Annual General Meeting, Thursday 8th February 2018

Present: Matt A (chair), Sarah K M (secretary), Chris H, Bronwen F, Ben B, Simon W "vulnerability" M, Mary M, Camilla P, Ella J, Cameron R, Anabel M, Ben H, Callum R, Andrew W, Danny V, Arthur G, Emma K (left before voting)

Apologies for absence: Marci G (votes sent in advance), Patrick T

Reports by the co-presidents
Nav course, winter skills course, REC 2 and REC 4 also relaxed First Aid course from First Aid Society.
Many socials.
Duddon Valley – Disaster
Stiperstones – Good trip, much alcohol
Rhyd Ddu – Outside pub, good weather
Glen Coe – Successful (no deaths), lots of whisky and wild swimming.
Bryn Golau – Lack of alcohol, otherwise successful
Chilterns – Good, distrusting pub owners
Ennerdale – Bad: minibus crash etc, very expensive bunkhouse,
Edale – Bus got stuck (again), went to pub afterwards (30% retention rate)
Glenridding – Good bunkhouse, scrambling course finally happened
Caseg Fraith – 20L mulled wine on Saturday, mountaineers came over, good fun.
Selside – Singing, alcohol
Coniston – amazing weather, SWM earned new middle name
Rosedale – Good fun

Financials
Ups and downs (Ennerdale) but generally solid, recommend keeping trip fee constant.
Courses (REC4 £277 loss), Scrambling (£360 temporary loss due to AGTF childbirth).
Socials done solidly, garden party used up surplus from last year’s Annual Dinner.
£350 for MR at charity ceilidh
Up £200 from membership
BMC affliation increasing so recommend increasing membership fee from £15.
£1500 from Societies Syndicate
Cashflow fine (min £600 approx.)
Minibus tow £450 for Ennerdale
Publicity money well spent on Freshers’ Fair stall

Andy Gibson Training Fund
We’ve not had the money we expect to get from the AGTF yet – interesting cheque situation. BB and CH are in the process of setting up an online account with Lloyds.
BB remarked how much the AGTF is appreciated (despite our complaints).

Motion to raise membership fee
Only had essential spending on club kit in the last year because we’ve had to spend a lot more on BMC affiliation.
Discussion on £17.50 vs. £20.
CP notes that trip fees have gone up in previous years without a motion. Agreement that £20 is reasonable and is unlikely to put of members.
Aside: CR mentioned that 2 rucksacks were lost on Selside – BB was safety officer. £17.50 would be enough to refresh kit, £20 would let us upgrade.
Motion passed unanimously.

Message from the 30th Anniversary Committee
Update on plans from David H and Tom L. 20 people have paid £20 deposits but rest of costs covered by DH and TL. Request for loan of £500 to cover catering deposit. Request for volunteers for other committee positions and general help – get in touch if you have any free time to help.
Challenge – County Tops. (Whisky for those who bag Shetland and Orkney…)

Proposal to loan £100 to 30th Anniversary Committee
MA put forward motion to loan £100, seconded by BB. Club is not in a financial position to loan £500 – low point (over summer 2017) was c £580. MA commented that if we could we’d like to loan more. MA suggests that individual members can make loans to committee. AW asks what happens if it collapses – CP says the money is just lost. MA points out that DH and TL are putting a lot of their own money into deposits anyway, so unfair for risk to be all on them. Motion passed unanimously.

Proposal to subsidise transport for 30th Anniversary weekend
MA proposes for next year’s committee to decide to what extent there is subsidised transport. BB remarks that it doesn’t need to be organised that far in advance. In the past, club has subsidised ~£500 (approx. full transport costs). AM suggests that it would be good to have both annual dinner and 30th Anniversary. MA proposes that next committee decides but suggests subsidy should be c £20.

Questions to the committee
AW asks how co-presidency has worked. MA says he dpesn’t know how single presidents did it. CP asks whether MA and CH will recommend to new committee that they continue with random ballot. CH and MA both say yes. CP asks how this has affected distribution of experienced/non-experienced people on trips. AH asks whether this has resulted in more drop outs. MA has listed drop outs on list he distributed. Commented that Glenridding was particularly bad, but was first trip of Michaelmas. BB was initially sceptical of online sign up but thinks it’s worked well.

Election of positions to Executive Committee

Election of President
SKM and BF standing.
CP asks if there’s anywhere they’d like to take the Club. BF says she’d like to go back to North East – Cheviot trip was good. SKM says mystery trip is to good location. Refuses to reveal.
17 for SKM and BF, 0 for RON.

Election of Meets Secretary
AW “This isn’t actually a question for you Danny”
MA asks about whether £10 wear and tear should still be given to own-car drivers. DV says yes.
CP asks how he’ll avoid using the minibus. CH admitted that he chose to use the minibus because he thought it’d be cheaper.
AW asks his opinion on 5 people in cars. DV - “Well it’s not illegal is it.”
17 for DV, 0 for RON.

Election of Social Secretary
MM says they’re keen to organise lots of good socials. Intend to break even. SWM says he’s heard about the whisky tasting night – would like to recreate. MA asks whether they have plans for garden party cake. SKM asks whether they have access to an oven between them.
MM: “Yes - your oven”.
AW asks about reinstating club lunches. AM couldn’t do them because of work commitments. MA didn’t do them after no one came to first two (group response: awwwww ☹ ). MM suggests doing them in the Earth Sciences department.
16 for MM and SWM, 1 abstain, 0 for RON.

Election of Safety Officer
CH has “had a go” at being president and think he’d be better suited to safety. CR mentions that first aid kits need replacing. CH was going to email the organisation who run the Earth Sciences department first aid training (Marlin) to ask about what should be in a first aid kit. CP mentioned that they also sell the kit. BF asks about the budget for kit. CH suggests having a group from committee go on “a shopping spree”.
RON says “Chris standing is a really bad idea”
17 for CH, 0 for RON. (surprisingly)

Election of Junior Treasurer
MA - “This isn’t a drugs deal, it’s the AGTF”
BB asks if BH has a single signature. BH says yes.
CR compliments BB’s attentiveness with the accounts over the last year.
BB - “How long are you prepared to spend on hold on the Lloyd’s helpline?”
MA asks how he’d sign off an email demanding money from people. BH – “Best regards, Ben Harris”
17 for BH, 0 for RON.

Election of Membership Secretary
EJ – organised formal last year. Likes a good spreadsheet. Not two people but is a humanities student so has time.
CR and PT – PT sends apologies – CR: “My darling other half can’t be here.” Both love spreadsheets. Conditional formatting are their loves. Spreadsheets are their bread and butter. Plan on automating the role out of existence.
CR asks why membership needs two people. CR says they can share a keyboard. They also live next to each other. MA asks if hypothetically one or both presidents gets glandular fever then what would they be willing to do. EJ says whatever is necessary. CR agrees.
7 for PT and CR; 10 for EJ; 0 for RON.

AOB

Website
CR says he won’t speak for PT but is willing to have a go.

Driving on club trips
SKM suggests we have a policy to advise drivers on driving for trips – e.g. recommendation to stop every 3hrs. We drive a long way and passengers may feel uncomfortable highlighting to driver that they are tired and should take a break.
BB suggests that if we have dodgy drivers that we don’t ask them to drive again. SWM suggests that we highlight to drivers that they’re responsible for they safety of those in their car.
CH suggests looking at road/driving association website to base our guidance on official guidance.

Kit
CR has found it difficult to keep an eye on kit – difficult to make sure we sign stuff out.
DV asks if the club needs more maps. He thinks on more difficult walks require at least two maps per walk.

Meeting is closed.

9th February 2017 – Cripps Court, Magdalene College.

Present: David H (chair), Ben B (secretary),  Arthur G, Chris H, Ben H, Zekang C, Sumita C, Paul F, Andrew W, Adrien L, Callum R, Grisilda Z, Sarah M, Sebastian N, Camilla P, Anabel M, Anthony C, Marton G, Matt A, Arion P.

(Sarah M left before voting.)

Apologies: Matt H

Proxy votes: Juliette M (via AL).

Apologies for absence

Apologies were received from Matt H, who also thanks the outgoing committee.

Report by the President, David Hoyle

DH opens the meeting and comments on the trips under his presidency:

Brecon Beacons - enjoyable. The trip was run jointly with the cavers – quite a few club members took the opportunity to try caving. Organising was fantastically stressful.

Cwm Dyli also stressful. The Pinnacle Club are annoyed. Advice: do not annoy further. Future committee should think about transport for vac trips: the club claims not to organise then does - not ideal.

Capel Curig: trip did not fill up. Lost money. There has been a question of whether there is a point in mysteries. A mystery bunkhouse has been booked for this year, but incoming president free to reveal location.

Aside: Arion is lost.

AW: How are these Cambridge students?

Patterdale good, especially the night hike. Hawkshead Red is fantastic.

Edale: coach got stuck. Do not recommend shepherding freshers in future, though it did include a good stretch of ridge.

Eskdale: is really far away. Question whether we should go so far in future. David thinks it worthwhile, except when he is sitting in the car. Ennerdale possibly even further.

Caseg Ffraith: great bunkhouse. Good atmosphere. Trip was joint with the Mountaineers, but no joint activities other than evening socialising. Hope for more mingling in future.

Swaledale: perhaps favourite trip of the year.

Conniston: apparently enjoyable. Group of people turned up but didn't interact with others?

PF: To point of not filling in route cards.

DH: Be aware of this on future trips.

Mount Hoolie: 12 trip participants overdue at one point. Again stressful.

Overall: No-one died or seriously injured. Success!

This Easter, the club is (unusually) going to Glen Coe. This trip is important to DH, as Scotland is great. Use this trip to widen appeal - club is accessible to all whether going for walks around the lake or exploring Scotland in Winter. Members should be learning winter skills, etc.

Important to recruit freshers: club has lately been dominated by PF.

[PF confiscates DH's whiskey.]

Squash well-received. Arion got BMC funding for banner and promised for Freshers’ Week, but is still not here...

Facebook: has been used more this year than previously. We should be aiming for [DH attempts to sound youthful and keen] "Wow, what an amazing trip. I want to go walking with the hillwalking club."

Club accounts for the financial year ending 31st January 2017:

Presentation of the accounts by the Junior Treasurer, Zekang Cheng

[See attached Treasurer’s Report.]

Accounts are well balanced. Small profit on the year after some unexpected income from bank compensation. Trip fees have been increased. Recommend keeping at £40/£42.

Membership: Might differ from database owing to membership form submission / payment received across financial years.

Socials: Some socials didn't follow the pre-payment system - cash was collected. Try to stick to pre-payment in future.

Discussion of the accounts

[Several questions were received from Andrew W in advance of the meeting. Answers as in revised financial report (attached). ZC reads out in entirety regardless...]

Aside: Arion is still lost...

ZC reads first few of AW’s questions and prepared answers to them. [See attached.]

BMC affiliation:

AW: On the summary accounts, even though the number of members has presumably risen (£1956 income to 31/01/2016 vs. £2069 to 31/01/2017), why is the BMC affiliation fee lower between the two years?

BB: There are some members still to be paid for. A further 22 members have been registered recently, and we are awaiting billing. BMC have been a bit sluggish in invoicing...

Further aside: Arion is at Selwyn's Cripps Court. His participation in the Langdale navigation course is encouraged by PF.

ZC continues reading prepared answers.

Damage to gas hob on Caseg Ffraith trip: AW of opinion that CUMC should pay.

DH: It doesn't come to much.

AW: Maybe not worth it if there’s a risk of causing significant fall-out with CUMC.

CP briefly alarmed to hear that PF is Senior Treasurer. Clarified that this is of CUMC, not CUHWC. CP much relieved.

Facebook boosting: ZC: have not boosted club posts in financial year to Jan 31st. Only experimented for Annual Dinner recently.

MA: did use his own money for one social event.

Equipment purchase:

AW (in advance): Do we anticipate significant future expenditure on equipment?

as AP not yet present, DH comments: Yes, club will spend some amount on equipment in future. The tents bought in the last year were useful.

AW: Point was whether current kit is in need of replacement soon.

DH doesn’t think so.

ZC reads last couple of prepared answers to AW’s questions.

PF: one of the reports was pointless. Only displaying balances since whatever date we started using GnuCash.

DH/ZC: Profit and loss report for last year only has been circulated.

BMC grants: AW: is this the banner?

[ several simultaneous discussions of what BMC gives grants for ]

How much do we pay for website?

PF: Main thing is the domain name registration every couple of years.

Societies Syndicate:

AW: Overall policy in past has been to lose money. Not planning this any more, but should persuade SS that we need cash reserves.

DH: Put a strong argument to SS in last year’s application - travel is expensive, club trips are important to health / wellbeing.

CP: Was SS grant the same as last year? DH: Yes. PF: CUMC got the same amount.

DH: Ask for 15 grand and see what happens.

CP: Could agree with CUMC to ask for more...

DH: Not as many people with own cars. Travel is more expensive now. But SS did not buy that last year.

PF: Would be good to have some SS insiders. They are looking for people. If every outdoor club suggested someone...

AW is keen.

Anabel M: Would be good to have simple Powerpoint / graphs to show how many members we have, how many drivers, how many own their own cars, etc. Show what we are doing, what we need, where the money will go.

DH: could possibly include in cover letter for SS application.

PF: In past SS was undersubbed. CUSU have been annoying in advertising it to people.  

CP asks whether any sponsorship would interfere with SS grant. Boat club uses alumni connections, etc.

DH: Might turn nose up if sponsorship is onerous or exploitative.

BB comments Trespass dealings: monumental amount of faff for two cheap baselayer tops.

DH: One Duffer turned down Annual Dinner because commanding RN vessel in Indian Ocean...

DH calls a vote on whether to allow discussion to continue. There is little enthusiasm.

Vote on whether to approve the accounts as presented

Accounts are approved unanimously.

Arion arrives!

Discussion on the progress of the Andy Gibson Training Fund

DH explains the AGTF. This year they have funded two courses: REC2 First Aid course last February and the scrambling course in June. We are very grateful.

The AGTF has a balance of about £6000 in the account. Will be funding REC2,4 courses (50%), and Winter Skills course (75%). That is very generous of them – they are a great asset to the club.

Hope to have more individual applications to make better use of AGTF – only one application this year for a navigation course - advised to come on ours instead of paying for instructor.

AGTF could operate more effectively – not the best at responding to emails.

PF: Are there still difficulties in getting money out of the bank account?

DH: Yes. Philip W started moving AGTF towards internet banking, but still not there. Internet banking was a revelation to the AGTF committee.

AW: What donations have there been to the AGTF this year? £1000 from the Gibsons? DH: Yes

AW suggests AGTF could become training and travel fund.

CP: Not what it's there for. Perhaps if advertised to others for donations, maybe.

PF asks whether AGTF are set up for Gift Aid. Mentions scheme to channel donations through the University, with label to make sure it gets to the right pot.

DH: Arion should update course descriptions on the webisite.

Arion: How do I edit the website anyway?

Questions to the Committee

Andrew W had sent some questions in advance, which BB attempted to answer.

AW (in advance): How many people failed to get a place on a trip at sign-up (even if they subsequently went on to get a place)?

BB: This is not routinely recorded. For some trips (for which I have sign-up sheets): Eskdale: waiting list of 9 people at sign-up (of whom 1 subsequently got a place). Caseg Ffraith: waiting list of 8 at sign-up. Extra transport booked: all but 1 were eventually offered a space. Cheviot: everyone at sign-up got a place. Some bias here – these were popular Michaelmas trips.

DH: Swaledale didn't fill.

AW: How many trips did not fill up this year and how many places were left unfilled?

BB: Under current committee, one weekend trip did not fill - 3 spaces unfilled on Mystery Trip.

SC gives transport report [see attached].

Thanks to the rest of the committee.

Difficulty: no card available to pay for transport all year – was paid from SC’s own card. New committee should try to sort this.

Paul C drove 5 times. People driving more than 4 times are offered annual excess insurance. That worked out well.

CP: Good idea. Also cheaper for the club.

DH: Excess insurance takes away a lot of risk for the club.

