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EXECUTIVE COMMITTEE MEETING - DOC

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									GLASGOW CALEDONIAN UNIVERSITY STUDENTS’ASSOCIATION EXECUTIVE COMMITTEE MEETING MINUTES OF MEETING HELD on Monday 27th July 2009, at 2.00 p.m. Room NH208. 1. SEDERUNT: (Chair) S Pitticas, SP; S. Milne, VPSD; Jas Sangha, VPSA; Beth Montgomery, VPSS; E. McLean, Comms. Officer; G. McMullen, Campaigns Officer; D. Stewart, LGBT Officer J. McCabe, WO; Vasilieous Vaszos, ISO. IN ATTENDANCE: D. Carse, GM; M. Wilkinson, Clerk. 2. APOLOGIES: None The SP welcomed the Executive Committee to the meeting. 3 MINUTES 09/384 Considered: The unconfirmed draft minutes of the meeting held on 23rd June 2009. The SP called a vote: For : 8 Against : 0 Abstention : 1 09/385 Resolved: Therefore minutes accepted as an accurate record. 4 MATTERS ARISING a) Caley Hoodies 09/386 Discussion: The VPSS explained the situation to date re: that Canterbury Sportswear has gone into administration, advising that a meeting with the supplier had been arranged to resolve the matter. It was advised that the University had shown an interest in selling general GCU hoodies. 09/387 Action: It was felt a meeting should be arranged with Sonya Campbell to discuss the options of sales and the best way forward. ACTION VPSS/GM

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The VPSS would give an update on developments of both matters at the next Executive meeting. ACTION: VPSS b) Freshers’ Activities 09/388 Discussion: The VPSD advised that plans were progressing, that many of the night clubs had put forward their proposals to host the evening events through Freshers’ week. The Executive discussed opportunities to promote the S.A. at Freshers’ through advertising, campaigns, volunteering, together with club, societies, and other University involvement plus the issues of student safety at the venues. 09/389 Action: The VPSD would provide a detailed copy of the Freshers’ Programme to the next Executive meeting. ACTION VPSD The VPSS was asked to contact the clubs and societies to impress on them the deadline date for articles/adverts in the Freshers’ magazine. ACTION: VPSS c) Semester Restructure Group 09/390 Resolved: The SP advised that the University would progress this matter throughout the summer and an update on developments would be included in the SP report to the Executive meeting in September. d) Smoke Free Campus 09/391 Resolved: The VPSA advised no details had been provided in the handover pack to take this matter forward and this item was to be removed from the Agenda. e) Association - building alterations 09/392 Noted: The GM gave an update on the building works currently being carried out for the Association. Advised that the Plasma screens set up was working and he would now ask for the cable link fitment. The GM also advised that funds had been set aside for the Signage and was just waiting for costing from facilities before instructing the go ahead. The GM would give an update on progress at the next Executive meeting. ACTION: GM f) Key Association Dates 09/393 Noted: The dates provided as follows:

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Sports Ball Caley Conference Student Leaders Executive Elections Wellbeing Fayre Freebie Fayre Star Awards Student Summit City of Glasgow Cup Welfare Campaign

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to be advised to be advised 12th March 2010 to be advised 21st April 2010 22nd September 2009 29th April 2010 to be advised 17th March 2010 dates set through Oct 09 – April 10

09/394 Action: That dates be set and confirmed by the next Executive meeting. ACTION: COMMITTEE g) SUEI funding

09/395 Resolved: The SP advised that funding has been provided and participation in the Student Union Evaluation Initiative. The SP and VPSD would be project champions, the GM project sponsor and the SRC the project manager. An updates would be given at the next Executive meeting. ACTION: SP h) School Rep Structure - funding 09/396 Resolved: The VPSD advised that funding had been agreed for school officers. The VPSD would oversee the training needs for the school officers and review the situation at the end of semester A. i) School Board - Executive members assigned. 09/397 Resolved: It was advised that Executive Officers would buddy the school officer to the 1st school board meeting but not sit on school boards themselves. j) Equality & Diversity Policy 09/398 Action: The GM stated that in line with Executive / CSP approval the policy was being amended and the GM would give an update on progress at the next Executive meeting. ACTION: GM

