Club Committee Meeting held Tuesday August 10 2021 on Zoom
Present : Sue H, Godfrey M, Ian G, Peter S, Frank T Ann C, Chris S
Apologies : Anne P, Shaun W
1.The minutes of the previous meeting were agreed as correct.
2. Walking programme
Mid week flexible walking via Whats app has been successful and larger groups can now walk together, on a day when the weather is more clement. Not all members have been able to access this arrangement method due to lack of smart phones.
It was felt that from the AGM in Nov. that some formality should resume with proposed Sunday and Midweek walks being listed on our programme. Now that Covid rules were relaxing it was felt that we could venture further afield to the Lakes and Wales and start climbing mountains again. Named leaders and venues to be sought for Sun and midweek walks. Sue felt Sunday walks should be set but that midweek walks should retain some flexibility and that members could be advised re these via mail chimp. NB addendum at end of these minutes.
Humph reminded us that the basic outline of the programme was made prior to our AGM and added to on that night. Programmes will be available online after the AGM but could be printed for non tech members . Humph has old handbook to use as template.
As we are getting older many members are not wanting the very basic facilities of some of the huts we have used in the past. They are also nervous about communal sleeping arrangements as Covid is still quite prevalent. A questionnaire is to be devised by Peter to assess individual members wishes regarding this and our programme in general. Most huts only operating in a limited way at the moment anyway. Keswick Convention Centre is booked for December.
This will be our first live indoor meeting on November 18. Frank will contact the Cricket Club Steward to book us in for meetings again We do have the summertime problem re the Junior Training night clashing with our Indoor Meet. This may necessitate a change of meeting night. To be discussed at AGM. All the committee willing to stay in their positions next year to ensure stability in difficult times. Next 6 months focus has to be on reestablishing the Club.
Frank offered in conjunction with Sue to devise a letter to be sent out to everyone with the Questionnaire, prior to the AGM to welcome them back and update them of our plans. Draft to be circulated to committee members for comments. Food to be ordered for AGM to tempt people back!
5. Keswick Meet
We are booked at The Convention Centre from Fri to Sun 3/5 December.
Discussion re possibility of extending this either side of these dates. It was felt it should be one or the other to ensure reasonable no of members were there. i.e. Wed1/Sun5. Cost for the basic weekend night is £600 divided amongst the attendees.
Godfrey to speak to the Centre to check booking, price and possibility of extra night and charge for these. Also will check their Covid policy.
Frank asked if anyone is up there beforehand if they could check things out as we understand some changes have been made.
It was thought it could be useful to open it up to our friends to ensure adequate nos.
Membership at present is about 50. Some members did not rejoin last Jan possibly due to all the Covid Limitations. Frank will contact Anne P. for a list of these people. It was suggested that a personal contact to these people would be worthwhile to try and recruit them back to the club.
We should open our meets to others and encourage new membership. It is recognised that it is difficult to interest younger people apart from the Climbing Sector
Membership fee is to remain at £26.
Peter reported that climbing was off to a slow start and there was a need as with the walking to publicise named events and their leaders and dates.
Sue pointed out that some of our most popular events have been our holidays. Ann is not happy to organise anything yet abroad as Covid situation is still very uncertain.
5/10/21. Marje will try and book a room in the Lower Buck.
Copy of Email sent out by Sue the day after the above meeting
Replies from members were positive re these suggestions.
“Thinking about the issue of scheduled v and hoc midweek walks, what do you think of this?
Schedule a walk once a month but allow flexibility e.g. coordinator to be appointed to plan a walk for week commencing 17 January. They could pick their chosen day in advance or nearer the time. So for those who only want one midweek walk a month, there is at least something planned and it gets more members involved in coordinating. (Proposed questionnaire could check the flexible day rather than set Thursday question).
Alongside that, run the WhatsApp group (or similar) for walks at other times, outside of the scheduled Sunday and midweek walks. For those who’d like to get out more, this offers the opportunity to respond to good weather spells and free days. (A total of 4 walks were offered in April, 1 in May, 3 in June, 2 in July). Plus the ‘booking’ system avoids the coordinator not knowing if lots or no members will turn out.
Just a reminder to those who like the formality of the set Thursday walk that we approved the suggestion at the 2019 AGM to include flexibility because we were cancelling a lot of walks due to weather.”
Committee Meeting Tuesday 8 September 2020 at 19:30 – On Zoom
- Apologies. Ian
- Members present. Sue H, Godfrey, Humph, Anne P, Frank, Ann C, Peter, Marge, Rob and Chris.
