Need to spend £500-600 on essential gear and can spend the whole amount. Easy to spend after summer trip, when we know exactly what we have left as we still have access to the club account after Summer Trip. We can also rollover money we make as a club so we could rollover the BritRock money.

Haven’t had money to pay the insurance (~400) so this has currently been paid out of the club budget. May need to be sorted at the end of the year.

£600 of rollover from last year that we said we would spend on compasses but we haven’t. £20-£30 per compass. 10 is probably a good number to buy, as they will be useful for walking trips as well. Need to make sure we tag them properly and make sure that people don’t lose them.

Could also look at refunding part of the £150 1^st instalment of the ISB payment for the person who didn’t go (due to COVID). However, we have already made a decision about this and we want to set a precedent going forward.

Anyone who would like to run an event to contact FL

Anyone to send RH ideas for gear spending

69

Sunday email photos update

Photos are still from 3-4 years ago, but it would be worth updating them next year, and using photos from this year.

VD to discuss this in handover to next years media secretary

70

Handover meeting

Big committee meeting with this and next years committee. Ideal for it to be in person. Planned to be Thursday 2^nd June at 10am. Can try to book somewhere on campus or find somewhere to meet.

Individual handovers with the people who are taking over the position for next year. This can be arranged in your own time for sometime around the handover meeting. Try to include as much as possible, and either use previous handover document or make a handover document for them to use as a lot of committee next year haven’t got lots of experience, so will be a useful reference.

Agenda item: Inclusivity

Everyone to organise a handover meeting with the people taking over their role

KE to book space for handover meeting