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Minutes: Students' Union Society Annual General Meeting
Status: Chair approved draft
Meeting Held: Monday 25th October 2009, 6.30pm, Games Room, Hawkshead
1. ATTENDANCE
Present: In attendance:
Miss Emily Bill (SUS President) Mr Robert Ambrose (Secretary)
Mr Ben Stileman (SUS Senior VP)
Miss Helen Braid (SUS Deputy President)
Mr Oliver Barker (SUS VP Camden) By Invitation:
Miss Abigail Kent (SUS Treasurer) Miss Jessica Clemo
Miss Laura Owen (SUS Welfare Officer) Miss Nicola Reynolds
Mr Christopher Kennedy (SUS Welfare Officer) Mr David Williams
Mr Dru Shearn (SUS Sports Officer) Miss Rosy Budden
Mr Lewis Parnel (SUS Social Officer) Mr Martin Eaton
Miss Lucy Jerram (SUS AVS Senior) Mr Jason Labes
Miss Lauren Trusa (SUS International Officer) Miss Cindy Favaro
Miss Sarah Finnegan (SUS AVS Junior) Miss Lydia Bull
Miss Clare Parker (Haxby Manager) Mr William Hersey
Miss Hannah Clark (SU Shop Manager) Miss Rebecca Lynch
Miss Lucy Hillard (Buttery Manager) Mr Andy Banerjee
Miss Lisa Tucker (SU Shop Camden) Mr Keston Smith
Miss Sandeep Sidhu (SUS Finance committee) Miss Nicole Dyer
Mr Tim Gamston (SUS Finance committee) Mr Ben Clamp
Miss Abi Charlesworth (BVetMed Yr 1 rep) Miss Jessica May
Mr Adam Sheridan(BVetMed Yr 1 rep) Miss Emma Clarke
Miss Charlotte Green (BVetMed Yr 2 rep) Miss Carrie Tooley
Miss Samantha Eley (BVetMed Yr 2 rep)
Miss Kat Woodgate (Buttery Manager + BSc Vet Nursing Yr 2 rep)
Miss Christina Stubbins (BVetMed Yr 3 rep)
Miss Victoria Henry (BVetMed Yr 3 rep)
Mr Luke Mangion (BVetMed Yr 3 rep)
Miss Louise Sheehan (BVetMed Yr 3 rep)
Miss Katherine Burke (BVetMed Yr 4 rep)
Miss Eve Crackle (BVetMed Yr 4 rep)
Mr Elliot Payne (BVetMed Yr 4 rep)
Mr Will Chandler (BVetMed Yr 4 rep)
Mr Edward Ogborne (BVetMed Yr 5 rep)
Mr Cy Chun Yi Lee (BioVet Yr 1 rep)
Miss Emily Prior-Wellard (BioVet Yr 1 rep)
Miss Lauren Smith (BioVet Yr 2 rep)
Mr Alistair Spark (BioVet Yr 3 rep)
Miss Amy Day (BioVet Yr 3 rep)
Miss Lauren Palmer (D101 Yr 1 rep)
Mr Ryan Rouch (Standing in as D101 Yr 2 rep)
Mr Guy Davis (Bsc Vet Path rep)
Miss Camilla Tornqvist Johnsen (Bsc Vet Path rep)
Mr Ross Kitchen (G Year rep)
Miss Michelle Skillen (Gateway rep)
Miss Nicola Manning (Msc CIDA rep)
Miss Lizzie Ellis (Msc CIDA rep)
2. APOLOGIES FOR ABSENCE
Alex Kilgore (BVetMed Yr 1 rep), Shauana Wilshaw (FdSc VN rep), Kelly Whiteside (FdSc
VN rep), Mhairi Fleming (MSc WAH), Simon Golz (MSc WAB), Lianne Fleet (MSc Vet
Epi), Claire Okell (MSc Vet Epi), Daryl Rhys Jones (PG President), Jonny Huges (Mens
Rugby), Chris Hoey (Outgoing SUS Sports), Daniella Dos Santos (SU Shop + IVSA), Kyndi
Brunson, Alison Saroka (BVetMed Yr 5 rep)
3. INCOMING/OUTGOING DOCUMENTS
Noted:
i) See other documents.
ii) That the outgoing SU VP Camden, outgoing SU Welfare and outgoing SU
President gave a brief speech instead of submitting a written document.
