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Advice to Club Committees

In case you are new to the committee and not familiar with how the financing & other matters work for the Conference AGM, here are a few pointers:

Up to 2 delegates:-
Your club is entitled to send up to two delegates to the AGM at no cost for the meeting element (accommodation, evening meals and entertainment costs are still payable).

Additional participants:-
Are allowed to attend and speak at the meeting as Observers but not to vote. There is payment of £18 for one day £30 for two days per person to cover the cost of refreshments during the AGM for additional participants.

Travel Subsidy:-
A travel grant is paid indirectly to the Conference meeting attendees via a deduction from the club levy. This Travel Subsidy should then be paid to the attendees by the club.

This year the Travel Subsidy is calculated as follows:-

• If there is a mileage claim, based on the number of miles travelled . Only one mileage claim per club is payable. The rate payable is 25p per mile.

• If your club’s delegates travel by public transport then delegates are expected to obtain the cheapest fare available by booking in advance. If the rail fare exceeds the mileage claim that would be payable, then the subsidy will be capped at the mileage claim.

Small clubs grant for attending Conference:-
To reflect decreasing membership numbers the aIVC committee has had to review the definition of a small club. This has been necessary for the purposes of eligibility to receive the small clubs grant that is payable to such clubs if they send a delegate to the Conference.

We have decided that for this year, the small clubs grant will be paid to those clubs with 35 or less members. This figure corresponds to approximately half the average club membership.

Re-imbursement of delegates costs:-
Subsidies to delegates are at the discretion of your club. However, do remember that your delegates are giving up their free time in order to represent your club’s interest at the aIVC AGM. So ask yourself how much subsidy you would expect to receive if you were doing that on behalf of your club.

Motions to be put to the Conference:-
These should be received by the secretary two months before the AGM. This year that means Monday 14th May 2018.

Once these have been collated they will be published on the aIVC web site as well as distributed electronically by 5th June 2018. This should give time for your club to discuss them and instruct your delegate(s) on how to vote.
 
 
CONFERENCE 2018 @ SUSSEX UNI, BRIGHTON

The Conference web site uses the same login details as the main AIVC web site.

You can obtain details of the login for club members from the officers of your local member club.
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