UNIVERSITY OF NORTHAMPTON STUDENTS UNION
MINUTES
MEETING NAME / Societies Committee MeetingDATE / 09/11/15
VENUE / Grendon [GLT]
CHAIR / Alex Stuart-Fuentes
PRESENT / Liren Zhang, Samantha Wright, Kristie Thacker, UoN Medieval Society, CoppaFeel!, Film Appreciation, Anime, Snowsports, Sustainable Fashion, Dr Who, Economics, RAG, Education, LGBT+, Christian Union (CU), Cake Society, Chinese Cultural, SoberSquad, NU Feminism, Southern Eastern African Society (SEAS), Auto-Circle Spectrum, Meditation, Airsoft, Royal Diadem, Nigerian Students, Salsa Society, A Humanist Society, Surf and Bodyboarding, Amateur Dramatics, UoN Harry Potter Society, Videogaming (VGUN), Sikh Society, Adventure Society, Sociology Society, Hindu Society, ACC First Love Plus, First Love NUCC
APOLOGIES / Corium Club, Law Society, History, Scouting
1. / Minutes of last meeting
1.1 / Member Sign-up: operational issues to be resolved ahead of September; cannot sign students up as members on Union Day as would give false information; barcodes to be introduced to streamline sign-up process
1.2 / SOC Committee attendance: policy proposal needed in order to put attendance policy in place to introduce punishments i.e. fines, review meeting; student yet to come forward to Student Council (SC) with said proposal
1.3 / Union Day attendance: fines to be put in place ahead of Give it a Go Fair in Jan/Feb; exact figure to be decided by Marketing (£50-100)
2. / Officer Reports
2.1 / VPSE – Liren Zhang
2.2 / LZ discussed Open Day grants and fact that so far only Sports Clubs have put in applications; encouraged SOCs to apply
2.3 / LZ discussed SOC and Sport Quiz Night (16th Nov)
2.4 / LZ discussed success of Microwave campaign; 2 microwaves to be put in Park restaurant next to sandwich bar; waiting for go ahead to raise PO and then must chase up their instalment
2.5 / LZ discussed progress of Development Committee feedback meeting; looking at implementing shorter period in which SOCs can be de-ratified (6 months)
2.6 / LZ advertised PTO Women’s Officer role
2.7 / PTO – Jemma Vobe
2.8 / JV advertised SOC and Sport Quiz Night (16th Nov)
2.9 / JV discussed progress of Development Committee feedback meeting; looking at implementing shorter period in which SOCs can be de-ratified (6 months)
3. / Sub-committee Reports
3.1 / Development Committee (DC)
3.2 / Discussed the Development sub-committee’s trip to London SUs (London South Bank and City of London) and that a feedback meeting was held on 5th Nov to put together some action points for SOCs development
3.3 / DC looking at implementing shorter period in which SOCs can be de-ratified (6 months)
3.4 / DC looking at possible punishments to put in place to regulate SOCs Committee attendance; will set up a meeting with any students that wish to bring forward a policy proposal
4. / Ratification of Societies
4.1 / Scouting Society
24 For 0 Against 5 Abstentions
4.2 / SoberSquad
32 For 1 Against 0 Abstentions
4.3 / KT to communicate decision to SOCs
5. / De-Ratification of Societies
5.1 / None
6. / Constitutional Amendments
6.1 / Corium Club
25 For 4 Against 4 Abstentions
6.2 / KT to communicate decision to SOCs
7. / Discussion Points
7.1 / Should Risk Assessments (RAs) have to be submitted for every society event?
KT explained that RAs are a legal requirement and are filled out based on the activity taking place rather than the room used; VA explained that since the SU is a separate entity to the University, we require students to fill out RAs in addition to the University’s; possible solution of an online RA database with students using others’ RAs as a template and then tailoring to each activity; possible solution that SU provides template with all potential hazards with students taking out that which is non-applicable to the event/activity; raised that a qualified member of staff within the SU should be employed to write RAs for student activities like the University; KT raised that the SU supplies committee members with RA training at volunteer conference in order to prepare students to competently complete a RA up to a high enough standard
7.2 / Should joining a Society be more visible on the SU website?
Discussed that currently, takes 12 clicks to join a society on the SU website; less clicks needed in order to increase society engagement; proposed button on front page of SU website; short term solution: link SU SOC page to own social media channels.
8. / AOB
8.1 / Societies’ Committee Attendance
LZ asked for feedback regarding this issue to take to DC; suggested that SOCs given the opportunity to appoint deputy positions in order to improve attendance if struggling to regularly attend; mentioned that committee members are volunteers so don’t want to punish; suggested that SOCs allowed to appoint representative to attend on occasion (general, non-committee member); JV made point that committee members are democratically elected to represent society membership therefore would not be entirely democratic if non-elected members were chosen to represent voice of society
8.2 / Vice-chair
29 For 0 Against 4 Abstentions
8.3 / KT to contact Vice-chair (John Lewthwaite) regarding next steps.
8.4 / Media, Music & Recreation Sub-committee Chair
28 For 0 Against 0 Abstentions
8.5 / KT to contact MMR Chair (Alex Tawns) regarding next steps.
9. / Operational items
9.1 / KT informed SOCs about the SU’s Campaign Week (2nd – 6th Nov) and the chosen campaign (#CutTheCosts) and how to get involved; visit the SU website to fill out the survey for SU to gather information and gain idea of those willing to participate in Westminster rally on 8th Dec
9.2 / KT informed SOCs about Rag Week (2nd week Feb); students encouraged to put on charitable events during this week; Laura from RAG explained how SOCs can get involved, including volunteering at RAG events and voting for charities to donate funds to
9.3 / KT informed SOCs about date of Society and Volunteering Awards (15th April 2016); tickets to go on sale 2nd term; representatives from DC on Awards Committee will report back to SOCs committee with progress of planning process and for opinion on entertainment etc
9.4 / KT informed SOCs of Give it a Go Fair/Week (Jan/Feb) to be held in either Everdon sports Hall or SU; 2nd chance to promote your SOC; fines will be in place for those that book stall but do not turn up and/or leave early
9.5 / KT informed SOCs about Sports and SOCs Quiz Night (16th Nov); teams of 5 to be combined to make teams of 10 to increase collaboration; team sheets to be submitted to SU Reception by 4pm Monday 16th at the very latest; £1 per person with all profits raised going towards winning club & SOC
9.6 / KT informed SOCs about additional training to be put on throughout November; no dates confirmed yet; KT to email SOCs once training sessions are available on the SU website to book on to
9.7 / KT informed SOCs about weekly all-society email; SOCs to send any photos and 100-200 words about event/activity to KT ever week ahead of deadline (Mon 5pm); this email to be circulated to all students signed up to a society
9.8 / KT informed SOCs about moving furniture inside of University rooms; all furniture to be put back at end of session/meeting to reflect room floor plan; also committee to ensure general housekeeping of rooms i.e. tidying up, clearing food residue
9.9 / KT informed SOCs about Accident Report Form; any accidents that occur during SOC meetings/events to be reported via the correct form, available on the SU website under Activities > Committee Hub > Administration
Date of next meeting: Monday 07th December 2015, Grendon [GLT] 18:00
Page | 4