MINUTES
Union Executive Council
290916
These are the minutes of the meeting of the Students’ Union Executive Councilheld on Thursday 29 September 2016from11.00am – 12.00pm in the Ian King Meeting Room.
1.ATTENDANCE
1.1Members Present
Dave KeenanDKUnion President (Chair)
Jess MorrisJMSports President
Jess LoganJLVice President Communities
Matt AdieMAVice President Education
Astrid SmallenbroekASEqualities Officer
Kieran DalyKDMedia Societies Officer
Jamie GrantJGCommunities Officer
Lea BarbettLBEthics & Sustainability
Annabelle CooperACEngagement Officer
Patrick WilsonPWSports Participation Officer(secretary)
Kelsey BlemingsKBSports Communications Officer
Heather MarrHMClubs and Societies Officer
Heather RenwickHRHealth Promotions Officer (part meeting)
1.2In Attendance
None
1.3Observers
None
1.4Apologies
Henrietta MochrieHhmMEqualities Officer
1.5Absent without Apologies
None
2.MINUTES & MATTERS ARISING FROM PREVIOUS MEETING
2.1DK: Minutes of the Previous Meeting?
MA: Appears that there were no minutes taken at last year’s Executive Council. Have discussed this with the Union Chief Executive. Therefore no minutes to approve. Members from Council invited to give overview of last year’s proceedings?
AS: Nothing much to report
JM: Meetings were largely relaxed, no minutes taken.
DK: Lack of minutes noted. Minutes will be taken of all meetings this year.
3.CHALLENGES TO THE ORDER OF THE PAPER
None
4.DATES TO NOTE
4 OctoberSports Union Meeting5pmLT. B4
6 OctoberEqualities Zone Meeting5pmLT. B4
13 OctoberCommunities Zone Meeting5pmLT. B4
General Meeting
20 October Education Zone Meeting5pmLT. B4
5.RESIGNATIONS & ELECTIONS
5.1DK: Patrick Wilson appointed as Council Secretary for 2016/17
AGREED: Appointment approved by Executive Council.
6.REPORTS & UPDATES
8.1 Union Priorities for 2016/17
DK: Presents verbal report. The four sabbatical officers have identified their five individual priorities for the year ahead, as a team they’ve also developed three group priorities. These will be: #GetEngaged, #BeInvolved, #FeelGood. Through this we aim to get students to become more engaged with the work of the Students’ Union, to get more involved with the volunteering opportunities available to them and to empower students to take ownership of their own physical and mental health.
In addition to this, the sabbaticals have individually identified five key priorities for this year. The President will be running campaigns around achieving affordable rent on campus, a ‘Speak Your Mind’ campaign to tackle the stigma attached to mental health, to increase the transparency of both the Union and University, look to launch a student foodbank and work with the Equalities Zone to take forward an Equalities Campaign.
JM: Sport Union will focus on working with the University to get a plan in place for developing the Sports facilities, develop connections with Sporting Alumni, continue to develop the #BleedGreen sport brand – to better showcase sporting achievements, improve the accessibility of coaching opportunities and look to develop a better kit deal for clubs, working with the University to put this out to tender in March/April.
Heather Renwick arrives
JL: Priorities for the Community Zone will be to work with Green and Blue Space to increase volunteering and engagement, work with Media Societies to increase their work with Sports teams and the Union, better recognise the contributions of those who work within Clubs and Societies, tackle issues with Housing in the private sector and increase membership in Clubs and Socs.
MA: This year the priorities for the Education Zone include improving the student representative system, look at the learning facilities available at Stirling – both in terms of learning spaces and wider facilities on campus, improve the organisation and management of our courses to drive out lecture clashes, working to improve the experience of professional programme students and supporting the Union and University’s work on widening access.
DK: Keen to open up discussion on these priorities, to find out about what you wish to achieve and how we can work together.
