Committee Meeting 6 Feb 2023

Minutes

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

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 officers of the society from liability. It is hoped that SAGAS will recommend officer, members and possibly building cover be included in the FAS PLI policy.

Action: Need to confirm that this inclusion will not require societies to have an annual financial audit – JR

The society plans to renew the current PLI from FAS and then in association with other societies possibly enhance the cover though this may incur additional charges. – JR

Action: ACC PLI cover to be reviewed – JR

ACC (Aldershot Cricket Club) have PLI but if a claim is made it is unclear whose PLI will be actioned. Clarification required. – JR

  1. Return to Observing at Alice Holt – DT
  • Forestry commission has requested that we have PLI cover of at least £10m but with no upper limit. This may make using AH inadvisable.

Action: Look for alternatives. Some members require assistance with setting up scopes and finding objects to observe and ACC could provide a suitable venue, maybe as part of a social event – NT/KP

So far there has been no response from AH. In the meantime NG has been investigating alternatives such as using the area around ACC, Hogmoor enclosure near Bordon, etc.

  1. GDPR Policy & Procedures – KP/AC
  • Society’s fiscal year

Action: The society’s year needs amending from 31st December to 31st January requiring a change to the society’s constitution which will require approval from members at the AGM – KP. – Complete.

    • Around 3 members have requested not have their details on MemberMojo making managing the membership data difficult.

Currently we have 10 new members, 72 renewals and 12 expired members.

Action: Support these members as guests at monthly meetings – KP – Complete.

  1. Proposal to purchase 4G router to allow speakers to give talks via Zoom – KP

Action: Monitor feasibility of phone hotspot or using ACC internet. – KP

Currently using AC’s mobile wifi router. Will review if this is satisfactory or if the society should purchase a mobile wifi router. – KP

Topics for discussion

  1. Health and Safety
  • Various risk assessment forms have been standardised by JR.

Action: Form to be reviewed by committee – ALL

No action taken, resend forms to committee for review – JR

6. Donation to be made to the donors of the Lunt Solarscope – DT – Complete

7. Committee Meeting schedule – KP/CR

Action: To simplify the Zoom scheduling of meetings it is intended to revert back to meeting every three months on the first Monday of the month e.g.

6th February 2023

1st May 2023

7th August 2023

6th Nov 2023

Complete

Any Other Business

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

Action: Are members interested? – AC

9. Is access to “Telescope Live” telescopes or images of interest to members – AC

Action: Are members interested? -AC

  1. Robinson bequest to society – DT

Action: Equipment has been retrieved via the solicitors and is being held and evaluated by various committee members. It includes about 6 telescopes of various sizes and types, several cameras, eyepieces and an assortment of other accessories. Details will be posted on the web site in due course and offered to members either to borrow or purchase. -DT

  1. Next meeting – 1st May 2023 (even though it is a Bank Holiday)