Club Committee

Minutes of Committee Meetings 2004 - 2005

• 27th September 2004
• 3rd October 2004
• 7th October 2004
• 1st November 2004
• 20th January 2005
• 30th April 2005
• AGM, 15th May 2005

Present: Andrew Lea-Cox (AML), Mark Sankey (MHS), Richard Bullock (RB), Bryn Garrod (BJG), Phil Horler (PJH), Chris Mycroft (CM), Pia Schaefer (PKS), Lilie Weaver (VLW).

Apologies for absence: Honey Duan (HD), Zoe Michlig (ZCM), Dilini Nanayakkara (DN), Rachel Wolf (RJW).

Action to be taken is indicated by the initials of the person to undertake the task in bold.

1 Minutes of the last meeting

ALC (the only person present at the last meeting) agreed with the minutes of the AGM held on 9th May 2004.

2 Captain's Report

2.1 Introduction

ALC: Warned that the committee was in a particularly difficult situation due to a number of factors:

1. ALC's absence abroad over the summer,
2. the lack of a women's captain because Alex Lee was not returning to Cambridge
3. the failure to hold a meeting of the new committee at the end of the Easter Term.

ALC: Added that Freshers' Week would require the full committee's help, but would be especially hard for LBCs. He urged the committee to give their full support.
ALC: Stated that he was officially in charge of the Women's Club until a replacement Captain was elected. He requested an election for Women's Captain and Webmaster during the week starting 11th October. He mentioned that the current candidates were Jenny Lee and PKS and Jenny Lee had been helping organise the club in the interim. He asked MHS to ensure manifestos were sent to him. MHS
ALC: Stated that HD had stocked the lard cupboard.

2.2 Finances

ALC: Gave a financial summary.
Secretary's a/c. Over the last year, it had made an overall profit of £100-200 - this was low mainly because the majority of the year's profits had been used to subsidise the Mays Dinner.
KSS a/c. The KSS had made a profit of around £900. Rachel Munro had used her personal account so money was owed to her from the KSS a/c. This account was still in Iain Edwards' name and the signatory would need to be changed. ALC, VLW
JT a/c. Matt Byrne had brought the float up to over £1000. It was financially in good shape and should be kept that way.
All accounts should aim to at least break even. Any profits would be passed on to the Secretary's a/c and be used to subsidise dinners and social events. This arrangement had been agreed the previous year.
BJG: Commented that this is a good policy in case the financial situation goes worse than expected.
ALC: Didn't like the idea of borrowing money as the club shouldn't have to rely on lending. For example, Dave Minch-Dixon had bought alcohol for the club in September 2003 but had not been paid back until the following summer, which was not acceptable. ALC had been trying to get the Senior Treasurer to be strict with accounts and intervene if necessary in order maintain some consistency from year to year.

3 Freshers' Week

ALC: Asked the LBCs what the proposed plan was.
VLW: Had spoken to Rachel Munro and was waiting for a pack to advise on Freshers' Week from a KSS perspective.
ALC: Would go to the accommodation office to enquire about a venue for cocktails.
PKS: Informed that there were college family dinners on the Wednesday night with a trip to Coco's nightclub afterwards. There was a bar quiz on the Monday night.
ALC: Reminded that the Chaplains' Squash was a major occasion for getting Freshers to sign up. The LBCs would need to meet and carefully plan the strategy. It had worked well the previous year because the committee had planned ahead. There would need to be lots of sheets for signing, including space for addresses.
MHS: Mentioned the need to contact the TCSU Junior Steward, Serena Atkins, to book a stall. We would need a big table, blades and kit. LBCs, PKS
ALC: Said we would need to "drum" the idea of the boat club into freshers using posters and flyers.
VLW: Suggested the committee split up duties.
MHS: Said he would take a list of the committee names to the library to activate photocopy accounts. MHS
ALC: Explained the boat club photocopy card. One would need to show ID and sign for the number of copies on a sheet held by the librarian.
ALC: Turned to the issue of a BBQ. The BA BBQ was housed in the boat house and was available for use.
VLW: Said she had some BBQs left over from punting - she thought three.
ALC: Looked in a box of items provided by Rachel Munro. These included water bottles, cups and kit but no BBQs. There were some items in the KSS cupboard but the key had been lost. He would check for a spare with Iain Law. ALC, VLW
PJH: Advised one started cooking the BBQ meat early.
RB: Said the fireworks BBQ had worked well.
ALC: Suggested pre-cooking the sausages in a microwave and finishing them on the BBQ. VLW would organise the BBQ. VLW
VLW: Requested that either CM or RB take her in their cars to the cash & carry before the BBQ. VLW
VLW: Alcohol and serving jugs were needed for margaritas at the cocktail party. VLW

Storage

MHS: Said that a decent storage space for boat club effects would be useful.
ALC: Listed cupboards. The KSS cupboard in the women's changing room was too high up. The cupboard behind the sit up machine could not be opened witout unscrewing the machine. MHS was to sort out keys for lockers. ALC would provide information regarding this. MHS, ALC
RB: Suggested having a locker for each crew.
ALC: Would get combination locks for the crew room. The combination would need to be changed regularly. Iain Law had copies of some locker keys in case they got lost.
ALC: Offered E1 Great Court as a storage space.

Freshers' Week (cont'd)

MHS: Returned proceedings to Freshers' Week.
PJS: Mentioned Freshers' t-shirts.
ALC: Said Mercer usually gave money for these but was unsure of the current situation. MHS and VLW speak to the past committee. MHS ,VLW
ALC: Requested another committee this weekend, proposing 9.30am on 3rd October. MHS
VLW: Declared a meeting the next day of the LBCs and her, 2.00pm on 28th September in H7 New Court. LBCs
ALC: Requested a place by the fireplace in the Old Kitchens for the Chaplains' Squash. [it was later discovered it would take place in the Wren Cloisters instead]
ALC: Stated that ZCM would return on 3rd October and HD on 5th October.
ALC: Suggested showing some videos at LBC meeting. The Olympics were on BBCi and the Bumps on the Catz website.
ALC: Said that the TV would need to be sorted out. ALC
ALC: Informed that the boat club tablecloth (which could be used at the squash) was currently in the KSS cupboard. ALC
ALC: Distributed some information from Rachel Munro.
ALC: Returned to the Chaplains' Squash. Some people would need to be behind the desk, with others wandering around. We would need a pair of blades, sweets, alcohol (for the committee members!) and pens. Setting up should be completed by 9pm.
ALC: Requested MHS to photocopy and distribute minutes from the pre-term committee meetings of last years' committee as they gave useful information on Freshers' Week strategy. He urged all to read them. MHS
ALC: Reminded that freshers would need to know how to get to the boathouse. RB: Agreed to make a map. RB
ALC: Raised the subject of cocktails. Freshers would be free with non-freshers £3 cash on the door. A hand stamp would be used. A table should be at the bottom of the WPR stairs to sign up freshers. For music, VLW would need to speak to the TCSU Ents Officer. VLW
VLW: Would book the WPR. VLW
ALC: Suggested the BBQ on Mon 11th Oct and a club formal the following Sunday.

