Societies CouncilMinutes

Date:5/11/15

Time: 5-7pm

Room: NH208

Agenda item / Action / Person responsible
Welcome / Chair
In Attendance:
Kevin Campbell (KC) Chris Dynes(CD) Mark Welsh(MW), Philip Coupe (PC), Lynn Pilkington (Clerk), Michael Stephenson (MS), John Gerrard (JG)
Not in attendance:
Ava Diaches (AD)
Ashley Bell(AB) / Chair
Apologies
No apologies – AB messaged during meeting to say she was held up at another meeting / Clerk
Approval of Previous Minutes
Approved / Chair
Matters Arising from previous meeting
  • LP:
  • LOST committee – sorted
  • End of year ball policy sorted
  • Board Games – done
  • PENSA still to revisit (cancelled appointment)
  • Discussed policy before student voice – finance policy sorted.
  • MW:
  • Attended training
  • AD:
  • Attend training (not in attendance – but did not attend training)
  • RW:
  • Attended training
  • Promote illustration/cartoon – done.
  • RW and LP to set up chat with applicant.
  • CD:
  • Societies Ball policy – done.
  • Lanyards – ordered by Josie.
  • KC:
  • Policy before voice - done
  • PC:
  • Hoodie – to get PO for hoodie
  • Discuss alleged votes for bribery – done. Updated on Ethical Hacking night out in Bamboo – alleged spending funding on drinks. MS updated policy stance. LP to investigate further.
/ LP
LP / Chair
Policy Motions
Hult Prize – passed 6/0 (KC mentor)
Built Environment - passed 6/0 (PC mentor)
Law - passed 6/0 (MW mentor)
Drawing - passed 6/0 (RW mentor)
Criminology - passed 6/0 (CD mentor)
Chess - passed 6/0 (KC mentor)
Voted 6/0 for deactivation of:
AISEC
Commonwealth Students
Interconnect
Neuroscience
Voted 6/0 for non-activation of:
Coppafeel
Learning Disability Nursing
Whisky, Beer and Cigar
GCU Engineers without Borders
RAG - RW to liaise and work on communications with them
Vote of No Confidence – AD
  • CD – raised health issues
  • JG – mentioned absence at meetings arranged
Vote – 4 to remain in role, 2 abstentions / ACTIVATED
ACTIVATED
ACTIVATED
ACTIVATED
ACTIVATED
ACTIVATED
ALL DE-ACTIVATED
NON ACTIVATION
AD REMAINS IN ROLE
Verbal Reports
JG presented report. KC commended.
LP raised issue of having a society council lead for the document as AD was currently unable to do so. Wider discussion around how to better support council so all members are able to participate and fulfill roles. Agreed any accommodations should be intimated to clerk and chair in as far advance as possible and to be arranged on a case by case basis.
KC to take lead on course-based for now, with permission of AD.
AB – end of year event tabled as absent.
PC –agreed all those who have roles in specific areas will be responsible for defining their own boundaries. To be completed by the first meeting of the new year. / KC
PD, MW, AD
Any other competent business
  • Proposal: Societies Council continued, Thurs Nov 12th, 5-6pm
Agreed.
  • Activities Department Elections Framework
Initial reaction not positive. Cannot see how makes it easier for members. LP explained SA is looking for feedback at this stage. Societies Council to bring feedback on 12/11/15.
  • Staff Guide for Implementing Policy Changes
To go away and to be considered. More for info.
  • Staff as committee members
Noted benefits of support and stability. Noted risk of influence and questions of student-led. KC suggested compromise of staff in non-presidential roles or under 40% of committee.
LP highlighted not major issue. MS proposed that LP do some research on other SA’s approaches and ask students for their opinions.
  • Big Ball – cost, venue, date, awards
CD noted positive involvement thus far. CU has been contacted about date. Societies Council to consider awards. To be discussed at next meeting.
  • Enactus – bank account
LP explained breach of policy regarding external bank account. Council noted both the benefits offlexible banking but also the limitations of working within SA. Noted that it was a valid point to explore improving flexibility of finance systems. LP explained they had been pointed to Student Voice.
Council decided to ask an Enactus representative to come to the meeting next week to explain the case. A decision will be made following this – both on their activation and how to further explore the financial issues. LP to intimate to Enactus.
  • International students clause in policy
LP explained this is regarding ESN-specific situation. CD happy to look into drafting a clause that supports their flexibility.
  • Flyers – day of engagement
LP highlighted that it is week 7 and there are still several boxes of flyers and no money has been spent on further promotion. Societies Council noted the required action needed around communications.
  • Engineering Society
LP outlined background to conversation with student regarding Facebook group and no society recognition. Noted that it used to be a society but now just a communication platform. LP and KC to investigate and to support engineering to set-up an official engineering society.
  • Social Work society – how do we better support mature students, those with caring responsibilities and placements
CD noted that this was a relevant issue and could be explored at the training day on Saturday, or at a future meeting.
  • Optics Ball
LP made council aware that there was a ‘Graduation Ball’ being organised. LP has organised a 1-2-1.
  • Disney finances
CD to explore option of sorting membership problems via receipts with Finance Manager. Also, LP to raise with Chief Exec. / All
LP
All
LP
CD
All
LP/KC
All
LP
LP / Chair
Date of next meeting & deadline for agenda
5pm Thursday 12th November / Clerk