[Reconvened]
Agenda
Chair: Paul Andrew – Chair of the Board of Trustees
1. / Arrival and registration, quoracy checks2. / Welcome, apologies & order of business
3. / Minutes of Previous AGM and Matters Arising / Included
4. / Minutes of the Previous EGM and Matters Arising / Included
5. / Board of Trustees Report (& Questions) [vote] / Included Link & Minutes
6. / Executive Committee Report (& Questions) / Included
7. / Financial Statements (& Questions )[vote] / Included link
8. / Approval of auditors [vote] / N/A
9. / Approval of affiliations [vote] / Included
10. / Ordinary Business
11. / Emergency Business
12. / Date & Time of the next meeting
Agenda Item 1: Arrival and Registration / Counting of Quorum
There is a quorum of 100 members required for a General Meeting or AGM and additionally 2 full members (trustees) must be present. This quorum can be made up of proxy or in person representation.
Agenda Item 2: Welcome, Apologies & Order of Business
The Chair welcomes the membership to the AGM and recognises any prior apologies.
The Chair is asked to outline the order of business for the meeting.
Agenda Item 3: Minutes of Previous AGM (2015)
Minutes
1. / Membership Present8 Individuals by proxy
President Bilal Raja
VP Millie Thomas
Student 3
G Hughes (HOLE) - Observer
M Nixon (CEO) - Observer / VP Daniel Punch
VP Abraham Obinna
VP Kirsty Paterson
Student 1
Student 2
J Bridgewater (SMCO) - Observer
1.2 / Introduction by President Bilal Raja
10:00am Bilal Raja thanked those in attendance and asked them to wait the required amount of time required for quorum in a rescheduled meeting (15 minutes)
2. / Quorum & Order of Business
Meeting commenced at 10:15am.
A quorum of 16 members was established (8 in person and 8 by proxy).
B Raja then again welcomed those present and thanked everyone for their attendance. Introductions were made by both the executive committee and the students present.
Bilal then went through the order of business with those present.
The agenda and the relevant documentation had been placed online for up to 4 weeks prior for students to read, and was provided in hard copy (board of trustees report not included)
3. / Minutes of Previous AGM and Matters Arising / Included
Bilal asked those present to reflect on the minutes of the previous AGM and to raise any issues or matters regarding them.
None were raised.
4. / Board of Trustees Report (& Questions) [vote] / Included Link & Minutes
A copy of the trustees report was presented electronically and was attempted to be summarised by B. Raja.
Bilal presented the Board of Trustee Meeting Minutes and introduced the Board of Trustees Report.
He asked for clarifications or queries regarding their contents.
Resolution: Members were asked to formally approve the USSU trustees’ Annual Report 2014-15.
The Board of Trustees Annual Report was approved by a majority vote.
5. / Executive Committee Report (& Questions) / Included
Bilal present the executive committee’s report on their priorities.
He invited questions from any members present.
6. / Financial Statements (& Questions ) [vote] / Included link
This section was delayed to the end of the meeting following the request for hard copies of the financial statements which were subsequently provided.
Resolution: Members were asked to formally approve the USSU year End Financial Statements/Accounts 2014-15
The financial statements of the board of governors report were approved by a majority vote.
7. / Approval of auditors [vote] / N/A
The contracted auditors for the union were introduced.
Resolution: Members were asked to approve the re-appointment of Haines Watts as Union auditors for 2015-2016.
The auditors Haines Watts were approved as the auditors for the Students’ Union by a majority vote.
8. / Approval of affiliations [vote] / Included
The affiliations of the Students’ Union were approved.
Including UKCISA, NUS, VONNE, Advice UK
The president called for a double vote – one specifically on NUS affiliation and one for the others.
Resolution: members were asked if they approved the continued affiliation of USSU to NUS
Resolution 2: Members were asked if they approved the continued affiliation of USSU to the other 3 affiliates.
Both resolutions were successfully approved by a majority vote.
9. / Date & Time of the next meeting
TBC Autumn term 2016. Meeting closed at 10:51am
The room is given the opportunity to raise any matters regarding the minutes
Agenda Item 4: Minutes of Previous EGM(s) (2016)
Extra Ordinary General Meeting
Room 109, David Goldman Building
11.30am on Thursday 4th February 2016
The meeting opened at 11.35am
The Chair of the meeting Paul Andrew (Chair of Board of Trustees) welcomed everyone and thanked them for attending; he explained that the meeting was quorate due to the number of proxy votes we had received.
Ahmad Ojra stated that he felt that Paul Andrew should not chair the meeting as he felt he had a conflict of interest.
Paul Andrew replied that he doesn’t feel that he has a conflict of interest but if the meeting agrees he would be happy to withdraw from chair. Paul Andrew explained that his interest is professional and not personnel.
Colin Ranshaw (External Trustee) stated that Paul Andrew and himself were the least conflicting people present, their role was to ensure good governance. The meeting that the second seat was discussed and voted upon Paul Andrew was not chair, the President was.
