Introduction
An important message from the Treasurer:
As we start a new Club meeting season, it is worth reminding everyone of the system for apologising for meetings.
“Apologising”, by sending an email/text or mentioning it to the Chairman or Secretary doesn’t work. Our Catering Officer John needs the information by a reliable route, and this is the website apology system. Not only does this inform John, it also produces an entry on the database that I use to calculate the charges for a meeting. Seeing the Chairman/Secretary/Catering Officer in the pub and telling them you are not going to a meeting just creates confusion and errors and can mean the club accounts are not correct or you are charged when you could have avoided it.
Our Catering Officer John has a difficult job negotiating with venues and keeping costs reasonable. If he doesn’t know how many are going to attend a meeting it makes his life more difficult. It is also embarrassing for us as a club if we book for a number and a lot less turn up.
So, just to remind everyone – you will be charged for a meeting unless you:
- Apologise by the notified time – 6.00pm on the Friday before the meeting (unless notified of a different deadline), using the website apology system (below) OR
- Have agreed a long-term leave of absence via our Secretary. (If you are on long term leave and want to attend a particular meeting, please use the “opt in” part of the website to let John know you are coming.)
We have to do this as many venues charge us for booked numbers and some are not flexible – so if the club doesn’t charge you, it is the other members that would otherwise bear the cost as meal charges would have to increase.
Please use the system (and don’t leave it to the last minute, as even the best websites are subject to down time!). You will get an email confirming your apology – if you don’t see it check your junk/spam folder. If you still cant see it, it is likely that the apology has not been received and you need to try again.
Having said that, if circumstances force you to miss a meeting that you intended to go to, John would still appreciate you letting him know, even at very short notice. It won’t save you money, but as a courtesy he can then let the venue know, stopping the embarrassment of loads of empty seats. Occasionally he can reduce costs, and any surplus resulting is put towards our AGM wine fund.
Best wishes
Iain
Scarborough 41 Club Treasurer
Procedure:
Please use the form below to make your apology. You can apologise for up to two future meetings in one go using this form. To apologise for more than two, submit your first two then refresh the page and add your additional date(s). To apologise for a block of meetings for any reason, please contact the Club Secretary.