October 1stMinutes

Date: NH208

Time: 5-7pm

Room: NH208

Agenda item / Action / Person responsible
Welcome / Chair
In Attendance:
Kevin Campbell (KC) Chris Dynes(CD) Mark Welsh(MW), Ashley Bell(AB), Philip Coupe (PC), Lynn Pilkington (Clerk), Michael Stephenson (MS)
Not in attendance:
Ava Diaches (AD) / Chair
Apologies
Robert Wilson (RW) / Clerk
Approval of Previous Minutes
Done / Chair
Matters Arising from previous meeting
  • LP
  • Membership – from LP or reception
  • Training – council consulted. MW, AD and RW still to attend sessions, all wrote role description
  • Societies pack – reflected policy decisions
  • Explain funding/fundraising ideas – covered in training
  • KC
  • Student voice Lifetime Achievement Award – to go to student voice
  • Leon London – been in contact. 3 societies. 2 start-ups. Time and Masters students raises issues. Want to work with Soc Council to support
  • PC
  • Hoodie – to use PSL or Raging Bull
  • Lost Committee – support offered. Complaints procedure outlined.
  • AB
-Discussion around starting competition for illustration and animation for starter societies. AB’s workload and technical issues prevented her from completing this. Decided that there would be paid recruitment for an illustrator and animator for the starter society process. Decided payment would be £50 for illustrator and £200 for animation. Decided it would be good to ask for evidence of work or similar from applicants. RW to be tasked with deciding how to advertise this to students (those on relevant courses) and blurb on how to apply. Deadline – 13th October. Deadline for applications – end Oct? Council to still decide on how to choose the successful candidate. Completion date for cartoon – mid November.
  • RW (in his absence, Lynn updated)
-Discussion to be had around using Committee FB page instead of effort in populating Council page. LP asked all council members to promote info from societies and share in this forum as looks good coming from students.
  • CD
-Funding – submitted to Melissa. £3800 used in the first round of funding. If there are several accreditations, funding may not be enough and there may need to be a dip into reserve fund by £800/900 pounds.
-End of year Ball – discussion of wording. LP noted that the main issue was with signed contract with hotels. General consensus that wording was too strict. CD and LP to meet GM to discuss re-wording to suit both SA and students.
-Lanyards – Lynn asked for return of lanyards. CD explained mix-up with logo and was down to human error. LP to pass on to staff that reaction by staff was seen as heavy-handed. LP to explore refund for previous order as mix-up could have been perceived as SA miscommunication. CD will reorder as now has proper logo. / MW, AD and RW
All
PC
LP
RW
All
LP/CD
LP
CD / Chair
Policy Motions
  • Poker Society – Activated (5 for, 0 against)
MS joined meeting
  • Board Games Society – Activated (5 for, 0 against)
-LP to send email informing them about GCU Gaming, suggest joint events and potential collabs
  • Radiography (joining with Radiotherapy) – Activated (5 for, 0 against)
  • Soup Kitchen – Activated (5 for, 0 against)
  • Eurovision – Activated (4 for, 1 Abstain)
  • Bright Futures – Activated (5 for, 0 against)
  • Yoga – Activated (5 for, 0 against)
  • (PENSA) - LP to go back to Rhoda and discuss aims of society and rewording ‘winning souls’ objective
  • Biosciences change of name – approved (5 for, 0 against)
  • Drama – change of name – approved (3 for, 2 against)
LP and KC to discuss updating written policy ahead of student voice.
Passed that all college students should be allowed to join societies (5 for, 0 against). Discussion around high school students also being allowed as on campus for advanced Highers. LP to research this issue. / LP
LP
LP/KC
LP
Verbal Reports
Debate around ‘all other clause’ to refuse activation. MS proposed that E&D policy would cover all incidences that would threaten SA reputation. Decided no need for this to be reflected in policy as current policy robust enough.
Alleged money for votes – MS advised this was a matter for complaints procedure. PC and LP to discuss offline.
Due to time constraints, international students and hobby definition, Societies Speed Dating, Day of engagement and Starter societies interest were tabled.
Debate around whether head of money should have to be one of two signatories to take out committee money over £30. LP raised point that in policy it was only advised that one person should be in charge of finance in Society Packs. Voted that it should now be mandatory for one named person to be in charge of finance (4 for, 1 against). LP raised operational concerns about training and communicating this. MS highlighted that courses with placements may have issue with this and students already have issues with the financial procedures being burdensome. Voted on whether one of two signatories should have to be the named financial lead – passed (3 for, 2 against).
MS – outlined strategy day. All agreed good idea. Staff input may not be required. MS and KC have worked on an agenda. Council to decide on date. / LP/PC
LP
Any other competent business / Chair
Date of next meeting & deadline for agenda
5th November 5-7pm / Clerk