Committee Meeting 13 Nov 2023

Minutes

Attendees: AC, EG, KP, CR, JR, DT, NT

Apologies: DH

Open actions from previous meetings

  1. PLI (Public Liability Insurance) issues
  • The current PLI is provided through the FAS (Federation of Astronomical Societies) at a very reasonable rate but there are concerns that it does not totally protect the members and officers of the society from liability. FAS is currently restructuring its committee which has delayed the PLI decision. In the meantime Guildford Astronomy Society has added member and officer cover to their existing PLI.

Action: Investigate possibility of our society using this cover – DT.

  1. Restart Observing Sessions – DT
  • Actively exploring the possibility of using Frensham Great Pond for observing sessions. NT has obtained a contract letter from Waverley Borough Council which would allow access at weekends from mid September 2023 to mid April 2024 to Frensham Great Pond for a fee of £40. However, there are concerns that the WBC Hiring a Park or Open Space Terms and Conditions could leave our members and officers at risk of litigation and it is not clear who authorised the contract letter.

Action: Confirm the contract letter signatory is authorised by WBC – NT

Action: The committee, with the exception of the Treasurer who abstained, agreed that if the authority of signatory is confirmed we should proceed with observing at Frensham ASAP. When the contract is renewed, after April 2024, we should request a change to the contract wording to include a “limit of £10m” and “exclude members and officers from any liability”. – DT

Action: Explore the possibility of changing the society to a “Limited Liability Company” – KP

 

  1. Health and Safety
  • Various risk assessment forms have been standardised by JR and emailed to committee members in August 23.

Action: Committee to check they have received amended forms – ALL

4. Organise visits to Greenwich Observatory, Herstmonceaux, etc. – AC

Action: So far there has been no response from members. The question will asked again in the next newsletter and monthly meeting. If no response the item will be dropped. – Complete

5. Talks or tutorials for newbies – NT

Action: KP is always open to suggestions for suitable subjects for meeting talks – Complete

6. Loan equipment terms and conditions to be clarified – EG, DT

  • Some loan equipment is quite valuable and the equipment hire T&Cs need to be revised.

Action: Current loan equipment list to be updated but more valuable items will not be on the website. – EG – Complete

Action: T&Cs to be clarified. – KP – Complete

New Items

7. Acceptance criteria for Loan Equipment – EG

  • There should be a clear process for all equipment offered to the society: From its receipt, to the decision that it could be formally be offered for loan. – EG
  1. It needs to have been first examined and tested by someone, familiar with that type of instrument.
  2. It must be shown to be fully operational and safe to use.
  3. A photograph of the instrument must be available.
  4. A brief description with a list of accessories is to be produced.
  5. Some form of basic user guide should be available and any safety instructions issued.
  6. The question of a Deposit or Rental fee and any loan restrictions is to be agreed by the committee, on a case by case basis.
  7. Once the criteria are met the instrument may now be offered for loan.
  8. Details are then published on the FAS website and advertised in the FAS newsletter as required.

Action: All committee members agreed with above conditions. – ALL – Complete

Action: Committee members holding unregistered items of loan kit are to check its present condition and report any remedial action required before it can be offered for loan. – ALL

Action: List all the current loan equipment, its condition, suitability for loan and any remedial action required before it can be offered for loan. – EG

Action: Members borrowing equipment should confirm they have read the T&Cs.

Action: High value items will not appear on the website and will require a deposit.

8. Responsibility for Loan Equipment – DH

  • Is it covered by FAS insurance?

Should it be insured by the   borrower and if so what evidence would we need?

It would be a hassle to maintain the records and could be expensive to arrange and buy the insurance. Such conditions would doubtless put some people off loaning anything.

Action: Loan equipment is not covered by FAS insurance and it is not intended to change this. – KP – Complete

 

9. Committee Roles – JR

  • Potential to break-up / reallocate activities / roles
  • Putting out a formal notice to our members outlining the roles (e.g. ACC room set up etc) / committee positions for which we seek volunteers / shadowing roles with a view to appointment at AGM?

Action: Committee members to list their roles – ALL

Action: Members to be asked to volunteer for roles.

Any Other Business

10. Aldershot Cricket Cub fees – JR

Action: ACC fee to be increased to £70 per month – JR

Action: Organise AGM buffet and annual “Thank You” presents – JR

11. Next meeting – Monday 5th February  2024 at 20:00 via Zoom