Murray Edwards College Boat Club Agenda for Committee Meeting 1 2nd October 2011; ME Bar

Present: Jeny Oates (JO), Chloe Wallis (CW), Ying Chow (YC), Marina Steketee (MS), Sally-Anne Bennett (SB), Ola Janusz (OJ), Gina Dalgleish (GD), Vanda Pickup (VP)

1. Apologies Liz Gorton and Owen Saxton had prior commitments so could not attend. 2. Plan for beginning of term MS will email Mark a provisional schedule for this week, including most rowers who will row as seniors this term, and all who would like to be in W1. This weeks outings, from Tuesday, will be rotating crews. At the weekend crews will be decided. 3. Boatie Tea SB looked at last years budget and a budget of 25 this year was agreed by the committee. Biscuits will be provided (rather than cakes). OJ will bring food early and then CW and MS will set up from 2:30. GD, CW and YC to bring laptops to sign up on, and OJ will provide an iPad with rowing pictures and video on it. CW checked that the safety forms are set to automatically update onto a spreadsheet. LBCs need to check that sign-up sheet asks about previous rowing. CW is going to print sheets for novices to sign up for tubbing on, and also will print 20 leaflets which need contact information on them. More will be printed if necessary during Boatie Tea. CW will confirm the booking with caterers and ask about the set-up. Owen Saxton will bring Pegasus Cup out for Boatie Tea. LBCs requested that lots of committee members come to help recruit, and that they wear stash. MS is to email Izzi Boanas-Evans(IB) to ask her to come in CUWBC stash. YC asked that novices are made aware of the need for subs, and SB is to calculate how much the boat club spends per novice. 4. Tubbing The times for tubbing are: Thursday 4-6, Friday 4-6, and Sunday 10:30-1, with a session on Saturday possible if enough people sign up. The LBCs request that at least 4 seniors sign up to attend each session. The novices will be shown how to row on an erg, will do a 500m erg test and will go tubbing. YC warned that some people will get lost or not turn up and some will turn up who hadnt signed up LBCs need to ensure that these people sign the safety form. CW said she has not heard back from Emanuel, the contact at Peterhouse, about whether the tub is free for these times. 5. Boat Purchasing YC explained that the boat club is to get a loan from the JCR. This will be paid back by paying about 700 per term. The repayments should be finalised by YC, SB and the JCR in the next

week. The new boat has been ordered and should be here by the end of term, but will be here by Lent term: it has an estimated time of 6-8 weeks from ordering to delivery. 6. Fundraising Holly Smith (HS) has been dealing with outside companies: Cambridge Consultants no longer sponsor us: YC said their reason was because they didnt get enough feedback from us. HS has tried Ernst and Young but they say were too small and they wont reach their target audience by sponsoring us, so the boat club will not get sponsorship from them. CW has a contact at LOreal: the committee thought the boat club is the type of club they are likely to want to sponsor and CW/HS will follow this up. YC said that the Alumnae Dinner in Lent needs planning: this will hopefully fundraise from alumnae. YC, GD and VP should decide dates this week, and begin planning so that invitations can be sent out. Fundraising from members was mentioned, but they already pay subs, and for kit and socials. SB must ensure that money is made from kit sale: currently postage is paid for by the club. YC suggested adding a small donation per payment, of 2-3. YC said the committee should make sure that members know why were fundraising. YC is planning to have a 24-hour erg in the walkway in Michaelmas. Dates suggested are 4th5th November to tie in with bonfire night (by YC) or around 28th October so parents visiting their children during half-term are around to donate (by SB). YC wants to set the date as soon as possible but not too close to Queens ergs, which does not have a published date yet. JO is to ask contact at Queens BC about date of Queens ergs. The date also should not clash with other novice events. The committee decided the boat club will try to beat the distance travelled in the last 24-hour erg.