CP: What is the situation with the card?

DH: Applied for one, but never emerged. ZC went on account in September. Incredible argument with bank - hopefully next year better. Bank not good at dealing with international Meets and Treasurer.

BH asks whether Forest Evasion was an official trip. It was not.

AW (in advance): How many Toms are currently on the membership database?

BB: The decline of Tom continues - only 4 current members of the club bearing that name.

New front-runners:

Ben (8 until recently if including Benjamin and Benedict)

Alex (6 if including Alexander and Alexandra)

Chris (6 if including Christiane, Christie, Christine, Christoph)

Vote to continue discussion. A majority were in favour of continuing.

AW would like the website to be updated. DH agrees that it looks dated. “The colour scheme is hideous.”

Various people (Marton, Adrien) commented that it is functional.

DH: Functional, but not pretty. Perhaps trying to fit too much into one place? Could make more use of Google Docs, etc, in the future.

Arthur G is willing to have a go at updating it. Good luck to him.

Sumita C asks if there is a policy regarding babies on trips.

MA: No club policy at the moment.

BB asserts that it is fine with the BMC provided parents are supervising.

CP: No need for Ashton clause in the constitution.

Adrien questions lack of Cwm Dyli trip.

DH has had trouble getting responses to emails. We had booked, but they unbooked us... Hoping for a "normal" Easter trip in addition to Glen Coe, perhaps Capel Curig, though problems getting email responses from them as well.

MA: This is partly what the discuss list is for.

Election of positions of the Executive Committee due to become vacant at the meeting’s close

President

DH introduces the unusual joint ticket: Matt A and Chris H. Prospective co-presidents discuss amongst themselves which  should go first.

MA: No other club does what we do. Would like to contribute towards it, but cannot be president alone as in final year. “Balance of youth an experience.”

CH: Having a fresher president would be good for fresher recruitment next year. Having more undergrads on the committee could undo the current postgrad bias.

Adrien: The constitution says we do not discriminate.

[General discussion of whether or not we discriminate against various groups of people.]

DH posits that the club is not sexist.

CP: The club is male-dominated but not sexist.

MA issues a non-discriminatory statement of the value of all present.

Adrien: Are you (MA) ready to change sex?

All others present are confused.

AW comment: President perhaps only position not possible to share. There is a risk of buck-passing. Having two presidents introduces an extra layer of admin and work coordinating between each other. Who makes decisions in difficult times? How to resolve disputes between co-presidents? What happens if one can't carry on?

MA: Work will be divided up by trip. Non-trip activities will be divided in a defined way.

CH: We have throught about having one to handle admin work and one trip running, but not sure how well this would work - one getting all the fun. We’re not creating a new role, just balancing workload.

Adrien: (to MA) Has sharing socials worked well?

MA: Has worked well to cover when one has been away. e.g. Christmas Curry. Some division as well - Matt did fire night. Could have done it alone, but would have been more stressful and not as good for the club.

CP: How will you handle emails? Having presidential address forward to both wouldn’t really work. A joint email account?

MA: Yes, we’ve run a shared email account for socials this year and it has worked. Also provides continuity from one committee to the next.

AW: What happens if one of you stops working?

CH asks when MA will be finishing his PhD, but MA doesn’t know.

CH: Until now, presidency has been held by one person at a time. Can revert to that for an amount of time if needed.

MA: Half-way through the year CH will have had half a year of being president. If he took it on by himself, he’d be far more experienced than anyone else.

AW: Is the plan then for a joint presidency until Sept and then CH alone?

MA: No. Gradually wind done as needed.

Interlude: Sarah M is leaving.

BB: What do you think about databases?

SM gives a thumbs up. BB is satisfied by this response.

AW questions how presidential pre-signs will be allocated.

CH: There will still only be one pre-sign for Trip Leader on each trip.

DH: Being president is collosal amount of work. I haven't been able to do as much as I'd like - fully behind sharing the work.

CP: The thing is to communicate with club to know who is doing what. "This trip is run by..." New position of VP has been suggested in the past.

AP questions whether we are effectively creating a new position. Will two-person presidency be the norm from now on?

DH: This is a question for later. If this works well, perhaps the constitution could be ammended in future.

AW agrees. Interesting to see how it goes.

Voting begins. There are 21 voters expected. Sarah M has left, and Juliette M is voting by proxy through Adrien L.

18 MA&CH, 3 RON

Matt and Chris elected.

Meets Secretary

Arthur G is standing for election. There are no other candidates.

AG: It’s good to have trips away from Cambridge to destress. Has some experience of committees. No experience of the insurance side, but willing to learn.

There followed questions. Most were directed at Sumita and concerned general transport arrangements.

CP asked for suggestions for persuading people to drive.

CH questions how many people we have able to drive MPVs. The only person aged over 25 is Marie. Several examples of members older than this are suggested to the new president.

AW: Fitting five people in cars is uncomfortable. Can this be avoided.

AG: Five in a car is more cost effective. Has not been in a car (on a trip), so not sure what it's like.

Several people question whether car discomfort is a problem. CP points out that we do not often have excess drivers.

CH says that some amount of discomfort is necessary. “If you're willing to go out in the rain for a weekend...”

DH: We’re limited by drivers. Do we want more people or more luxury for the people that go?

Question about MPVs.

SC: It’s difficult to find drivers. People feel more confident driving cars.

DH: Perhaps despatchers should make more of an effort to put smaller people in cars.

CP: These are not questions...

AC: Should own car drivers get more back than hire car drivers?

This was deferred to AOB, as not specific to Arthur.

Voting:

20 AG, 1 RON

Arthur G elected.

Social Secretary

Anabel M is standing. There are no other candidates.

AM: Asked by DH on Sunday evening, so quite a recent thing. Only concern is that I'll be 3rd year next year, so may have limited time. Confident of being able to organise: currently running two security rotas [?] and boat club things. Good at sending emails and getting people to respond. But will not be able to do lunches, and weekends difficult. If other committee members could help running events on the day, everything is fine.

CH: Have you thought of any exciting events?

A: This year enjoyed formals, lunch with other clubs (ramblers?).

[There is some amount of mumbling at that suggestion.]

SC: There were problems with the Christmas curry this year: some people didn't turn up. Some people didn't get gifts. Could we not do this?

Adrien and PF: In previous years Christmas curry has worked fine.

MA still has a present for Ramya Guranathan, who is not responding to emails.

Sebastian N suggested a random assignment of presents.

CP: That's not how Secret S works...

Adrien: Would you be able to go to formals?

A: Yes. Evenings are fine.

MA: Is Fire Night on the manifesto?

A: It can be.

CP: Do you like baking.

A: I love baking. Is that a requirement?

CP assures her that it is: hillwalking-themed cake for garden party is very important.

A: From other societies, when socials don't happen it's because of communication. I can make that work.

18 Anabel, 3 RON

Anabel is elected.

Safety Officer

DH introduces the only contested position. Ben H and Callum R are standing.

BH has been in the club about a year. Would like to get involved in organising more. Reasonable amount of time to look after kit, make sure it gets back to where it belongs. Cutting back on rowing a lot and planning to go on more trips this year.

CR: Safety is one of the most important things - what we do is dangerous. Has experience doing field work in Greenland and other places. Knows the kit – has worked in shops. First year PhD, so has plenty of time on his hands, mostly spent drinking coffee at thte moment. Keeping kit clean is the most important thing. Can drive car (safely), except that one crashed Peugeot...

AP: Why are people competing for this position? Safety takes a lot of time. Why not RON today and run on joint ticket?

AW explains constitutional position: would have to RON today, then wait 7 days for nominations.

No great enthusiasm for this option.

CP: Both have said they have enough time.

AP: Who is closer to 6 Grange Road.

[some discussion of routes around Cambridge]

AP says that a lot of cleaning time is needed. He is still cleaning up after the mice.

MA: Are you willing to go on shorter walks on trips? Have to make sure everyone is on a safe walk and happy.

BH: As far as I’m aware that’s not been a problem with that in the past. Happy to take a shorter walk if needed.

CR: Quite happy to go on short walks. Important SO knows where everyone is going. Part of the job.

PF tells a story about a reckless hillwalker who is about to walk out the door in a state of undress.

CR would slap them around the back of the head. Safely.

BH: Stop them leaving. If routes available, they can sign up or go on their own.

PF tells another story about someone than himself who wants to go on a walk up a knife-edge ridge in a gale. What do you say? Would you be confident enough to say it

BH: I would say no. There are plenty of experienced people around to back up if needed. Expect most people would give in.

CR: Can only ever advise. Can't hold by collar. Advise them of risks and remind them their behaviour reflects on the club. Tell them they don't want to die alone on a knife-edge ridge. If they get stretchered, it looks bad on everyone.

SN: Do you have enough experience to judge route cars, given weather, in winter...?

BH: Reasonable amount of experience, certainly in Summer. Walking in Britain for 5 years. Other members of the club have lots of experience. Would have to ask advice on serious winter walks.

CR: Also done some winter walking, Glen Coe. Judge what people are capable of, tell them in a polite way.

AW: What are your views on climbing on club trips?

CR: No place for climbing on a hillwalking trip.

BH: Not sure what the club's liability is. (PF: as BMC club, we are insured). If competant climbers and weather okay, don't see why this would be problematic.

1 BH, 18 CR, 2 spoilt

Callum R elected.

Junior Treasurer

Ben B is standing. There are no other candidates.

BB: I’ve enjoyed my year getting to know the membership database. Looking forward to the opportunity to get to know GnuCash in a similar way.

There is an awkward silence – it is almost time for refreshments.

21 BB, 0 RON

Ben B elected.

Membership Secretary

Sarah M is standing, but had to leave earlier on and left no statement. She is a fresher, and has said she likes databases. DH thinks her competant. No further questions are asked.

21 SM, 0 RON

Sarah M is elected.

Any other business

AC: People driving their own cars are currently allowed the same expenses as hire car drivers. They are not compensated for their extra costs.

[Some discussion of the damage Anthony does to his vehicle.]

DH: People driving their own cars cost the club about half as much as hire cars.

MA: Reasonable to compensate own car drivers by the amount we would pay out on insurance for hrie cars?

AC is happy with that.

DH: Seems to be a consensus that own car drivers should be allowed slightly more in expenses.

AW: 30th anniversary is in 2 years’ time. The incoming committee should begin to make arrangements.

MA: 25th anniversary was organised by a separate committee.

DH: Tom Leach would like to do it.

CH: There probably won't be a 35th.

DH: “If you break the club I'll break you.”

CH clarifies that he does not think 35th a very significant aniversary.

AW proposes a vote of thanks to outgoing committee.

CP seconds.

[clap]

The meeting is closed at 9:15, and refreshments are served.

The agenda for the Annual General Meeting on Thursday 9th February 2017 can be downloaded by clicking on the link below.

/-->/

CUHWC Annual General Meeting 2016

11 February 2016

Chairperson: Philip Withnall

Secretary: Anthony Cooper

Attending: Matt A, Tom A, Patrick, John O, Zekang C, Alex R, David H, Adrien LF, Camilla P, Josh A, Andrew W, Grasilda Z, Sumita C, Paul F, Dr J. Hickson

Late: Arion P

Apologies: Ben B, RON (Who sent an email in apology, detailing why they should get all the new committee positions)

It was noted that some ex-presidents neither attended, nor apologised, and one still hasn’t published their edition of High Society

Philip opened the meeting, and some of the outgoing committee gave reports, summarised as follows

Philip Withnall gave his presidential report

He thinks we learnt things from ‘the other place’

Tom Leach was late for things

Tasty food was made, lots involving chocolate – much of the reported food was pudding, or vegetarian

The club visited most hilly places in the UK

There was a large variety in the weather experienced

There was a very limited number of mountain rescue call outs made

Day trips were good, people like them, and good for getting new members

A new membership system was created

Andrew Williamson provided some numbers, Phil seemed confused by numbers

Lots of Ben’s, not many Tom’s anymore, but Tom drives a lot

Camilla Penney provided a Meets Report

The club drove more than 10,000 miles

The coach driver for Edale needs replacing

Some cars got hit a little bit

Some cars got lost a little bit

The new Meets Sec needs to find more drivers, particularly with their own cars

Josh Abrahams provided a Safety Report

Navigation courses ran by club members are well good

Josh bought things, lost things (actually mainly members lost things), found things (stuff was returned), laminated things (and bought things pre-laminated)

There wasn’t much playing in the snow this year, but lots of playing in the dark – evidenced by lack of use of winter gear, and significant headlamp losses

Adrien LeFauve provided a Socials Report

Lots of socials, lots of pub, formaled across Cambridge

Ate, drank, had fun

Tom’s were the most social

Downing bar doesn’t like us

Lots of people are now spreading the CUHWC message by buying lots of stash, although CUHWC branded condoms were unpopular

David Hoyle provided a Treasurer’s Report

He lost money, the new treasurer will need to find money, and stop losing so much

(It was decided at this point Paul Fox is too pedantic about spelling)

Also decided that the grants people are mean, and so the club should wait to decide future trip costs off grant amounts

Day trips earn lots – but they are faffy

Andrew W questioned if membership costs should rise, due to increased BMC costs? – Decision of probably not was made

A vote was taken to approve the accounts as displayed

18 For 0 Against 0 Abstentions

Accounts were approved

A report was made on the Andy Gibson Training Fund

The administrators of the fund have been lost around the world, making it awkward to administer

Dave Farrow sent an email report – summarised as he doesn’t know anything

The fund gave money to people – lots of courses, First Aid, Winter Skills, Scrambling

Pre-payment of courses was seen to be a good thing

The Bank are useless

Statements visit much of Cambridge

Some form of (what seemed to an unknowledgeable secretary) bank fraud was suggested to solve the bank being useless

Questions were made to the committee

Regarding under/oversubscription on trips – trips usually overfilled around Michaelmas, under filled around lent

A suggestion towards more Easter term trips was suggested due to lots of people who don’t have exams

Elections for new committee positons were made

President – 1 Candidate

David

Continuity (and other similar words) was mentioned a lot

Social media stuff

Ban on visiting Yorkshire (Drivers for first trip after AGM have already been told to avoid the A1 in Yorkshire)

Likes Lancashire – Suggested visiting Blackpool and Pubs (other members suggested Lancashire is a bog)

He’s going to come on trips, delegate and pass his degree

22 David 0 RON 0 Abstentions

David was duly elected

Meets – 1 Candidate

Sumita

Likes drivers, likes food, will sort transport before food

Vegetable sharing between cars

Doesn’t drive

Will find drivers

Knows a bus driver

20 Sumita 1 RON 0 Abstentions

Sumita was duly elected

Social – 1 Pair of Candidates

Matt and Grasilda

Like swimming

Something about shared emails was asked – everyone got a bit confused, they answered yes

They like lunches in pubs

They can bake, but won’t bake each other

If they fall out they will treat the club like a divorced child, and split events between them

22 Matt and Grasilda 0 RON 0 Abstentions

Matt and Grasilda were duly elected

Safety – 1 Candidate

Arion

Likes night walks, likes running

Doesn’t like inexperienced fresher’s on Crib Goch

Won’t allow walking in jeans

Walking boots aren’t always essential

Will hunt down those with club kit

23 Arion 0 RON 0 Abstentions

Arion was duly elected

Treasurer – 1 Candidate

Zekang

Does maths and computers

Matt asked an awkward maths question – was irrelevant and Matt looked a bit silly

John was awkward

Lots of bad questions were asked

Secretary thinks bank fraud may have been suggested again

20 Zekang 3 RON 0 Abstentions

Zekang was duly elected

Membership – 1 Candidate

Ben

Was absent due to watching cats in a cave

Did little to appease rumours that he may be a bear

23 Ben 0 RON 0 Abstentions

Ben was duly elected

Dr James Hickson was re-elected unanimously as Senior Treasurer

There was no other business

The meeting was closed

The agenda for the Annual General Meeting on Thursday 11th February 2016 can be downloaded by clicking on the link below.