4. BUDGET
Noted:
i) See other Document
ii) That the budget for this year is stretched for cash across all areas.
iii) That membership fees to a clubs and societies is still £5.
iv) That food has not been allowed in any club/society’s grant except food for
speakers or food for away teams.
v) That hiring of facilities is a large drain on finances, Furzefield is being contacted
to try and agree reduced rates for clubs that could use the facilities there.
vi) That some budgets have been reduced based on the final balance of the account
from last year.
vii) That if equipment or kit is bought using SU Money then it is SU property and
must remain in the club/society.
viii) That kit allowance has been given to new teams.
ix) That no alcohol is allowed on the SU Budget.
x) That projects considered for this year include the Buttery renovation, making
Hawkshead house look more beautiful, and putting money aside for a new
minibus since The Mac is on its last legs.
xi) That there is no-one to take over the languages society which is why there is no
grant.
xii) That the college and SU are keen to try and keep the languages society going.
xiii) That there are some staff involved with the languages society but no-one from the
student body.
xiv) That an email was sent out to students looking for someone to take on the position
of running the society.
xv) That it may be possible to claim back VAT off kit purchased, by going through the
SU Shop.
xvi) That the cost of a coach for WRFC will be £2000, much more than originally
estimated.
xvii) That £800 is owed to individuals in the WRFC.
xviii) That there is signed agreement with RFU that states that any fundraising will
benefit the WRFC and will not have any effect on their grant for the year.
xix) That the lack of teaching in exotic species has been raised with college by EVE
Crackle.
xx) That the AVMA should be referred to as the SAVMA for legal reasons.
xxi) That people should check they’ve paid their SU subscription fees before
complaining about grants being cut for clubs their involved in.
xxii) That the Su Shop doesn’t run at a profit, and that things have gone missing.
xxiii) That the principle wants to expand the number of clubs on offer at the RVC but
this would be a further drain (potentially £8000) on SU resources.
xxiv) That the fact that we are now NUS should be promoted to encourage people to
pay SU fees.
xxv) That the new SU cards will be issued in November with a new SU logo and the
NUS logo on.
xxvi) That it is possible to not put the NUS logo on someone’s card if they don’t pay up.
xxvii) That if the SU creates an Athletics Union then fresher’s can be made to pay fees to
join rather than being persuaded to pay a donation.
xxviii) That other universities have athletics unions and it is accepted by their students as
a normal thing to do.
Resolved:
i) That if a club has spent money on food already this year they should contact SU
Treasurer about it.
ii) That clubs should research the cheapest facility rather than just following the
previous year’s use.
iii) That clubs should make sure they follow the guidelines when filling out the grant
applications.
iv) That all clubs are encouraged to fundraise.
v) That SU Treasurer will send out an email to see if anyone wants to take over
running the languages society.
vi) That SU Treasurer will look into claiming VAT off kit purchased for sports teams.
vii) That SU Treasurer will review the grant for WRFC.
viii) That the SU Council voted against the Zoological Society budget being reviewed.
ix) That SU President will bring up the fact that increasing the number of clubs will
be a further drain on SU finances with her next meeting with the principle.
x) That SU Treasurer will email freshers about paying SU fees.
xi) That sports teams should encourage their members to pay SU fees.
xii) That SU Exec in Camden should sit outside the Camden canteen promoting SU
cards and collecting money from students.
xiii) That fees for a 3/5 year course will be £30.
xiv) That fees for MSc students will be £10.
xv) That SU Treasurer will review how many students pay SU fees and review what
the SU does next year.
xvi) That SU Council voted to pass the budget, except for the grant for WRFC which
will be reviewed.
Actions: EB, AK, SU Exec Camden, Sports + Societies Treasurers.
5. STUDENT REPS ON COMMITTEES
Resolved:
i. That Sam Eley (Camden) and Christina Stubbins (Hawkshead) will sit on the
Learning Teaching and Assessment Committee.
ii. That Victoria Henry will sit on the Teaching Quality Committee.
iii. That SU Welfare and Cy Chun Yi Lee will sit on the Student support Committee.
iv. That Adam Sheridan (BVetMed), Lauren Smith (BSc BioVetSci) and Kat Woodgate
(VN) will sit on the College Services Committee.
v. That SU General Manager will pass on the list of names to Sandra Ward.
Actions: RA
6. CHAIR
Resolved:
i) That the SU Council voted Jess Clemo as the new chair for Council meetings.
7. AVS STUDENT MEMBERSHIP FEES:
Noted:
i) That the way AVS membership fees are paid is being changed.
ii) That fees are paid for all BVetMed, D101, G&T and Gateway students.
iii) That at the moment the SU pays for membership.
iv) That BVA are going to pay for final year student memberships.
v) That college will fund 1st year memberships.
vi) That Emily and Lucy are having a meeting about it on Tuesday 26th October.
vii) That it means the SU will have a bit more money.
8. BVETMED YR4 REPS:
a) Spotify on College Computers:
Noted:
i. SU President has sent an email to IT about the use of Spotify on
computers and is waiting a response.
Resolved:
i. That year reps should remind their year that there are other
alternative sites such as last fm, wi 7 etc.