4 Transport etc.

ALC: Listed those with cars: CM had access to his parents' hatchback; RB had an estate always available; VLW could request her father to drive his mini-bus but would need advance notice; Jon Davies had a car with tow bar able to be driven by himself, Martin Peck, Rob Andrews and Tom Rose; Tom Rose had a car.

5 AOB

ALC: Would speak to the ST about the purchase of a new ridge for the boat house. ALC
ALC: Mentioned that people would need the a/c number to use Bookers cash & carry.

6 Date of the next meeting

9.30am on Sunday 3rd October in E1 Great Court. The meeting closed at 10.10am.

Present: Andrew Lea-Cox (AML), Mark Sankey (MHS), Richard Bullock (RB), Bryn Garrod (BJG), Phil Horler (PJH), Chris Mycroft (CM), Dilini Nanayakkara (DN), Pia Schaefer (PKS), Lilie Weaver (VLW), Rachel Wolf (RJW).

Apologies for absence: Honey Duan (HD), Zoe Michlig (ZCM).

Action to be taken is indicated by the initials of the person to undertake the task in bold.

1 Minutes of the last meeting

The minutes of the meeting held on 27 September 2004 were confirmed as an accurate record.

2 Officers' Reports

2.1 Captain

Introduction

AML: Declared he was very busy with organising a squad system, coaches, sponsorship, old boys' rowing and the women's captaincy. He asked the rest of the committee to oversee Freshers' Week.

Marshalling

AML: Arranged marshals as follows:

Date	Time	Name
Thurs 7 Oct	6.45	HD
Wed 20 Oct	7.07	VLW
Tue 2 Nov	6.29	MHS
Mon 15 Nov	6.51	AML
Fri 26 Nov	7.08	PKS

AML Gave some instructions:

1. Turn up at Goldie boathouse a good 20-30 minutes before lighting down and collect the reflective bib and clipboard from our pigeonhole (bring a pen!)
2. Get to your marshalling point about 15 minutes before lighting down. Marshalling point 1 is just downstream of Churchill boathouse, and point 2 is somewhere around the road bridge just downstream of Downing boathouse.
3. Note down all the boats that go out, especially those that boat without lights and before lighting down. Beware some town crews do boat in the dark. It's a good idea to check with the other marshal that you've both seen the same boats. There is to be no noise upstream of the P&E before 7:30 or this could result in a ban on early morning rowing for all crews. This means no coaching from the boathouses to the P&E, and cox boxes turned down very low. Fine all loud crews. Also no novice crews before 7:30 or 15 minutes after lighting down, whichever is later.
4. Remain at your post until about 8:45-9:00 when most people have come back from their outings.

2.2 Secretary

MHS: Stated some points from an ARA water safety lecture at the CUCBC Officials Day. Throw-lines were recommended to be carried by all coaches.
AML: Deemed these to be of less importance on the Cam.
MHS: Reckoned that a capsize drill would be useful.
AML: Was trying to organise a capsize drill session in a swimming pool, probably at The Leys School. An ARA requirement was that all rowers could swim at least 50m in light clothing.
PKS: Mentioned a pool in Impington.
MHS: Reminded of the need to record all incidents in the ARA Incident Logbook.
MHS: Also reminded of the need for a bowball and lifejacket at all times. The cox should take prime responsibility for these, and Bow should check the bowball during manoeuvres.

2.3 KSS

VLW: Brought up the subject of the Chaplains' Squash.
BJG: Asked to borrow some blades from the Captain's room. This was agreed.
VLW: Would try to obtain a signature from the Dean to host the cocktail party.
VLW: Declared that the alcohol had been organised.
MHS: Agreed to pay VLW for expenses incurred in purchasing this. MHS
VLW: Explained that formal halls could be "block-booked" twice a term. It was agreed to put tickets on members' bills.
PJH: Was organising music for the cocktails. PJH
VLW: Would draw up a rota.
AML: Asked of the location of the cashbox. He would contact Matt Byrne. AML
AML: Stated the need for a locksmith to open the KSS cupboard. One was found on 01223 350038. MHS would organise this. MHS
VLW: Suggested having the formal hall the following weekend.

2.4 Lower Boats Captains

RB: Was organising sign up sheets. Some adhesive, e.g. Blue Tac or double sided sticky tape, would be used to stick them to the table.
AML: Suggested a formal with Homerton College BC on 13 October.
AML: Lower boats would need to liaise with HCBC about the use of equipment. He urged them to be reasonable in this.
BJG: Suggested allowing HCBC to use equipment when the Trinity freshers were busy with other engagements. The LBCs were having a meeting to discuss tubbing before seeing Iain Law.

2.5 Coxing Captain

RJW: Suggested a separate sign up sheet for coxes, but the LBCs said they had included a section for coxes on their sign up sheets already.

3 AOB

AML: Reminded that as of the following weekend there was to be no rowing on Saturday and Sunday before 12pm.
AML: Said he was considering not entering the Autumn Head if it made it easier to train squads.
AML: Mentioned the fireworks on 5 Nov. It would be necessary to plan well ahead, with mulled wine and around 300-400 pre-cooked sausages.

4 Date of the next meeting

6pm on Thursday 7th October in E1 Great Court. The meeting closed at 10.45am.

Present: Andrew Lea-Cox (AML), Mark Sankey (MHS), Catherine Aiken (CEMA), Richard Bullock (RB), Honey Duan (HD), Bryn Garrod (BJG), Phil Horler (PJH), Zoe Michlig (ZCM), Chris Mycroft (CM), Dilini Nanayakkara (DN), Pia Schaefer (PKS), Lilie Weaver (VLW), Rachel Wolf (RJW).

Apologies for absence: none.

Action to be taken is indicated by the initials of the person to undertake the task in bold.

The meeting started shortly after 8pm. ZCM and DN were initially absent, being at a meeting of women novices.

1 Minutes of the last meeting

The minutes of the meeting held on 7 October 2004 were confirmed as an accurate record save the inclusion of the attendance of the new Webmaster, Catherine Aiken.

2 Officers' Reports

2.1 Captain

AML: Wished to talk about novice T-shirts, which he would do once all the LBCs had arrived.

2.2 Secretary

MHS: Reported that new bank accounts had been opened at HSBC on 28 Oct 2004. There were 4 new accounts: 1st & 3rd Secretary's Account, 1st & 3rd Junior Treasurer Account, 1st & 3rd Junior KSS Account, 1st & 3rd Savings Account. These should be ready for use in about a week from the opening date. MHS would speak to Barclays to find out about closing the old Barclays accounts. MHS
HD: Had discovered that the main signatory of the old JT Account was former student Sophie Rickards who now lived in London. However, only £1.04 remained in the account. MHS would ask Miss Rickards to close the account if she wished. MHS

2.3 Junior Treasurer

HD: Reported that the lard cupboard had been restocked.

