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CERN Clubs Presidents' Annual Meeting 2017
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Europe/Zurich
30/7-018 - Kjell Johnsen Auditorium (CERN)
Welcome to all Club Presidents
David Foster: Head of Office of Data Privacy Protection
“We should treat personal electronic data with the same care and respect as weapons-grade plutonium — it is dangerous, long-lasting and once it has leaked there’s no getting it back.” — Cory Doctorow
Before working with personal data at CERN consider the following questions:
- Do I really NEED to collect this information?
- Have I INFORMED the individuals concerned?
- Do I keep this information adequately PROTECTED?
- Do I securely DELETE this information when the purpose has expired?
- Am I prepared to RESPOND to individuals' requests about the information I hold?
- Do I understand how, when and why this information is SHARED?
Unclear? Unsure? Unhappy? Contact the ODPP with your question.
Clubs will need to have a (or many) service manager(s) to manage the issue of Data Privacy before the new regulation is introduced in May 2018 - David and his team are available to aid us in this task.
Anyone willing to join a small committee to manage this should contact rachel.bray@cern.ch. See https://odpp.web.cern.ch/ for more info.
Space Management and Works - Joelle Belleman
https://espace.cern.ch/ccc-clubs/Shared%20Documents/reunion%2020_09_2017.pdf
Joelle listed the works which have been completed and the works which are currently ongoing.
Federico requested a signpost at the entrance of the barracks to indicate where each club is housed.
Sebastien asked what time the main gate is opened and closed (there is some discussion about the official time, however, CERN Security will close the gate in the evening - they have to be informed if an event goes beyond 23.00) Once the gate has been opened in the morning, it can remain open.
Electronic Locks, those clubs who have requested the locks will be asked to contribute to the cost, the SA will provide 5kchf and the CCC will determine how much can be contributed. Some Clubs prefer not to install them (will they allow real traceability in case of break-ins, theft, vandalism? )
Certain clubs in the barracks have no heating.
Joelle has noted all of the above requests and will ensure they are dealt with. If you have any requests, please send them to Joelle (with me in CC) so we can keep track.
Amendment to Club Rules
https://espace.cern.ch/ccc-clubs/Shared%20Documents/Club%20sous%20l'egide%20de%20l%20'AP2017.pdf
20.06.2017 the clauses below were approved unanimously by the Staff Council:
6.8 Toutes les transactions financières dans le cadre des activités du club doivent passer par la trésorerie du club. En particulier, aucun transfert direct d’argent entre membre et instructeur ne peut être accepté.
6.9 La trésorerie du club peut être associée à un compte bancaire. Dans ce cas le compte bancaire doit être au nom du club. En aucun cas la trésorerie du club ne peut être associée à un compte bancaire ouvert au nom d’un membre du club ou de son trésorier
Clubs not following the above have been requested to take the neccessary action so that they adhere as of the begining of 2018. Thank you for your cooperation.
Rachel reminded all those present of the other rules (clubs have to provide the annual report & audited accounts and adhere to applicable OCs and Code of Conduct etc,..), failing which they will be sanctioned.
Finances.
Rachel informed the Presidents that the payments had been carried out week 38 and then gave an overview of allocated subsidies and contracts. The CCC is awaiting further info for a couple of clubs (the amounts have been budgeted).
Insurance
Despite our prior understanding the Staff Association Resp Civil and Fire & Flood damage and Theft insurances do not cover all clubs. Those within CERN Meyrin and Switzerland are covered, leaving those based on Prevessin within the CERN perimeter and outside of the perimeter in France (Fire Flood & Theft). However it is possible that the CERN general insurance will cover all clubs (CH & FR) at CERN for Fire and Flood damage (not theft) - this is currently being investigated. The RC insurance does not cover clubs in FR and it does not cover clubs who are not the sole occupants of a room. Again, the Staff Assoc is investigating solutions and we will be back in touch shortly.
Access
External members are welcome to join CERN Clubs, in order to access the sites they need either an ad hoc access card, generated via service now, or a 1 year access card generated in PRT. In both cases the access has to be approved by an employed member of personnel, member of the committee. CERN rules state that the sites are not accessible to unaccompanied children under the age of 16. There have been cases where externals (adults) wish to accompany external children onto the site. When the external parents do not have a CERN access card, they are refused access. It is not envisaged by the Access Service to provide children with access cards unless their parents have a direct link with CERN. The question of how access for groups of school kids is managed (the CERN Guide is responsible for the group). Should the CCC pursue this? Please contact rachel.bray@cern.ch with your ideas.
Atomaide 2018
The 16th Atomiade will be organised by JRC ISPRA 08- 11 June 2018
https://www.asceri.eu/en/16th-atomiade-2018
Please spread the word amongst your members and let me know (we will set-up some egroups to manage participants).
CCC
Certain members of the CCC have chosen to step down this year:
Ray Veness,
Roberto Divia
Jerome Pierlot
Arie van Praag
We thank them for their contribution over the years to the CCC and CERN Clubs.
The following people were elected unanimously, we also thank them for their future contributions:
Richard Catherall (Martial Arts/Golf)
Hervé Cornet (Running)
Christophe Haen (Music)
Carlos Oliveira (Scuba)
AOB
Mats Wilhelmsson (Golf) informed those present that the CERN Golf Club had recently declared the Club with the prefecture in order to continue to play in tournaments in FR and be affiliated to the French Golf Federation (FFG Entreprise). The effect of which was quite dramatic as their 'siege' was indicated as being in CH - Mats is available to provide advice to anyone in a similar situation.
Rachel thanked all those present, all those who have helped CERN clubs 2016 - 2017 (Staff Assoc, Administration, SMB (access registration, service desk, CERN security, Space Manager, Club Presidents and members) and invited everyone to snacks and drinks in the adjacent room.
The meeting rose at 18.30
There are minutes attached to this event.
Show them.
