Minutes

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

Apologies: EG

Open actions from previous meetings

1. PLI (Public Liability Insurance) issues

• 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

Action: ACC PLI cover to be reviewed – JR

2. Return to 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

3. GDPR Policy & Procedures – KP/AC

• Society’s fiscal year

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

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

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

4. 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

5. Outreach events – AC

Action: Requests from Scouts and Beavers to visit Alexander Observatory during.

10^th November – EG/AC

11^th November – NT/AC

Action: Ensure FAS members are aware of child safety guidelines – AC

Topics for discussion

6. Health and Safety

• Various risk assessment forms have been standardised by JR.

Action: Form to be reviewed by committee – ALL

7. AGM on 13^th December (see attached AGM Agenda)

Action: Request catering assistance from Lynne and Robert – JR

Action: Organise annual gifts to catering and bar staff – JR

Action: It may be necessary to raise membership fees in the near future to cover additional costs – JR

Action: Telescopes for observing after AGM (weather dependant) – EG

Any Other Business

1. Donation to be made to the donors of the Lunt Solarscope – DT
2. Accounts Summary – JR

• The addition of fixed expenses for Zoom, PLI, web hosting, domain name charges, etc. while income from membership fees is variable may impact the society’s financial stability and it may be necessary to increase the membership fees next year.

Action: Possibility of fee increase to be made at AGM – JR

1. 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.

6^th February 2023

1^st May 2023

7^th August 2023

6^th Nov 2023

1. Next meeting – 6^th February 2023