KB: Potential links into course representatives and sports volunteers, looking to build on previous work with Sports Development Scotland to develop a module around Volunteering in Sport – look to link this into both the education and communities zones.
JG: Will the mental health campaign tie in with the Mental Wellbeing Society?
DK: Work has been ongoing over the summer to develop this, campaign is launching soon to tie in with Mental Health Week (W/C 10 October). Will be bringing in Art Link Central and launching the Speak Your Mind Campaign on the Monday. Will be looking for students to get involved in this – to put a face towards this and tackle the stigma of mental health.
AC: Will you be working with the Student Hub on this? Aware of students who have previously encountered issues accessing the hub.
DK: We always try to work closely with the University on relevant projects. We’ve been working with the Student Hub across the summer to look at improving the service on offer to students.
KD: Would the Union be interested in the Media Societies putting together a promotional video on this?
DK: We would be very keen to get some coverage of this.
KD: Happy to get AirTV on board with this, members were keen to increase their exposure so would appreciate if we could ensure any content produced is widely shared?
DK: Will look to set up a meeting to discuss this next week
AGREED: DK to set up meeting with KD to discuss video production
KB: Will this link in with Healthy Body Healthy Mind? If so, potential of showing this on the TVs within the Gannochy
DK: Really pleased to hear so many ideas – we have got a whole week where we could look to run activities so would appreciate any ideas.
JM: Provides overview of the HBHM initiative to Council Members. This year we should be looking to brand as many appropriate activities as Health Body Health Mind, so as to ensure we achieve five stars.
DK: We will need to look at smoking cessation as part of this.
HM: Potential of getting the media societies on board with this to ensure it’s effectively publicised.
AC:Having spoken with a number of students during Freshers’ “What we Do Day” it was clear that posters were a popular way of getting students engaged.
DK: Will be looking to add to the poster campaign through the production of a video. Also currently exploring the possibility to attracting a high profile guest speaker to talk on experiences with mental health.
HR: Currently looking at promoting a wellbeing focused day once a week which would provide students with stress tips, anxiety busters, and healthy recipes. Wednesday would seem to be a natural fit for this given time out of class and focus on participation in sport. Could provide a way of getting sporty and non-sporty students involved.
DK: Had been looking at the possibility of developing a #FeelGoodFriday –could be encapsulated within this.
PW: Looking at the possibility of running a workshop on how Sports Clubs can attract sponsorship – particularly the smaller clubs.
LB: Number of societies are increasingly sport linked – should we be forming a link between the Communities Zone and the Sports Union?
JM: Set up costs for Sports Clubs are larger than that for a Club or Society and this is often a factor. However, no reason why the zones wouldn’t work together, also nothing to stop a Club/Society becoming a Sports Club when it develops – previously happened with Dance Club.
LB: Is there the possibility of developing a Volunteer Programme within the Green & Blue Space, which could help stabilise the number of active volunteers.
HM: Potential of looking towards the My Stirling Award for inspiration.
KB: Would be interesting to look at developing a Give It A Go Session for Volunteering, we had previously looked at developing this as part of Fresher’s but it didn’t materialise.
JL: Currently looking at developing a Volunteer Day in October. Look to link in with both Sports and Green & Blue on this.
AC: Recognition of Volunteers also links into Course Reps. Discontent last year that students missed out on accreditation through the badge system.
MA: Online system launched last year and there were teething problems with the badge system. Work ongoing during the summer to redevelop the training and address issues with the accreditation. Keen to work together on publicising this recognition better, given discontinuation of open badges.
AC: Has the Union thought about how we can recruit Course Reps for January?
MA: The Union has developed, in partnership with the University’s faculties, a motion graphic video to support recruitment of Course Reps.
AC: Is there any way of making this available to all students through succeed?
MA: Currently on YouTube, Union Website and has been emailed round all staff. Can look to embed within succeed for Spring semester.
KB: Have we manged to investigate low number of Health Sciences & Sport Reps?
