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Sunday March 30th 2008 Committeee Meeting of the Oxford University Underwater Exploration Group | |
Committee Members & non-Committee Club Members Present | |
Alex Lewis (President) Glyn Taylor (Senior Member) Paul McCloghrie (Diving Officer Huw Jenkins (Training Oficer) Jenny Pan (Assistant Boat Officer Elizabeth Jones Jane Mansell | Tim Bond (Kit Officer) Cherry Alviani (Social Secretary) George Hamer (Treasurer) Luke Sanders (Expedition Officer) Alice Calvert (Assistant Kit Officer) Steve Armitage Brian Patton |
Apologies for Absence | |
o None | |
Matters Arising | |
o There were no Matters Arising from the previous January Meeting | |
President | |
o Suggested date for OUUEG AGM - Sunday 11th May 12.30 pm - Wadham Old Seminar Room. o Action. Huw Jenkins to Book Room o A University Review of Sport is ongoing which is intended as a comparative survey of Oxford sport provision, compared to other Universities. President requests information particularly from those who have experience of other University Dive Clubs. o Action. Tim Bond to get information from Imperial. Members of the Brookes Club to be contacted by President. | |
Secretary | |
o Tim Bond acting as Secretary until the AGM. A backlog of forms from the previous Secretary has now been processed, and BSAC Membership forms now sent off. A list of Members current as of this Meeting was included with the Agenda for examination. o It was confirmed that OUUEG Membership is annual, from October to October. o Action. There is one outstanding question regarding Sinni Lim’s Membership status which is in the process of being resolved between President, Secretary, and Treasurer. | |
Treasurer | |
o The OUUEG Accounts are in good standing. There is surplus of £1780 in the ET Account, which has accumulated from small surpluses year on year. The surplus has been partially spent on ET-specific kit such as extra lead which is unlikely to be needed for other Trips. o ET Accounts are in the process of being finalised for 2008. Turnover was on the order of £3000 this year. o Treasurer is in the process of finalising Accounts for 2008 and asked whether ET Account should be merged into the main Account. It was decided that this should not happen, and that ET Account should remain separate, with just the Kit/Boat fees which are paid to the Club appearing on the main Account. | |
Training | |
o Most people who came to ET fiinalised their training. There are many people who have done SD Classroom training but didn’t come on ET and who want to complete SD Open Water training. A couple of Training Weekends are needed to achieve this, one of which has already been organised (Portland Harbour in April). o Training is generally going well for this year. o DL Classroom training is suggested to be run on a single day , May 10th on the Saturday before the AGM. o Action. Training Officer to send out an eMail and find out how many people would be interested in DL training. | |
Kit | |
o The Club now has 15 sets of Kit, with one reg still to be collected from Dive Force by PaulMcCloghrie next week. One Buddy BCD is missing but is being tracked down. Policy on returning Kit is that it should be washed and hung up in the Hut on the night the Trip returns. o Action: Kit Officers to help this procedure by producing documents to be put in the Hut with instructions for washing, draining, and storing. o The Club will not buy any more cylinders until a Trip requires 24 cylinders. Personal cylinders left in the Club Hut should be completely separate from Club Kit and are not for use by other Club Members, nor is the Cub responsible for servicing costs. Some cylinders are not labelled with the Club name. o Action. Kit officers to arrange marking cylinders. o Masks, fins, and snorkels are available for hire at the cost of £1.00 per item (a pair of fins counts as one item). These should be numbered and properly signed in and out. o Computers to be sold for £50.00 per unit. Drysuits to be sold for £150.00 per unit. o Request for more storage units for Kt to be organised in in the Hut and for taking on Trips. Brian suggested B&Q as a good source. o Action Kit Officers to look into obtaining further storage boxes. | |
Boat | |
o Before ET the trailer was checked and all was working, and the boat was in good order. After ET there were a few issues. The GPS stopped working on the last day of ET. There was a small chip in the hull caused by coming into contact with a rock whilst picking up divers. The brakes on the trailer need adjusting as they are currently not actually braking. o Action. Boat officer to arrange brake adjustments. o Diving and Boat Officers looked at the GPS and found a broken fuse, but on top of this the GPS unit itself is faulty and needs returning to manufacturer. This has on the order of a week’s turnaround on repairs. The GPS is worth on the order of £650.00 so the Club is prepared to spend up to £350.00 to ensure that it is put back into completel working order, or if prices are found to have reduced a lot then up to half the price of a new GPS unit can be spent. Money to be sourced from the ET Account. o Action. Boat/Diving/Expeditions Officers liase to arrange GPS servcing. o The boat is going to Weymouth, and needs to be there in two weeks. Boat Officer (asst.) to look into cost of storing the boat in Weymouth. Volunteer needed to transport boat to Weymouth, Alex Lewis may be able to do this if driving under supervision. o Action Boat officer to arrange boat moving to Weymouth. o Boat Handling Course has had money received from four people and packs have been ordered for the course by Training Officer. o Action. Training Officer to arrange for a boat handling course to run. | |