Minutes for the CUHWC EGM, 11/03/2015

Chair: Mr Thomas Leach

Secretary: Mr Anthony Cooper

Also Present: Andrew Howell, Camilla Penney, Adrien Lefauve, David Hoyle, Joshua Abrahams, Thomas Ashton, Zekang Cheng, John Ockenden, Lucie Studena, Andrew Williamson

Apologies for Absence

Paul Cook

Rose Pearson

Philip Withnall

Election of the President of the Executive Committee

There was one nomination for the role, Philip Withnall

• Since he wasn’t able to be present he left some words for the Chair to say

  -He has been a member of the club, and would like to help it through difficult spells

  -Isn’t RON

The Chair then opened for discussion and questions to current committee members

• Tom Leach

  -Phil probably will not be the president for a full year

  -Another EGM will be needed – however a better planned changeover will be possible, with Phil not planning a sudden resignation – he will give warning, at which point an EGM can be planned for a Thursday pub at least 2 weeks later

  -Possibly will need to reallocate roles within the committee to spread load off of the president

  -An EGM may be needed to alter the constitution to better allow for the resignation of the president

• John Ockenden

  -To the committee – Whilst it can be seen that you are addressing the symptoms of the President leaving, by finding and electing a new President, members cannot see you addressing the cause of him leaving?

• Camilla Penney, Joshua Abrahams and David Hoyle

  -It was a personal decision taken by Marcus to resign from his role

  -Therefore not really possible to take action against

  -But also unlikely to happen again

• John Ockenden leaves meeting

Philip Withnall is duly elected President – 11 Votes for, 0 Absentions

Any Other Business

• No

Thomas Leach closed the meeting

The agenda for the Extraordinary General Meeting on Wednesday 11th March 2015 can be downloaded by clicking on the link below.

Minutes for CUHWC AGM, 05/02/15

Chair: Thomas Leach

Secretary: Laurent Michaux

1. Apologies for Absence

Valery Ashton, Jade Cuttle

2. Presidential Report

Trips

·        12 trips since the last AGM - no day trip last Lent, and lose 1 due to early AGM.

·        Mystery/Threlkeld – Signup before this committee year. Film crew caused some issues, otherwise fine.

·        Cwm Dyli – Traditionally snowy weather, all went fine.

·        Bryn Golau – nothing to report; I didn’t actually go on Mystery/Threlkeld.

·        Roaches Day Trip – lovely walk in stunning weather along the Roaches, got lost finding Fish and Chips on the way home.

·        Patterdale trip – nothing to report, no scrambling course this year for financial reasons (no BMC money).

·        Summer – trips to the Alps, Cape Wrath Trail, and Glencoe organized (semi-)independently of the club.

·        Edale – Full again this year with significant waiting list at signup, although people dropped out and even those towards the bottom of the reserve list did have an opportunity to go. Again difficulties with late walks back (blame Andrew and I).

·        Glenridding – good new bunkhouse, very spacious and good value. Limited to 30 beds (no one permitted on the floor), although we could use the Striding Edge Hostel next door on another occasion. First aid needed after Karol fell and cut his head; otherwise went smoothly.

·        Caseg Fraith – again good weather, some went climbing on Sunday. CUMC joined us on Saturday night, somehow managed to fit 52 people in the hut for dinner.

·        Dartmoor – good new bunkhouse, relatively basic but very good value. Friendly owners too. Some issues re two members poorly filling in a route card, leading to worry when they didn’t come back, although thankfully they managed to call the hut. Also – a very long drive there!

o   It was commented that the goggles were not suitable for chopping wood, Tom said he will look into it.

o   Tom was also happy that people read his emails and took down the numbers to call when they were going to be late back.

·        Seathwaite – miserable weather, but quite a few new members came along.

·        Capel Curig – very oversubscribed, but TAL managed to find another bunkhouse at very short notice, so almost all the people on the reserve list got a space. Some issues re puncture – the next Meets Sec and Treasurer can have fun dealing with that – and also the key got left behind, waiting back to hear from the club about that.

o   Tom A remarked that the extra bunkhouse was very comfortable!

·        Trips generally oversubscribed, although not quite as bad as in the past. Michaelmas trips tended to fill at ~7.20, Caseg Fraith obviously very bad this year.

Trip Statistics

·        214 different people came on a trip in the last 14 trips (although helped by 96 people coming on anniversary trip many who were inactive members)

o   Joe said “That’s the same number as the number of wainwrights. So we could have literally put a members on each wainwright”

·        Keen members are Marcus, who has been on 11/14 last trips.

o   Last year none 11/13, TAL 10/13.

·        New active members, 4 or more in last 14 and none before that: Jade 9/14, Charlotte Z 5/14, Yining N 5/14, Ben B 5/14, Camilla P 4/14, Adrien L 4/14, David H 4/14, Zekong C 4/14

·        Edale 26% retention rate (same as last year) – 12 new members came back. 49 ‘new’ members on Edale. Elizabeth B did not come :(

Membership

·        Currently 106 members, 38 Undergrads (49%), 39 Postgraduate (51%), 27 Unknown

·        Last year 129 members, 41 Undergrads (44%), 52 postgraduate (56%), 36 Unknown

·        78% of members are CU students

·        6 Toms (5.7% of club)

·        46% Female, 54% Male balance

·        Popular colleges are 11 Churchill, 9 Pembroke, 8 Fitzwilliam, 6 Johns, 6 Girton

·        2 people on course membership, ends this year

·        14 people came on club socials but not trips – can discuss this later.

Transport

·        Not a lot of change from last year really …

·        Minibuses - we can no longer hire them as per last year (Phil?)

·        Used MPV's and more cars instead which has worked ok and not too much more expensive. Drivers prefer them too. Also more room for kit.

·        Generally good for drivers, although some issues on Glenridding (probably due to going there in June).

·        Successfully use of CUSU MPV for Day Trip – worth doing again. Also good interest-free loan – full payment only needs sending 6 months after use.

Courses

·        No scrambling course this year, in part due to lack of BMC funding for the year before, although would be good to do one this year with new funding situation.

·        (Basic) navigation course on Caseg Fraith (Glyn Calland) – good, but perhaps set at too low a level. Always tricky to pitch these things right. Issue worth noting with bunkhouse – need to try and book a bigger one with courses in mind, as otherwise too many presigns.

·        REC 4 First Aid – 5 CUHWC members participated. More REC courses lined up this term.

Kit

·        Both the Cwm Dyli vacation trip and the Capel Curig trip had ‘full’ winter conditions. With the former, ice axes (and to a lesser extent crampons) were needed for walks on higher ground, which did pose some challenges in terms of the numbers of crampons/ice axes available as always. Felt it was managed better this year.

·        Some issues with missing club kit as always, although seems to have got better since last year. Reintroducing check-out system seems to be working, although always tricky with the rush to head off on Sunday.

·        New kit has included waterproofs and headtorches, perhaps look into buying new sleeping bags (Andy?)

Socials

·        Excellent range and number of socials this year (formals at Homerton, Clare, Girton, Trinity; swap with CUEX/CUMC, SPRI museum tour, Sports Quiz, and lunches at Botanic Gardens and occasional pubs.

·        No weekly lunches since October, due to low attendance and difficulty finding a permanent venue. However, occasional things do tend to be more popular, including pub lunches.

·        Pub meets are still well attended – guess about 10-15 on average, with some >20

·        Other standard events – Garden Party at Pembroke (thanks to Marcus, Jade and Dr Hickson), informal overnight punting arranged after; Christmas Curry

3. Accounts

Overview

Last year it was necessary to build up the balance in the bank account following the minibus accident. This year the aim has been to keep the bank balance at a more steady level. Trip fees have varied throughout the year but now seem to have stabilised at £40.

The accounts are still kept using GNUCash, and this made it very easy to fill in the accounts summary form at the end of the financial year. I would like to thank Phil for his help during the year.

In order to reduce the amount of cash I was handling (we received over £800 for the Edale trip), and to move with the times, the decision was made not to accept cash at sign-up. The ability to pay by online transfer was introduced and this has proved popular, with Marcus and Dr. Fox amongst those who have made the transfer on the spot outside St Johns. A few people without British bank accounts still pay by cash, but this is more manageable than before. If they could get British bank accounts and pay by transfer it would please me even more.

Socials

In line with the Procters’ advice, we have tried to minimise any losses on socials. I think we have managed this reasonably successfully, with the main losses being the garden party and the annual dinner. Pre-payment for formals has been enforced which has eradicated any loss from expecting people to turn up on the night with payment. The next committee should continue this.

The accounts summary shows that socials have been subsidised by £101.34 this financial year. At face value this figure is higher than that which we should be aiming for, but is actually due to a number of artefacts:

1.   A £22.00 cheque someone on the committee is yet to pass on to me

2.   Payment for Queens Formal (Feb 2014) was over two financial years In real terms, socials (mainly Garden party and 2014 annual dinner) have been subsidised ∼ £36

Questions

·    Are all of our members now on yearly membership?

No, still two left ending this year. Yearly membership is the only type of membership now offered.

·    The figure for membership income indicates that we have 102 members (£1530 / 15), yet at the bottom it says this totalled 93 members.

Good spot. This is a mistake. 102 membership payments have been made in the past financial year. Note that this may not quite equate to 102 members as it would be possible to pay membership twice in a financial year. I’m not going to go through the accounts and look to see if this is the case.

·    Can we explain the apparent drop in number of members this year compared with last?

The accounts from the 2013 - 2014 financial year indicate that 137 membership payments were made. Perhaps the trips this year were smaller, or more of the longer-term members went on the trips. I’m probably not the best person to be answering this question. I don’t think it poses a problem for the club, as many of the trips have been over subscribed by a considerable margin. People are still keen to go hill-walking.

·    How much do we now pay to the BMC for member affiliation?

Payment for the first 20 members is a lump sum of £175.00 (£8.75 per member). £8.75 per member thereafter. Non student members are £11.75

·    What were the BMC grants actually for? Were they for particular courses? Did we receive any money for Freshers’ Fair flyers, like we have in the past?

£130 website and flyers £105 equipment
£200 navigation course

·      Why has administration expenditure increased by -£400 from last year? Is this due to a restructuring of the accounts?

The administration category on the accounts form also include miscellaneous items. It is also important to consider the ad­ministrative income. Some items such as the committee hoodies, went through the accounts (in and out) as administration. It could be argued they should have gone through as clothing, but they differ from the other stash we sell. The selling of other stash is a continuous event over several years whereas the committee hoodies are a discrete event each year.

An anonymous duffer made a £50 donation to the AGTF (initially paid into our account, then transferred to the AGTF) which went through as misc (administration).

Expenses this year:

30.00 Freshers Fair fee

69.50 Freshers Fair printing

59.25 Food and drink for squash

75.00 Room hire for freshers squash

It should be noted that the club generally struggles to find rooms which we can use. Apart from the freshers squash, room hire does not represent a good use of club money.

Some of this could be classed as publicity but at current there is not a publicity account in the accounts, whereas there is a section for publicity on the form provided by the procters. Perhaps next year we should class some expenditure as publicity in the accounts.

·    We appear to have made some profit on clothing or is this something buried in the ‘account summary’ document that I can’t spot?

No - I am not sure how you came to this conclusion. Perhaps you can rephrase the question with some explanation?

·    What would ‘publicity’ cover? I know we have £0.00 on it anyway, but surely the Freshers’ Fair banner should be listed as publicity expenditure? How were the Freshers’ Fair flyers paid for?

I had classed the freshers fair banner as equipment, as it going to remain a club asset for use at future freshers fairs. It could have been classed as publicity.

·    More a point rather than a query, but the Freshers’ Squash didn’t really make a loss, since the aim (I think) was to pay for that from Edale income, which we did, with -£50 to spare, as I expect you already know, but it may be worth clarifying explicitly.

I presume you are talking about the Oct 2013 Freshers squash. That is in the 2013 - 2014 financial year - not whilst I was treasurer.

The agenda for the Annual General Meeting on Thursday 5th February 2015 can be downloaded by clicking on the link below.

Minutes for CUHWC AGM, 26/02/14

Chair: Mr Andrew Williamson (for Ms Vicky Ward, who was rendered speechless by a bad cold)

Secretary: Ms Eleri Cousins

Also present: Philip Withnall, Tom Leach, Dave Farrow, Simon Williams, Laurent Michaux, Tom Hare, James Hickson, Paul Fox, Rose Pearson, Tom Ashton, Matt Hickford, David Hoyle, Anthony Cooper, Charlotte Zealley, Mark Jackson, Chris Arran, Andy Howell, Jane Patrick, Jade Cuttle, Marcus Taylor, John Ockenden, Greg Chadwick, Valerie Ashton.

1. Apologies for Absence

• Joe Hobbs
• Becky Howard
• Paul Cook

2. Presidential Report – Read by Mr Philip Withnall for Ms Vicky Ward

• Philip began by correctly noting that the report was ‘a bit long’
• Philip was also interrupted quite a lot in his reading by various smart-alecks who thought they were clever (including, in the interest of full disclosure, the Secretary…)

Trips run

• 13 of the normal 14 were run (14 if you count the ‘Scotland’ trip, which was neither official nor, actually, in Scotland – see this year’s High Society for a hilarious but possibly hyperbolic account). Overview of trips (essentially just copied and pasted from the President’s report because the Secretary is lazy).
• Dolgellau – new bunkhouse or rather bunkbarn. You had to physically go outside to get to kitchen (which was far too small for entire group) or to the bathrooms. Very comfy beds though. Bunkhouse owners accommodating in letting us use their kitchen to cook and they said we didn’t need to clean. We did not manage to fill all (33) places on the trip due to firstly a lack of drivers and secondly a lack of interest. Additionally this was the trip where there was a noticeable lack of walk leaders/transport for walks on the Saturday as all the regulars grouped together to do more exciting things.
• White Peak – Day trip. 19 involved. Hardly any 'regular' club members involved (9). Freak snowy horrible weather. 1 of the new members has returned since.
• Cwm Dyli – 20 involved in weekend. Unusual freak snowy weather; crampons and ice axes were actually necessary. An issue in safety regarding this trip - a guy came with trainers and no treads. Additionally the now infamous fire extinguisher incident. This was subsequently dealt with meaning that we can return to this bunkhouse again.
• Rhydd Dhu – mweeehhh (Secretary’s note: what the President means by this is anyone’s guess. Also, Phil’s phonetic reading was a joy to the ear.)
• Church Stretton – Day trip. Beautiful weather. 17 involved.
• Patterdale – 33 involved. Had 10 people camping. Was an issue with transport – picked 2 people up outside Cambridge creating complications for drivers. Alps Trip – organized unofficially. Affected popularity of ‘Scotland trip’
• Scotland Trip planned for Knoydart involving 7. AW pulled out 2 weeks before hand due to the midge forecast. Ended up being in the Lakes due to weather.
• Edale – oversubscribed. One group led by DF and PW (to name and shame) were very late back, nearly swapped people round between bus and cars, note flexibility for next year. Got new bus driver called Jock. We like him.
• Caseg Fraith – Awful, awful weather. All but Mark’s route (he was on his own bagging something) altered their route card. Suprisingly (14/20) new members have returned already or are planning to return for annual dinner. Because the bunkhouse craic was good? Sign up filled up just after 7.30am.
• High Moss – new BH: the Rucksack Club. Expensive but beautiful. Worth noting that we may be able to camp outside it for free in future years. This is worth investigating. Poor visibility both days. Navigation course run, perhaps a bit too basic. Sign up filled up at 6.55am. DO NOT RUN A TRIP THIS SMALL TO THE LAKES IN MICHAELMAS AGAIN.
• Brecon Beacons – new bunkhouse. Nice, very keen bunkhouse owners. Beautiful weather. Pan-Y-Fan not that accessible though. Wait quite a few years before return. Chris organised an amazeballs Christmas Dinner.
• Seathwaite – numbers smaller than usual for the weekend but higher comparatively later in the week. Weather truly shite but everyone enjoyed themselves.
• Bryn Brethynau – nothing particularly special. Trip has 23 places, waiting list of 8. Issue created as the waiting list contained 3 pairs of people who refused to go without t’other.

