Exec Meeting 2/11/2008 (6.15-11.10pm)
Present: Sean Collins, Alan Bowman, Jill Chapman, Matthew Kane, Paul Harwood, Hannah Cutting,
Lawrence White, Matthew Glover
Apologies: Tom Fletcher, Heather Dixon, Tom Smith, Rob Friswell, Allison Monks.
1. Joint Exec:
2. JCR Fees
3. President formal
4. Retrospective Budgeting
5. Eating Dinner in Hall
6. Condom fairy
7. Meeting Start times
8. Arrival of Prof. Towl
SC: Can we pass last weeks minutes on a general aye
All: Aye
SC Any matter arising?
All: Nay
SC: Well I have a point.
MG: Why aren't we plugging the meeting tomorrow?
SC: It's been put in the newsletter.
PH: I've spoken to Joe about posters for the JCR meetings.
SC: I haven't contacted webmasters yet but will do it next week.
PH: In the newsletter tonight, can we make sure the students know that the JCR meeting is still on
tomorrow. A lot of people have been given the impression that it's off due to Roy's email.
SC: Will do. Any other matters?
Reports
DSU REP
MK: I'm going to Gateshead. Regional campaign between the Northern Uni's, trying to stop the cap
being lifted on out fees. Council on Wednesday - approaching the issue that estates and buildings is
crap. They promised to fix Van Mildert lake 18 months ago and they've done nowt.
MG: I've swam in it.
MK: I've got some new juniors, trying to keep the meetings short this year. 3 agenda points in 3.5
hours - sick of my life. I've also got Sean a bath of beans.
LW: How much do the beans cost per can?
MK: Not sure they are special beans with "Degrees means feez" on them.
MK: At the last joint comm I was speaking to a rep about formals. He said that they tried our current
system for 2 weeks and they then scrapped it.
SC: It wasn't exactly the same system.
MK: Oh, well essentially they went back to the old system.
SOCIAL CHAIR
HC: MILP tickets - internationals should not get priority because they live in. Local and mature
students should have priority reservations because they don't live in.
AB: Yes that sounds like a good idea.
JC: The system was initially for people who live out.
HC: I'm having a mare with people trying to reserve tickets. Should I just tell them that they can't
come if they can't make it.
SC: Yes I would.
JC: It should be at your discretion Hannah.
AB: I'll send the MILPs a message telling them that if they live in they should come to the regular
ticket sale session.
JC: If you need any help with next formal give me a shout.
HC: Thanks. On another note have the JCR meeting minutes been sent out yet.
SC: They just get but on cuths.com.
HC: OK, I need to organise social com.
TREASURER
LW: Nothing to add.
MK: When are the budget workshops happening?
LW: I've told people to just email me and arrange a time, is that ok?
SC: Would you rather have one session with them all? Every sports captain needs to come or they'll
get no money.
LW: OK, I've made sure they know that but I'll remind them and specify a specific time.
BAR STEWARD
MG: The Steward promises to submit a report some time this year. Things are quite quiet at the
moment. I find it hard to know what to report because I have Bar Comm to solve all the issues.
SC: Security issues maybe?
MG: Ah yes, the Grey Rugby team were being idiots and vandalised a patio heater and knacked my
benches. I've barred them as a rugby team. I don't want their money.
MK: Is money good?
JC: was Halloween a hit?
MG: Yeah it was mint, well done coxy. We took about 750 quid. One of our best nights out.
HC: Has the permanent staff rota been sorted?
MG: No not yet, I still need to sort the eligibility checks. The seniors will be giving them on the job
training.
JC: It's not your fault at all but can we try not to have exec on rota when we have exec meetings.
MG: Yeah. Exec should be over by 8pm on a Sunday really so a junior shift shouldn't be a problem.
MILP REP
MK: Why are we having another MILP formal.
AB: Would be nice to have another event for them because a lot of them leave at Xmas. I thought
Burns night was just for mature.
HC: No it's changed it's all MILPS now.
AB: Maybe not call it a formal as it undermines the Burn's night formal.
MK: Milp Christmas dinner maybe?
All: Yes.
MG: How do you eat your cream eggs?
AB: I lick out the middle.
WELFARE
MG: Has anyone died yet?
JC: No not yet...
SC: Any other things to raise?
JC: Can't really as it's all confidential. Some people said some stuff to me. Lots of people are having
sex. Condom fairy is knackered.
JC: I'm slightly concerned about one of the fresher's. I need to handle the situation delicately but I
will mention it to Barbara.
PH: What's shark week?
JC: The week before SHAG week...
PRESIDENT
SC: Sorry for the late report. Cabinets for music room have arrived, just need assembling. What does
everyone think for getting keys cut for people who need to use the conference room etc.
