Dundee University Rucksack Club

Minutes of Committee meeting 31/10/06 6:30 to 9:30 pm

 

Present  

 

Mhairi Martin

Alan McCulloch

Julia Capper

Jon Bowyer

Andrew McKenzie

Miriam Brown

 

 

 

Apologies

 

Sarah Brotherstone

 

General

 

1.1  Fresher’s Reps

 

This was discussed and couple of possible people considered, they will be asked if they wish to fill these posts.

 

1.2  Sports Union Dinner

 

DURC Needs to send at least three representatives to the SU Dinner or the club will be financially penalised. Therefore the club will subsidise the cost of attending for the first three people to sign  up as an incentive for people to go (the price they pay would therefore be something like £15 rather than the standard £22).

 

1.3  MC of S Insurance

 

Renewal of our MCoS Affiliation is now due. Details from  club membership forms need to be typed up for the MCoS. This work will be divided among the committee. Mhairi will investigate the procedures carried out last year and the affiliation will be carried out in the same way.

 

1.4  Buses

 

There have been problems with Enterprise not fixing faults that have been reported by the drivers.  Mhairi will write a letter.

 

1.5  Bridge of Orchy / Safety and Good Practice Weekend

 

There is a potential problem with drivers for the Bridge of Orchy meet, because most of our drivers are attending the S&GP Seminar all weekend. As we are short of drivers for the day meet, potential drivers will be given the option of changing the meet destination if nobody is willing to drive to Bridge of Orchy. It is better that a meet goes ahead (even if it is to a different place) rather than the meet having to be cancelled for lack of drivers.

 

1.6  Roles and Responsibilities

 

This was reviewed and everyone present seemed ok with their positions, it was felt that the committee was working well together and willing to help each other out if anyone was overstretched.

 

1.7  Safety and Good Practice Seminar

 

There are 13 people going so only one bus will be needed, tents were allocated to those going.

 

1.8 Members’ Roles

 

A meeting was held discussing the roles of club members.  It was felt that some members don’t seem to realise that WE DO NOT LEAD WALKS.  Although more experienced members can provide advice (and we should be grateful for this) they are not responsible for others.  The club provides training courses which the members should attend to improve their safety on the hills.  Members should take responsibility for planning their own routes – i.e. getting hold of the map(s) for the meet destination  beforehand and informing themselves about what routes might be suitable for their own level of experience/skill/fitness. Maps can be brought to the pub on sign-up night for discussion of possible routes with other members, in advance of departure

 

1.8 Membership

 

All unpaid members are not officially members of the club until they’ve paid, this means that they are not eligible to attend club meets or take advantage of other member benefits, and are not covered by MCoS insurance.

 

1.9 Safety Policy

 

We have consulted the MC of S and have decided to make a few changes to the safety policy in the light of their advice, these are attached to the minutes.  It has also been noted that people aren’t always putting enough route information in the meets book (specifically expected time of return from route), we will need to tighten up on this.

 

Vice-President’s Report

 

2.1 St Andrew’s University

 

We have been approached by the president of  the St. Andrews University Mountaineering Club suggesting we join together in providing a lecture by a famous climber.  This will be held in Dundee and will be a fund-raising event for both clubs; members will pay entry and the money will be divided between the two clubs.  Julia will organise this.

 

2.2 Observatory Trip

 

A member of the club has alerted the committee to the fact that in previous years a trip has been run taking members up to the Observatory.  The purpose of this is to teach people what they should expect to see in the sky at night so that they can recognise things on trips.  This was given careful consideration but it was felt that it wasn’t really part of our remit and not something we would be aiming to set up this year as we are focusing our efforts on organising more directly relevant activities.

 

2.3 MRT Lecture

 

Possible questions the committee thought should be answered at this talk were discussed.