2.4 KSS

Kit

VLW: Warned that a kit order would need to be placed later in the week, and the order for all-in-ones would need to go in the following day if they were to arrive in time for Fairbairns. VLW
VLW: Fairbairns tops could be ordered from A.E.Clothier. CM would check the stock there. CM
HD: Stated she still had some uncollected kit. There was also more kit in the Captain's Room.
VLW: Would request that people collect it. VLW
AML: Brought up the subject of novice T-shirts. These could be ordered from Talking Ts. The LBCs should do this asap. LBCs
MHS: Suggested that an online retailer such as www.easytees.co.uk might be cheaper.
AML: Suggested Indigo Clothing. The quality was likely to be better than Talking Tees, and they might be cheaper. indigo clothing website
AML: These would be funded by Mercer, but interim funding before a cheque was received from Mercer could be obtained by a loan from the Sec's account. The Mercer name should be on the sleeve and the back of the shirt. He added that he was still waiting to hear from his contact at Mercer about the renewal of the main sponsorship contract.

A discussion ensued it which it was decided that for Fairbairns, the Senior Men would be wearing Fairbairns tops, the Senior Women would be wearing all-in-ones with navy long sleeved shirts of some kind, and the novices would wear novice T-shirts.

At this point ZCM and DN arrived from their meeting

Fireworks

MHS: Established who would be present and who would be absent on the night.

• Absent: AML, HD, VLW
• Present: PJH, CEMA, PKS, RB, BJG, RJW, DN, CM, ZCM (some of the evening), MHS (after 8.30pm). It was agreed that those going to the HOR4s in London the following day should be allowed to leave early.

A discussion on equipment then followed, in which the following offered their equipment:

• Toastie makers: BJG, AML
• Extension cables: MHS, AML
• Microwave (for heating burgers): AML
• Hob (for mulled wine): AML
• Sharp knife: BJG
• Cheese slicer: MHS
• Cashbox and stamp: VLW

At this point RJW had to leave.

RJW: Asked whether a subsidy from the Senior Treasurer could be granted for coxes' cocktails party. RJW and AML would look into this. RJW, AML

RJW left.

Timings were arranged as follows:

• Thursday
  • 1.00pm: RB and VLW to get provisions from Bookers
• Friday
  • 5.00pm: RB to move food from V Burrell's and equipment from E1 Great Court to the boathouse.
  • 5.15pm: All other committee members to arrive at the boathouse to start setting up.
  • 6.30pm: Billed starting time
  • 7.30pm: Fireworks start

2.5 Lower Boats Captains

Nothing to report

2.6 Coxing Captain

Nothing to report

3 AOB

BJG: Canvassed support for the Queens' Ergs teams.
MHS: Urged members of the committee to borrow cheese toastie makers from friends.

4 Date of the next meeting

Undecided. The meeting closed at around 9.15pm.

Present: Andrew Lea-Cox (AML), Mark Sankey (MHS), Catherine Aiken (CEMA), Richard Bullock (RB), Honey Duan (HD), Phil Horler (PJH), Zoe Michlig (ZCM), Dilini Nanayakkara (DN), Dan Newton (DJTN), Rachel Wolf (RJW).

Apologies for absence: Bryn Garrod (BJG), Chris Mycroft (CM), Pia Schaefer (PKS).

Action to be taken is indicated by the initials of the person to undertake the task in bold.

The meeting started at 7.30pm.

1 Minutes of the last meeting

The minutes of the meeting held on 1 November 2004 were confirmed as an accurate record.

2 Officers’ Reports

2.1 Captain

AML: Nothing to report.

2.2 Women’s Captain

MHS: Informed that PKS was absent but had sent some comments by e-mail. He summarised it: there was a large number of female rowers and enough coxes; the quality of the rowing had oscillated, depending on who was rowing in the crew but was surprisingly high and always improving; Iain Law had been very good as a coach.

2.3 Secretary

KSS

MHS: Since the previous meeting, VLW had resigned as KSS. Dan Newton (DJTN) had been the only replacement candidate and had been elected with no votes for RoN.

Bills

MHS: Mentioned that two people had complained that their Mich Term 2004 bills were too high and asked if anyone else wished to complain.
CEMA: Claimed that she had also been charged too much.
MHS: Would look into the situation and provide refunds if necessary. MHS

Early Morning Marshalling

MHS: Appealed for volunteers to do early morning marshalling. Those who had marshalled last term (RB, AML, MHS, HD) were exempt from this duty but some Lower Boats Captains would be expected to volunteer this term after their exemption in the novice term.

Marshals were arranged as follows:

Date	Lighting down	Position	Marshal
Fri 21 Jan	07.24	Marshal 2	BJG
Tue 8 Feb	06.58	Marshal 1	PJH
Thu 24 Feb	06.28	Marshal 2	DJTN
Mon 14 March	05.48	Marshal 1	ZCM

MHS: Thanked all who had volunteered.

Safety

MHS: Informed that he had filled in the ARA Water Safety Questionnaire at the end of Mich Term which had highlighted some weaknesses in the club’s safety standards.
MHS: Wished captains to make sure their crews knew what to do in the event of a capsizing.
AML: Emphasised that the most important thing was to stay with boat.
MHS: Reminded all that the First Aid kit was to be used only in the event of a genuine emergency, not for bandaging blistered hands. Rowers should provide their own materials for this.

Bumps Crews

MHS: Asked how many crews we were planning on entering in the Lent Bumps.

It was agreed there would probably be 6 men’s VIIIs and 3 or 4 women’s VIIIs. The top 4 men’s VIIIs and 1st women’s VIII had permanent places.

2.4 Junior Treasurer

HD: Stated that a small profit was being made on lard. Prices were currently at RRP and we could afford to lower them slightly. She asked for a decision from the committee.

It was decided to keep prices at RRP for the time-being, with a view to possibly reducing them in May Term or subsidising the Lents Dinner.

2.5 KSS

Kit

DJTN: Promised that new kit would be available to order on the website this term and he would make every effort to encourage suppliers to deliver before Bumps. Two orders from last term had not yet been delivered. DJTN
DJTN: Enquired what race kit would be required for Bumps.

It was agreed that the Lent VIII would Lent long-sleeve tops (as traditional) and other crews would wear all-in-ones or lower boats zephyrs.

DJTN: Suggested a change to the design of the club splashtop and would look into this. DJTN

Socials

DJTN: Informed that the only special social of the term was STCS Cocktails. There would, however, be formal halls aplenty. DJTN
DJTN: Said that the Catering Department had not allowed him to make block-bookings of formal halls.

