COUNCIL of CLUBS
Minutes of the meeting on Wednesday, 23rd April
2014 at 10.30am in Room 232 on Level 2 of the Graham Hills Building.
The Convenor welcomed everyone to the meeting, especially
Grace Gray representing the new Nordic Noir Club.
Convenor of Clubs
Architecture & Design Eddie Glen
Book Jean Adams
Bridge Sheila Hawthorn (Minutes)
French Douglas Knutt
Genealogy Helen Dickson
Music Appreciation Patricia
Nordic Noir Grace
Cairns, 3ls Vice President
Foley, Social Convenor
Wendy Dallas, CLL
Janice MacWhirter, CLL
Bow (Italian); Wendy McCallum (Art); Myrtle McGregor (Webmaster); Joyce McKenzie (German); William Reid (CLL); Jessie Robertson (French Book); Carmen Rubio-Gutierrez (CLL).
No amendments were required and the Minutes of the meeting
on Wednesday, 12th February 2014 were proposed by Patricia Cook (Music Appreciation) and seconded by Grace Smith
Club Membership Lists: Some are still outstanding. Please confirm
to John by email if your list has been submitted and to whom.
Web-site: Each club should have a nominated person who ensures
that web pages are kept up to date.
Social Events: The Central Hotel matter is still on-going. The Chairman
and the Chief Executive have been contacted. Peter is to meet with the General Manager. Although a 10% reduction was given,
the main points at issue have still not been dealt with.
Club: The Book Sale raised £280 for the
President’s Charity. There was some disappointment at the number of people. The club will review the organisation for
a future event.
PEEP (Personal Emergency Egress Plan)
members with special needs or mobility problems must be identified as soon as possible. This includes slowness of movement
which could impede others. A PEEP must be in place for relevant members for session 2014-2015. Without it they cannot attend
club meetings. This is a legal requirement. A PEEP application can be dealt with in a day but Janice would appreciate more
notice if possible. Standard wording for use on enrolment forms is being prepared. When finalised, John will send this to
clubs, hopefully by the end of August. While people must indicate a mobility issue on the CLL application form, there is no room for detail. In the event of a fire, only club members on the PEEP list
will be allowed access to an Evacuation lift as these are controlled by Security. A mobility problem on the Abbotsford outing
highlighted that people are not always aware of their own limitations.
8. A) Items required by the Convenor of Clubs as per Guidelines.
Make sure you know which items have to be sent to the Convenor.
B) Club Membership lists.
be sent to John and William so that they can cross-check with those who have paid the 3Ls subscription. (William’s email
address is email@example.com). The lists should be submitted before the end of the first term.
Over 30 club members have not paid this session. This is a recurring problem resulting in a loss of income. William will write
to those who have not paid for session 2013-2014. The system requires tidying up. Peter hopes to have the membership cards
available before the Open Day so that potential club members may show them when enrolling.
9. President or Club Annual Report
Reports should be sent
to John. He has changed the style of the Report of the Convenor of Clubs to the AGM in the hope of getting messages across. He felt that the Report had lost its significance at the AGM. Peter offered to include any specific club highlights in his report. When John asked
for comments on his Report, it transpired that some people had not received the AGM email. They were advised to check that the office had their correct email address and also check that the
information had not gone into Junk or Spam.
Accounts (Access to IT, Audio Visual and Photocopying.)
in the form on 7th floor. The cost is still £50. As for session 2013-2014 the CLL will pay half of this. Peter will propose to the Management Council that they again pay the other half.
This may change in session 2015-2016. The generosity of both the CLL
and the 3Ls in this matter is much appreciated. When the Account Holder demits office, the account will pass
to the New Office Bearer who will be the sole person responsible. The password must be remembered as no copy is kept in the
office. In an emergency it can be obtained from IT services.
11. Succession Planning
Elsa Foley, Margaret Dunn and Barbara Brown had a very productive meeting on this topic. It is important to keep encouraging
club members to participate and better to target a potential replacement than to make a general approach. When changes are
made notices and the web-site should be updated as soon as possible. (No residential addresses should appear on these sites!)
12. Social Convenor
The three outings so far this session had been most enjoyable
and interesting – Commonwealth Games Venues, Falkland Palace and Abbotsford. The Games venues showed particularly the
benefits to the East End. Plans for the visit to Mount Stuart around June 11th or 12th await the coach
price. Elsa will welcome ideas for next year’s outings.
13. Health & Safety
There was no business under this item.
Margaret Dunn (Italian), Douglas Knutt (French) and Helen
Wilkie (German) are all demitting office. John thanked them for their attendance at meetings.
Information seminars about the Summer School in Palma will
be held in May. Emails will be sent with dates of meetings.
The three clubs represented on the Management Council in
session 2014 – 2015 will be Spanish, Theatre and Traditional Music.
William will be asked to have the booking forms for Club
accommodation for next session ready by the end of June, if possible. Requests may be made any time over the summer. Because
of the University’s Central Booking System classes are timetabled first. It is hoped to have Club bookings available
by the Open Day. The cost will still be £5 per hour. Central Pool Room Accommodation is possible through the University.
the University Association of Lifelong Learning awards in London in April, Rob Mark’s submission ‘The 3Ls Students’ Association’ was Highly Commended and won
a Joint 2nd
Award. Particularly commended was the joint
relationship between the CLL and the 3Ls. Peter accepted the Award on behalf of both
groups. He expressed his thanks to all concerned.
Raffle ticket stubs, returned unsold books
and cash or cheque should be handed in to the office on Level 7. Cheques should be made out to the 3Ls Students’ Association.
All returns should be made by 14th May. Club donations should go to Christine King, Honorary Treasurer.
Peter concluded by thanking John for his very diligent and
tireless efforts and his hard work overall during his first year as Convenor of the Council of Clubs. His remarks were warmly
applauded by the meeting.
15. Next meeting
The next meeting of the Council of Clubs will be on Wednesday,
August 27th at 10.30 am, venue to be advised.