A short discussion took place regarding who would chair the meeting if Paul Andrew stepped down. Marie Nixon explained process in the Articles of Association.
Paul Andrew stated he would like to see understand the views of the room via show of hands.
The meeting agreed that Paul Andrew should step down as chair.
Decision: Paul Andrew stepped down as Chairat 11.50am
No trustees volunteered to chair the meeting, no students present volunteered to chair the meeting, Obinna Abraham (VP Wellbeing & Engagement) nominated Amin Fayaz to chair the meeting.
Amin Fayaz introduced himself, apologised for what had happened and stated he had no conflict of interest in the vote.
Millie Thomas (VP Education) stated that she was the full time officer in presently nominated by the Board of Trustees to occupy the position of University Governor, so she has a conflict of interest. The meeting agreed.
Ahmad Ojra stated that he feels conflicted as he is Union Chair – the meeting agreed that he has no conflict of interest as the meeting does not have the power to instate him as a University Governor.
Amin Fayaz requested that someone speak for a maximum of three minutes for the motion.
Ahmad Ojra spoke for the motion.
Colin Ranshaw spoke against the motion.
A discussion took place and questions were asked about the second seat on the University Board of Governors.
The Chair asked for votes to be cast on the motion “Should Sunderland Students’ Union reverse its decision of nominating a Sabbatical Officer to fill the second student seat on the University of Sunderland’s Board of Governors?”
VOTE YES7 (In room) 32 (Proxy) Total votes = 39
NO5 (in room) 76 (Proxy) Total votes = 81
ABSTAIN1 (In room) Total votes = 1
Decision:The EGM voted ‘no’ to the question in the motion, and the Board of Trustees decision stands.
Ahmad Ojra asked if every proxy vote had been counted, he asked if the names on the petition had been included.
A discussion took place and it was stated that the petition caused the meeting to take place; the petition was not a valid appointment of a proxy. All students were sent an email to inform them that the meeting was taking place and how to place a proxy vote if they were unable to attend. The students who had signed the petition were sent an additional email to invite them to speak to the motion.
Further discussions took place regarding the petition and whether the meeting should be adjourned.
The Chair (Amin Fayaz) asked for a vote to be taken to adjourn the meeting.
VOTE YES8 (In room) Total votes = 8
NO2 (In room) 68 (Proxy) Total votes = 70
ABSTAIN 3 (In room) 40 (Proxy) = 43
The meeting closed.
Agenda Item 5: Board of Trustees Report
Attached as an appendix, pages 1-11>
The room is given the opportunity to question the Board of Trustees Report
<The Room is asked to vote on whether or not to approve the board of trustees report (pages 1-11)>
Agenda Item 6: Executive Committee Report
USSU Impact Video 2015/16
The trustee officers as primary members of the executive committee are asked to give a report and this has been included hereafter as an individual role report for each.
After each report the room will be given the opportunity to ask any questions.
USSU Executive Officer Priority Report
Name / Abraham ObinnaPosition / President
Date / 28/10/2016
Priority (What) / Justification (Why) / Status/Actions Taken / Measurement (Impact)
To foster a more student led, engaging and student-focused SU that is inclusive of all student groups. / The University requires a strong undiluted student voice that represents the different categories of current students.
The sabbatical officers of the SU represent the Student Voice but the inclusion of current and enrolled students in the decisions that may affect them directly is necessary.
The Union struggles with participation in Union Council, A.G.M and other SU meetings. / Splitting of the Roles International & London Campus Officer to improve representation for London Campus and International Students
Putting a proposal for Students to be included in the Highest decision making body of the SU. / Massive increment in the number of students that engage in decision making of the Union.
A wider participation in the Union Council, Annual General Meeting of the SU and election turn out.
To review the current state of Aramark towards diversifying their menu and creating student discounts / The meals provided are one sided and currently expensive for students. / Lobbying the University regarding the situation and have convinced them of the necessity to seek another catering organisation or getting students involved to do that. / Diversification of menu in the café to be inclusive of international menu.
Provision of student discount and reduction in prices
Creating an option for students and a competitive atmosphere for students to get the best deals.
To ensure the provision of Free Drinking water Facilities in all University buildings for students. / The Health and Wellbeing of students is very important. Water is also very important to the Human body and it is unreasonable having to pay £1.30 for a bottle of water in different vending machines provided in respective buildings. / Lobbied the University and we are currently reviewing the free water situation across campus.
Free Drinking water dispenser was installed in the Murray Library for the start of the year / Students being able to access free drinking water across campus.
To trigger a conversation with the University towards building a MUGA on the University campus for sports. / Nothing goes on within the University Premises concerning outdoor sporting activities because there has been no facility provided.
It time to stop complaining about the weather. / Lobbied the University regarding the importance of an outdoor sporting space on campus.