• Langdale – successful me thinks. Tom and I got very confused as to our roles. Mainly (and wonderfully!) organised by JS & DF

• The 2 new Michaelmas locations deemed good.

• Excluding Brecons, trips in Michaelmas were all waaay too oversubscribed. Consider running another? High Moss small due to booking faff. Need to book this one earlier.

Trip Statistics

• 175 different people came on the 13 trips this committee year (compared to 158 last year), 394 places (incl. Langdale)
• Compared to last time, fewer people came on a lot of trips, no one on 11 (2 last year: AW & PK); 1 person came on 10/13 trips (TAL); no one came on 9/13 trips (1 last year); 5 on 8/13, 6 on 7/13.; 29 people came on 4 or more trips (compared to 32 last year)
• 64 people to Edale, of whom 46 were new.
• 12 came back on 1 or more trips since (down from 37% to 26%)

Membership

• 129 members on database (116 last year)
• 24 non-CU members (18.6%, down from 22%)
• Of the CU members, only ~32.5% are undergraduates
• On database, 8 people called Tom – down 2
• 2 left on course membership
• Membership @ £15 hasn’t seemed to deter anyone.
  • BMC affiliation costs are increasing for next year! Was £7.25, will be £8.25… Predicted at last year’s AGM that BMC costs may rise!
• Can we still do more to involve new members to the Club? Big drive to recruit undergrads this year. Reflecting in committee nominations… but not in stats!

Transport

• Since October, we can only hire minibuses if we can find drivers with D1 licences – rare these days
• Using MPVs and cars instead. This has actually worked out better than expected, and less expensive than expected.

Courses

• Scrambling Course on Patterdale Trip – More than Mountains – for 4 people. Incredibly successful.
• Navigation Course run on High Moss Trip by More than Mountains for 4 people, considered poor.
• REC Level 2 first aid, 12 people, only 6 CUHWC members.

Kit

• Only winter conditions on Selside Trip – not really a location that required crampon / ice axe use – though some did use them for practice.
• Crampon allocation not a problem – but they were used in Alps? (And taken out for use in winter in Scotland, but were not actually required)
• Still issues with some Club kit going missing – especially headtorches. Need to think about how to resolve this. A couple of ice axes are also still due back from a while ago… (Here the Secretary was ashamed because she still has one from the summer…)

Socials

• Chris Arran as Social Sec has been so wonderfully enthusiastic that we (almost) forgive him for losing Ben the Bear.
• Lunches have not been as popular as in years past – but the pub still is!
• In addition to the usual formals, have had some exciting socials, perhaps geared more to younger members (Fire Social, Pub Crawl, Swap with CUMC/CUEX)

Other

• Finally, we made it through a year with no EGMs! Which of course means the secretary has had minimal minute-writing experience.

3. Accounts

Also presented by Mr Philip Withnall

• Overall, a rough split between trips that made a profit and trips that made a loss. Net profit of £325 from trips this year.
• Socials have made a £260 profit
• Courses broke even, as expected
• Trip prices were raised to cover increased transport costs, but possibly were raised by too much. Should consider lowering trip costs – though socials should continue to aim to make a profit.
• We now have insurance excess insurance, to help protect us against another disastrous minibus experience
• We also now have online banking and club debit cards. The latter will simplify car hire, erasing the faff of club members paying out of pocket and then being reimbursed.

Discussion of the accounts

• Andrew:
  • What are BMC grants covering?
• Tom:
  • Club equipment (£100), nothing this year for courses because we got double last year, £100 for admin things like website and freshers' fair flyers.

The accounts were approved unanimously.

4. Andy Gibson Training Fund

Also presented by Philip Withnall. By this time those present were (pretending to be) sick of Philip’s dulcet tones.

• There was a meeting at Langdale with the AGTF committee.
• Processing grants currently slow because they don’t have online banking, but they are looking into this.
• Lent 2012
  • Navigation Course (6 CUHWC members). AGTF committee criticized that non-students were getting grants. £10pp (total course=£120)
  • Scrambling Course (4 CUHWC Members) £150/£320
  • JJ & PW, REC Level 2 First Aid, £20pp
  • PBK – ML Course, £150/£365
• Easter 2012
  • None
• Michaelmas 2012
  • Navigation Course , 6 CUHWC members, £65/£125 awarded.
• Lent 2013
  • REC 2 first aid course.
• The committee is keen for more applications. There is currently a fair amount in the fund and they are considering raising the upper boundary for funding.

5. Motion, proposed by Ms Vicky Ward, seconded by Mr Andrew Williamson

To remove article 23 from the Club’s Constitution and replace it with: “When the office of Senior Treasurer becomes vacant, the Executive Committee shall appoint someone who is of MA standing and a resident member of the Senate or otherwise a person approved by the Junior Proctor. The Senior Treasurer shall not be required to be a member of the Club. The Senior Treasurer may be removed from office by ordinary resolution at a General Meeting.

Discussion

The Senior Treasurer noted this would make our lives easier, and there was no reason not to approve it.

Vote to approve the measure

Unanimous

6. Motion, proposed by Ms Vicky Ward, seconded by Mr Andrew Williamson

To remove article 48 from the Club’s Constitution and replace it with: “Where a General Meeting has passed a resolution to wind up the Club in accordance with article forty-seven, the Club's assets, after payment of any debts or other liabilities, shall be transferred to such Registered Society of the University of Cambridge as the General Meeting shall by ordinary resolution direct, and in default of such direction to the University of Cambridge. This motion shall be valid regardless of any failure to comply with article thirty-seven or thirty-eight in respect of it.”

Discussion of the motion

• Vicky:
  • The background to this is a request from the proctors for this change.
• Paul:
  • Well, essentially, the university gives us money and would quite like to have it back again if we fold.

It was also noted by some present that the background to this is general paranoia about what university clubs do with university funds. While it is “highly unlikely that the hillwalking club will become a terrorist cell”, such general fears might be the source of the pressure.

• Philip:
  • If that is the case, they aren’t going to forget about it if we don’t pass the motion.
• Simon:
  • Do they have the right? This is ultimately unfair.
• Senior Treasurer:
  • Given the pressure, it is prudent to do something, and this seems to cover the issue quite sensibly.

Vote to approve the motion:

Passed with no votes to disapprove but with 8 abstentions.

7. Motion, proposed by Ms Vicky Ward, seconded by Mr Andrew Williamson

To add article 50 to the Club’s Constitution: ““The Andy Gibson Training Fund exists independently of the Club and holds its assets subject only to its own Rules. Such assets shall not be treated as assets of the Club for any purpose, including on any dissolution of the Club.”

Discussion of the motion

Senior Treasurer: Seems quite correct. Perhaps doesn’t need a constitutional amendment, but certainly no harm in clarifying.

Vote to approve the motion

Unanimous

8. Questions to the Committee

• Matt Hickford:
  • Dr Hickson, will you remain Senior Treasurer?
• Senior Treasurer:
  • I am happy to remain at your disposal if I am wanted.

It was agreed by all present that he remains wanted.

• Mark Jackson:
  • How important are undergrads on the committee?
• Chris:
  • They help create a welcoming environment for freshers.
• Vicky:
  • Definitely help keenness
• Simon:
  • Definitely important that PhDs aren’t the only face. At the Freshers' Fair, the grads were noticeably less welcoming to freshers. I certainly was.
• Eleri (smug):
  • I was very welcoming. This might be a personality rather than an age issue, Simon.

9. Elections

President – Tom Leach standing

• Controversially, Tom is running because he loves the club and wants to keep moving it forward.
• Mark wanted to know where we’re going. The answer, again controversially, was the Lakes and Snowdonia. Also the Dales.
• Marcus wanted to know if we can camp more. The answer was yes, if we can still all fit in the bunkhouse because Tom (VERY controversially) likes the club’s social side.

Results of the election:

• 27 for Tom, 1 RON. Tom duly elected.

Meets – Laurent Michaux and Philip Withnall standing

• Laurent loves the club and loves getting away from Cambridge. He’s also very organized.
• Philip wants to ruin something else now besides the accounts. Also, he knows the drivers and loves the pub.
• Tom Ashton: How would you deal with driver shortage? Laurent hoped to find another minibus company, also he might be driving himself soon. Philip said he would keep on the drivers’ good side. Simon then pointed out that, actually, we don’t have a driver shortage.

Results of the election:

• 6 for Laurent, 21 for Philip, 1 RON. Philip duly elected.

Social Secretary: Marcus Taylor and Jade Cuttle running together

• Marcus spoke for both, saying they’ve loved Chris’ events, looked to do more swaps, but the fate of lunches was uncertain.
• Andrew asked what would happen if they fell out. Marcus said there would be twice as many social events. Raucous laughter ensued.

Results of the election:

• 26 for Jade and Marcus, 2 abstentions. Jade and Marcus duly elected.

Safety: Andy Howell and Rose Pearson running together

• Rose spoke eloquently about the importance of both safety and equipment, especially when it came to helping new, inexperienced members get to know the outdoors. She loves the openness and friendliness of CUHWC, and hopes to help continue that.
• Andy has extensive experience, including being on the OUMC committee. (Shocked gasps from the audience; the Secretary kept a low profile as she is currently a paid-up member of the OUMC…)
• Rose will mostly fulfill safety, Andy equipment because his core skill is carrying awkward things on a bike. If both are present, Rose will be ‘Head Safety.’
• Tom Hare: The usual question about someone in trainers. Rose answered sensibly that it depends on weather conditions. Otherwise, say no to their plan and offer alternatives.
• Philip: What new equipment would you buy? After a report by Tom on the current equipment, waterproofs were agreed to be a priority.
• Vicky: Biscuits? (Note: all questions and remarks by Vicky were made via note to Andrew. Andrew couldn’t read the notes more often than you might expect…) Rose: Secondary to safety. Hisses from the assembled company.
• Chris: What if someone wants to do an E6? Rose: We’re a walking club. If your primary goal is climbing, then you are taking a space from someone else – we’d like to encourage inclusiveness in club activities as much as possible.
• Philip: Where do you stand on cafetieres as safety equipment? Andy: Well, I think coffee-making can be quite dangerous.
• Vicky: What do you do if there’s no one to lead newcomers? Rose: Doing that is the responsibility of the committee in general, but definitely the safety officers’ in particular.

Results of the election:

• 27 for Rose and Andy, 1 RON. Rose and Andy duly elected

Junior Treasurer: John Ockenden standing

• John: CUHWC good for combatting depression, wants to give back by being on committee.
• Laurent: Will you be at the pub? John: Yes.
• Philip: Can you count? John: I think so. John then proceeded to delight and awe Philip by promising to continue to use gnucash.

Result:

• 26 for John, 2 abstentions

Membership: Laurent Michaux, David Hoyle and Charlotte Zealley standing.

• David: Friendly, reliable, competent. Maybe introduce online joining system, discount in fresher’s week.
• Charlotte: Undergrad friendly face, has other admin experience.
• Laurent: Friendly, welcoming both during and throughout year, good with admin, had done recruitment for other societies.

Results of the election:

• 12 for Laurent, 12 for Charlotte, 3 for David, 1 abstention. Deciding vote cast by the President, Laurent duly elected.

10. Any Other Business

• Dave Farrow: Thanks to the outgoing committee. A round of applause.

We then proceeded to rapidly finish the Cava left over from the last club lunch.

The agenda for the AGM on Wednesday 26th February 2014 can be downloaded by clicking on the link below.

Minutes for CUHWC AGM, 05/02/2013

Chair: Mr Andrew Williamson

Secretary: Miss Vicky Ward

Also present: Dr James Hickson, Michael Fordham, Greg Chadwick, Helen Phillips, Becky Howard, Peter Kirkwood, Mike Simpson, Joe Hobbs, Valerie Ashton, Tom Ashton, Andrena Ball, Phil Withnall, Tom Leach, Chris Arran, Paul Fox, Mark Jackson, Eleri Cousins, Jo Smith, Dave Farrow, Simon Williams, Laurent Michaux, Phil Brown.

1. Apologies for Absence

• David Pettit
• Jane Patrick

2. Report by the President, Mr Andrew Williamson

Trips

• Run 13 of the ‘normal’ 14 trips of the year
• Dartmoor – sign-up outside this committee year; at least 2 people did not get places on the trip. A new (small) bunkhouse for 12 people. If booking same in future, can use the barn next door too.
• Patterdale – returned to George Starkey Hut. Dave Farrow & Jo Smith just used transport and went off backpacking for the weekend to free up Bunkhouse space. Shared with some members. 4 did not get places on trip – probably so popular because previous 2 trips were small. Andrew didn’t bag anything – first time on a CUHWC trip this has happened
• Crowden – 32 people involved; biggest day trip for some time? Probably so popular because of small trips for rest of term
• Cwm Dyli – cancelled non-weekend due to lack of interest. Still 19 involved during weekend. Rather a heatwave so we all wanted to extend. Have same arrangements in place with Pinnacle Club this year so can cancel non-weekend at no extra cost.
• Stiperstones – another popular (20 people) day trip.
• Deiniolen – new Bunkhouse (Cefn Goch, Gloucestershire MC) for Club & ideal for Easter Term Trip 1. Again, there were a couple of their members present.
• Ennerdale – allowed to pay on per-person basis this year, but we over-filled the bunkhouse anyway. There were LOTS of pre-sign requests (17; all allocated) for the trip because of exams and because sign-up was on a Bank Holiday Monday. There was a bonfire on the trip, lots of songs and midges
• Alps Trip – organised unofficially and advertised as such to main list. Less popular than it may have been because of unofficial trips to Kyrgyzstan and Corsica (GR20), both of which were not advertised to the main list.
• Scotland Trip was planned for Torridon, but was called off because people gradually dropped out. There was only Phil Withnall remaining who wanted to come, but (sensibly) didn’t want to travel that far so walked half of the Pennine Way instead.
• Edale – filled all but one place on coach & some joined us there (making 60 in total), despite an unpopular Squash resulting from a poor Freshers’ Fair location. Told a couple of people to turn up on morning in case of last-minute drop-outs. Both of these DID get places, so this is worthwhile doing again in the future. Didn’t leave anyone behind due to multiple counts… Scrapped walk leader discounts & nobody complained (probably because most didn’t know anyway). This meant Edale made some money.
• Dunmail Raise – cheap bunkhouse and the fact it was a popular trip helped with making some money. Andrew explained to new members how weekend trips work (“if you want”).
• Capel Curig – new Bunkhouse: Gwydyr MC’s Tan-y-Garth. Andrew didn’t attend, so Vicky was Trip Leader. The Trip ran smoothly despite Andrew’s greatest concerns.
• Moffat – we stayed in the Well Road Centre. It was a joint CUHWC & Duffers’ Trip. 70-person bunkhouse but can pay per person above 30. Enjoyed by all – especially the Bunkhouse. Suggested return again in a few years. The second CUHWC Pantomime written by Michael F, recorded & posted on website for all to enjoy.
• Seathwaite – perfect number of people and not over-filled (25 on Saturday night; this was helped due to last-minute drop-outs). Only a few left by the last day – this is becoming normal on this trip, but is not a problem. Still made considerable profit. Andrew & Peter both didn’t go, so Paul C was Safety & Joe H/Paul C were Trip Leaders
• Selside – returned to Selside Centre; not been since Lent 2010. Perfect no. of people. Largely didn’t have problems getting there despite lots of snow affecting the country.
• The 3 new trip locations adds a bit of variety – encouraged to continue in future where possible. Dolgellau is also new (1-3 March).
• All trips about perfect size, especially from beginning of Easter Term 2012 onwards. Lent Term 2012 trips were too small. Often only people that haven’t got places are those who requested pre-signs or who tried to sign-up once it was known that extra places were available after sign-up.
• Non-essential pre-sign requests have been low generally – Ennerdale excluded. Limited pre-signs to 5-10% of trip (except Ennerdale) and allocated randomly. Had to turn a few people down, but these were generally limited. There were no problems this year with people requesting pre-signs for every trip.