MK: We need a booking system.
SC: The system is not adequate. We rely on the porters too much. Art soc last week could not get in
to the conference room and no one was around to open it for her.
MK: I definitely wouldn't give keys for the music room, we'll lose all of our new equipment. Maybe
keep some keys behind the bar?
PH: Also, we have the difficulty of getting them back at the end of the year.
JC: Agreed, the more we give out, the more we have to get back. Could be a MARE.
SC: OK. Regardless, we still need some more cut.
MG: What to people think of the exec getting conference room keys etc?
*Fletcher walks in to see Glover*
SC: I will get some keys for exec. Compile a list of possible contacts to get keys from. Formal was
great. However, everyone said it lacked atmosphere.
PH: It was just like a normal dinner.
*ALL AGREE*
SC: Senior management said that the dining hall is the only useful place for event. Derek doesn't like
having loads of events but that needs to change and we need to use it more.
SC: I'm still waiting to hear from Hild Bede porter about the box for our Wii. Does anyone know
someone who can get the job done faster.
JC: Maybe the engineering dept.
MG: JCR chair has too much time on his hands. Lets get him to do it. Or Smithy, he's good at making
stuff.
*President tries to draw a picture of the Wii box, it's crap...*
SC: Jill could you try and find someone to do it.
JC: No prob.
SC: That's it from me.
AGENDA POINTs
1. Joint exec meeting
SC: This Friday at 8.30
MG: Minus Chris?
SC: I assume so. Newborn will be keeping him busy!
JC: Will it always be at half 8, I have labs every Friday.
SC: We can always arrange a more convenient time.
2. JCR fees.
HC: I haven't paid mine yet...
SC: This point was raised by Fletch. A lot of livers out opted out this year. Is it worthwhile having
some form of campaign?
PH: People always ask why we need to pay them, we need to raise awareness of what we do with
the money and what the consequences are of not paying. We need to give people more incentive for
paying the fees.
MK: It's impossible to stop every non-payer using our facilities.
LW: We should just have a one off 3-year payment.
SC: Yes it is a good idea. But we need to know why people are opting out.
MK: How do we know people have opted out?
SC: Not sure
MG: Maybe it's non payment, not active "opting out".
PH: We should make it harder to opt out, people should have to go to reception and fill out a form,
and if they don't they will be charged.
AB: Like the sports levy system?
PH: Yeah.
SC: For now we need to wait until the payment deadline has passed.
3. President's formal
SC: Who should we invite?
HC: There's a guy, something James, graduated ages ago and he seems interesting, I think he'd make
a good guest.
JC: He was really involved though.
SC: Anyway, who are we inviting
HC: Hanna Bridge...Can you let e know by Wednesday. Do we invite every president from every
College
SC: Yeah.
SC: Foulser won't come unless he gets a full bottle of wine. We'll invite him though, Peralta, Taker,
Chapman, Beidge, Alex Baulf.
MG: Let's invite all the VP's too. Let's invite midge.
YOUNGER EXEC MEMBERS: Who is he?
HC: He's an absolute lad.
SC: OK so I'll invite those.
JC: Can we prevent a repetition of last year when all the presidents drank all the SCR wine.
SC: Possible theme - world leaders.
JC: Shotgun Maggy Thatcher.
PH: Have you talked to Derek about what we are paying for at the formals?
SC: Yes we are going back to packed lunch system.
PH: We need to find out how the additional bottles of wine are being paid for.
SC: They haven't giving me exact figures yet.
4. RETROSPECTIVE BUDGETING
LW: Concerened about sports and socs. Lots of captains have bought loads of stuff without checking
with me. Where do we draw the line? Should finance comm use their discretion?
PH: There's no reason we can't accept retrospective budgeting.
LW: No but we're under no obligation to.
PH: As long as you make it clear that they buy at their own risk. Make sure they know they might not
get reimbursed.
MK: I don't see the problem with retrospective bugeting as long as people aren't taking the mickey.
SC: At your discretion Lawrence.
LW: Within reason, I think we need to draw the line somewhere.
MK: We had a mare with cox boxes last year. You need to make it clear that items that have been
financed belong to the JCR.
PH: There should be a financial management policy document for the JCR, there hasn't been one in
the past. We need one! We use a lot of rules that aren't written down.
LW: I'm on it.
SC: IDEAL!
LW: Also, can we get food comm going again.
SC: Sorted, NOV 27th.
HC: Can I go on it?
SC: We need a meal and a female from Bailey and PFC. Need veggies and stuff so it's representative.
5. EATING IN DINING HALL
SC: We are being too cliquey and we need to sit with the freshers! You will only get to keep your
meal cards if you mingle!
