Committee Meeting - 05/04/18

Minutes of The Irregulars Management Meeting held on 5th April 2018, 19.00

Venue, Angel and White Horse, Tadcaster.

  1. Present: Nick Ford (Chair), Dave Sharp (Secretary), Jeff Coulson (Treasurer)

2 Apologies for Absence: Dave Motloch

  1. Minutes of the meeting held on 04.11.2017: No minutes taken.
  2. Matters Arising: None
  3. 5. LDWA & Data Protection

The LDWA have forwarded information to our group about new requirements arising from the General Data Protection Regulations (GDPR) 2018. This is a regulation within the European Union regarding the law on data protection and privacy for all individuals living within the EU. The GDPR aims primarily to give control back to citizens and residents over their personal data. It will therefore replace the 1995 Data Protection Directive. All organisations are required to comply with these regulations and hence the LDWA have been in the process of formulating appropriate guidelines and are to publish further details and briefing notes in early May 2018. In view of this stance by the LDWA it was agreed that our group should await this subsequent information before taking any immediate action. However, the management group is currently reviewing the material so far provided.

  1. Membership Subscription/ GDPR signature

In the light of the new GDPR requirements (as above) our membership subscription form and event entry forms (SEF) will be updated when we receive final guidance from the LDWA on this matter.

  1. Afoot in Two Dales Update

A separate sub group led by Reg Taylor has taken responsibility for the management and planning of this new event. Feedback from this group through Jeff Coulson was extremely positive about current progress and there were no particular difficulties anticipated about running the event at this juncture. The timing of the event has been extended from 20 to 24 hours in line with feedback received form participants and others. An adjacent sports facility is being considered for usage and this would afford both showers and toilets. The advantage of using this would be that additional portable toilets (portaloo) would not necessarily be required. There are presently 161 applications and it is anticipated over 200 will eventually apply. Reg Taylor is looking into overnight access to the hall on the Friday evening. All flooring will be covered to ensure minimal impact by the event and for it to be easier to clean. It was agreed that Reg Taylor will be asked to circulate information to volunteers and marshals about their tasks/ timings, etc.

  1. Marsden Moors Meander update

Peter Bruniges is co-ordinating this event on the day. Nick Ford will provide him with any necessary information.53 people so far have confirmed attendance. Tentative discussion ensued about the new timing of this event (it has been moved forward from August) in the yearly group calendar and whether we should post event, consider changing the date to be held (dependant on the success of this current one.)

  1. Group Events Equipment

Nick Ford explained that he has accumulated a considerable amount of equipment on behalf of the group and that this currently resides in his garage. However, Nick will in the near future no longer have access to a garage and therefore we need to find an alternative home for this material. (It includes a gazebo, containers, boxes, saucepans, chairs, tables, flooring, etc.) It was felt that the best option to store this equipment would be somewhere near the centre of the current events i.e. Dewsbury/Marsden/Brockholes area. Nick Ford will draft a flyer to enquire if any members have suitable space to accommodate things or know of a place where we can rent affordably.

  1. Any other business

10.1 Hangover Hike

It was noted that Jeff Coulson will be assuming responsibility for this event as from 01.01.2019

10.2 AGM and Management Minutes

In the interests of transparency and better communication amongst members it was agreed that all minutes of meetings would be posted on the Irregulars website after each meeting was held.

  1. Date and time of next meeting:

Tuesday 19th June 2018 , Angel and White Horse Tadcaster