Trip Statistics

• 158 different people came on the 13 trips this committee year (excludes Eskdale)
• 2 people came on 11/13 trips (Andrew Williamson & Peter Kirkwood); 1 person came on 10/13 trips (Paul Cook); 1 person came on 9/13 trips (Tom Ashton); 14 people came on 7 or more of the 13 trips; 32 people came on 4 or more trips
• Constanze H came on 8 consecutive trips, but stopped after Moffat (due to rowing commitments…)
• 60 people came to Edale, of whom 38 were new
• 14 came back on 1 or more trips since (37%)
• 1 (Tom Leach) came on 4/5 trips since and 2 (Laurent Michaux & Lilia Giugni) came on 3/5 trips since
• Of people who came on 2 or more day trips, 3 only came on day trips.
• Nobody who came on both vacation trips only came on vacation trips

Membership

• 116 members on database
• 26 non-CU members (22%)
• Of the 90 CU members, only ~35% are undergraduates
• On database, 10 people called Tom – 11 if we include Tuomo (9.5%)
• 11 left on course membership; 34 people’s terminated in September 2012; 9 expire in September 2013; final 2 expire in September 2014
• Increased membership to £15 – doesn’t appear to have discouraged anyone & this may still be a bit cheap – a proposed increase to £20 in 2013-14 committee year may be necessary for the Societies Syndicate. £7.25 costs for BMC affiliation – this may increase soon. The remainder is for equipment & surplus to subsidise trips – will the fact that people have paid for subsidising trips encourage them to come on more?
• Shouldn’t be too much of an exodus this summer, unlike last year – these people have been replaced by some keen new members (see Edale statistics), however.
• Can we still do more to involve new members (and especially undergraduates) to the Club?

Transport

• There has not really been an issue with finding drivers
• A new influx of minibus drivers – Greg, Andrena, Peter
• New car drivers too – Tom Owen & Greg have both driven lots
• Tom Ashton & Paul Cook have both driven on every trip they have come on; others have driven on very many too – Jo, Greg, Michael F, Jane, Helen. Many thanks to all drivers this past year.
• Tried to give some drivers a break by not driving on all trips. Some don’t mind (or even prefer) driving on all trips though.
• Cannot now use Milton minibus as need D1 on licence (the new bus is now too heavy, despite only seating 15 people) – only Paul Cook (& Chris Sidell) has D1. Have to use more expensive CCVR one.

Courses

• Scrambling Course on Patterdale Trip – More than Mountains – for 4 people. Incredibly successful, so the same planned for Patterdale Trip in June 2013 – run by same company.
• Navigation Course planned for Eskdale Trip in February 2013 – 6 people. At the last count, 5 of the 6 places were filled, but a large variation in navigational ability was represented by those on the course, meaning some will probably get less out of it than others.
• Peter Kirkwood applied for grants from BMC and received for courses (£320), equipment (£120) and flyer/poster printing for Freshers’ Fair & Squash (£100). Still one cheque not been cashed – to follow up. Suggested we apply for similar next year, assuming the new committee feels running these courses is worthwhile.

Kit

• Only winter conditions on Selside Trip – not really a location that required crampon / ice axe use – though some did use them for practice
• Crampon allocation not a problem – but they were used in Alps? (And taken out for use in winter in Scotland, but were not actually required)
• Still issues with some Club kit going missing – especially headtorches. Need to think about how to resolve this. A couple of ice axes are also still due back from a while ago…

Socials

• Largely managed independently by Becky Howard & Helen Phillips – many thanks for that
• Lunches not been popular – average of about 7-10 people. The location is probably an issue, so hopefully this will change in 2013-14.
• Pub meets are better attended – guess about 10-15 on average, with some >20 (not that anyone’s counting…)
• Many Formals (Downing, Lucy Cavendish, Homerton, Girton, Fitzwilliam & Christ’s). An average of 2 per term is suggested for continuation into the future.
• Held an Easter Egg Hunt (like in 2010) in March 2012 & a new Pudding Party at beginning of Michaelmas for ‘older’ members to meet before new Freshers come along
• Some (semi-)unofficial events, including the StAG Sports Quiz, a bike ride to Ely and ceilidhs.
• Other standard events – Garden Party in Dave & Jo’s garden; Christmas Curry (very popular, with carol service attendance afterwards); Annual Dinner

Other

• Had to hold two EGMs this year. The first was to elect a new Junior Treasurer (and discuss the apparently poor financial predicament). The second was to elect a new Meets Secretary. We held the second in the Castle immediately prior to a normal Pub Meet. This is to encourage attendance after only just meeting quorum (10) for first EGM.
  • Is this the first year we have had to have two EGMs in a year?
  • It is worth in future being wary of electing a fresher to the Meets position – it probably carries the most responsibility after President
• Introduced the ‘Webmaster’ position to the committee page of the website. Matthew Graham still has some responsibility (I think), but Chris Arran has now largely taken over (and will continue to do so while in Cambridge; it isn’t a big role). Better not to change Webmaster every year, but to leave it as something that someone does that will be in Cambridge for a long time.
• The website has been kept well up-to-date this year. An out-of-date website is a useless one. Please continue with this in the future.

3. Accounts for the Financial year ending 31st January 2013

a. Presentation of the Accounts by the Junior Treasurer, Mr Mike Simpson

• I got elected at an EGM when the ‘dire’ status of the finances of the club was also discussed. The Club owed members hundreds of pounds and couldn’t pay for down payments on bunkhouses. The buffer of £1500 was seriously depleted. The Communication between the Junior Treasurer and the President was not satisfactory: the President did not know what was being spent.
• Since then we have realised that the state of the finances is not that bad. I have introduced 2 changes which I feel have improved matters:
  • A Dropbox for sharing accounts between the President and the Junior Treasurer, which can be accessed by either at any time. I hope this is continued in the future.
  • A spreadsheet which readily summarised the trip profit/loss, so that a trip’s finances were known within about three days of said trip.
• The Trips:
  • Generally well priced and more sensibly priced by Andrew
  • Some fluctuation
  • Dunmail Raise made a good profit, as predicted by Michael F at October’s EGM
  • Moffat and Ennerdale made higher losses; this is no surprise as the bunkhouses are more expensive and further away
• The Socials:
  • Broke even for the year. Major kudos for Helen and Becky.
  • High cost due to punting last year, income to this year’s annual dinner received last year and cost of next year’s annual dinner
• Membership:
  • 100 paying annually, 92 last year
  • Mixture of £10 and £15
  • £15 didn’t cut interest in the club
  • £15 is better and will need to increase as BMC affiliation costs go up
• Grants:
  • Slightly higher than before (£2420 vs. £2100 last year)
  • More BMC Grants to come.
• Courses:
  • Balanced out due to AGTF payments
• Bottom Line:
  • £500 received overall on bank balance, but we made £1600 this year, which is quite a feat. The account now has a balance of >£1500. We need to maintain at least a £1500 float in case of a minibus crash, however I feel that this float needs to be higher and more like £2000 to provide a greater cash flow margin. This represents about 10% of annual turnover.
  • Online Banking now available and needs setting up by the next committee
  • It’ been a healthy year but there is still more work to be done. We need to be careful in the future to keep trip costs aligned with inflation (and increasing fuel costs)

b. Discussion of the Accounts

• Mike
  • What you have to remember is that this social loss is largely a relict from last year
• Helen
  • There will be some costs from this year that will go on next year’s accounts.
• Andrew
  • It is worth adding that in terms of the Societies' Syndicate: we applied for £2400 and only got £2000. We included ‘driver discounts’ in our application this year, which the Societies' Syndicate didn’t feel justified. Next year perhaps don’t call them ‘driver discounts’ but ‘wear-and-tear’, which is entirely justified.
  • It might also be worth applying for an ‘Equipment Grant’ next year since some of the Club equipment – and especially waterproofs – now needs replacing. We can also never seemingly have too many headtorches.
• Paul Fox
  • We have to remember that another CU club involving mountains get £2100 despite having far fewer (about half of our) members. Paul is willing to discuss the Societies' Syndicate application with the incoming President and Junior Treasurer.
• Philip Brown
  • Why was a profit made this year?
• Mike
  • Largely because of higher trip costs
• Dave
  • Trip prices had not followed inflation previously
• Someone
  • Why are there ever so slight social losses on certain social events, like formals?
• Becky
  • Because some people haven’t paid
  • Please pay?
• Paul Fox
  • There’s an unfortunately placed comma that needs to be removed from the Proctorial accounts…
• Dave
  • Someone had enquired why there was some income for the Christmas Curry, and it was explained that this was as a result of cheque confusion and because some people had been reading the President’s emails too closely. This was resolved.

c. Vote on whether to approve the accounts as presented

The accounts got approved unanimously.

4. Discussion on the Progress of the Andy Gibson Fund

a. Overview

• Summary by the President:

  • Finally managed to transfer signatories on the account – now Peter Kirkwood & Dave Farrow since both will (hopefully!) be around for a considerable time yet in Cambridge.
  • NatWest are VERY slow at doing things (‘lose’ changeover forms etc.) so trying to avoid changing the signatories every year too
  • The President still receives statements from the account to keep track to make sure no money goes mysteriously missing. Dave Farrow & Peter Kirkwood are not involved in assessing applications, but just write cheques
  • May change bank as Natwest are useless – need to check with AGTF Committee. Should improve getting money to members quickly, which was the only piece of negative feedback received on AGTF feedback forms this year.
  • The fund has been very well advertised on the website and in emails. Word of mouth is also useful.
  • Have had lots of applications this year:
  • Lent 2012
    • Andrew Williamson applied on behalf of scrambling course to be run on the Patterdale Trip – partly BMC funded. Received £148 = £37 per person. Peter K, Kerrie Taylor-Jones, Lucy Stone and Mark Jackson took part in this.
    • Laura Burrows – ML Training = £100
  • Easter 2012
    • Becky Howard – ML Training = £100. Had to push back her training to Dec ’12, but now completed and feedback is on the website.
    • Peter Kirkwood applied on behalf of himself and 7 others for a Wilderness First Aid course in April – received £20 per person, making total of £160
    • Bethan Gudgeon applied on behalf of herself and 10 others (some from the CATSE expedition) for a second Wilderness First Aid course in June – received £20 per person, making total of £220
    • Dave Mackenzie, Andrena Ball & Becky Howard applied for an Alpine skills course - £60 per person. This did mean Becky Howard had funding in two areas at this round of applications, but the fund committee were happy with this and it was good to see someone being so pro-active.
    • Matthew Hay applied for ML Training but we did not give him a grant as he had not been involved in the club at all. It was suggested to him that if he came on club trips and socials in the future, he could apply again; he hasn’t been to anything since (to the President’s knowledge).
  • Michaelmas 2012
    • There were no applications; this is as expected since this time of year isn’t ideal for training and so on.
  • Lent 2013 – the application deadline is on Friday 15th February so the applications will be dealt with by the new committee.
    • Peter Kirkwood has already submitted an application for the Patterdale scrambling course in June.
    • Phil Withnall & Josh Jones have submitted an application for themselves for the first-aid course to be run in March 2013
    • Peter Kirkwood anticipating submitting application for his ML training and an application for the navigation course
    • Informal discussions revealed some may submit Alpine course application either this term or in the Easter term

• Key is to keep updated feedback on website as advice for future applicants – all feedback from completed courses now online. Sometimes this was only after the President had to pester people for a considerable amount of time, which shouldn’t be the case when they had been provided with money.

• The Fund committee are keen on group applications. Very approachable and worthwhile telephoning the lead member (was Lottie Bell in 2012-13) each year to smooth relations
• Current account balance £4502, with payments still due to CATSE of £140 and Matthew Graham of £75 (as he personally paid Elena Yudovina for a Winter Skills course in his Presidential year).
• Received another £1000 from Gibsons in March 2012 and Andrew Williamson wrote to them to thank them for this donation.

b. Discussion

• Joe
  • Are you sure they owe CATSE £140?
  • I would check this but I am having trouble opening the documents on my tablet (then proceeds to struggle with technology in background for a few minutes)
  • How did I not notice…?
• Michael F
  • Is the fund sustainable in the long term?
  • It would be worth keeping this in mind when making future allocations.
• Peter
  • We are down some money this year, but lots of this is from payments that have been backdated from outside this financial year.
  • It is also likely that in the future donations from duffers will continue to the fund.
  • We can earn 3% interest from changing current account but am waiting upon agreement from the rest of the committee. Lottie Bell seems keen on a new account, but waiting on confirmation from a couple of others on the Committee.
  • Is there a possibility of Internet Banking?
  • The AGTF Committee have also made it clear that they are more keen on supplying funding towards funding in this country rather than Alpine courses
• Dave
  • You can do Alpine courses in this country.
• Andrew
  • The new President should ring Lottie Bell to introduce themselves

5. Motion proposed by Joe Hobbs, seconded by Andrew Williamson

To remove article 31 from the Club’s Constitution and replace it with: “Should a post on the Executive Committee become vacant, not at the AGM, and if only a single member is nominated for the vacant position, said member may be co-opted onto the committee without the need for an Extraordinary General Meeting to be held. An Extraordinary General Meeting may still be called in accordance with article 33.”

a. Discussion of the motion

• Joe

  • Wants to summarise motivation behind the proposed amendment to the constitution
  • This motion was proposed following the business of the 2 EGMs that were held this year
  • They were both a hassle and a faff, otherwise known as a haff.
  • We struggled to meet the quorum in the first one
  • Since both only had one candidate standing and there was no option for RON, what were the members attending meant to do? Their options were literally turn up and vote or eat the ballot paper.
  • Now Michael Ashdown, upon reading the proposed amendment on this agenda clearly stated that it had to many legal holes
  • Michael Ashdown proposed a new amendment of far greater length. Michael says it is acceptable to make changes to the text of a proposed change to the constitution during an AGM so we can effectively replace my proposed amendment with his as they have the same intention.

  • Michael Ashdown’s proposed changed amendment is as follows:

    • If a post on the Executive Committee becomes vacant an election for the vacant post may be held. The Executive Committee may call an Extraordinary General Meeting for this purpose. Alternatively, the Executive Committee may fix a date (“the nomination date”) for the receipt by the President of nomination slips in respect of candidates for the vacant post. The Executive Committee shall give not fewer than seven days notice of this date. Article 27 shall apply to the nomination of candidates as if “on or before the nomination date” were substituted for “not fewer than three days before the General Meeting at which his or her election is proposed”. If nomination slips are received by the President in respect of a single candidate only, that candidate shall be deemed to be duly elected to the vacant post with effect from the day after the nomination date. If nomination slips are received by the President in respect of more than one candidate, the Executive Committee shall call an Extraordinary General Meeting for the purpose of electing one of the nominated candidates to the vacant post. In respect of such an Extraordinary General Meeting, article 27 shall not have effect and the candidates nominated on or before the nomination date, and no other, shall be candidates for the vacant post, and article 36 shall have effect as if “seven” were substituted for “fourteen”.

• Joe

  • [Amidst laughing] please tell me I read out the right amendment... That took rather a long time
• Paul Fox
  • That is longer than most clubs' constitutions...
• Joe
  • It is long to mend the holes. I would read you all Michael Ashdown’s comments but they’re rather long and boring.
• Eleri
  • Why were there such holes?
• Joe
  • I wrote my proposed amendment in 5 minutes
• Michael F
  • The proposed amendment by Michael A isn’t pedantic, it’s just correct
• Simon
  • Why is there a second proposed amendment on the agenda?
• Joe
  • In case the first didn’t get passed
• Simon
  • Shouldn’t we then be discussing both at the same time
• Andrew
  • According to Michael Ashdown the holes in the second are unsolvable
• Joe
  • According to Michael Ashdown, if the second proposed amendment was passes it could allow for the whole committee to be co-opted
  • I proposed the second as I thought someone would have an objection to how the first one worked (and look what happened)
  • What Michael wrote is only relevant as an amendment to the first; it is irrelevant in regards to the second proposed amendment
• Peter
  • Can we therefore agree that the second proposed amendment is rejected now?
• Michael F
  • Not necessary, considering the stipulation stated in the agenda in regards to whether the first got passed.
• Greg
  • Does anyone actually object to the proposed amendment?

b. Vote on whether to accept the Motion as presented

• Andrew
  • To make this clear: we are voting on Michael Ashdown’s proposed amendment to Joe Hobbs’ proposed amendment to the constitution
• 24 Votes for passing Michael’s amendment, 1 abstention
• Valerie
  • I just don’t see the point [giving reason for her abstention]

6. Motion, proposed by Mr Joe Hobbs, seconded by Mr Andrew Williamson

This Motion was made redundant by the passing of the motion above.