 

Meets Secretary

 

3.1 Sign-ups

 

Last weeks “dual trip” was an exception to the norm and is unlikely to happen again.  The number of places on a meet will be determined by the meets secretary and his/her decision is final.  The club has to maintain relationships with the custodians of the huts and this will not happen if we do not obey the rules.  There have been some problems with people signing up on Wednesday, not paying and then not turning up on trips. The treasurer should not keep having to chase after people who have not paid their fees. It also should not be the case that some members miss out on trips because others filled up the places, didn’t pay and then changed their mind.  If people don’t pay on sign-up night they won’t be guaranteed a place, anyone turning up later with money will get the place instead.

 

 

3.2 Climbing Wall Visits

 

There are various walls we could go to.  It has been decided that Glasgow will be visited first and possibly on a Wednesday as it’s reported to be extremely busy at weekends.  A trip will be organised probably for Wednesday 15th November.

 

Treasurer’s Report

 

4.1 Wall Chart/Calendar

 

Jon has been negotiating with printers to arrange affordable printing of the A2-sized academic year wall planners, however the price will depend on how many are printed, and is likely to be higher than hoped. Interest will be gauged from members in the pub. Jon has also begun work on the 2007 calendar.

 

4.2  Debts

 

All outstanding debts have been paid to the sports union.

 

4.3 Grant

 

The grant has been paid directly into our account.

 

 

Gear Secretary

 

5.1 Wish List

 

Headtorches, day sacks, helmets and jackets have been added to the wish list.

 

5.2 Crampons

 

These have been on an epic journey and have now been approved as being “fit to use”.

 

 

Date and Time of Next Meeting: Monday 20th November 2006 at Allan’s House

 

 

Appendix: Suggested Revisions to Safety Policy provided by Roger Wild, MCoS:

 

1. In the introduction. The participation statement originates from
the U.I.A.A. and both the BMC and MCofS have their own versions which
have been adopted from this. So the statement should be credited to the
MCofS rather than the BMC. You may wish to simply show it as:-

 MCofS Participation Statement
 Climbing, hill walking and mountaineering are activities with a
danger of personal injury or death. Participants in these activities
should be aware of and accept these risks and be responsible for their
own actions and involvement.

 2. In the equipment list, I would say Headtorch rather than torch
(i.e.  don't give an option). This is a safety point - having to hold an
ordinary torch is not helpful.

 3. In the equipment list, under the winter items section, I would
include Boots with stiff soles. This is to make the point that summer
boots won't necessarily be OK.

 4. The list goes on to suggest that more fluid should be carried in
summer. This implies that we need less in winter. This is not
necessarily so and dehydration is just as big a problem in winter. I
think I would remove the sentence - Additional fluid should also be
carried.

 5.     Para 3.1
 I would add at the end of the last sentence:-
 but members are responsible for seeking advice

 6.     Para 3.4
 Shouldn't the last word be return (rather than arrival) ?

 7.     Para 3.4
 I would add at the end:-
 Members should understand that if they have not reported back by the
time they have stated, the emergency services will be called out on
their behalf.

 8.     Para 3.5
 I would add at the end:-
 This does not imply that other members still attempting the original
planned route have been assessed as competent.

 9.    Para 3.6
 I would add at the end:-
 This does not imply that the equipment carried by other members, who
have not been prevented from participating, has been assessed as
suitable.

 10.   Para 3.9
 Does this include decisions made on the hill? If so this puts a huge
responsibility on the meet organiser and we need to discuss this
further. If it doesn't mean this then perhaps it should be made clear
i.e. there can be another Para which states how decisions will be made
on the hill (and then this Para will be included with the exception
3.7)

 11. Procedure in the event of a serious accident or fatality.
 I think what is written primarily deals with what happens after the
initial incident has been sorted out. I think you need two parts to
this:-
 (a) Emergency procedure (on the hill)
 This gives advice to people who are present at an incident about what
to do.
 I have attached a file which the MCofS has recently produced about
this. We will be putting it on the MCofS website soon.

 (b) Procedure after a serious injury or fatality.
 This is where most of the existing information will go. You'll have
to include an option in case the meet organiser can't do the tasks -
he/she might be the casualty.