🔍 A Focus on Modernising the Club
Since joining the Committee in November, following an independent business review, I’ve been focused on bringing the Club’s policies and procedures up to date.
The goal is simple: ensure full compliance with current UK legislation while strengthening how the Club operates behind the scenes.
Much of this work isn’t visible day-to-day — but it’s essential.
⚖️ Strengthening Legal Compliance
A key part of this effort has been reviewing and creating policies that meet legal requirements.
- A new Lone Worker Policy has been developed with Kirsty
- It is currently under review with our HR partner
- This policy is a requirement under:
- The Health & Safety at Work Act
- The Management of Health and Safety Regulations 1999
In addition:
- All Committee role descriptions have been updated
- These are now available to view on the Club’s website
📂 Tackling Years of Paperwork
More recently, attention has turned to the Club’s historical records — some of which go back decades.
This includes:
- Membership forms dating back to the 1980s
- Financial records, receipts, and invoices from the Club’s early years
🔐 Addressing GDPR Responsibilities
Under GDPR (General Data Protection Regulation — introduced in 2018 organisations must carefully manage how personal data is stored and used.
Key points:
- Personal data cannot be kept longer than necessary
- Financial records should typically be kept for 7 years only
Unfortunately, these requirements weren’t previously implemented at the Club.
🗑️ Secure Disposal Underway
To address this, we are now:
- Sorting through all historical paperwork
- Identifying what must be retained vs. securely destroyed
- Disposing of sensitive documents using professional shredding services
All documents are:
- Placed into secure disposal bags
- Taken to specialist data shredders
This process is ongoing—and already on its third trip!
🏆 Preserving the Club’s History
Not everything is being discarded.
Along the way, I’ve been setting aside a “treasure” collection of items that may no longer be relevant operationally — but offer a fascinating glimpse into the Club’s past.
These will be shared with members later this year as part of our: 80th Year Celebrations
💬 Final Thoughts
While much of this work happens quietly in the background, it plays a vital role in:
- Protecting members’ data
- Ensuring legal compliance
- Preserving the Club’s legacy for future generations
An update from Gareth Johnson – Committee Member