7. Questions to the Committee

• Andrew
  • Any questions?
  • I’ll take that as a no…

8. Election of the positions of the Executive Committee due to become vacant at the meeting’s close, in the following order:

a. President

Member(s) standing for position: Vicky Ward

Speech by Vicky Ward

It took a long time for people to persuade me to take this position as I did not believe that I was a suitable candidate for the job; however, now I have come round to the idea and intend to do my best at the role possible. I believe that I am suitable candidate as I can be surprisingly organised and do not get stressed easily. I also would not in the case of an emergency, despite Joe’s claims upon hearing I was Cambridge Contact for Selside, react by baking a cake.

Questions to Candidate

• How do you deal with stress?

  • Vicky: I just keep getting up earlier in the mornings so I have time to do things; seriously, the only outward sign of my stress is a little bit of tiredness.
  • Joe: I remember you telling us last year how you just made lots of cake...
  • Vicky: I did but I had an oven last year
  • Joe: If we get you really stressed by sending you lots of emails, does this mean you will have more cake than you will know what to do with?

• Phil Brown (possibly): What changes do you propose to make to the club?

  • Vicky: Largely, as cheesy as it sounds I would like to make the club a happier club. I feel like in the past committee year there was a lot of complaining from us the committee and that perhaps members of the club caught these ‘unhappy vibes’. The effect of this I feel has been shown in the fact that we only have one candidate for each committee position, and it was sometimes a struggle even to get this one. On a related note to this is the fact that the club is only now 30-something% undergrads. I know that I am getting a bit infamous for harping on about this point and I am not saying that postgrads are a bad thing, it’s just I think that this figure is unhealthy for the clubs vitality and I feel it is something that needs to be addressed next year.
  • Paul Fox: How do you propose to persuade undergrads to take off Saturday morning lectures?
  • Vicky Ward: To be honest I don’t know. I don’t have a great argument for skiving lectures.But I do think, as I have said before, we need to made a decided effort whenever an undergrad comes to any club event to include them.

• Peter Kirkwood: Where do you intend to take the club?

  • Vicky Ward: As I have stated several times, one of my stipulations of standing for President is that people would help me choose locations. As a non-mainland, Northern Irish citizen I do not feel like my knowledge of the mountainous areas of England and Wales is sufficient enough to make good decisions in this regard, especially as Andrew is keen that the club continues to go to new bunkhouses [not necessarily]. However, [pointed staring] some people have said that they would be happy to help me in this regard. Also, I encourage everyone to email me if they have any ideas for where they would like the club to go; I like to think we are a democratic club where everyone can have a say in how it is run!

Results:

24 Votes for, 1 vote RON, 0 abstentions

b. Meets Secretary

Member(s) standing for position: Mark Jackson

Speech by Mark Jackson

At this point, I would like to say a few words on why I do not want to fill the role. I only decided to allow myself to be nominated as it would be filling a hole in the committee, despite only being here for the next 4 months, not being able to come on any weekend trips and not having much time in the evenings to do the work when I am exhausted. Since then a more suitable candidate has stepped up, but not in time to be nominated. On the other hand I do not wish to be the first person voted RON....

Discussion of Predicament

• Joe:
  • WE CAN USE THE AMENDMENT
• Dave:
  • So are we going to elect him or not?
  • Why do I have the Social Sec envelope of voting slips?
• Michael F
  • We must elect Mark so that he can resign. THEN the new amendment will take effect.
• Joe:
  • I think there may be a hole in the un-holed amendment...

Results:

19 Votes for, 6 Vote RON, 0 abstentions

• Mark
  • That result’s a bit shady
• Joe
  • Time how long he lasts…

c. Social Secretary

Member(s) standing for position: Chris Arran

Speech by Chris Arran

I have long been keen on the social aspect of the club. I did not originally stand for the social secretary position as I was concerned about the workload so went for meets. But since then I have come round to the idea of Social Secretary – especially if Lucy Stone can come in to help in September! The question of where lunch will be from now on is an interesting one. Murray Edwards was easier personally for me but it is obvious that it is not ideal for everyone. I was thinking about moving around the location of lunch, including sometimes pub lunches perhaps? I plan pancake challenges next week!

Questions to Candidate

• Vicky Ward: How many formals do you plan per term?
  • Chris: 2 seems a good number; it worked last year.
• Andrena Ball: Any good at making cakes?
  • Chris: I can make mud cakes? Perhaps make Vicky stressed and she’ll do the baking?

Results:

25 Votes for, 0 vote RON, 0 abstentions

d. Safety and Equipment officer

Member(s) standing for position: Tom Leach

Speech by Tom Leach

I intend to continue the hard work of Peter, maximising equipment access and continuing the role forward. I will also always ensure a healthy supply of biscuits

Questions to Candidate

• Phil Brown: What biscuits?
• Andrena: Will you continue Peter’s £/100g rule?
  • Tom L: I’ve investigated biscuits Aldi seems cheapest. I also hear Jaffa Cakes are popular. I have never had any problem with the biscuits Peter supplies so why not?
• Michael Fordham: What will you do if a fresher wants to go scrambling on their first trip?
  • Tom L: I would encourage them not to go unless they had experience.
  • Dave: How can they get experience if they can’t go scrambling without experience?
• Michael Fordham: what about a 25-year old who wants to wear jeans?
  • Tom L: I would advise them not.
  • Chris A: but what if they’re HUGE
  • Tom L: Pass to someone else...
  • Dave F: Anyone can survive a day in the UK in jeans anyways....
• Dave F: What’s your policy on the use of club crampons?
  • Tom L: On snowy trips like Selside it could be an opportunity for inexperienced members to get a grip with them, but whenever crampons are 100% essential I would make sure they have experience.
  • Dave F: Have you ever actually used crampons?
  • Tom L: Yes.
• Paul Fox: Do you feel you would be able to say no to a senior member of the university?
  • Peter: NO!

Results:

24 Votes for, 0 vote RON, 1 abstention

e. Junior Treasurer

Member(s) standing for position: Phil Withnall

Speech by Phil Withnall

I have enjoyed my time in the club and would love to be able to give something back. I am reasonably numerous. I have lived beneath a Treasurer for the past year – hopefully some of it has osmosed down.... (Paul fox made a comment on biological knowledge). I am graduating in the summer but there is only a slim chance that I will not be staying in Cambridge.

Questions

• Laurent: Does the committee need to be completely members of the university?
  • Andrew: It needs to be at least ½

Results:

24 Votes for, 1 vote RON, 0 abstention

f. Membership Secretary

Member(s) standing for position: Eleri Cousins

Speech by Eleri Cousins

I love being a member of the club and standing for Membership Sec seems the most feasible way of giving something back. I can also touch type!

Questions to Candidate

• Peter Kirkwood: You free Freshers’ Week?
  • Eleri: Yes
• Vicky Ward: What’s your view on possibly increasing the membership further to £20?
  • Eleri: I don’t think it’s really necessary as it was just substantially increased and the Club’s finances appear to be good.
  • Paul Fox: You have to remember the Societies' Syndicate...
  • Eleri: Well in that case I will look at similar clubs
  • Paul Fox: CUMC is substantially more
  • Michael F: the Societies Syndicate have never asked for a larger membership fee [have they implied it?]
  • Dave: We can justify our lower membership fee by pointing out the increases in trip fees
  • Joe: CUMC also has yearly expenses... At least we hope they do...

Results:

23 Votes for, 0 vote RON, 2 abstentions

9. Any Other Business

Dr James Hickson’s Position in the Club

• Dr Hickson
  • Do you still want me? Throw me out as your Senior Treasurer?
• Michael F
  • Surely constitutionally we have to have you?
• Dave F
  • It’s no issue – we’re stuck with you!
• Michael F
  • I would like to take this opportunity to thank James as our longest standing member
• Dr Hickson
  • I would like to reciprocate by offering a vote of thanks to the outgoing committee

25th Anniversary Celebrations

• Dave F:
  • September marks the start of our 25th year
  • Someone’s nominated me as in charge
  • This obviously means that Jo is helping
  • Michael F is helping out as well
  • Currently there’ a bit of a debate on whether we should have both an Anniversary and an Annual Dinner or just one of them
  • Hopefully a journal will also be published.
  • On that note, where is this year’s edition of High Society?
• Andrew:
  • Still in the hands of Matthew
• Michael
  • I did the journal last time
  • This time I hope to make it better and I will need funding to do this
• Peter
  • This shouldn’t be an issue as last year the BMC’s publication grant was under applied to
• Dave F
  • Anyone got any T-Shirt ideas?
• Simon
  • YOUR FACE!
• Dave F
  • There are plans to make the Garden Party in 2014 even bigger. Probably held separately from punting which, let’s face it, is usually viewed as an undergraduate drinking event for all 35% of them that are members.
  • As a club hopefully we’ll do some Wainwright bagging, aiming to climb them all in the 25th Anniversary Year. This will mean that in September 2015 some may have to be sent out to do a round up? HuMPs are hopefully just a club phase.
• Someone
  • What about Munros?
• Michael F
  • No, the Lake District has always been the spiritual home of the club.
• Dave F
  • The price for the Anniversary Dinner in Langdale will be around the price of a trip plus the cost of a black-tie dinner – this is how we will see it. Duffer tickets will be more to subsidise current members.
• Michael:
  • Maybe you will allow me to provide a little history of the Anniversary Dinners...
  • 15th had a good balance between duffers and current members
  • 20th did not; there was no strong link between the duffers and the new members
  • Club needs to be pushy about wanting to be part of the 25th
  • Possibly because 15th had no Annual Dinner as well, but 20th did? This is worth bearing in mind.

Mark’s Resignation

• Mark
  • Can I resign yet?
• Michael F
  • Not until the meeting is over, please

10. Post-AGM Cheese and Wine

This year, there were fewer complaints about the refreshments on offer. Possibly because Wensleydale with cranberries had been added to the cheese selection. And because one of the Outgoing Social Secretaries had managed to ‘slip away’ from the meeting halfway through when she realised there were more people than they had expected and so further cheese supplies were required. One person expressed unhappiness at the lack of gorgonzola, however. This was only because the Outgoing President had told them to expect it to be present, but had then forgotten to tell the Social Secretaries to buy any of said cheese.

Mark resigned at 20.51 in writing to all Officers, having only been elected at 20.26.

The (amended) agenda for the AGM on Tuesday 5th February 2013 can be downloaded by clicking on the link below.

Minutes for CUHWC EGM, 15/11/2012

Chair: Mr Andrew Williamson

Secretary: Miss Vicky Ward

Also present: Dr James Hickson, Michael Fordham, Joe Hobbs, Andrena Ball, Eleri Cousins, Dave Farrow, Mike Simpson & Jo Smith

Apologies for Absence

Helen Phillips

Election of Officers of the Club to vacant positions, in the following order:

Meets Secretary

• The one nomination, Joe Hobbs, anxiously demanded on making the speech that he had prepared before people started to vote. He stated that since he could “barely fail to get in” that he ought to outline his previous failures in his three committee roles. Said failures were as follows:

  -As Meets Secretary he left behind Michael

  -During his time as the Safety Officer, 2 visits were paid to A&E

  -As Social Secretary he generally failed

Having pondered these failures, he felt it was time to go round the committee cycle for a second attempt at all the roles, starting with Meets Secretary.

• Eleri, upon hearing this speech asked, “can i change my vote?”

• Joe Hobbs was duly elected with the results: Joe Hobbs 10, with 1 abstention.

Any other business

• Joe/Dave: Is other business allowed in an EGM?

• Andrew: Yes it is. Any other business?

• Everyone: no

• Andrew: the EGM is finished.

Click below to download the agenda for the EGM to be held on Thursday 15th November 2012.

Minutes for CUHWC EGM, 08/10/2012

Chair: Mr Andrew Williamson

Secretary: Miss Vicky Ward

Also present: Dr James Hickson, Michael Fordham, Greg Chadwick, Helen Phillips, Becky Howard, Peter Kirkwood, Mike Simpson & Jo Smith

Apologies for Absence

None

Election of Officers of the Club to vacant positions, in the following order:

Junior Treasurer

• The one nomination Mike Simpson identified himself as a fourth-year engineer who had been involved in the club for a couple of years. He spoke of his highlights being the Seathwaite and Swaledale Trips. He felt that during this time he had gained a good feel for the club and that he now felt that it was time for him to get more involved by coming on more trips and being part of the committee. He spoke of his informal qualifications for the role being that he had ‘time’ and a ‘good feel for numbers’.

• After much discussion of the fact we couldn’t vote for RON, nor draw a box for another candidate, Mike Simpson was duly elected with the results: Mike Simpson 10 with 0 abstentions.

Discussion of CUHWC’s present financial predicament

President's Report on Finances

• The club needs an excess in the account in case of emergencies (e.g. a minibus crash). We should aim for £1500 as a buffer at all times.

• We need to start paying people as soon as possible. Laura and Peter have both not been paid back for months. Peter is still currently owed about £500 (for instructor courses and so on) which the club can’t presently pay. This is unfair on members.

• Bunkhouse down payments can’t be made.

• The current committee inherited these problems and debts, following several years of consecutive losses.

• Membership costs have been increased to £15. This breaks down to £7.25 for BMC affiliation, with the surplus being used for equipment. An increase does mean that people coming on fewer trips are subsidising those who go on more. But, we are still cheap (the cheapest?) compared to other University clubs, most of which charge £20 at a minimum.

• In 1997, we had to pay no BMC affiliation. If we took national inflation into account and transferred the extra costs of paying the BMC affiliation, membership should now amount to approximately £21.

• We aim to increase trip costs so that they are more in line with what we actually pay. The costs of bunkhouses, transport and most especially fuel have all increased but trip costs have not increased in line with this – or had not until the new committee was elected in February. Since then, trip costs have increased.

• Data on trip losses and profits since the new committee was elected is not available, but we do know that Patterdale made a £134 loss. Note that this does not take into account the money from the Societies Syndicate (a grant of £2000 this year represents a £200 increase on the previous year). This would mean that the trip made a small profit.

• One of the reasons the Societies Syndicate did not give us the extra £400 that we applied for was that they felt driver discounts should not be included in the application - indeed, they had not been in previous years.

• Currently trips are subsidised at a rate of £181 per trip assuming that weekend and day trips are subsidised by the same fraction.

• Membership cost may have to increase further in the future to keep this more in line with inflation.

• As the resigned Junior Treasurer pointed out, most of the drivers are the club’s older members who may be on full-time wages, so the discount may not be necessary for them.

• The resigned Junior Treasurer also recommended that membership should strictly run by academic year so that it does not stop and start, providing a solid and predictable income at the start of the year. It is largely felt this is not necessary at this moment in time.

Discussion of the Predicament

• Peter: We need a 12-month target for accounting, so we can track linear progression. We also need a new accounting system so that the profit/loss of any given trip is known more instantaneously than presently.

• Mike: Plans to communicate with the President more effectively to provide this data.

• Jo: It should be remembered (and perhaps more lucidly expressed in the Presidential notes) that the President is in overall charge of Club accounts.

• Greg: Each year a review has to be done to see how we are progressing.

• Peter: By knowing profits and losses more instantaneously we would be able to adjust trip costs throughout year.

• Jo: We need a financial report for each individual trip. More communications between President and Junior Treasurer is needed. A financial plan for the year needs to be made soon after the AGM.

• Andrew: Most trips made small losses this year, but the data on losses and profits has not been provided to me, despite having asked for it.

• Dr Hickson: The BMC subscription should be paid directly by the members themselves, not by the membership fees. Cash flow is below the viable limit. You can see the rising fuel costs in today’s society just by looking at Ryanair ticket prices... There is no point to driver discounts, except possibly for students. Discount amounts need to be reconsidered to something more like £10 or £15 per trip.

