The Open University Club Minutes of the forty-six Annual General Meeting of the Open University Club held on Thursday, 7 July 2016 at 12.30 p.m. in the Hub Theatre Present: Natalie Mott (Chair), Brandon Cook (Sports Chair), Debi Cruz (Treasurer), Peter Dazley (Committee Member), Natalie Eggleston (Committee member), Sara Flemons (Committee member), Sandra Guerreiro (Secretary), Angie Jones (Committee member), Louise Thomas (Entertainments Chair), 38 Affiliated Club members and 7 Non Club members In Attendance: Alan Burrell (Head of Operations, Estates), Julie Hope and Sue Scimè (Club Coordinator) Apologies: Carol Baker (Committee member) 1.0 WELCOME 1.1 Noted: The Chair welcomed colleagues present at Walton Hall. 2.0 MINUTES 2.1 Confirmed: That the minutes of the forty-fifth Annual General Meeting of the Open University Club held on Thursday, 9 th July 2014. 3.0 MATTERS ARISING 3.1 Noted: 4.20 NM confirmed that the VCE letter regarding the budget will be discussed under the Chair s report. 4.0 CHAIR S REPORT 4.1 Noted: NM confirmed that it had been a good year. There have been many events organised by volunteers. Estates team including SS put in a lot of hard work and they were thanked. Dave Phillips was also thanked for his work as Chair and with the Affiliated Clubs. 4.2 Noted: NM confirmed that a letter was sent to the VCE asking to increase the budget but there was no funds available. This year s budget will be the same but the restrictions of where the budget is spent has been lifted. 1
4.3 Noted: Workshops were set up with Estates for Affiliated Clubs in respect of Health & Safety Risk Assessments that need to take place for events and activities. 4.4 Noted: NM confirmed that although we do everything we can to assist Affiliated Clubs with facilities on campus, the University s business must come first. There are no resources for new spaces. 4.5 Noted: Estates will continue to support events taking place in big spaces such as concerts. 4.6 Noted: The OU Club budget sits in Estates but the Club does not report to Estates. 5.0 TREASURER S REPORT 5.1 Noted: The Club is currently forecasting to spend 34,000 which is the full budget. The main areas have been Events ( 64,000 with income at the same value), Cinema tickets with income and expenditure of 1,000, Affiliated Clubs ( 12,000), Regional and National Centres ( 8,000) and Lunchtime concerts, Choir and Orchestra (7,800). 5.2 Noted: Our budget for 2016/17 should be 34,600 but still needs to be signed off by VCE. 5.3 Noted: Online banking system is not likely to happen due to costs. 5.4 Noted: DC confirmed she will be stepping down and thanked Estates for their support. 5.5 Noted: Tim Hunt thanked DC for trying to increase the budget. 5.6 Noted: NM thanked DC for her work at treasurer. 6.0 SPORT S REPORT 6.1 Noted: There has been a big decline in staff participation in activities in general but Boot Camp Club has seen a 79% growth. 6.2 Noted: The Saturday XI gained promotion to Division 2 for the Four Counties League. 6.3 Noted: The Table Tennis Club have four teams that compete in the Milton Keynes Table Tennis League. 2
6.4 Noted: The Touch Rugby Club captain, James Barnett, has been selected to play for England in the European Touch Championships 2016. 7.0 ENTERTAINMENT S REPORT 7.1 Noted: Over 700 staff, family and friends have attended a wide range of events. 7.2 Noted: Over 700 staff have registered for cinema discounts and over 13,000 has been spent on tickets, drinks and snacks. 7.3 Noted: Future events have been organised to Iceland, Budapest, Disneyland Paris, Ireland and Krakow. 7.4 Noted: A new Doodle poll with suggested future events will be sent out to staff at the end of the financial year. 7.5 Noted: LT thanked DC for her support as treasurer and with the events. 8.0 AFFILIATED CLUBS REPORT 8.1 Noted: Thank you to the 14 clubs out of 31 that submitted reports. 8.2 Noted: Bellyfit classes now take place every Thursday at lunchtime. 8.3 Noted: Dance Group have run Hula Hoop and Yoga workshops. 8.4. Noted: Unfortunately, the Pilates teacher is no longer available to run classes so the club will be looking to close. 9.0 REGIONAL AND NATIONAL REPORT 9.1 Noted: Regional and National Centres have also taken advantage of cinema ticket discounts. 9.2 Noted: Successful trips and events include Theatre trips, Boat trip, Ten-pin bowling, Yoga classes, Head massages, Edinburgh Fringe, Razzle Dazzle pot painting, Halloween and Christmas parties. 3
10.0 ALAN BURRELL HEAD OF OPERATIONS 10.1 Noted: AB realizes the difficulties due to a reduced budget and thanked all the Affiliated Clubs and Committee. 10.2 Noted: AB explained that Estates have been asked again to decrease their budget by 10% but the budget for the OU Club was protected. 10.3 Noted: The Committee were thanked for their support and taking part in the events. 10.4 Noted: Tim Hunt expressed that the communication regarding Fire Risk Assessment was relayed badly and that the Orchestra and Choir were not given enough time to adjust to the reduction of number in the church. 10.5 Noted: AB explained that once the assessment had been done, changes needed to be in effect immediately. 10.6 Noted: Bill Strang from the Choir was concerned that membership would decrease due to the cuts to the budget and capacity at the church. A notice period in respect of reducing numbers at the church should have been given to the Affiliated Clubs. 10.7 Noted: AB explained that a notice period could not be given as if there were any fire incidents during that period then both AB and the University s secretary would be liable. 11.0 ELECTIONS 11.1 Reported: That at the closing date, nominations for Officers and Committee Members, to serve on the Club Committee for the year 1 st August 2016 to 31 st July 2017 had been received as follows, and that all those nominated were elected unopposed: CLUB CHAIR: Natalie Mott TREASURER: VACANT SECRETARY: Sandra Guerreiro ENTERTAINMENTS CHAIR: Louise Thomas SPORTS CHAIR: Brandon Cook COMMITTEE MEMBERS Peter Dazley Sara Flemons Angie Jones Natalie Eggleston 4
12.0 RECRUITMENT OF NEW MEMBERS 12.1 Noted: Anyone interested in becoming the Club s Treasurer or a Committee member can contact either NM or SS. 13.0 ANY OTHER BUSINESS 13.1 Noted: Victoria from Open Voices thanked the Club for the use of piano and storage facilities. Would like all Affiliated Clubs using equipment to take care as some items have been damaged. Sandra Guerreiro Secretary July 2016 5