Club Presidents Meeting

26 June 2015

Agenda Access Formalities for Clubs - reminder Infrastructure & Space – Joelle Belleman 2015 Subsidy distribution results * Atomiade 2015 CCC Members AOB

*pending Administration & Staff Association approval

Access Formalities for Clubs

CERN Club Access Request

Context External member has CERN access card valid for

one year period Club members coming to CERN few times a year:

Inscription / permanence Trial session / faire découvrir le club

Control site access: Administrative Circular n.2

CERN Club Access Request: Cern Service Portal New service in CERN Service Portal:

CERN Club (https://cern.service-now.com/service-portal/service-element.do?name=cern-club)

CERN Club Access Request: form Public form, with basic validation: access date in the future, email format

CERN Club Access Request: either president or nominated person approval Two people nominated per club will be entitled to

approve the request Service Desk’s agent requests their approval

One approves -> request is approved Both refuses -> request is refused

No absence replacement

CERN Club Access Request: president or nominated person approval

1

2

Approver can approve/refuse via service now Approver can approve/refuse via email

1

2

CERN Club Access Request

Warning: Case of absence: no replacement in the approval request No automatic message when request has been approved

Service desk open hours Working days from 07:30 to 18:30

Club member receives confirmation notification:Dear XXXXXX username XXX

 

We acknowledge receipt of your Club Access request

for the XXXXXdateXXX 

to take part in the XXXXX Club XXXXXXX activity.

 

Please, print out this confirmation and present it, along with photographic ID, to the Guard on duty (access the site via entrance B for Meyrin access or the main Prevessin site for Prevessin access).

 

Should you wish to access the site on a regular basis for Club Activities, a one year access card for externals must be requested (contact your Club President for more information). Please note that this access form can be used up to 5 times for an external member, after 5 trials it is mandatory for the person to be obtain  a one year access card for externals (contact your Club President for more information).

 

Best regards

CERN Club Access Request

Club president responsibilities Approves / rejects request To access the site on a regular basis for Club Activities, a one year

access card for externals must be requested Please note that this access form can be used up to 5 times for an external member,

after 5 trials it is mandatory for the person to be obtain a one year access card for externals

Reports sent to Guards Service and Clubs Coordinating Committee

Space Management & Works

Space Management & Works

Club Space Manager (Joelle Belleman) Maintenance for Club Zones (contact 77777

or service-desk + Joelle in CC) Due to current lack of space, sharing is

required CCC & R2 rooms bookable in Indico Future of the barracks & club buildings?

Atomiade2015

Atomiade2015

9 Silver 13 Gold 4 Bronze

Atomiade2015

Congratulations to those who took part and many thanks to the Staff Association and the CERN Administration for their valuable support

Financial Policy (reminder)

Spirit Some clubs entirely independent Some clubs need regular financial support to survive Some clubs need ad-hoc assistance Some clubs need space not money We want to encourage new clubs & activities We want to support maximum number diverse clubs

(old & new) We want a long term planning view 20kchf for ‘Events’ – managed by Staff Association

Club Responsibilities Submit Annual Report + Audited Accounts

If not Subsidy/Contract will not be provided Adhere to:

Club Statutes and or Federation, if applicable CERN Code of Conduct Operational Circular Nº5 (OC5) CERN Clubs’ Rules and Procedure for Recognition.

In case of conflicts/problems Contact CCC

Clubs which fail to respect the above risk being sanctioned.

Financial Results 2015*

Contract Nature of club

activities

Exceptional Expenditure New Club New activity Upgrade/Safety

*pending Administration & Staff Association approval

58%

29%

4% 9%

contracts subsidies events reserve

2015 ContractsClub Contract amount agreed CCCAstronomy Club Fr. 500.00 Basketball Club Fr. 1,000.00 Canoe-Kayak Club Fr. 3,500.00 CERN Choir Fr. 1,750.00 CERN Technical Modelling Club Fr. 1,000.00 Cricket Club Fr. 800.00 Croquet Club Fr. 2,500.00 Fly Fishing Club Fr. 800.00 Football Club Fr. 2,000.00 Golf Club Fr. 1,000.00 Ice Hockey Club Fr. 6,000.00 Learning Classical Music Club Fr. 1,000.00 MusiClub Fr. 4,000.00 Orienteering Club Fr. 2,000.00 PhotoClub Fr. 500.00 Rugby Club Fr. 1,500.00 Running Club Fr. 1,500.00 Scuba Club Fr. 2,000.00 Softball Club Fr. 400.00 Table Tennis Club Fr. 3,000.00 Volleyball Club Fr. 3,000.00 Yachting Club Fr. 4,000.00   Fr. 43,750.00

2015 SubsidiesClub Subsidy Amount agreed byCCC

Astronmy Club Fr. 2,500.00

Basketball Club Fr. 500.00

Cricket Club Fr. 1,000.00

Filmmakers' Club Fr. 8,000.00

Football Club Fr. 500.00

Frisbee Club Fr. 70.00

Learning Classical Music Club Fr. 545.00

Natures et Abeilles Fr. 500.00

PhotoClub Fr. 2,000.00

Scuba Club Fr. 2,500.00

Ski Club Fr. 840.00

Volleyball Club Fr. 500.00

Yachting Club Fr. 2,500.00

Fr. 21,955.00

2015 Events & Go Sport VouchersClub CCC Event Subisdy Decision

Running Club Fr. 2,800.00 Fr. 2,800.00

Club Equipment Canoe-Kayak Paddle board & wetsuits 550 eurosFootball Futsal and outdoor football 550 eurosRunning Batons & jackets 500 euros Table Tennis Table Tennis Table & raquets 550 eurosVelo Bike Box 400 euros

2500 euros

CCC members Simon Baird (Music) Olivier Barriere (Kayak) Rachel Bray (Fitness) Chairperson Roberto Divia (Scuba) Bruce Flockhart (Model) Miguel Marquina (Record) Jerome Pierlot (Automobile) Arie Van Praag (Photo) Ray Veness (Rugby) Celine Grobon (Staff Association

Representative)

AOB

Thank you, wishing you and your clubs a successful 2015