• Jo: Without driver discount, we may struggle to get people to drive the minibuses. Jo expressed that she would not have driven on as many trips without the incentive – driving the minibus is a horrible task. We need to think of the discounts on a supply-and-demand basis.

• Andrew: Informal discussions suggest that older members of the club would drive without discounts. But we are struggling a little with drivers for this term, so maybe they need to remain.

• Michael: Trip costs are the main way to solve problems (as already expressed by the President). The club does not lose money on BMC affiliation. We should perhaps consider rising trip costs above real costs. This is unfair but is better than increasing membership further. First trip he went on (in Michaelmas 2003) was £29. Last time fuel costs were even discussed was during the recession when fuel prices went down. Trips are still significantly cheaper than doing it yourself – suggested for inclusion at the Freshers’ Squash. Trips are always sold out.

• Jo: We should perhaps consider advertising trips more widely if there is not enough demand. Presently this has not been an issue on trips.

• Michael: Perhaps we should consider reducing the number of weekend trips per year if the demand is not there once costs go up. This is probably not likely to occur though.

• Jo: We should compare the costs of a trip to a night out – duly done at the Squash.

• Michael: Should we reconsider online banking?

• Peter: Lloyds TSB do not allow us to do this because of our status as ‘community banking’ – confirmed the following day at the bank by Mike and Andrew.

• Andrew: Part of the issue is that bunkhouses are not cashing their cheques fast enough, so it is difficult to track the current status of the account. This provides more of a reason to have a buffer.

• Greg: We need to look at what is written down in the ledger rather than what the account says.

• Andrew: That’s what the red book is for.

• Michael: We need a pessimistic trip cost plan.

• Vicky: We need instant money in the account. Long-term gains are fine but we need money now. Possibility that certain club members may pay a certain amount of money (say £150) upfront at the start of the year. This is then used to pay for their trips throughout the year.

• Michael: He himself would have no problem with this scheme, but does not like the idea of the club owing members money. Sees the scheme as shady. He also said that he did not like the idea of money from fundraising events being split between the club and charities, which had been one suggested way to increase money.

• Andrew: The income from such events is relatively low (compared to turnover) so would not be a panacea.

• Dr Hickson: Part of the budgeting problem is that we do not really know what percentage of the turnover we need as cash float. This is a major budgeting problem. We need to think more before the next Societies Syndicate application once the new committee is elected in February.

• Michael: Is 10% of annual turnover sensible? We need to work out how to get more members to sign up at the Squash.

• Peter: We can use the new membership money to help pay for transport this term.

• Michael: Dunmail Raise is a big bunkhouse and is cheap. This is a popular time of year for the club. It presents a great opportunity to make money.

• Peter: The £10 discount for trip leaders on Edale is not necessary. And was therefore duly scrapped.

• Michael: We really need to sell Edale at the Squash. [The trip is currently full and should make a (considerable) profit.]

• Mike: What about opt-in driver discounts?

• Michael: Driver discounts are dodgy ground for insurance purposes. Up to a certain limit people can claim for wear and tear costs.

• Dr Hickson: There wouldn’t be this problem with driver discounts for the minibuses as they are commercial hires.

• Vicky: On the membership forms, people tick the boxes displaying their willingness to drive without being aware of the discounts.

• Michael: In three weeks, we will be able to know the financial status on the club better.

• Becky: Socials can’t make money - and even if they did, again it would only be relatively small amounts.

• Helen: We still have 5 t-shirts left in odd colours. We attempted to sell some stash at the Squash.

Any other business

• Jo: The situation of the minibus bookings this term needs to be resolved. It is a D1 licence issue due to the increased weight of the new Milton bus. She drove on every trip she went on last year - it would be good to give drivers a break sometimes. She won’t do it without the incentive. The CCVR minibus you need to be over 25.

Click below to download the agenda for the EGM to be held on Monday 8th October 2012.

Minutes for CUHWC AGM, 07/02/2012

Chair: Mr Matthew Graham

Secretary: Mr Mark Jackson

Also present: Andrena Ball, Andrew Williamson, Becky Howard, Bethan Gudgeon, Dave Farrow, Dave Mackenzie, Doug Hull, Helen Phillips, Dr James Hickson, James Ritchie, Jane Patrick, Jo Smith, Joe Hobbs, John Hobbs, Kate Humphris, Kerrie Taylor-Jones, Laura Burrows, Lucy Stone, Michael Fordham, Peter Kirkwood, Phil Brown, Rob Halbert, Simon Williams, Tom Ashton, Tom Wright & Vicky Ward.

Apologies for Absence

• David Pettit
• Valerie Ashton

President’s Report

• This report was prepared in a rush.
• Giving a speech in front of a mirror is awkward.
• There are not enough chairs. Musical chairs was suggested, but the suggestion was turned down by (ironically) the chair.
• Usual complement of trips was run. For more information about this year’s trips, look at [l|/trip-book|reports on the CUHWC website].
  • Stair did not have a fire alarm go off.
  • Swaledale did, which was well managed by Joe H.
  • On the Easter vacation trip, a new club staple (the picture game) was introduced.
  • All 5 participants on the South Downs day trip enjoyed it very much.
  • Ennerdale did not fill up, but we are going again.
  • There were some slight problems with the Fort William summer trip, namely an approaching hurricane; it was agreed (by both participants) that it should be cancelled.
  • The two Alps trips met with limited success at summitting, but were very much enjoyed.
  • We left someone behind in Edale, although fortunately the coach driver was persuaded to return.
  • Rydal was nice, but wet. Halloween hilarity was indulged in.
  • The navigation course on Caseg Fraith was a success.
  • The weather in the Brecon Beacons and Seathwaite was less than good. DJ had a rather wet introduction to British hillwalking.
  • The weather for the Bryn Golau trip was rather better than the bunkhouse.
• The ceilidh was highly successful, raising £360 for Mountain Rescue.
• The garden party was saved from being a washout by the fortunate erection of a thing / marquee.
• The club now has a trip leaderboard.
• The club applied for, and received, an £1800 grant from the Societies Syndicate, which covered some travel costs.
• The Proctor's Office requires the accounts to be submitted in a new (provided) format next year. The new format will be submitted along with the old one, since the new format provides an insufficiently detailed breakdown of costs.

Accounts

Presentation of the accounts by the Junior Treasurer, Doug Hull

• Added sections for profit/loss this financial year to cover deposits paid outside the financial year.
• All this club year's trips are completely accounted for except Seathwaite and Bryn Golau, for which some more money is still expected to come in; also the overnight punting still needs to be paid for - currently Joe Hobbs has paid for us all (!)
• The club still has enough cash. Actually £1500 in the bank despite the accounts saying we have £1000 - this is due to people not cashing cheques (bunkhouses are often slow at this). Some of these cheques are years old and will probably never be cashed, so the two totals will be realigned this summer.
• Made a loss of £700 since last accounting, but £1200 this financial year. This is OK and not unprecedented (lost £1000 two years ago, and £300 last year) but we need to make some profit this year. Non-trivial changes will therefore be needed.
  • There was a big loss (£670) on Ennerdale due it not being full and being an expensive bunkhouse. Matthew: Won't book whole bunkhouse next time. Also the trip cost was too low.
  • Membership didn't cover BMC affiliation cost due to some people (40 out of 140) still being on course membership and hence not paying membership this year. Course membership will be nearly gone by next year, so the two should balance better in future.
  • The squash was supposed to lose, and balanced with Edale to within £1.60.
• Received a double BMC safety grant (£300) which went on the Caseg Fraith navigation and Patterdale scrambling courses. We can get the Andy Gibson Fund involved too but this money should only be used for its intended purpose.
• It was suggested to apply for a larger Societies Syndicate grant next year due to rising fuel costs.
  • Jo: In previous years we have applied for 1/3 of travel costs, which was £1800 but will rise in future.
  • Dave F: Driver supplement should be included in this.
• Overall we lost £420 on trips.
• Jo: Should we raise membership? £11 is inconvenient, but it needs to cover equipment cost.
  • Mark: BMC affiliation is £8.75 per member so we currently have £1.25 per member spare (= £175) to buy equipment every year.
• Matthew: Trips that lost money were already more expensive. We can either have trips breaking even each, or have a fixed trip cost, or go somewhere in between.
  • Doug: Choice of trip shouldn't be affected by cost.
  • A variation of a few pounds per trip is unlikely to make much difference to people's decisions whether to go or not.
• Matthew: Time's up.
  • Doug: Actually, had just finished. To sum up, as long as we make some more money everything will be fine.

Discussion of the accounts

• Michael: The trip cost hasn't gone up over the years; it still cost £30 in 2003. Other costs have gone up though, so there is justification for going up to £35-40 per weekend.
  • Jo: That's what the website says anyway. [It actually said £30-40 until it was updated the day after the AGM.]
• Phil: Can we ask the Societies Syndicate for substantially more?
  • They do ask for evidence, and they mustn't think we aren't taking them seriously.
  • Tom W: Could include projected fuel cost increases (data exists).
  • Dr Hickson: They would like to know subscription cost is going up too.
• Dave M: People do say £10 is cheap.
  • Matthew: It will increase if the BMC increase affiliation costs.
  • Michael: People paid up the last time membership increased (after a minibus crash).
  • The excess if we crash the bus(es) was queried and found to be £750.
• Doug: We now have internet banking, although this is mainly for drivers.
  • This is currently only approved by the treasurer, although the President should approve it too.
  • It is already quite easy for the treasurer to take money off the club, which is why we need a paper trail.

Vote to approve accounts

Unanimous.

Andy Gibson Training Fund

• There were 3 applicants this year, one per term.
  • Elena was granted £75 towards a winter skills course in the Easter vacation. She has been on one trip since (and was injured on it) but wanted to come on more and has applied for the scrambling course.
  • A first aid course was run. Andrew, Dave M, Kate and Michael Draper took part and loved it. The Fund were happy to contribute (£60) towards a joint activity with other clubs. Andrew (soon to be Peter) is working on booking the same thing again.
  • Joe received £150 towards an ML training almost-week. He is unquestionably committed (to the club) and it is useful to have MLs so the Fund were happy to pay.
• There aren't far too few applications, but it would be good to have more, maybe more than one per term.
  • Andrew is planning to submit an application to help with funding for Patterdale scrambling course.
  • Another £1000 was added to the fund this year and it hasn't been got through. The account contains £5-6000 and is gaining interest.
• Jo: Should there be a website page listing courses people can do for £100?
• A couple of members have done training in the last year that they could have applied to the AGTF for, but didn't.
• The turnaround time for getting money is 5 months (Joe H), so one can't rely on getting the money before the course in question.
• The signatories to the fund need to be sorted out. At the moment Doug doesn't know who they are and can't find out without being a signatory, but can't become a signatory without first knowing who the others are!
  • Jo: Worth the incoming President phoning James Blake to smooth relations with the AGTF committee (this wasn't done in the 2011-12 committee year).

Motion

Proposed by Kerrie Taylor-Jones, seconded by Peter Kirkwood:

To change the weekend trip sign-up procedure so that those who turn up to sign-up early but miss out on a place because the trip is over-subscribed are offered a pre-sign on the next trip.

The problem

• Kerrie: We are currently putting off new members. The Bryn Golau trip filled up at 7:20, so a new member could have waited for 40 minutes in the cold with no reward. There is evidence that people have turned up at sign-up, not got a place, not talked to anyone and not come back. Also, new members don't know to turn up early, so the current system favours existing members.
• Bethan: Motion should be restricted to new members to avoid abuse.
• Joe H: Should be an offer, not a right, and exercised at the President's discretion.
  • Michael: The President already has the power to do this. If we approve the motion tonight as-is, it is constitutionally binding and the President might be put in a jam with someone demanding a place.
• Peter: We could add turn-up time to the sign-up sheet to let the President know how long people have been waiting.
• Michael: It is clear from the leaderboard that a core of members goes on many/most trips, which can lead to the fringes being pushed out.
• Mark: This is becoming more of a problem. Last year we only had 2 person-fails at signup, whereas this year we had 10 just in the last two trips.
  • Andrena: The last two trips were too small and have filled up particularly early, and these are still fresh in the memory.
  • Dave M: Trips were bigger last term and still filled up early.

Possible solutions

• Michael: We either need to increase supply (bigger bunkhouses, 4 trips per term) or reduce demand (keep putting people off).
• Phil: Are there too many pre-signs?
  • Dave M: There has been a move towards minibus drivers over car drivers recently, which has led to more pre-signs as both minibus drivers get a pre-sign. (Is that actually true?)
  • Michael: Pre-signs are at the president's discretion
  • Matthew: We could merge the president and safety officer pre-sign for small trips, or make one of the drivers the trip leader.
• Matthew: Moving to larger bunkhouses restricts the geographical spread of the club.
• Doug: We could have more, smaller, trips.
  • Michael: There has been a 4th trip in the past, run on a whim at a week's notice when a trip filled up very early; it was a success.
  • Dave M: Drivers are the big problem, and having more trips would compound the issue.
  • Dave F: Drivers need to be booked up early before they can fill their calendars with other engagements.
  • Drivers tend to be more keen on trips going to places that they want to go to (this tends not to include Dartmoor).
• Doug: Hiring cars is an idea; the cost is not that much greater than minibus hire.
  • Dave M: But it does still increase the trip cost.
• Matthew: It would be great if we could get back on point.
• Vicky: Should we have a new members' quota on trips?
  • Dave F: The President can already take whoever they want from the reserve list - can favour new members (or their own friends!)
  • Michael: Should be left to the President's discretion.
• Doug: New members currently have no idea when you need to get to sign-up.
  • Dave F: People should know how many places there are available at sign-up, maybe by making it available on the website.
  • Tom W: If they came to socials, they would find out.
  • Jo: The bulletin emails used to advertise when the last place on the previous trip was filled. Simon T suggested listing on the website the times when each of the last year's trips filled up, so people see it isn't always 7:20.
• Simon: People could agree not to turn up before, say, 7:30.
  • Mark: Then you would have twenty people getting there all at once and it would become random. Also, getting there at 7:25 would then guarantee you a place, so many would turn up at 7:25 instead, and so on...
• Andrew: By far the easiest way to solve this problem is to book larger trips when larger trips are likely to be required.

After some intricate discussion of what could and could not be done with the motion under the constitution, it was agreed that a vote on the motion would go ahead but that those present would unanimously abstain, thus expressing neither acceptance nor refusal of the motion or its sentiment.

Questions to the Committee

• Jo: What's the policy on crampon allocation? Sarah wanted to borrow them over New Year, but found they had already been allotted to others.
  • Matthew: Very informal, like the rest of the club kit. They have only been used in the Alps and Scotland during the 2011-12 committee year.
  • Jo and Dave M: There are fewer of them and they are worth more than other items of club kit, so closer tabs should be kept on them.
  • Jo: The website should say that current active members get priority, if that is indeed our policy.
  • Andrew: For the New Year trip, they were given to arguably more currently active members over Sarah.
  • Joe: Should remain at the safety officer's discretion.
  • A crampon application form was discussed, but refused.
• Phil: What are the problems with just going to bigger bunkhouses?
  • Michael: The archives show that there are enough big bunkhouses for about 18 months' worth of trips. A list was given. Need to be booked early though.
  • It was generally felt that people were happy to go to fewer places more often, especially where a wide variety of walks is available. Caseg Fraith was noted as an example.

Election of Officers of the Club to vacant positions

President

• Doug, Dave F and others expressed how impressed they were with the nomination forms.
• Andrew has been on every trip since joining in October 2010 (20 trips in a row), and will take the club to new (and prominent?) places. A large bunkhouse in the Southern Uplands is being considered, as are new bunkhouses in the Lake District and Snowdonia.
• Bethan opined that this sounded better than going to Cornwall to bag Deweys.
  • Mark pointed out that there are no Deweys in Cornwall.
• Phil sought assurance that bagging would not be made compulsory. Assurance was duly granted.
• Helen queried whether it was acceptable to place a 'Mark' (as opposed to a 'mark') on the nomination form. Mark felt that this might be difficult.
• Results of vote: Andrew Williamson 28, RON 1.
  • Andrew was duly applauded in as President. RON refused to comment on his 123rd consecutive defeat.