Actions: All Year reps.
b) More Computers:
Noted:
i. That SU President has had a meeting with IT, who are aware of a lack
of computers and are trying to fit more in.
ii. That there is no additional room in the library for more, but they plan
to put some in the corridor.
iii. That there are 30 new laptops or ‘podbooks’ at Camden and
Hawkshead.
Resolved:
i. That Year Reps tell their years about the ‘podbooks’ and remind them
that there are roughly 30 computers in the CSC which are normally
free.
Actions: All Year reps.
c) Talkington Bates:
Noted:
i. That the price of food from Talkington Bates will not decrease, in fact
they are set to increase in the new year.
ii. That SU President has had meetings with the principle and estates but
college has no money to subsidise the catering anymore.
iii. That there are plans to start up a tuc shop on each campus to provide
an alternative and cheaper source of food.
d) Bus Timetables:
Noted:
i. That students would prefer it if the buses arrived 10 minutes before
lectures.
ii. That buses tend to be skipped out during rush hour.
iii. That students would like to know if there will be extra buses for sports
on Wednesdays when the car parking changes come in and students
aren’t able to offer lifts from the station due to not being able to park
anywhere.
Resolved:
i. That SU President will raise the bus timetable with Ian Mertens.
Actions: All Year reps.
e) Minibuses:
Noted:
i. That there are problems finding space to park the minibus.
ii. That staff have been taking out the minibus without booking it, which
can be frustrating for students who have to go through a long booking
process.
iii. That there are safety concerns.
iv. That the minibus is serviced and MOT’d so it is classed as safe.
v. That an Assistant Treasurer has been assigned who should make the
running’s of the minibus much smoother.
vi. That an online calendar is being set up.
vii. That there is information on the declaration form about fuel and
mileage.
Resolved:
i. That money is being put aside for a new minibus.
f) May Ball Alternative:
Noted:
i. That an idea put forward was it being a beer and cider festival.
ii. That licensing may be an issue.
iii. That the May Ball may be held offsite this year, possibly at Battersea.
9. BVETMED YR 3 REPS:
a) Changing Rooms:
Noted:
i. That SU President has had meetings with the Principle, Ian Mertens
and David Church, there is no money and planning permission is not
possible.
ii. That the current suggestion is to transform the buttery toilet into a new
changing room.
iii. That there is a meeting on 11th November between the Principle, Head
of Estates, David Church, SU President, Deputy President and Sports
teams.
iv. That there are showers in Eclipse and Mill Reef.
Resolved:
i. That SU President will ask at the meeting if it is possible to install a
swipe card mechanism on the pavilion.
Actions: EB.
b) Drinking Water in Hawkshead:
Noted:
i. That there cannot be a water point in Eclipse reception as it is a main
traffic area.
ii. That costs limit installing water coolers.
iii. That it may be possible to install them in the new TARC building.
Resolved:
i. That SU Deputy will bring up the issue at the next CSC meeting.
Actions: HB.
c) Heating and Ventilation:
Noted:
i. That college had a large utilities bill last year and are trying to reduce
it.
ii. That there is a ventilation system on in college to circulate fresh air
from outside, which at the moment happens to be very cold.
iii. That SU Deputy has informed estates who are looking into it.
iv. That there is an old school radiator system, which cannot be separated
to only heat certain rooms.
v. Estates have actually admitted it’s too cold, and are looking into it.
vi. That councillors are working off-site because there is not a suitable
venue onsite (too cold).
vii. That college is having to lay off staff, maybe we could help by wearing
a jumper.
Resolved:
i. That SU President could look to NUS for support about working in
cold conditions.
Actions: EB.
d) Microwave:
Noted:
i. That there is a microwave in HH house.
ii. That a coffee machine operated by the SU is looking to be
implemented.
e) Bike Racks:
Noted:
i. That there is a lack of bike racks.
Resolved:
i. That SU Deputy will raise the matter at college services committee.
Actions: HB.
f) Lockers:
Noted:
i. That lockers were asked for last year and college wouldn’t give us any.
ii. That the possibility of lockers in HH house is being looked into.
10. AOB:
a) Certificate of Attendance:
Noted:
i. That Andy Banerjee is looking into giving a certificate of attendance to
members of clubs like FACC, ECC and VBMA who have been
member every year and turned up to a certain proportion of the talks
and events.
ii. That the certificate would be awarded by the RVC on graduation.
iii. That Andy Banerjee is in talks with registry about setting it up.
b) Live Music Venue:
Noted:
i. That college doesn’t own a licence as no member of staff will stand as
the licence holder as they would be personally liable if something
happens.
ii. That there is a possibility for a new music venue with the new
badminton hall that will be built in many years time.
11. DATE AND TIME OF NEXT MEETING
Reported:
That the next meeting will take place on Monday 15th November 2010 at 6.30pm, Camden –
U5 video-linked to Hawkshead – Council Room.