- Minutes of last meeting were agreed.
- Matters arising
The proposed change of the meeting night during the summer months to avoid the junior training night at The Cricket Club has been irrelevant due to the Pandemic Lockdown.
5. Club Officials Reports
Anne reported that BMC had refunded the dual membership fees to the Yorkshire Bank account. She will advise them of our new Barclays bank account details. BMC are requesting a named contact. Ian is thought to be willing to do this and Sue will check with him. Peter offered to take on this role if Ian was unwilling to.
Rob reported nil club activity during Pandemic as equipment has to be shared. Climbers are happy to resume soon. However transport can still not be shared. The climbing walls now have precautions in place. There will be a need to limit numbers.
Frank is closing the Yorkshire Bank shortly and transferring any funds to our new account. He reported £37,000 throughput due to booking/cancelling of the two club holidays. Balance is £3900. Membership fees to remain @£26.
Hut Meets Coordinator
Godfrey will contact Keswick Convention Centre to request holding over our deposit until next year. Sue will advise Jane and David re cancellation of this years Christmas Meet. Huts can only accommodate two households at present and this is restricted to their own members.
Indoor Meets Coordinator
Humph had nothing to report but requested permission to donate our old laptop to a charity to be then used by school children who are without online opportunities. Committee agreed. He will liaise with Ian to ensure it is properly cleared.
6. AGM/Plans for 2021 during Coronavirus crisis.
All the committee are willing to continue in their roles part from Rob. It is not feasible to have an AGM this year despite our constitutional rules requiring one. Peter Sharpe and Andy Latimer are willing to take over Robs role. Frank will complete the accounts for this year and they will be carried over to the next AGM. Although he had indicated previously that he wished to step down from Treasurer Role , in these unprecedented times he will stay in post. Sue will email these minutes to members so that they are informed.
7. New Payment Section on Website.
Committee decided to adopt proposal. Ronnie can set up the website to enable payments for membership and hut meets to be made through it. The financial side would be via a secure company such as World Pay. A small group comprising Frank, Ronnie, Ian, Anne and Chris to meet up soon, to facilitate this website and ensure it meets our needs. Aim is to try and get it set up to receive next year’s membership fees from November. Frank will set up a Zoom meeting for the working party in September and another in October if needed.
8. Social Media.
Sue had recently had to remove some inappropriate entries on our WhatsApp page. Facebook had also been used inappropriately. A discussion took place as to whether we needed to amend our constitution to include social media. It was felt that the present statement re conduct already covered this. The committee fully endorsed Sue and Chris’ s actions and thanked them. They were asked to take similar action if needed in future.
9. BMC Covid Guidelines
These were discussed. They allow for groups of up to 6 people which is the current no. of our members who walk together. A full risk assessment is required for larger groups and it was not felt necessary to proceed with this.
COMMITTEE MEETING TUESDAY 18 FEBRUARY 2020 AT 19:30
AT THE LOWER BUCK, WADDINGTON
- Apologies Brian Davies, Ian Grace, Shaun Woodward
- Present Sue Hembury, Frank Taylor, Ann Connell, Rob and Chris Smitton, Humphrey Johnson, Peter Sharpe, Anne Pickup and Marjorie Brass.
3) Minutes of last meeting were signed by Sue.
4) Matters Arising. Covered later in Agenda.
Sue reported that no objections had been raised to the increase in membership and hut fees which had been raised at the AGM which should guarantee healthy accounts.
Hut meet attendance has been erratic largely due to injuries and illness
Walks have been generally well attended the Flexi date system has not needed to be used since November.
The Christmas meet was a success despite reduced numbers and challenging weather conditions.
The ski trip went well with 17 attending. Next years trip will be to Alta Badia in January with 19 skiers.
Indoor meets are resuming on the 20th of February after a break in January. Some issues have to be resolved regarding the use of the cricket club on Thursday evenings.
Members have responded well in filling in gaps. Sue Stanton provided a quiz in December and there have been two offers of hut coordinators for Duddon in March.
6) Treasurer’s Report
Frank reported that both accounts are still running in parallel. Chris and Anne need Barclays paying in books. The balance of the account in Barclays stands at £1812 and in Yorkshire bank at £3331 but there will be payment of £1417 out of this account shortly to the BMC. 53 members have paid their membership online and only a few chose to pay into the old account.
We currently have 75 members, five of which are nonpaying of the BMC fee. There are two prospective new members Gerard Hawkins and Jeanette Thomas.