MG: Walked in the other day and there was just a table of exec.
SC: Yeah we need to mingle more.
MK: All the freshers think I'm Smithy!
HC: On a separate note, I'm worried about the fresher's coming straight from dinner and then
getting all the pres formal tickets.
AB: Try the one way system.
JC: Raffle ticket system!
SC: Where can we get raffle tickets from...?
JC: Sammy's.
MG: Why don't we help move dinner along faster on Wednesday.
LW: EAT IT FRESHER!
HC: We need to get a queue going.
SC: Form a queue and give them a raffle ticket, that will stop people pushing in.
HC: I'm worried about people pushing in
6. CONDOM FAIRY
JC: Unsure about the role of the condom fairy. I thought it was for emergencies only. Some people
emailed me last week and I gave them loads of condoms, and they emailed me again this week, they
are getting through loads of condoms! Where do I draw the line.
JC: Where do I draw the line?
MK: Your discretion.
MG: Are we a free contraceptive service?
JC: Well that's the thing we pay for them.
MG: Tell them that if they are regular users, go to the DSU.
PH: Why do we pay? Why don't we get them from the NHS.
JC: Because we have loads of student!
PH: But if they give them for free that's not unreasonable. Why does the JCR pay for a service that's
otherwise free?
AB & JC: Because the idea of the fairy is to make it a accessible for people who are embarrassed.
PH: Well then that isn't an "emergency service".
SC: It needs to be at your discretion Jill. Maybe re-clarify in your section of the newsletter.
JC: Also, I am getting a lot of emails for condoms from non-durham email accounts, and I can't verify
that they are genuine students. I've had people taking the p*ss
SC: Don't give them out unless it's from a genuine Durham account.
7. Meeting Start times
MK: Can we start the meetings at 6.15.
LW: But then they won't start until 6.30!
JC: I'm always here at 6 and I'm usually alone.
SC: Does anyone have any issues with moving the time.
MG: Not necessary. Bar comm doesn't always overrun. I don't think we should move the time.
SC: I'm easy.
AB: Wait untill we are all here then vote on it.
*Sean Exits momentarily*
MG: We need to move all the stuff in the conference room!
SC: We do. We'll arrange something.
8. Arrival of Graham Towl.
MG: When does he move into Dun Cow cottage.
SC: I don't think he's moving in there at all, he's moving into the residence on the racecourse. It
needs renovating.
LW: Are estates and Buildings doing it?
MG: Should we email him and invite him to dinner? Also, possibility of Sean and Smithy meeting
with him on a smaller more informal level so we don't scare him with our exec spiel.
JC: Can we just have a nice, non political dinner with him, just to get to know him.
ALL: Good idea.
SC: I'll draft a welcome email.
9. Tomorrow's meeting.
SC: We need to know exactly how to present this issue to the students.
SC: We need to go in as a unified body. We have to be objective, and compile a written document so
we know exactly what to say.
JC: We need to give everyone the background of the issue.
MK: As an exec, we should answer questions but keep our opinions to ourselves.
PH: How is it going to work as a JCR meeting?
JC: Sean should have a script, which is given to everyone. We present them with the options and
then have discussion. Then vote.
MG: We need to construct a motion that mandates us to take action.
LW: We should have a four-part motion (e.g. "is the JCR happy with formals, vote, does the JCR
want option 1 etc etc).
PH: If people choose further negotiations can we make sure we have a back up if they fail?
*Fletcher enters*
HC: We need to make sure we are objective, fair and give them all the information.
MG: I'm worried that people won't turn up due to Roy's email.
MK: Do we have all the financial details so we can present them on Monday.
MG: How can I find out things retrospectively though, there is only so much information I can get.
SC: The students need to know all the facts and figures.
MG: We can give them an estimate per formal.
MK: So it's £720X£3.80 (that's revenue)
HC: £2736
PH: We need to let them know how much Cuth's would lose if we outsourced.
MG: On a formal night the bar takes about £500 revenue extra.
AB: Hannah, have you got prices for anywhere other than The Three Tuns?
HC: Not yet but I will tomorrow.
JC: Try the new Radisson.
AB: And Mt. Oswalds.
*Smithy/Allison enters*
SC: We are not going to play too much on this tomorrow, we are simply presenting the facts and the
options. If we get a good turnout tomorrow we have a strong bargaining chip.
TF: But if only 60 odd people come tomorrow, senior management will still turn around and say "this
is not representative". They will not be happy unless we had a very high attendance.
SC: They probably won't move on it, but we need to represent the JCR.
MK: Make sure they all realise how we've tried to negotiate.
MG: Does everyone think it's best to just get a document made.
*SEE DOCUMENT*