MA: Large variance across the institution in terms of how the system is operated in different faculties. Have emailed out to all admin staff asking for manual enrolment of reps to take place where they are not recruited through succeed. Await response from staff.
7.SCHEDULES REVIEW & UPDATE BILL
7.1Schedules Review and Update Bill
MA: Presents report. A number of the Union’s Schedules are currently out of date and out of line with current policy and best practice. A Bill has been written which provides for a number of amendments to each of the schedules. This Bill will be taken to a GM where a motion will be presented to pass the bill. Assuming it passes, it will update relevant schedules and bring them into line with practice. Need to have this approved by Exec prior to going to the November General Meeting. This will be drip fed to Exec over the next few meetings for endorsement.
8. EXECUTIVE COUNCIL TRAINING
10.1Council Training Budget
MA: Presents report. A small pot of money is available within the 2016/17 budget for the training of Exec Members. However we are keen to discuss with Council the most effective way to use these funds. Only prominent issue from the sabbaticals would be for Council to receive a presentation from the Union on current governance arrangements – the constitution and nature of the schedules – but little to no capital cost associated with this. Potential of looking at an Exec Away Day.
AC: Would appreciate a presentation on governance – to better inform us on our roles
AGREED: MA to arrange for presentation to be given on governance at future Council Meeting
JM: Would it be worth looking at a potential team building exercise, rather than formalised training? Activity such as rounders?
AS: Potential to spend this money on catering for the Exec Meetings?
AC: Should we be looking at how we can feedback to students on proceedings of Exec?
DK: Minutes are publicly available
HM: Possibility of setting up an Exec Twitter Account
MA: Would be beneficial to engage with our Marketing & Events Team on this
AGREED: HM to take forward idea of an Exec Twitter Account and consult with M&E Team
DK: Potential of bowling?
NOTED: Council enthusiastic for Bowling as a team building activity.
AGREED: MA to look into possibility of arranging a bowling evening for Exec.
9. EXECUTIVE COUNCIL TERMS OF ENGAGEMENT
10.1Terms of Engagement
DK: Previous Councils haven’t been effective. This year the sabbatical team have high expectations of Council – just as we would hope Council would have high expectations of the Sabbatical Team. As such, we would look to develop and agree terms of engagement for Council. But wish for Council to be involved in shaping this. A Hot Desk has been set aside for Council Members within the Office and members will be encouraged to use this throughout the year.
MA: Steps have been taken this year to increase the authority and responsibility of Council within the supporting operation and direction of the Union.
AGREED: Members to reflect on potential items to be included within the Terms of Engagement.
10. ANY OTHER BUSINESS
KD: Is there the potential to look at providing members of council with dedicated Stirling email addressed, so as to increase professionalism when contacting external agencies.
MA: Agree this would be beneficial.
AGREED:MA will discuss this with the relevant individuals, will provide a report to future meeting of Council.
AC: Will meetings always be at this time?
DK: Meetings will take place every 2nd Thursday at 11am in the Ian King Meeting Room. Where members can’t attend they should send their apologies and any comments on papers.
JG: Should we be doing anything as part of the By-Elections?
DK: Promotion.
11.DATE OF NEXT MEETING
Thursday 13 October 2016 – 11am, Ian King Meeting Room
ACTION LISTExec: 13 October 2016
Agenda Item / Action Required / Responsibility / Deadline
6 – Reports & Updates / Meeting to be held on Video Production / DK / Ongoing
8 – Executive Council Training / Arrange for Presentation on Union Governance / MA / October 16
8 – Executive Council Training / Look into developing an Exec Twitter Account / HM / Ongoing
8 – Executive Council Training / Look into possibility of arranging Team Building Event / MA / Mid October 16
9 – Executive Council Terms of Engagement / Reflect on items to be included within Terms of Engagement / All / 13 October 16
10 – AOB / Investigate possibility of developing Stirling Email accounts for Exec Members / MA / 13 October 16