BMC fees have risen by £6 to £20.25. Membership Cards from the BMC will not be sent out this year until the May magazine edition.
The Christmas meet this year will return to the Keswick Convention Centre which now has 52 beds available. There are 46 beds available without resorting to using top bunks. We will be required to provide a single bed size sheet, duvet case and pillowcase. No sleeping bags will be allowed. A room plan has been provided. Costs will be approximately £21 pppn with a minimum charge of £600. It was agreed by the committee that a charge of £50 per person would be made for the weekend. The car park at the rear may be changed into a public carpark by Dec.
Rob reported approximately 10 regular climbers. Numbers varied at individual meets to between 2 and 8. He foresees there may be problems with indoor climbing walls that are not too far from Clitheroe. The Roefield wall is now not available on Wednesdays or Thursdays due to classes. Preston wall has become quite neglected. The Ingleton wall has just changed ownership and time will tell if it improves and survives.
10) Website Changes
Ronnie doctor has made suggestions regarding email addresses that could be used attached to our website. This follows problems earlier in the year with personal data being available to nonmembers. He is going to advise Anne Pickup on how this would work. Sue will contact Ronnie to arrange this. There is also a possibility of having a separate page which would only be accessible by members by using a password. Committee members personal data would be available on this page. This was thought to be a good idea. Anne Pickup requested that her personal contact details were removed from the existing printed programme and replaced with the new generic email address. i.e info@…
11) Indoor Meets
As the Junior Section of the Cricket club regularly meet on a Thursday evening, causing the clubhouse to be very busy, it was decided that we needed to make some changes. Following discussion it was decided that Sue will email members to suggest a change in our meeting night from Thursday to Wednesday from September. Humph will contact Michael at the cricket club to check that all Wednesday nights are available. In the meantime our summer meets will be outside events.
12)Any Other Business
Ann informed the committee that she would hold a pre-meeting, at the cricket club before the March meeting, for all those people that are going on the Mayrhofen trip. Balances will be due by then and also things like luggage allowances etc could be discussed.
BMC are inviting clubs to submit their information to go onto the BMC Facebook page. Committee members did not feel that we should pursue this.
COMMITTEE MEETING TUESDAY 10TH SEPTEMBER 2019 AT 7.30PM
AT THE LOWER BUCK, WADDINGTON
- Apologies– Chris & Rob Smitton, Ian Grace, Shaun Woodward.
Present– Sue Hembury, Humph Johnson, Godfrey Metcalfe, Ann Connell, Frank Taylor, Marjorie Brass, Peter Sharpe, Brian Davies, Anne Pickup.
2. The minutes of the previous committee meeting were signed by Sue.
3. Chairman’s Report. Sue felt that generally the club was in good shape. Members had enjoyed many walks and the Spanish holiday. Indoor meets have not generally been well attended and recently the Ceilidh had to be cancelled due to lack of support. The climbing section has continued to be well supported. Sue has been checking various sections of the website and some adjustments need to be made. She felt that the role of the BMC rep was not necessary now. Press and publicity are not really happening due to the changes at the Clitheroe advertiser so she questioned whether this role was still needed. However both Shaun and Godfrey would be retained on the committee. Sue asked all the committee in turn if they were willing to continue serving on next year’s committee and everybody agreed. Ideally Humph would like to pass the indoor meets role to someone new but is flexible depending on the club’s needs. A discussion took place regarding indoor meets. It was felt that a variety in the type of meets was appreciated. The summer meets need to be away from the cricket club, due to the hectic environment there with the junior cricketers. The BMC are requesting two contacts from each club. It was suggested that Anne Pickup and Ian Grace (if he is agreeable) should fulfil these roles.
4. Treasurers report. Frank reported a present balance of approximately £3100. This year there had been some quite large losses on the hut meets including Portinscale. Pitlochry however Had made a profit. Frank is expecting the end of year balance to be about £700-£800 less than last year. He recommends an increase in the hut fees to prevent future losses. BMC fees are due to rise by £6 per person because of insurance issues, so he is recommending an increase in membership fees to £26 to allow for this. This increase to be agreed at the AGM. The new club bank account has now been opened with Barclays and there are three signatories, Frank, Anne P, and Godfrey. The account will be operational for members from November 1. Frank is proposing keeping the Yorkshire bank account open for 12 months and he will send a letter out in October with all the information. The new account will permit BACS transfers and online banking.