Diving Officer | |
o One incident, a hand injury, happened at ET and is being reported to BSAC. This resulted from Luke Sanders having to fend the boat off rocks whilst a novice was taking excessive time to re-board. Action to be taken if a similar situation came up again would be to tow the divers well away from rocks before commencing recovery. o Trip as a whole went well despite bad weather, no deep diving as the weather and visibility didn’t allow it. O2 kit needs refilling. o Action. Next Weymouth trip to refill the O2 at Old Harbour Divers. | |
Website | |
o Andrew Griggs to potentially take over as Web Officer, pending contact with the current Web Officer, where there have been difficulties with keeping in touch. o Action. President to contact current Web Oficer to determine whether he plans to continue in the role. o There may be issues with the Mailing List not accepting posts from some Mail Cients, which could result in the Mailing List needing to be moved to a different system. No action resolved on with this issue, but noted as a possible future concern. | |
New Committee | |
o Date of AGM , as decided earlier in the Meeting to be Sunday 10th May. o The Diving Officer will not stand for the position again but is happy to continue involvement in a consultation role. o The Training Officer is happy to continue in the role if an assistant is available to share the duties. o The Expeditions Officer would prefer to stand down but if the position remains unfilled at the AGM could be approached to stand again. o All other officers will be standing down at the AGM and positions need to be advertised on the Cub Mailing List with active recruitment encouraged. It was noted that the roles of President, Treasurer, and Secretary need to be filled by students. The roles of Treasurer and Secretary should be simple jobs to take over as the duties are very prescribed. Suggestion that for these roles a written job description should be provided to aid handover. o Action. Current Treasurer and current provisional Secretary to document the duties required of these positions. | |
ET Report & Accounts | |
o Report sent to Mailing List, and Accounts in process of being finalised | |
Diving Plans | |
o Summer Expedition proposed by Expeditions Officer, going to the Isle of Man, camping. Some interest received from the meeting. o Action. Expeditions Officer to continue planning for Summer Expedition. o Suggested that a list of boat bookings is prepared and Boat Officer and Diving Officer kept fully informed of this. o Action. Boat Officer to initiate a bookings list. o There is a need to encourage more people to organize Dive Weekends as the same people are taking on the majority of the work at the moment. It should be encouraged that Trip organisers involve other Trip participants in the organization process. o A week’s diving off Porthkerris iwas suggested with a specific Boat Handler asked for if possible, who would be indulged greatly on the second dives of the days in gratitude for his or her help. Free evening beer might also be provided for such a Boat Handler. o For the second May Bank Holiday Weekend, Tim Bond volunteered to organise a shallow anti-seasickness Weekend based in Swanage or somewhere along that section of Coast. o There was minimal interest in Warm Water Trips. | |
Retaining Members | |
o The Cub seems to be doing well at keeping people interested in diving, but needs to keep Trips happening to retain that interest. A problem was identified in that there is a low retention rate of Trainees into their second year of diving. It was deemed to be a good idea to buy a large patrol tent, and this will be bought from the ET account. o Action. Expeditions Officer to look into obtaining a patrol tent. o It was also uggested that the Summer Social Program needs to be increased to retain memberswho are in Oxford outside Term Time. Also suggested to have a big social event on the night of the DL training before the AGM, Saturday 10th May. o Action. Social Secretary to organise 10th May social event, incoming Social Secretary after the AGM to organise a social programme for the summer. | |
Any Other Business | |
o No other Business was declared | |
Date of Next Meeting | |
o No date was set for the next Committee Meeting. | |
http://www.ouueg.org.uk |