2.6 Lower Boats Captains

MHS: Mentioned that BJG (absent) had suggested a change to the committee structure the following year such that one Lower Boats Captain was predominant over the others.
MHS: Supported the idea and asked for this to be raised at the AGM in May Term as it would require a change to the constitution. BJG

2.7 Coxing Captain

RJW: Nothing to report

3 Analysis of Last Term

MHS: Wished to analyse last term’s committee performance. He suggested that the club was good at keeping records of plans to be made (in the form of committee meeting minutes) but less good at keeping records of the results of these plans. PKS, although absent, had agreed by e-mail and suggested a way to do this.
MHS: Read out PKS’s e-mail:

“I think your idea of writing down what worked and didn’t work is very good. However, considering the absolutely massive amounts of work we had with the novices, and information you need to process for that, it seems that, to do a good job of it, we should maybe put together a list of questions that address the main topics of interest and then each try and write a consise answer to that. Seeing that I am not going to be at the meeting, that is what I will do in any case.”

LBCs: (Concerning analysis of novice recruitment and training) Agreed there was too much to consider for one meeting and thought it would be best to revise the Lower Boats leadership strategy at a later date, perhaps through written reports and at the AGM.
MHS: Declared the issue of the analysis of Lower Boats strategy on hold and asked LBCs to meet and write a short report by the end of the committee year. The matter would be considered further at the AGM.
MHS: Asked for a quick analysis of last term’s social events.

A discussion ensued in which the following points were made:

• The Freshers’ cocktails had gone well (but possibly too much was drunk for the price charged)
• Too much food had been purchased at the Freshers’ BBQ which had gone to waste. Also, it had not been very well advertised.
• The fireworks party had attracted a large crowd but a lack of toastie makers had meant that it was not possible to produce toasties at the required rate. One of the reasons for the latter problem was the lack of someone taking overall charge before and during the event.

The following recommendations were made for the future:

• Always put someone in a position of overall responsibility for each social event (preferably the KSS).
• Think very carefully about food quantities before purchasing. These generally correlate with the amount of advertising undertaken.
• Advertise thoroughly (e.g. by e-mails, flyers, posters, word of mouth) to encourage people to come.
• If making toasties, lots of toastie-makers are required!

4 Second Trinity Challenge Sculls

RB: Informed that it was traditional for a novice to be the Race Secretary and then to be the Senior Umpire the following year. Adam Dewberry was the Race Secretary in 2004 with RB as the Senior Umpire.
RB: Asked whether anyone objected to his being Senior Umpire again.

No-one objected and RB was elected Senior Umpire 2005.

RB: Nominated Jacob Shepherd as the Race Secretary.

All supported this nomination and Jacob Shepherd was elected Race Secretary 2005.

5 AOB

Boat fleet database

MHS: Suggested having a definitive list of the club’s fleet on the website. This was not to be a matter of urgency, however.
CEMA: Mentioned that there were already data about boats.
MHS: Replied that the list was not comprehensive and did not include small boats.
Various people: Added that it was not possible to navigate online between boat profiles without changing the url manually and the data could only be accessed by clicking on a crew’s details.
CEMA: Would look into providing the feature. CEMA
MHS: Would provide the boat details. MHS

6 Date of the next meeting

This would be at the beginning of the May Term unless there was a special need for a meeting.

Present: Andrew Lea-Cox (AML), Pia Schaefer (PKS), Mark Sankey (MHS), Catherine Aiken (CEMA), Richard Bullock (RB), Honey Duan (HD), Chris Mycroft (CM).

Apologies for absence: Dilini Nanayakkara (DN), Dan Newton (DJTN)

Action to be taken is indicated by the initials of the person to undertake the task in bold.

The meeting started at 6.00pm. Due to the poor attendance, it was suggested that a reminder e-mail should always be sent out to the committee the day before a meeting.

1 Minutes of the last meeting

The minutes of the meeting held on 20th January 2005 were confirmed as an accurate record.

2 Officers’ Reports

2.1 Captain

Crews

AML: Reported that training had started in earnest but the club was in need of rowers to fill the 2nd May VIII.

Boat-naming

AML: Reminded the committee that there were four boats needing to be formally named: the new novice VIII, the new coxless IV, the new coastal IV and the new pair (already names ‘Amartya Sen’). He suggested that the club have a boat-naming ceremony in June around the time of May Bumps. It would probably take place at the boathouse, and it would be best to name at least two boats in one session.
AML: Would ask Prof. Amartya Sen if he could come. AML
AML: Informed that possible names for the other boats included ‘Camilla’, ‘Prof. Sir Martin Rees’ and ‘Nick Kingsbury’. Peter Brandt was in communication with Clarence House regarding the former. Someone suggested that it could be combined with a garden party in May Week which DJTN was hoping to organise.
AML: Applauded the idea and would look into it. AML, DJTN
AML: Would raise the issue of boat-naming at the Steering Committee. AML
AML: Iain Law was handling the registration of the boats

2.2 Women’s Captain

PKS: The squad was going well and the 1st VIII had just that afternoon won their division in the Head of the Cam, coming third overall: an impressive performance.

2.3 Secretary

MHS: Wished to talk about the AGM and Elections but would wait because these were separate items on the agenda.

2.4 Junior Treasurer

HD: Nothing to report.

2.5 KSS

The KSS was not present but it was understood that

• Receipts could be collected for claiming kit payback from college through the Sporting Expenses Fund (deadline on 6 May);
• A lot of kit was awaiting collection from DJTN’s room;
• A kit order for the Mays would be going out soon. DJTN

The main social events of the term would be the Mays Bop and possibly a May Week garden party. DJTN

2.6 Lower Boats Captains

CM: Bryn had the men’s crews all under control. BJG
The Grad VIII was already in training and Dr Kingsbury was keen to field a Fellows’ VIII, with only one seat remaining to be filled.

PKS: There would probably be a total of four women’s boats this term.

2.7 Coxing Captain

Not present and nothing to report.

2.8 Webmaster

CEMA: She and Martin Peck were currently rewriting the website behind-the-scenes to make it run more smoothly and allow more features. Until this time new features would not be added. CEMA
CEMA: John Earl’s new (independent) online sculling booking system would continue to be used until the website was rewritten, after which a similar feature would probably be incorporated into the club website.

MHS: Asked if there could be an online outing availability system.
Such a thing had been suggested many times before and a debate ensued as to whether it would be profitable. Several previous captains had ruled it out. The prevalent opinion was that it was always better to get the whole crew together in person to arrange outings.

MHS: Iain Law had said he had a list of the club’s fleet and MHS would try to get a copy for display on the website. MHS

3 AGM

MHS: The traditional date for this was the third Sunday of term, viz. 15 May. MHS would try to book the Winstanley Lecture Hall for this date. MHS
MHS: Asked all committee members to consider motions.