5. Huts. Godfrey gave info about Portinscale costs. As we had made a substantial loss last year it was decided to raise the charge from £45 to £50. It had been under subscribed, so it was recommended that this year, after members had been given priority, the Meet should be opened up to friends. A proposal was made to raise hut fees to £15 pn. Godfrey was asked to avoid block payment bookings. A discussion then took place about charges at Fell and Rock Huts. A proposal for the AGM was “that F and R members and their spouses should pay their usual fees to FRCC but must advise the Hut Booking Secretary of their intention to attend. CMC only members would pay £15 pn ( if agreed at AGM) to The CMC account. It was decided to reduce the number of hut meets to 4 plus Portinscale next year. Sue has formulated a sheet on Hut Booking Arrangements for members, following some confusion earlier this year (attached). To be discussed at AGM then added to website if agreed.
6. Climbing. Rob submitted a report in his absence. It had been a good summer for both trad and sport climbing. Two new young climbers and an experienced climber have joined them. They had encountered sports climbers at Giggleswick opening up twelve new routes.
7. Membership report. Anne Pickup has been looking at the permanent and provisional membership forms. A discussion took place regarding the need for emergency contact details and it was agreed that these were superfluous and in breach of GDPR, so it was decided to remove these from the form. Anne is looking to see if the two forms can be combined. A request for members to carry contact details when out on club events, will be added. Payment instructions on the form to be adjusted to include BACS details and an email address for the Treasurer, so that members are clear about how to make payments.
8. Website Issues. Sue has realised that the Contacts page is not accurate and will ask Ian to update it. She also stressed the need for the calendar to be kept up to date. Marge and Ronnie can log on and make changes in addition to Ian. Access information for new members re Our Facebook Page to be included in the Treasurer’s Autumn letter when it goes out.
9. Programme for 2020: Outdoor Meets. The programme to be circulated before the AGM to request offers for coordinators for walks and weekends.
10. Programme for 2020: Indoor Meets. Humph outlined his ideas for these and asked for offers to suggest and host some social events or talks.
11. Any Other Business Ann reminded members re the meeting at 7 pm on Oct 17th ahead of the club meeting, to sort out airport issues for the Mayrhofen trip.
COMMITTEE MEETING. TUES FEB 19th 2019 @7.30pm
AT THE LOWER BUCK.
1. APOLOGIES Peter, Brian Marge Shaun
PRESENT Humphrey, Anne P. Ann C, Frank T. Godfrey, Ian, Chris, Rob, Sue.
2. MINUTES / MATTERS ARISING
The minutes were agreed and signed.
Some members had complained that the address list was not in the handbook. They had been advised that these were available online now.
Sue reported that all the club activities were running well. The Christmas meet had gone really well and the new venue deemed a success. A few members did not like being away from Keswick. The venue has been rebooked for next year.
The Burns night was deemed a great success and may be repeated in three years time. The Ski trip had been fantastic. Anne asked if it could possibly be planned to include walking. The cycling group has restarted after the winter.
Frank reported a healthy balance. He explained the account regarding the Burns night. The debit balance of £55 will be absorbed by the club. A card has been received to thank us for the £300 donation to Pathfinders.
Many members are now using the online payment system to pay membership and hut fees.
Frank awaiting current bank developments to settle before considering any changes to our bank account.
A discussion again took place regarding the handling of trip money’s by Ann and Sue who both prefer not to have it going through their personal accounts. Sue will arrange for members to pay their own monies direct with the tour company next year.
Frank suggested that members should be invited to be generous with their pot donations on Thursday The club will add to this to give a realistic donation to Bowland Mountain Rescue on whom we all depend. He suggested £200 and this was agreed. Proposed Humph and seconded by Ian.
There are 79 paid up members. Members again to be asked to check their details on the address list.
Anne drew our attention to several errors on the prospective members form. Ian volunteered to amend and update this.
Both this form and the general membership form to be available online..
6. HUT MEETS
The cleanliness at the recent George Starkie Hut was again not up to standard. ? replace this hut next year with the Fell and Rock hut at Beetham.
Humph advised that there are possibilities to have two F and R bookings each year.
The price of Mam huts is being increased to £14 p.n. Frank advised that at the moment we could absorb any losses but that a rise in Hut fees should be brought to the AGM.
Godfrey has booked most huts for next year inc. Beddgelert, High Moss, Glan Dena, Star Cottage and Low House
7. INDOOR MEETS
Ian is hosting for Humph this Thurs. with Bowland MR.