Meets

• Doug and John vouched for the absent Laura and her impressive levels of organisation.
• Results of vote: Laura Burrows 28, RON 1.

Social

• Helen and Becky felt they should say something. Something was duly said.
• Lunch will continue in the Stretton Room for now. A swimming social is planned (though Girton may be difficult as pool is currently closed), as well as an increase in the number of formals per term.
  • It was generally felt that as far as formals were concerned, no increase was too large.
• Results of vote: Helen Phillips and Becky Howard 28, RON 0.

Safety

• Peter plans to run walks aimed at basic navigation in Michaelmas term, an advanced navigation course in Lent, and a first aid course in the autumn.
• James was on a club trip before even matriculating, and doesn't tend to head off at the crack of dawn so will be around to check route cards.
• Michael: What's your view on solo walks?
  • James: Experience must be assessed first. Only baggers will want to anyway.
  • Peter: Not new members, and other members should be alert, particularly if they're walking in the same area.
• Jo: What if members want to go on valley walks?
  • Peter: There must be walks available for everyone, so is willing to drop out of e.g. planned Sunday walk to look after new members.
  • James agrees.
• Simon: Being safety officer is not just about first aid courses and looking after kit, but is a general responsibility to ensure that everyone is safe. This means not going off on the earliest walk possible, but making sure everyone has a walk they can go on and be safe on.
• Dave F: How would you describe Crib Goch to a new member?
  • James: Not been there, but must make sure experienced members accompany new members where scrambling is involved.
  • Peter: Describe it as a rock climb rather than a walk. Emphasise exposure and the use of hands.
• Jo: What's your view on wax factories?
  • This was felt to be a frivolous question and was therefore dismissed by the chair.
• Results of vote: Peter Kirkwood 17, James Ritchie 11, RON 0.

Treasurer

• Kerrie is numerate, organised, and is soon to stop college rowing.
  • Dave F asked if the club could bet on that.
• Joe H: Can you count to 10?
  • Certain members (who were by now quite fatigued from lack of wine and cheese) opined that the standards of questioning had dropped somewhat.
• Michael: How is CUHWC different to EUHWC?
  • This was deemed to be a question for the pub, rather than for the AGM, and was thus deferred.
• Results of vote: Kerrie Taylor-Jones 27, RON 0.
  • Vicky was duly congratulated on her win. It was duly pointed out to the Chair that the newly appointed treasurer's name was, in fact, Kerrie. Kerrie was duly congratulated on her win.

Membership

• Vicky is very enthusiastic, approachable, and has no plans to leave the club. She also knows Irish Gaelic (not that the club tends to go to Ireland).
• Dave: How much time do you have in freshers' week?
• Jo: Please remind everyone when their membership expires.
• Announced results of vote: RON 28, Vicky Ward 0. This was quickly corrected to Vicky Ward 28, RON 0.

Webmaster

• Bethan: Should it be a committee position?
• Matthew: Leave as floating role. There's no need for it to change every year, there's not much for the webmaster to do, but it does require some technical knowledge.
• James volunteered to take over as webmaster after Matthew leaves.

Any Other Business

Pedantry

• Michael pointed out to the Chair that the wording of the Agenda 'Election of Officers of the Club to vacant positions' was wrong, as Officers of the Club includes the Senior Treasurer (definitely not up for election), and the positions only become vacant at the AGM's close.
  • Andrew noted the change of wording in preparation for the 2013 AGM.
  • Mark had a question for Michael. Michael replied that Mark's biology teacher should have told him that back in Year Ten.

Anniversary

• The club's 25th anniversary is in 2014. Something is happening, and Dave F is the contact for most people present. A dinner in the Lakes is planned, amongst other things.
  • Joe H requested a bouncy castle.
  • Peter asked if it could have 30 metres' prominence.

Efficacity

• Jo: Stressed the importance of keeping the club website up-to-date. If committee members know of upcoming events that the president hasn't added, they should add them themselves.

Insularity

• Simon: The current generation of members joined CUHWC because it was a welcoming group of people, easy to join. Now it is far too insular. It's good to see some new members here, but we need to work harder; most of the current membership have already graduated or are in their final year, and with a big exodus expected this summer, there will be far fewer members next year and we will be in trouble. Games played at Seathwaite were a good example of how club members tend to exclude those on trips who are newcomers; we're not just a big group of friends, and we need to build up the next generation.
• Vicky: felt the club was definitely insular at first, and it takes time to get to know people. At first, just felt like everyone was a big group of friends who all knew each other, but wanted that for herself so was inspired to persevere at becoming a member.
• Becky: Important for social secretaries to make an effort and be really welcoming in emails.
  • Simon: It's not, and can't be, up to the social secretaries - everyone needs to make an effort to talk to the freshers and not just to their friends.
• Vicky: Good to incorporate freshers into walking groups, as that is an opportunity to spend several hours getting to know them.

Snails

• It was revealed that Bethan and Jane had been involuntarily drawing snails.
• Dr Hickson proposed a vote of thanks to the outgoing committee (although some of them are more outgoing than others).
  • Following the AGM, it was decided that all but one member of the outgoing committee do not display the characteristic traits of snails.

Cheese and Wine

• In a strange turn of events, this did not receive unanimous approval.
  • This was due to one bottle of red wine having gone bad, which resulted in several hillwalkers being unable to fulfil their evening's alcohol quota.
  • Future committees are advised to continue with gorgonzola purchase for this event. One incoming committee member also suggests the purchase of Wensleydale with Cranberries, rather than the bland version without fruit.

The agenda for the Annual General Meeting on 7th February 2012 is available to download by clicking the link below.

Minutes for CUHWC AGM, 08/02/2011

Chair: Miss Jo Smith

Secretary: Miss Kirsty Brown

Apologies for Absence

• Ian Patrick
• David Pettit
• Rob Halbert
• David Ponting
• Mohammad Dmour
• Jon Matthews

President’s Report

(longer than Dave’s...)

For more information about this year’s trips, look at [l|/trip-book|reports on the CUHWC website].

Statistics (as they seem to be popular):

• Of 41 new members attending Edale, 12 (29%) came back to a second trip (last year, 21%, previous year, 32%, so roughly comparable), and 1 came back on all 6 trips since.
• 77 new members this year, again more than last year (67), though less (fewer – Michael F) than the previous year (116).
• 7 people came on more than 9 trips out of a total of 14 trips (if you count day trips, which Dave F does not).
• Jo came on the most trips (13/14) and 2 people came on 11 (both committee members).
• There was nobody who only came on a day trip but no other trips, so day trips do not appear to appeal to entirely different audiences.
• In conclusion, most numbers and percentages are higher than last year, so the club is doing well.

Socials

• There have been a lot of club socials this year, and a great number of people came to these socials.
• Thanks to Jane and Bethan, and also to those who have booked formal halls at their colleges.
• Lunches every week.
• Pub meets every week – attempted earlier start time but hasn’t kicked off – inclined not to advertise it, and if people want to come earlier occasionally they should email the discuss list.
• Formals (Girton, Fitz, Jesus, Emma, Lucy).
• Excellent garden party + punting trip.
• Christmas curry.
• Annual dinner on Saturday.
• Unofficial (discuss list).
• A new club swimming social was introduced- will possibly be repeated (affirmed by Joe H).

Members

• There are 149 current members, roughly the same as last year and few fewer than in previous years (190 in 2009; 231 in 2008).
• The number of current members is expected to decrease over the next few years because of the change to the membership options. As there is now only annual membership from the date of payment available, there will be no current members who are inactive for more than 12 months.
• The Societies’ Syndicate seems happy with the changes to club membership options.
• The Syndicate grant is now for transport rather than BMC affiliation.
• Cost of membership now covers only BMC affiliation plus a little extra for kit.

Transport

• There are currently quite a few minibus drivers, but we always welcome more.
• Tom A has driven the minibus on most trips.
• Mohammad’s contribution to driving the minibus as a new member this year has been very helpful.
• Further interest expressed by Michael, Jo, Rowena - Possibility of a ‘try-it-out’ day.
• In general there has been no problem finding car drivers for trips this year.
• Good to rotate so people do not have to drive on every trip.

Other News

• The first edition of a new club journal, ‘High Society’, was released this year, edited by Dave F. This is intended to be an annual publication, and will hopefully be continued in future years, edited by the most recent ex-president. Jo is happy to produce one this summer.

• Thanks to Matthew for the new website, which looks great, is easy to navigate and is kept more up-to-date than the previous one. There are inevitably still a few things to sort out, such as enabling people to upload their own photos from trips. An online membership form and a way of integrating payment with this have been suggested. However, most online payment systems require a monthly fee, or an added payment for the person making a transaction. The increased ease of online payment is possibly not worth the extra cost, although cheques may become less common.

• There have been some very keen new members this year. It would be good to think of more ways of getting new members and freshers more involved in the club, by encouraging them to go to club formals, etc.

• Large exodus not expected this year.

• Trip numbers have been about right for the size of bunkhouses, etc.

Accounts

• There were a few minor errors in the originals sent out to the mailing list, which together add up to approximately £30 decrease in the net loss made by the club this year.
• Overall, trips this year made a loss as expected.
• The new membership system is not yet fully implemented due to current members continuing membership on the old system, making figures more complex this year. Money from membership fees should match BMC affiliation costs more directly in future years. The Cheviots trip made the greatest loss this year, due to both the distance and the number of people on the trip. However, the club does not visit this area very often, somewhat justifying the financial loss.
• Conversely the Seathwaite trip made a significant profit this year because it was so popular. This profit was invested in two pairs of club crampons after long deliberations.
• The figures for Socials are slightly misleading because the club has yet to receive an invoice for the Emmanuel formal. Overall, a loss was made, but the lunch float continues to next year so there is not a major problem.
• Caroline was owed £1.14 by the club, so this has been added to the £30 owed to this year’s social secretaries.
• BMC grant for an instructor on the last Michaelmas trip, for the second year running.
• The new membership structure simplifies the treasurer’s job because membership should directly correspond to the cost of BMC affiliation. This makes club accounts easier to predict.
• The new membership structure is also an improvement, because the club will no longer pay for inactive members to be affiliated to the BMC. This means that the Societies’ Syndicate Grant can be used for subsidising trips etc more directly in the future.
• There was not much extra equipment purchased this year: just the aforementioned crampons and a few extra maps.
• Vote to approve accounts: 26 in favour, 0 against

Andy Gibson Training Fund

• Application process has been clarified in the online description and application form (expectations of applicants, etc) - downloadable from club website – may get set up as a webform at some stage.
• Fund is well advertised on the website and in bulletin emails, but there have not been many applications.
• One award (£75) was given for ML training but the recipient was unable to complete the course, so returned the cheque.
• Joe H applied successfully on behalf of participants in the two-day wilderness first aid course at the end of Easter term (£180 towards a total cost of £600). Such group applications are popular with the applications committee, because a lot of people benefit at the same time. Future first aid courses will likely get similar grants. It was questioned whether anything has been done to speed up the process of actually receiving award money. This has previously been delayed by up to 6 months, so applicants would need to already have funds in place. The rules state that grant money should be received at the beginning of the term following the course. Having a deadline encourages people to apply with reminders etc, whereas fewer people may apply if awards were given on a rolling basis.
• The BMC instructor day was not funded by the AGF.
• A short annual report from the Fund would be welcomed, to improve communication between the club and the Fund.
• Dave F: Communication with the club is being formalised.
• Jo: The fund committee wants the president to take a more active role in decisions, etc, so it is definitely moving in the direction of improved communication.
• The Andy Gibson Training Fund is club money, although it is separate to the main club accounts.
• It is possible to apply to the Fund for the deadline in the term after a course, as long as the actual application is made before the course takes place

Statistics requested by Michael F

• 17 presigns were given for trips over the last year, excluding those for the president, safety officer and drivers. Of these, 6 were for non-residents of Cambridge (3 different people), 1 was a resident but a non-student and 10 were for current students unable to make sign-up.
• ~9 people came to a club formal but no weekend trips.
• 46 unique people came on holiday trips. Of these, 13 (28%) did not come on a weekend trip. 6 (13%) have never been on a weekend trip, of whom 3 were guests of active members. 6 did not come on a weekend trip this year, but have done in the past (mostly duffers).
• No current members are students at Anglia Ruskin, but Cambridge Regional College is represented.
• Overall mean % of undergraduates on a weekend trip (excluding Edale where student status is unknown), was 40% undergraduates (Weekend trips = 41%, day trips = 34%, holiday trips = 42%).
• 34% of people on trips are current-/ex-committee members, 41% of people attending...
• If a ‘person fail’ is defined as a person failing to gain a place at sign-up, there were 2 ‘person fails’ this year, excluding Seathwaite.

Other Points/Questions to Committee

• Seathwaite was very oversubscribed this year, and five people had to be turned down. Jo would not recommend oversubscribing to the future president, even though people dropped out before the trip and the beds were only completely full on one night (unfortunately the same night that two members turned up to stay). The most active members should not forget to tell the president that they want to come and assume the president knows without them telling him/her.
• Dave F: Are day-trips worth it?
  Committee (and others): Yes:
  Day trips and weekend trips are not appealing to different audiences (a concern in previous years), demonstrated by the fact that nobody only came on day trips. A lot of people told Jo that they enjoyed the day trips – positive feedback. The way day-trips are advertised is very important to their popularity.

Election of Officers

• President: Matthew Graham-26, RON-0
• Meets: Dave Mackenzie-20, Chris Wade-6, RON-0
• Social Secretaries: Kate Humphris and Joe Hobbs-25, RON-0, 1 spoiled ballot
• Safety Officer: Andrew Williamson-26, RON-0
• Junior Treasurer: Doug Hull-26, RON-0
• Membership Secretary: Mark Jackson-18, Chris Wade-7, Dave Mackenzie-1, RON-0

Other Business

Tom A: Minibuses

• Unhappiness with the Milton minibus being very cold. However, it is cheaper than the CCVR bus by ~£5 per person per trip.
• Extra CCVR discount: £259 for a weekend (vs advertised price of £313)
• So weekend trip (hire + fuel) = ~£380 (assuming 500 mile trip, current prices, 25mpg - £120)
• Milton = £315 for 500 mile trip inc fuel ie £64 cheaper.  
• Should we pay more to have a nicer minibus?
• Also important to know which bus drivers find most comfortable to drive, but this is thought to vary according to personal preference.
• Fuel costs are roughly comparable between the two buses.
• Agreed that the Milton bus should be used in the summer, but it may be worth paying more for the warmer CCVR bus in the winter.

Bethan: Proposed change in order of positions in future committee elections.

• Michael F: Current order was originally put in place because the President is the most senior position, Meets holds the next greatest amount of responsibility because club trips could not run without transport. Other positions are in a somewhat arbitrary order, but there may always be somebody running for more than one position who would prefer a position which is elected after another – it is rarely possible to accommodate the preferences of everybody.

• Agreed that it is not worth changing the constitutional order of elections.

• Simon T: Vote of thanks to the outgoing committee, particularly for the new website and the improved membership structure.

Cheese and Wine

• Jane and Bethan can eat two cream crackers each faster than Joe and Kate can – a future rematch was proposed.
• Following last year’s suggestion, two boxes of wine were purchased (and drunk).

The agenda is available to download by clicking on the link below.

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 £1000 as expected.
  • The biggest loss was the Anniversary Trip due to the transport.
  • Trips make a consistent loss of £100 as planned.
  • Made £500 less from membership this year than last year.
  • Also had a much bigger Societies Syndicate grant.
  • For the first time this year we had £300 sponsorship from the BMC which funded an instructor to come on a trip. This was generally thought successful and ought to be repeated.
  • £150 spent on new equipment.
  • The Ceilidh raised £65 for Mountain Rescue which hasn't yet been paid from the account.
  • There is a £15.50 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 £500 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: £200 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 £1000 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 £15 and £9 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.