4 Elections

MHS: The traditional date for the elections was the Sunday after the AGM, viz. 22 May. MHS would try to book the OCR for this date. MHS
MHS: Asked all committee members to think of potential candidates for their posts
MHS: Would send out an e-mail declaring the forthcoming elections and encouraging candidate nominations. MHS

5 AOB

1839 Bow-piece

MHS: The club was in possession of the bow-piece of the boat, named ‘Black Prince’, that won the Grand Challenge Cup at the first ever Henley Regatta in 1839. It had been suggested a couple of years earlier (possibly by Simon Blackburn originally) that the River & Rowing Museum in Henley be informed of this fact. MHS reported that he had been in contact with the Curator there who was interested in displaying the piece and would be sending a formal letter to the club to this effect. MHS had indicated that the club would not be willing to relinquish the piece but might be able to lend it for exhibition on a temporary or semi-permanent basis (subject to approval from all relevant authorities). MHS would seek to obtain this permission and negotiate the terms of the loan. MHS
MHS: Declared that the benefit to the public would be the chance to see the piece which was currently locked away in the boathouse workshop; the benefit to the club would be at the very least enhanced publicity.
Someone suggested that it would be good to present the piece formally to the museum. This idea was commended.
This could perhaps occur during the HRR but would very much depend on timing.
MHS: Had read in Rouse-Ball’s History of First Trinity Boat Club that a painting of the 1839 boat had been made. Several years previously Andrew Fisher had deposited a large amount of boat club memorabilia with the college archivist; RB would speak to the archivist to see if the item was in the college’s possession. RB

6 Date of the next meeting

The next meeting would be the AGM, provisionally to be held on Sunday 15 May at 7.00pm in the Winstanley Lecture Hall.

Winstanley Lecture Hall, Trinity College
Chair: Mark Sankey, Secretary

Present from the Committee: Andrew Lea-Cox (AML), Pia Schäfer (PKS), Mark Sankey (MHS), Catherine Aiken (CEMA), Richard Bullock (RB), Honey Duan (HD), Chris Mycroft (CM), Dilini Nanayakkara (DN), Dan Newton (DJTN).
Absent from the Committee: Zoe Michlig (ZCM), Rachel Wolf (RJW).

The total number of individuals present at some point during the meeting, the majority for the whole meeting, was 20 men and 14 women.

Action to be taken is indicated by the initials of the person to undertake the task in bold. Physical events during the meeting are indicated by square brackets.

[The meeting started at 5.15pm, before which a large number of members had signed the Membership Book.]

1 Apologies for Absence

Apologies for absence were received from ZCM who was abroad and RB who was at the inaugural FaT vs BPBC golf match and was hoping to arrive during the meeting.

2 Minutes of the last meeting

The minutes of the meeting held on 30th April 2005 were approved as an accurate record.

3 Membership Book

MHS: Thanked those who had signed the Membership book at the beginning of the meeting. He declared that there would be other opportunities to do so at the end of the meeting and at the elections the following Sunday. The book was also always available in the Captain’s Room, E1 Great Court.

4 Officers’ Reports

4.1 Captain (AML)

Bumps

AML: Summarised the results of the Lent Bumps. The 1st Men had rowed over at second on the river every day (again) and the hope was to catch Caius next year… The 2nd Men had been caught up in some interesting performances from Wolfson (being bumped, bumping back, and being bumped again) and had ended up down one place. The 3rd Men nearly achieved blades but were only denied this because two crews bumped out very early two boats ahead. The 4th Men put in some spirited rows but ended up down two places. In total there were 6 VIIIs in the Lents, an achievement not seen by any club for a long time. He passed on his congratulations to Men’s Lower Boats Captains (MLBCs).

Other events

AML: There had been a good group of novices this year and he hoped they had all enjoyed the experience. There had been an excellent row from HORR crew (which had been the the 2nd VIII in the Lents) – all bar one of them new to rowing this year. They finished 15th in novice category. In the Small Boats Regatta the Club had won the Foster-Fairbairn Pairs in both the men’s (Tom Coker and Dan Holland) and women’s (Erica Thompson and Lilie Weaver) events. Andrew Lea-Cox and Graham Sills had won the Lowe Double Sculls, while Tom Coker had reached the semi-finals in the Maiden Sculls. This would earn the club lots of Mitchell Cup points.
MHS: Asked whether those present knew what the Mitchell Cup was.
[A considerable number indicated that they did not]
AML: Explained that the Mitchell Cup was awarded to the college club that had the best overall results in CUCBC events during the year. It was judged on the basis of points, where such points were awarded for achievements like being head of the river, gaining blades or winning small boats races. He illustrated this by saying that although Caius had been men’s Head of the River in both the Lents and the Mays, Downing had won the previous year’s Mitchell Cup. First & Third were doing well so far in this year’s competition.

CCC2005

AML: Announced that plans were going well for the Cambridge Channel Challenge 2005 (CCC2005), an inaugural race across the English Channel in IVs. LMBC had done most of the required organisation, including securing a sponsorship deal for the race with Deloitte. The event would be raced on the first day that the weather permitted in a “window of opportunity” after May Week.
Someone: Asked who would be in the crew.
AML: There was a squad of 8 people, out of which the crew of 4 would be decided closer to the time. He urged the whole club to support the crew and the event, and noted that a minimum of 100 people were required to attend a drinks party organised by Deloitte. He also mentioned that there was a hope to set some world records during the event so Guinness Records had been informed. For example, the fastest boat across the channel…
MHS: Pedantically pointed out that AML was referring to the fastest coxed IV.
AML: …and the largest rowing race across the channel. The race would also “christen” the club’s new coastal IV. He also stressed that it was a charity event, designed to raise funds for Cancer Research UK and the proposed Cambridge Sports Complex on the West Cambridge Site.

Equipment

AML: Reminded that this year the club had acquired several new boats and proceeded to give details:

• The new coastal IV was similar to Titan (i.e. with a restricted shell) but was a IV. It could also be rigged as a quad and would be good for teaching novices to row and scull.
• The new novice VIII was currently named TR3 while Black Prince 3 was off the water. He noted that Mr Weaver (Lilie’s father) was attempting to repair the latter.
• The new launch (an inflatable motorboat) was using the outboard motor that had been in the boathouse for last 4-5 years. The motor had originally been purchased by the old boys club, Black Prince Boat Club (BPBC). The launch itself had been bought from the University Lightweights club (CULRC).

MHS: Asked if it could be used on the Cam.
AML: Clarified that it could not but could be used off the Cam, for example at Peterborough, on the Tideway and at training camps. It would make an excellent coaching tool, particularly where it was not possible for coaches on the bank to get close to the crews. BPBC might also wish to use it.

Sponsorship

AML: Reported that the contract with Mercer Management Consulting, worth around £3k – £5k p.a. for a three year period, had ended the previous year. He had in fact been approached by them to renew the contract. He aimed to negotiate a high value, particularly in the light of the contracts that some other college clubs had signed: ultimately he would like £10k p.a. At the moment the contract looked likely to be worth £7k, £8k and £9k for each of three years respectively but he was still waiting to sign it. Mercer had also agreed to sponsor £500 towards the cost of the cross-channel race.