7. Second Boat for Michaelmas MS is to try to find a boat the boat club can rent as a second boat for Michaelmas. First option is for MS to email IB (President of CUWBC) to see if CUWBC have a spare boat they can lend us. Another option for MS is to ask town clubs whether they can lend us a boat for term. The boat club could then offer them Owen or the new boat during our holidays, for instance in town bumps. A third option is to ask clubs (eg Robinson) who used to be larger, so have boats, but are now very small clubs who will no longer be using the boats. YC has suggested a budget of 200 for the rent. 8. Safety Audit MS stated that the boat club need to ensure that the boat club have lifejackets, bowballs, etc. to follow the CUCBC safety rules. 10 golden rules need to be up in the boat house, but this is up to Peterhouse. The club also needs to record outings and crews. Senior outings will be recorded using google docs it will need to be ensured that these are filled in. Novice journals will be used to record novice outings. For racing, YC said that it is the crew that

must have done 10 outings, not each individual rower. SB needs to provide insurance details by the fourth week. 9. Senior Treasurer YC announced that Owen Saxton is now the Senior Treasurer of the Boat Club. SB is to look into making him a signatory for the account. 10. Neptunes Eleanor Dickinson is writing Neptunes. This should come out next week. YC is waiting to decide on the date of the alumnae dinner, so it can be included in Neptunes. 11. Rowing Camp Jenny Tollman, a member of the boat club is from Germany near the Rhine, and her family have offered to host us for a rowing camp. Her dad and brother both row and MECBC could use their boats. Those on the camp would only need to pay for travel and food. The boat club needs to decide when to do the camp to let Jenny know. MS is to make a Doodle poll to decide between the Easter holidays and the summer holidays. MS will also make a poll to decide whether to have a camp at the beginning of Lent term, which would be in Cambridge, with a day out, probably to London. 12. Subs Novice subs will be kept the same as last year at 12. The subs for the second boat will increase to 20 to help raise funds and pay to rent the boat. 13. Beer Party VP suggested either having a barbeque at Peterhouse Boat House or at Clover and Hammond house. It was decided that it would be better at the boat house because it will be cheaper, and the boat club can definitely get permission for it (this is not certain at Clover and Hammond House). It could not be on the walkway in Murray Edwards due to health and safety. The committee decided it will happen after tubbing on Sunday, from 1-5. YC will contact the brewery immediately to ensure the boat club can have the free beer (for winning the Pegasus cup). GD has emailed Peterhouse to confirm the barbeque will be possible. Our novices will be invited, along with people at Peterhouse, Girton and Caius. VP suggested that the boat club advertise it as a barbeque for everyone (not just boaties), hosted by MECBC. GD will make posters to be ready for Boatie Tea, and will also make a facebook event. VP and GD did not want to use tickets so it was decided to have a guest list of whos already paid, with the barbeque as pay beforehand by cheque, or pay on the door. VP said that 12 charge would make us a profit of 5 per person, so 40 people are needed to make a profit of 200. It will be an all-you-can-eat barbeque, and all you can drink as well. Along with the free beer, the committee decided to provide sangria.

14. AOB YC had found some things in the Captains box which should not be there: the LBCs got an example log of novice outings and also some advice on coaching. SB was given some insurance and bank account information. YC suggested that if not enough freshers sign up, the LBCs consider advertising tubbing to fellows. YC will update the newhall-boatclub@lists.cam.ac.uk to add some fellows who are interested such as Kate Love and Owen Saxton. Members should be aware that emails to this list will go to fellows. The mecbc-members email list needs updating: MS is to make a list of people to add and send it to JO to update. The novice list also needs updating: JO is to let MS know who is on the novice email list and MS is to say whether the email address is to be discarded or put onto the mecbc-members email list. JO is to email members the email address to send photos to. Members should also put photos on facebook. GD and VP need to start organising Fairburns Dinner so that alumnae invites can be sent out. GD is to email Ruth Allwood to confirm the booking, and to book next years (which should be on the equivalent date), and find out about the menu options. OJ advises to choose the expensive menu because she and MS chose the cheaper menu last year and it was noticeable. OJ also said that it is normally a small dinner as other events happen on the same day, and says it is important to get cheques beforehand. LBCs will need to organise novice prizes. OJ and MS also suggested buying more than half a bottle of wine each for Lent Bumps Dinner, and mentioned that 6 bottles of champagne are in the sports cupboard. GD and VP said that there are potential boatie swaps, from about third week, with Selwyn and Girton. VP suggested trying to fundraise by charging other colleges more than formal costs and YC agreed, and said the easiest way is to pay by cheque through the boat club and do a group booking. GD and VP were warned that it is important to take money as soon as possible, and certainly before the meal.