the University of bradford union of students
Trustee Board meeting
Minutes of the Meeting held on the 3rd May 2017
Present: / Siji Akinlusi (SA), Aleem Bashir (AB), Hamza Butt (HB) (Chair), Aphrodita Darmadi (AD), Subira Ismail (SI), Arthur Williams (AW).Apologies: / Sharon Kunaka (SK), Chioma Michael-Ononugbo (CM), Shazmin Akhtar
In Attendance: / Andy Fitzpatrick (AF), Gemma Jackson (GJ) (Minutes), Kieran Turner (KT), David Smith (DS), Fatouma Sanyang (FS).
36.2016-2017 Approval of Agenda
36.1 Agenda Approved
37.2016-2017 Approval of last meeting minutes held on the 21st January
37.1 Approved
38.2016-2017 Action Points
38.1 None
39.2016-2017 Chairs Update (Standing Item)
39.1 None
40.2016-2017 Terms of Reference and Membership (Standing Item)
40.1 Terms of Reference agreed.
40.2 SK and CM are now in office until the end of the next academic year. Membership needs to be updated to add the two student trustees
41.2016-2017 Governance Advisory Committee Update (Standing Item)
41.1 The board recommended to continue the momentum from the away day
41.2 AF gave update on staff secondment. CEO would be jointly appointed by Trustees and University. Pensions and pay still via University, recruitment and discipline to be under Trustees
41.3 Waiting verification on the number of Sabbaticals from Council and Trustee Board
41.4 Action for HB to send minutes out from the Governance board
42.2016-2017 Policies & Affiliations (Standing Item)
42.1 None
43.2016-2017 UBU Audit Report
43.1 DS presented the audit report and explained the surplus and reserves going forward
43.2 Process is for the report to be approved by Trustee Board, then AGM. The auditors then formalise the accounts, these to be signed by two Sabbaticals and one external trustee and sent to Charities Commission by end of May 2017.
43.3 Audit is approved
44.2016-2017 UBU Safety Bus Report
44.1 AF presented the report and the recommendations for the future of the Safety Bus
44.2 Discussion ensued
44.3 It was agreed to look into an alternative method for student welfare and safety.
45.2016-2017 Faster Payments System
45.1 AF presented current issues with Coop bank with recommendation to set up an account with a new bank
45.2 Approval given for a new bank account, Finance will go through the options
45.3 AF explained the student motion from Council. Students want to be paid online as UBU payments are now online
45.4 Recommendation for BACS payment trial next year with 8 clubs and societies over 3 months, then for AF to report back to Council
45.5 AW recommended a working group to look at both recommendations and report back to Trustee Board
45.6 Working group is approved
46.2016-2017 Charities Paper
46.1 There is a need for strong regulation of fundraising. UBU can lose charity status if UBU subvention money goes to another charity.
46.2 Recommendation from the paper is for a committee of reps from all areas to look at byelaws for RAG and RAG committee and choose the RAG charities
46.3 The committee shall report back to council and trustee board for approval on the charities with the structure change to be promoted for 2018/19
46.4 Agreed for Governance group to create byelaws
47.2016-2017 Leadership Team for the Future
47.1 Conclusive message from away day was for a Sabbatical team of 5
47.2 Plans are for approval here, and then take it to AGM for approval of the working group who will work on the roles and duties and come up with options. Another away day to be held in October to decide which option to go with, for final approval at October/November 2017 General Meeting
47.3 Discussion ensued on what to present at UBU Council and AGM
47.4 Agreed for it to be put as a discussion item on UBU Council agenda to seek approval for the process and timeline
47.5 Action for KT to send out the paper and put on Blackboard for Council
47.6 Action for KT and HB to meet after Trustee Board to confirm which paper to send out
48.2016-2017 CEO Update
48.1 Refurbishment work on Student Central begins first week of June 2017.
48.2 First budget meeting for all departments on 15th May 2017.
48.3 Committed to a review of equality and cultural understanding, will bring it to sabbatical briefing
49.2016-2017 Any Other Business
49.1 KT gave update on external trustee recruitment. Sent letters to five and have two responses. Aim to have two external trustees by August appointed by subcommittee.
49.2 Appointments to be brought to first meeting of UBU Council in the next academic year. (2017/2018)
50.2016-2017 Date of Next Meeting
50.1 Tuesday 20th June 2017, 12noon, Student Union, then Student Central Boardroom