4.2 Women’s Captain (PKS)

PKS: Delightedly announced that it had been a very good year for the women’s club, with some very dedicated rowers and lots of novices. They had started the year training in IVs and produced an average result in Uni IVs. Part of the reason for the slow start was the lack of a Women’s Captain at the beginning of the Michaelmas Term because of the Captain-elect had not returned to Cambridge to continue his studies after the summer. The results had then picked up, with the 1st crew placed second of all the Cambridge college crews in the HOR4s and also the Fairbairns IVs. In the Fairbairn VIIIs the 1st crew was fifth while the 2nd VIII had been the fourth boat in its class.
In the Lent Term a squad system had been used to integrate novices which had worked very well. In the Lents the 2nd VIII had been unluckily forced to row over every day, and sadly the 3rd and 4th VIIIs had failed to get on. However, the 1st VIII went up six places, gaining blades and also rising to the highest ever position of a women’s First and Third crew (seventh on the river).
This term the club currently had 3 women’s VIIIs and a 4th IV in training. PKS was expecting to have a 4th VIII in time for the Mays that would be good enough to get on to the main races: a great feat if it could be achieved. She also expressed her intention for the 1st VIII to break into Division 1 and speculated that the 2nd VIII could get blades.

4.3 Men’s Lower Boats Captains (BJG, PJH)

[Someone threw a paper aeroplane as BJG and PJH took the stage]
BJG: Began by stating that this year the MLBCs had been supported by some good coaches, particularly Dan Jane, Tom Rose, JPD and Ed Peacock. In the Michaelmas Term the 1st Novice VIII had won Queens’ Ergs and there had been generally good results in the Novice Fairbairns Cup.
A total of 29 novices had stayed rowing after Mich Term: a great retention rate. He commented that many lessons had been learned and next year’s LBCs would be wise to speak to the current LBCs. In the Bumps, the 5th and 6th VIIIs had not got onto the main races, but the 5th VIII were especially unlucky not to get a place, being the fastest crew on our records not to do so. Currently 20-25 of the original novices were still rowing. This term many of crews had organised themselves: of 5 lower boats, 4 were self-sufficient. Of the five boats there would be a 7th VIII and a Fellows’ VIII. He closed by noting that many recent ex-novices were getting places in senior boats – a testament to the achievements of the lower boats this year.

4.4 Women’s Lower Boats Captains (DN)

DN: Reported that there had been lots of enthusiastic female novice rowers this year, most of whom had stayed on. In the Clare Novices Regatta the 1st women had reached the quarter-finals while the 3rd crew had made it as far as the semi-finals. In the Novice Fairbairn Cup the 1st women had come 6th, while 2nd and 3rd crews were 47th and 37th respectively. In short it had been an amazing term.
PKS: Asked DN if she would row in the 4th VIII this term.
DN: Replied that she might.
AML: Suggested this conversation would be better kept until after the meeting.

4.5 Coxing Captain (RJW)

Not present.

4.6 Junior Treasurer (HD)

HD: Stated she did not have much to say. She had performed five “lard runs” over the year. She announced that the lard cupboard had produced a reasonable profit because of the current policy of charging members the RRP for goods bought while buying for less than this price.
MHS: Gave a short explanation of the need to make a small profit with the lard cupboard in order to subsidise other events (such as the Mays dinner) as well as make up for losses incurred elsewhere (such as certain social events).
HD: Said there was a plan to lower prices to below the RRP at some point. She finished by proudly declaring that she had bought 90 loaves of malt loaf this year.

4.7 Kit and Social Secretary (DJTN)

[Noises of appreciation were made as DJTN took the stage]

Kit

DJTN: Announced that the kit ordered in the Michaelmas and Lent terms was now all in. He reported that the club accounts roughly broke even on kit orders and explained that race kit was subsidised by casual wear, e.g. hoodies and rugby shirts. He also informed that unfortunately, due to a mistake on the part of the manufacturers, the latest order of splashtops had the club name printed on the back.
Someone: Asked what was wrong with that.
AML: Explained that while other clubs brashly displayed their names on their kit, First & Third preferred a more understated style. It was assumed that others would recognise the “cat and buns”.
DJTN: Reported he was looking into getting the names removed but that if that were not possible the splashtops could be regarded as a limited edition model. He continued to say that the Henleys (zephyrs) that he had ordered from JL had come with trim that was decidedly yellow, not gold, but JL were sending a different sample of trim for next year. Finally, unclaimed kit should be collected by the end of the year.
MHS: Suggested that out of courtesy it should be collected before members leave for the summer so that DJTN would not have to store it during this period.
AML: Corrected that it would probably reside in the Captain’s room.

Socials

DJTN: Concerning the KSS bank account: no float had been transferred from the previous couple of years because it was still locked up in the old account.
MHS: Nodded confirmation. It was hoped that the old signatories (now no longer in statu pupillari) would be able to reclaim these funds soon. MHS would oversee this. MHS
DJTN: Reviewed the socials of the previous term. The treasure hunt in Burrell’s Field had been popular. However, the karaoke during the STCS cocktails had not beeen especially popular but had just about broke even. He suggested that in future it might be better just to stick with a more traditional cocktail party. He was pleased to say he was awaiting permission for a May Week Garden Party in Fellows’ Garden. He noted that he had been dismayed to discover that Bookers (the cash & carry) was not open on a Saturday and offered thanks to former TCSU President Dom Clarke for driving him to another cash & carry. Finally, he announced there would be a punting trip in May Week.
AML: Announced this was traditionally held on “Suicide Sunday”.
MHS: Asked if there would be a repeat of last year’s successful (inaugural) FaT vs Maggie punting race organised by Lilie Weaver.
DJTN: Approved of the idea and said that this would be a possibility. DJTN

4.8 Webmaster (CEMA)

CEMA: Confirmed in an understated fashion that the website was still running. All results from races were up within hours, and there was a continuing stream of photos and crew lists for which she gave thanks to those members who had supplied them. The Lent Bumps had run smoothly thanks to an army of volunteers. The text update service was not as popular as hoped but she and Martin Peck were trying to improve its uptake for the Mays. John Earl’s new (independent) online sculling booking system which he had created for the Small Boat Regatta would continue to be used for the meantime. The reason for the delay in incorporating such a feature in the main website was that she and Martin Peck were currently rewriting the website behind-the-scenes to make it run more smoothly and allow more features. This would hopefully be finished by September. Other new features had been suggested and would be considered after that time. CEMA, Martin Peck
AML: Passed on his congratulations to Catherine and Martin for their hard work and success with the website. Many alumni had been very impressed.

