Committee Meeting - 19/06/18

Minutes of The Irregulars Management Meeting held on 19.06.18, 19.00

Venue, Angel and White Horse, Tadcaster.

  1. Present: Nick Ford (Chair), Dave Sharp (Secretary), Jeff Coulson (Treasurer)

2 Apologies for Absence: Dave Motloch

  1. Minutes of the meeting held on 05.04.2018: minutes accepted
  2. Matters Arising:

4.1. LDWA & Data Protection 2018

Further to information shared by NF at the last meeting further guidance has been received from the LDWA. In essence the view is that we need to send an email to members stating that the information they provided will be deemed to be an implicit acceptance that we keep this data for the effective management of the group. A tentative draft email was formulated, DS agreed to finalise this and circulate amongst the management group for final approval prior to circulation.

4.2. Membership Subscription/ GDPR signature

 As previously in the light of the new GDPR requirements (as above) our membership subscription form and event entry forms (SEF) will be updated. We also will include car registration details to assist in establishing whether someone has returned from a walk. NF to check with SI entries regarding the range of information that can be captured on their systems in order to minimise (and also to avoid duplication) the details required on the entry form.

4.3. Afoot in Two Dales Update

JC reported very positively about this forthcoming event. We have received around 230 entries to date. The group has been very responsive to the event and there are sufficient volunteers to assist on the day.A qualified chef has volunteered his services and organisations approached for support (re catering) have been fulsome in their response.

4.4. Group Events Equipment Storage

This matter has now been successfully resolved, NF has obtained premises to share with North Yorks LDWA at a peppercorn rate.

  1. Emailing members-provisions for Secretarial duties when Secretary unavailable

On occasions when the secretary is unavailable (eg whilst on holiday) the need for alternative channels of communication is required by the group. On discussion it was felt that utilising the bulk LDWA mailing system would best cover this scenario for the majority of members. Additionally it would more likely to ensure a more robust and safer communication system (that was also more GDPR compliant) than the current one. For those few members not LDWA members, a separate gmail account will be created. Also the Gmail account will be hyperlinked with particular roles (eg chairman, secretary) to allow any of the management group to access and act upon emails as necessary.

  1. Achievement shirts

JC raised the issue of whether such shirts should be continued to be provided to an individual subsequent to them achieving a total of 500. It was agreed to do so, the costs involved were minimal and it was felt it served as an incentive for those people who fell within this target range.

  1. 7. Any other business

NF had received communication from Active Holidays Group concerning a £15 per person offer to the group if an individual booked who was a member. However, in view of the requirements by AHG for the group to obtain any subsequent monies it was agreed that we would not pursue this offer

  1. Date and time of next meeting: Thursday 15th November 2018, Angel and White Horse Tadcaster