A decision has been made towards completion of a MUGA on St Peters Campus by Spring 2017 / Increasing the vibrancy on both Campuses beginning with St. Peter’s Campus in terms of sports.
To create a sense of identity for the SU by lobbying the University into providing a distinct space away from the University building. / Students often regard the SU and the University as the same, whereas we are two separate organisations but work in partnership.
Students often need a more relax social venue to think and develop their skills. / Currently lobbying the University toward the Provision of an SU social space.
Provided the University of an idea of what an SU space should be.
Waiting for the University’s update to this. / Providing a social space for students away from an academic or university building for them to develop ideas and engage more with the Union.
To celebrate diversity and encourage relationships through such projects as a World Cup Football Competition / Celebration of cultural diversity in the spirit of a competition amongst respective students’ teams grouped into their respective countries.
Giving the city a chance towards the bid for City of Culture 2021
Giving students a sense of belonging irrespective of the Brexit vote or the activation of Article 50 / Getting ideas towards its actualisation. / Celebration of diversity in the City
To ensure the publicity towards the importance of every ethnicity. / Hate Crime increased to 100% after Brexit / Getting ideas towards its actualisation
A submission was made to the PCC Police & Crime plan / Help to change the community culture with a focus on relationships between neighbours in order to reduce the hate.
To ensure the actualisation of the different priorities of the my executive team / We are elected by students and have different priorities to actualise before the end of our term in office.
Most times I initiate the conversations with the University Executives. / I have lobbied the University Executives who are now in direct contact with the Sabbatical lead for different projects. / Achieving the priorities of all Executive team will assist in making every student’s University experience valuable for life.
USSU Executive Officer Priority Report
Name / Daniel PunchPosition / VP Societies and sports
Date / 28/10/2016
Priority (What) / Justification (Why) / Status/Actions Taken / Measurement (Impact)
Academic free Wednesdays / Because i believe it will increase the amount of students taking part in not just sports and communities, but volunteering opportunities, charity work and extra curriculum activities all items that will help increase your chances of being employed and making sure you are having beneficial experience at the university. / I have alot of students that are backing me over a thousand are interested in the idea. I have spoke to a lot of deans and told them about the approach i am taking. I will not stop until i see a change at this university. / The amount of deans that agree with the idea
The students satisfaction at the end of the year
The amount of signatures i gather from petitions.
Creating communities to provide support to students across the university / Unfortunately as a union we don’t have sports or societies which is a major barrier for us as we are limited to branch out to students. The new community’s project is a easier process to enjoy the interests you love with others. working together to benefit not just yourself but members of your community . University isn’t all about your degree it’s about the experience also providing communities to students not only helps us find what makes your time here valuable, creates opportunities to stay healthy and have the chance to be involved in activities which increase your chances of being employed when your degree is finished. / The community project will be starting late January, the idea is to create student led activities and make sure the students at this university are getting the most out their money they are spending to be here. / The amount of activities that are created, amount of communities that are created at the end of the year
Student satisfaction levels.
Equality and diversity throughout campus / University is overshadowed with individuals that think university is only about partying, i want to make sure all students international, mature, post graduate, undergraduate, student with kids etc are represented. Everyone pays the same to be here and they deserve the same opportunities as everyone else / I have research sheets in which i explore the views of all students that want their voice to count and be part of major beneficial changes in the university / The amount of engagement from different students across the university.
USSU Executive Officer Priority Report
Name / Harry ChirnsidePosition / VP Community & Events
Date / 30/10/2016
Priority (What) / Justification (Why) / Status/Actions Taken / Measurement (Impact)
Equality & Diversity / With the current restructure to the institute and immediate cuts, I want to ensure that the University sustains it’s level of E & D / Lobbied University to under carry signage work to replace all accessible toilets with ‘Inclusive’ toilet signs. / Received reply from Facilities and they agreed that this is something that will take place this year (2016/2017)
Sustainable commercial platform for SU Events/Profitable margins / Because we do not currently hold a commercial platform or model which outlines our strategies for the year. / Collaborating with marketing/comms/line manager/events to structurise an annual model / First initial meeting took place followed by a scheduled second meeting to start putting model in place
Volunteering / opportunities incentive / Our Volunteers are fantastic. However, we seem to lose a lot after Freshers. Putting in place more incentives could attract a longer attendance / Created a platform system for rewards and recognition (10/30/50hr) / Students will feel more appreciated and enthusiastic about volunteering
Create sustainable commercial events / Because the SU should be a competing with businesses in the City Centre, especially since we do not own our own social space/venue / Ministry of Sound Freshers Rave took place in October, with over 600 attendees, we plan to organise more commercialised events for the evening. / Student participation, social media interaction and the level of social interaction has increased significantly.
Tackling Hate Crime / Because since brexit, SC reported an increase of hate crime reporting by 105%. This is totally unacceptable / Work alongside local communities and the council and working on ways we can collectively tackle hate crime. / Keeping hate crime off our campuses and out of our communities.
USSU Executive Officer Priority Report