4.9 Secretary (MHS)

Accounts

MHS: Gave a very brief summary of the accounts. He explained that he had been using the double entry accounting system, which was a standard method of keeping accounts that made it easier to keep track of the flow of cash and spot mistakes. The Secretary’s account did not exist to make a profit so nearly all purchases made by the Secretary must be paid for in one of two ways: either by requesting money from the Senior Treasurer or by charging members. Several events throughout the year had, however, made a small loss or profit. This was inevitable because of the difficulty of foreseeing the popularity of events. He summarised these: The Fairbairns Dinner had made a profit of £x. The Second Trinity Challenge Sculls had made a nominal loss of £y this year. However, the reason for this was that 14 pewter tankards had been purchased in bulk in order to present prizes to the winners. There were 10 remaining for subsequent years so it could be expected that the loss incurred this year would be more than paid back the following year.
Damilola Dauda: Asked where the sponsorship money went.
AML: Explained that there were three main sources of income for the club’s expenses:
1) Money from college, 2) the Black Prince fund, and 3) our corporate sponsor, Mercer Management Consulting. The money from Mercer was a fixed amount dictated by the terms of the contract. The Black Prince fund had been set up by old boys as an invested endowment; the exact amount the club received from it year by year fluctuated with stock market. Most of this money went on employing Iain Law as a full-time Boatman. The rest was spent on purchasing equipment, club running costs, maintenance and coaching. Additional funds would allow more equipment to be purchased. These sources of income were administered by the Senior Treasurer, who held an account that was separate from Secretary, Junior Treasurer and KSS accounts. These were three “internal” accounts that were run by the Committee and existed to provide pools of money when needed, for example entering races, ordering kit or organising dinners. The internal accounts helped with cash flow but were dependent on the Senior Treasurer or Members for income.
Dami: Asked whether Novices could be informed of the charges they would be billed for before the signed up for things like races.
MHS: Agreed that this was a good idea and would try to ensure it happened the following year. He had in fact drafted a page detailing what members would be charged for.
AML: Wished to point out that in the club we were very lucky. There was no membership fee to pay which would be expected in most rowing clubs, including some Cambridge college clubs. For example, Homerton students had to pay £25 per term to row. We were only charged for half of some races which was extremely reasonable!

Other news

MHS: Mentioned he had been contacted during the year by a couple of individuals wishing to sell First & Third antique tankards back to the club. The first of these had a cracked glass base and was not deemed to be worth the selling price. The latter was a 2 pint pewter tankard won by a First Trinity crew in the Senior Trial VIIIs of 1890. The gentleman who owned it had bought it from an antique shop some years ago but now wished to sell it back to the club. Mike Proctor, the Chairman of the Black Prince Association (the old boys association) had agreed to buy it for the club using their funds. It was now available to view in the Captain’s Room. MHS also explained that the club was in possession of the bow-piece of the first ‘Black Prince’ boat, which won the Grand Challenge Cup at the first ever Henley Regatta in 1839. It had been suggested a couple of years earlier that the River & Rowing Museum in Henley be informed of this fact. MHS reported that he had been in contact with the Curator there who was interested in displaying the piece and would be sending a formal letter to the club to this effect. MHS had indicated that the club would not be willing to relinquish the piece but might be able to lend it for exhibition on a temporary basis (subject to approval from all relevant authorities) which might generate publicity for the club. MHS would seek to obtain permission for this and would report back if there was any more news. MHS

5 Proposed Updates of the Constitution

MHS: Wished to propose some minor changes to the constitution to make it up-to-date and correct. He clarified that he did not wish to propose any new ideas in this item of the agenda.

5.1 Paragraph III.4.e

MHS: Proposed removing the information concerning the “Vice President” in Paragraph III.4.e because there was no longer a club Vice President and the information was therefore misleading.
Someone: Suggested that instead of removing the information completely the title should be renamed to “Kit and Social Secretary”. This committee position was not mentioned elsewhere in the constitution and performed the same duties as the previous “Vice President”.
MHS: Agreed to change his proposition accordingly. He proposed changing the term “Vice President” to “Kit and Social Secretary” in Paragraph III.4.e.
[A vote was taken. There were 3 votes against, 1 abstention and a majority in favour. The motion was carried.]

5.2 Paragraph VI.5

MHS: Paragraph VI.5 stated “General training kit may be obtained from Ryder & Amies or A. E. Clothier in Cambridge.” MHS was not aware it was still possible to obtain kit from Ryder & Amies and proposed changing Paragraph VII.7 to: “General training kit may be obtained from A. E. Clothier in Cambridge”.
Someone: Objected on the grounds that it was still possible to get gold socks at Ryder & Amies. Perhaps a line could be added to this effect.
MHS: Decided that would be too specific and dropped the motion.
[No change was made.]

5.3 Paragraph VII.7

MHS: Reported there was a spelling mistake in paragraph VII.7. MHS proposed changing "Forster-Fairbairn"[sic] to "Foster-Fairbairn".
AML: Suggested that no vote was required for such an obvious mistake.
[The change would be made by default.]

6 Debate concerning proposed changes to the club committee structure

MHS: Explained that this item on the agenda was not intended to produce any changes to the constitution. The constitution was supposed to be a set of rules virtually “set in stone”; MHS, and several previous Secretaries, did recommend changes to it that were based on impulse or a whim. Instead, he advised that proposed changes should first be tested and shown to be worthy before being permanently implemented. The idea of this agenda item to was to debate some proposed changes to the committee roles with a view to trialling them for a limited period (if they seemed sensible and if the committee approved). If the trials proved successful then a vote on a permanent change could be made at the following AGM.

6.1 Changes to Changes to the Secretary, Kit & Social Secretary and Junior Treasurer

MHS: A few years ago, Andrew Fisher, the club Captain in 2002/3, considered restructuring the committee posts. He drafted a new constitution featuring several changes to many of the committee posts but never actually proposed them. MHS was now proposing one of those changes as follows:

1. Transfer the organisation of Boat Club Dinners from the Secretary to the KSS.
2. Transfer the organisation of kit from the KSS to the JT.
3. Rename the KSS accordingly to "Social Secretary"

The consequences of this are:

1. The Secretary gets a slightly lighter workload and can concentrate more on keeping the accounts and other admininstration, e.g. race entries, safety, minuting meetings, and organising marshals etc.
2. The KSS (now "Social Secretary") has a similar size job as before, gaining the organisation of Boat Club Dinners but losing the responsibility for ordering kit. The role now becomes more specific, being responsible for all the club’s social events.
3. The JT gets a larger job, gaining responsibility for ordering kit. However, the job would not be so large as to make it difficult to accommodate this extra workload.

Finally, no new bank accounts would be required because all three positions currently have accounts. MHS asked what the club’s thoughts on this were.
[A debate ensued in which it became apparent that those present were generally supportive of this idea, with no strong views expressed either way.]
HD: Was standing for the role of JT and said that she would be willing to take on the extra responsibility required under the new system.
Dan Jane: Was standing for the role of Secretary and would also be willing to comply.
AML: Asked DJTN whether the online kit ordering system made the job easier.
DJTN: Replied that it made obtaining order information easier but was not able to do the job of placing the order, chasing up the manufacturers and collecting members’ cheques.
Someone: Pointed out that it would benefit the club’s relationship with the Catering Department for one person (the Social Secretary) to deal with them, as was the case with the new system.
HD: Said that ordering kit would spread the workload across the year for the JT so would not cause a problem regarding concentration of work.
MHS: Was concerned that one problem with the new system was the concentration of work for the Social Secretary around the time of the Boat Club Dinner and bop. The entire committee would be needed to help as part of their shared duties.
Someone: Asked what the powers of the Overall Captain were. Could the Captain dismiss someone from the Committee?
AML: Said that in principle the Captain could, but it would be more likely instead to hold a vote of no confidence in the said individual.
Someone: Wished to propose a vote of no confidence in the Coxing Captain.
AML: Asked this matter to be put on hold until the agenda item ‘Any Other Business’.
MHS: Summarised that the club seemed to be in general approval of the proposed changes and asked those standing for positions on the new committee to consider adopting the changes for a limited period trial, for example one or two terms. It would require a consensus between the Secretary, KSS and JT before it could be implemented.