Derek Russell is now speaking in March on his fundraising walk up Kilimanjaro.
was suggested that he should receive the pot contents plus £50.
A discussion took place re the possibility of having a club ceilidh night.
Anne P will be the speaker at the April meeting on Costa Rica
It was deemed expensive if we hired a professional band. Ian has experience of running these with Holiday Fellowship and he volunteered to “call” for us and provide music. A sub group of Humph Ian and Sue will plan this further.
8. CLIMBING MEETS
Rob reported two new Climbers in their twenties had joined. All looking forward to resuming outdoor climbing. On average 6-8 members had climbed indoors during the winter
9. DAY MEETS
Various members offered their names to coordinate walks next year. Amanda has this year set up a What’s app cycling group which has proved popular.
10. AOB Ian advised that 24 people were signed up for the Pitlochry Trip (25 places available). Several people are staying there independently.
COMMITTEE MEETING. MON SEPT 24th 2018 @7.30pm
AT THE LOWER BUCK.
1. APOLOGIES None
PRESENT Humphrey, Anne P. Ann C, Frank T. Godfrey, Ian, Chris, Rob, Sue, Shaun, Simon
A minor correction was made and the minutes were then agreed and signed.
Chris reported that all the club activities were running well. Hut meets are being well attended. The variety of activities had been really good, including Bocce and Quiz evenings and Picos and Ski trips.
Val Grooby’s walk had not taken place.
It was felt that a third person be enabled to undertake club communications via mail chimp. Sue offered to do this. Update training tba with Ian.
Chris has already obtained coordinators for next years hut meets.
All the committee agreed to stand for re-election. Sue willing to be Chairman and Peter Sharpe has agreed to be nominated as Vice Chairman.
Calendar events all discussed and adjusted where necessary.
Frank gave our balance as £3803.94 at the end of August. At present there is also a considerable amount of extra money in the account for the Ski and Spanish trips next year which will shortly be paid out. There is not a need to increase the membership fee at the AGM.. A new projector and case have been purchased.
Protection of member’s data discussed. Frank had produced a draft GDPR policy for the club which he circulated . A copy will be put onto the website when finalised. Members will be sent notification re this. The prospective members form to have an amendment to highlight data protection issues.
A motion was passed to agree the implementation of this policy by Nov 1st. Proposed Humphrey, Seconded Ian.
The security of club data was then discussed and a decision was made to buy two independent hard drives for the secretary on which to store our personal data.
There are 80 paid up members including Paul Siddall who has rejoined. Barbara Duxbury has sadly died. A note about BMC refunds for Fell and Rock members in our club along will be included with the membership reminder mailing.
6. HUT MEETS
Godfrey had sent a card to the MAM booking secretary whose husband had died recently.
We have two new huts on the programme next year. The June hut is more expensive at £31 but will be marketed at the standard £24 weekend charge as the club can afford to absorb the extra charge.
Ian advised that 24 people were signed up for the Pitlochry Trip (25 places available). Several people are staying there independently.
7. INDOOR MEETS
Humph arranging to ask membership for speaker suggestions. We will possibly change our meeting nights at The Cricket Club in the summer months as Thurs. is the Juniors Training and it was impossible this year to hold a pleasant meeting because of the noise. Parking was also very difficult. Humph is again planning a varied programme.
The usefulness of a printed club booklet was discussed and it was agreed that next year we would only print the calendar pages as all other information is available on the club website.
8. CLIMBING MEETS
Rob reported that the climbers were now on their winter schedule. He had been approached by a mother who wanted to bring her two young children to climb. He had not agreed to this as he felt our club could not safely facilitate this. All the committee reinforced his decision..
9. DAY MEETS
Various members offered their names to coordinate walks next year. Amanda has this year set up a What’s app cycling group which has proved popular.
CLUB OVERSEAS VISITS
a) SKIING- Sue queried the payment method for the trip as Nielsen’s will only accept Card payments. She has previously sent a cheque. It was agreed that Frank would enquire from Yorkshire Bank if we could have a debit card on the club account.
Sue had experienced unpleasantness from two members, who both wanted to go on the trip but who do not relate well to each other. The club gave any trip organisers the authority to refuse members onto the trip if this posed a problem to others.
b) SPAIN- Ann reported 19 people now signed up. Letter to be sent this week to all members going with further information inc. flight details.
It was agreed that all people going on club trips should in future be members of CMC because of liability issues. As 3 non members are already signed onto the next Ski trip, Frank suggested that for this year only they should become prospective members prior to the trip. In future years they would have to have paid membership.