Policy Discussions & Decisions

Back in January two new discussions were started.

• Increase the Roadshow Allowance Payment

• Amendments to the Roadshow Policy

Increase the Roadshow Allowance Payment

As the Roadshow Allowance Payment is defined in the Roadshow Policy any increase amount needed to be agreed first. Consensus has now been reached and an increase approved with by majority vote so the amended Roadshow Policy can now be voted on.

Amendments to the Roadshow Policy

The current Roadshow Policy can be viewed via this link - https://www.oolivesteam.com/_files/ugd/7d542b_57793bd3786549daa70ac816556828af.pdf

The proposed changes can be viewed via this link - https://www.oolscom.org/group/policy-discussions-decisions/discussion/a301ec03-5a1a-4e84-8b1f-f3f35334e670

The Amendments (changes are identified in italics)

Add a new first paragraph identifying the Roadshow purpose.

The Roadshow is the public face of the OOLS club. Its purpose is to entertain and educate the public and to support club members within the wider community.

1. The aim is to attend 8/10 events per year.  

   No change

   
   

2. The Roadshow Events Manager (REM) will propose the exhibitions to be attended, committee members are also encouraged to propose events to the roadshow events manager

   Removed the unnecessary words ‘to’ and ‘committee’

   
   

3.    The layout will require a minimum of seven people to run it, this is made up of two inside the layout to operate the two loops, two outside to engage with the public and operate the public loop, two to take responsibility for the technical help desk and shop with one further person on a break. Ideally a further two people are required to allow for additional breaks and busy periods

  Increase the minimum number from five to seven and change the word ‘man’ to ‘run’

Increase the outside loop number to two and add the words ‘engage with the public and’

Increase the technical help desk number to two and add the words ‘ and shop with one further person on a break’

Insert the word ‘additional’ (in the additional people section)

4.     At least three committee members must be in attendance during setup, during the operation of the event and during breakdown wherever the Roadshow is in use.

Although initially proposed that this section be removed altogether the unfortunate damage sustained at a recent show (likely caused by helpers less familiar with the breakdown process) confirm that this is an important rule that should be retained.

5. All committee Roadshow Team members operating the stand must wear club polo shirts/fleeces, however, temporary help will not be required to do this, but should be encouraged to wear a dark blue polo shirt or top. 

Changes the word ‘manning’ to ‘operating’ and adds dark blue top as an option.

6.     Roadshow Team members attending public events agreed by the REM may be paid a Roadshow Allowance. This allowance is a contribution to help offset the costs of hotel rooms, transport and food and will be restricted to public events. This will not include our own internal ‘Summer Meet’ as the OOLS Club does not directly benefit from our own get- togethers.

No change

6.1  The roadshow allowance is nominally £70 per person per hotel night. (A hotel night is defined as a one night stay away from home in paid accommodation plus service with the Roadshow both sides of that night). No receipts required. At the Roadshow Manager's discretion, the Roadshow Allowance contribution may be increased/decreased subject to unusually higher/lower than expected costs for a particular event.

Incorporates the increased Roadshow Allowance Payment (£60 to £70)

Clarifies the wording on what constitutes a ‘hotel night’

6.2. The Committee member transporting the layout will also be able to claim for fuel using national average fuel prices and the vehicle MPG. No receipts required.

At the Roadshow Manager’s discretion, other members of the Roadshow Team not receiving the Roadshow allowance may also be paid a contribution towards fuel costs.

No change

6.3. A number of the shows pay expenses and require receipts, if this is the case the REM will let those attending know this in advance, they will then make best endeavours to supply the REM with as many receipts as required for fuel and hotel expenses.

No change

Val Price

OOLS Roadshow Manger

Please vote clearly agee, disagree, abstain