6.2 Changes to the Lower Boats Captaincy structure

MHS: BJG had raised this item and asked to him to present the issues to the club.
BJG: The position of Men’s or Women’s Lower Boats Captain was one that 3 or 4 people stood for but only 1 or 2 people actually carried out. Andrew Fisher had suggested reducing the number of LBCs to 2 for men and 2 for women. BJG, however, disapproved of this idea because then the job would definitely be performed by only 2 people. The novice term was very different from the other terms for the LBCs. This year, for example, there were 110 novices all wanting to row but all having different availabilities and levels of rowing competence. BJG’s idea was to have one overall MLBC and one overall WLBC. However, he conceded that ZCM (not present) disagreed with this idea. He elaborated: Currently there was a level LBC structure with no one person officially in overall charge; he wished to introduce a second level. There were presently 7 LBCs, with all 7 going to committee meetings and getting bored when only 2 were needed to represent the others. The current system seemed to be very inefficient. He then proposed his plan as follows: The overall men’s and women’s LBCs would sit on the main Club Committee. Beneath this there would be a Novice Sub-Committee, comprising the following:

• A Novice Social Secretary; this year no social events had been organised because the LBCs were too busy and tired to do so.
• A Novice Coaching Organiser; who would arrange coaches for novices.
• A Novice Contact; who would find out novice availabilities.
• A Novice Coxing Captain; who could recruit and coach novice coaches.

[MHS attempted to illustrate this on the blackboard]
Dami: Had asked whether someone could run for both Coxing Captain and LBC. She had spoken to Andrew Fisher who had stated that his intention when he proposed the post of Coxing Captain in 2003 was that they should be separate roles.
AML: Explained the role of the Coxing Captain. Coxes need lots of coaching and support. The Coxing Captain should be the organiser of the Club’s coxes, acting as a point of call, arranging outings, training in safety etc.

[A debate between BJG and Dan Jane followed.].

AML: Asked PKS to speak.
PKS: Gave her comments on the subjects of LBCs and coxing. Being an LBC was a huge job. There was often disagreement among the LBCs as to who held which responsibilities. There was also a large spectrum of competence. For example, this year DN had been organising coxes because the Coxing Captain had not done so. The LBC system could be made more efficient. It was especially hard in first term since LBCs were often inexperienced and would need to learn how to cox themselves to meet demand for outings.
BJG: Pointed out that often LBCs would try to have a rotating system of responsibility so that the workload could be shared more evenly. However, many Novices were currently being “lost in the system”.
Harriet Booker: Suggested using a combined e-mail list for all the LBCs.
BJG: Thought it was a good suggestion and had in fact just started using such a list. However, it still would not establish individual responsibilities. He suggested that for the first four weeks, all the LBCs (men’s and women’s) should work together. Later, they should split into separate men’s and women’s teams.
DJTN: Asked if the LBCs could discuss their plans later.
Tom Coker: Aired his thoughts. A head LBC was a good plan but should be informal and not too set in stone. The LBC workload was appropriate for 3-4 people but was currently managed quite inefficiently. It would be better if more events happened at he same time, e.g. having 8 novice tubbing simultaneously or making sure all novices can find the boathouse at same time. Novices would be able to cope with less time flexibility over outings and such a system worked well for school rowing which took place on Wednesday afternoons. The new LBCs should meet with the old LBCs to discuss how to make the process more efficient. Perhaps a head LBC could be nominated at the election, or if not at a committee meeting.

Dan Jane: Suggested that LBCs turn up to coxing meetings. These points could be raised again at the elections.

7 Elections

MHS: Reminded the club that the elections would occur one week hence, at 7.30pm in the OCR on Sunday 22nd May.
Damilola Dauda: Asked who was eligible to propose or second a candidate.
AML: Replied that any active member of the club may do so.

[RB and CM arrived from the golf match]

MHS: Outlined the voting procedure. Candidates would have several minutes to give a short speech and would then would receive questions from the floor. For the sake of brevity he suggested around three questions per candidate, although there was no constitutional rule forbidding more. Discretion should be exercised in this regard.
RB: Asked if there should be more questions for Captains.
MHS: Agreed this was sensible and suggested five questions.
MHS: Continued to say that after questioning the candidate(s) would leave the room while further debate would ensue and silent votes were cast. When the votes had been counted the candidate(s) were asked to come back into the room to hear the result.

8 Any other business

Coxing Captain

James Tanner: proposed a vote of no confidence in the Club’s Coxing Captain.
Will Dean: Seconded the proposition.
MHS: Asked AML what consequence this vote would have if passed.
AML: Explained that it was a formal sign that the club members had lost their confidence in the Coxing Captain to perform the required duties. Ordinarily the post-holder would be asked to resign and a re-election would occur but he decided that in this case he would not insist that this occur because the main club elections were only one week away.

[A vote was then cast. The proposition was passed with 18 votes for, 1 against and 8 abstentions.]

STCS

RB (as Race Organiser of the Second Trinity Challenge Sculls (STCS)): Asked whether there would be a change to the Constitution concerning the operation of STCS. He informed that CUCBC wished there to be either a single shell and a single clinker division, or a single shell and a double shell division.
MHS: Explained to those present that this year for the first time the club had trialled having a double shell division, in addition to the traditional single shell and single clinker divisions. The intention was to consider replacing the clinker division with the double shell division. He asked RB what the outcome of the trial was.
RB: Replied that he did not have the full details at hand (Jacob Shepherd, the Race Secretary, would be able to provide them) but that he believed that there had been 3 contestants in the clinker division and 5 boats in the doubles division. Therefore the double shell division had been more popular and more profitable than the clinker division.
MHS: Suggested that rather than changing the Constitution immediately (especially as no advance notice of such a proposition had been posted), instead one more trial be conducted the following year. There should be single and double shell divisions but no clinker division. This way any objections to the lack of a clinker division would be raised; MHS could only think of one person – the winner of the event the previous two years – who might present such an objection. The trial should also serve to keep CUCBC content and allow any proposed change to the Constitution the following year to be made based on an average of the two years of trials.
RB: Agreed with this decision.

9 Date of the next meeting

AML: The next AGM would be at around the same time the following year.
MHS: Stated that it was traditionally held on the evening of the 4th Sunday of the May Term.

[The meeting closed at 7pm.]