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k) NHS building usage 09/399 Discussion: The SP presented the University’s proposed plans for the usage of the ground floor and a lengthy discussion took place. The SP advised that she would take forward the ideas presented to future meetings with the University. 09/400 Action: The SP would give an update on developments at the next Executive meeting. ACTION: SP l) HWL Assessment

09/401 Resolved: The GM stated that the Students’ Association had achieved status and had been presented with a Bronze Award. The GM wished to thank the Welfare Advisor, Caroline Miller, for all her hard work. m) Disclosure checks – Sabbatical 09/402 Action: One Sabbatical Officer advised that she had completed and submitted the form. The GM urged the others to progress their application. ACTION: SP/VPSD/VPSS n) Association Signage 09/403 Resolved: The GM advised that signage had been approved by the previous Executive and he would progress the installation. o) Blackberry 09/404 Action: The GM advised that the purchase of mobile phones for the Sabbaticals was ongoing and would give an update on progress at the next Executive meeting. ACTION: GM 5. REPORTS STUDENT PRESIDENT Report (paper) 09/405 Noted: The SP gave a summary of the report highlighting the process to secure Wednesday afternoons off to the benefit of all students and asked the Executive to email their thoughts on a name that would encapsulate this. The SP would update progress of this point and others matters, in her report to the next Executive meeting. ACTION: SP

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No additional points noted or questions raised. VPSD STUDENT DEVELOPMENT Report (paper) 09/406 Noted: The VPSD gave a brief summary of the report, wishing to highlight Freshers’ week and asking that each dept. get in touch and advise her of their plans. The VPSD would include this in the Freshers’ programme to the next Executive meeting. ACTION: VPSD No additional points noted or questions raised. VP SUPPORT & ADVICE Report (paper) 09/407 Noted: The VPSA gave a summary of the report, advising that she would give an update of development/progress of the points raised in her next report to the Executive Committee. No additional points noted or questions raised. VP SPORTS & SOCIETIES Report (paper) 09/408 Noted: The VPSS gave a summary of the report advising that she would keep everyone appraised of the situation with the sport kit supplier and give an update in her report to the next Executive meeting. No additional points noted or questions raised. CAMPAIGNS OFFICER (paper) 09/409 Noted: The CO gave a summary of the report and advised that progress / development of the points raised would be noted in the next report to the Executive Committee. The Campaigns Officer would submit campaign dates to the GM. ACTION: CAMPAIGNS OFFICER No additional points noted or questions raised. COMMUNICATIONS OFFICER’S Report (paper) 09/410 Noted: The CO gave a summary of the report, requesting that a minor change be made to the email policy, advising that this would be brought before the Executive for approval and presented to CSP for ratification. ACTION: COMMUNICATIONS OFFICER

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No additional points noted or questions raised. INTERNATIONAL STUDENTS’ OFFICER (paper) 09/411 Noted: The ISO gave a summary of the report, it was suggested that the ISO team up with the VPSA in taking forward the ‘buddy system’ and would give an update on developments to the next Executive meeting. ACTION: VPSA/ISO No additional points noted or questions raised LGBT Officer Report (verbal) 09/412 Noted: The LGBT gave a brief summary of the report and would give details of campaigns dates in the report to the next Executive meeting. No additional points noted or questions raised WOMEN’S OFFICER Report 09/413 Noted: The WO gave a brief summary of the report. INTO students would be informed of the dates of the Women’s Self Defence classes.

At this time 3.55 p.m. the SP called a 5 minute break, this was duly agreed by the Committee members

6. MANAGEMENT ACCOUNTS 09/414 Discussion: The GM gave a detailed account of the expenditure to the end of June 2009 and the SP called a vote on acceptance of the accounts. 09/415 Resolved: The Executive vote was unanimous, therefore these accounts duly approved. 7. LIBERATION GROUP WEBSITE 09/416 Resolved: After some discussion it was agreed that this matter would be taken forward by the VPSA who would discuss development with the other Executive officers. ACTION: VPSA
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8. FAIR TIPS CHARTER 09/417 Resolved: The SP explained the situation and after a lengthy discussion the Committee agreed they would promote this campaign via the all student email. ACTION: COMMUNICATIONS OFFICER 9. LAY EXECUTIVE - email address 09/418 Discussion: After a lengthy discussion and no solution found the SP called a vote to bring this matter forward to the next Executive meeting. For : 7 Against : 2 Abstention : 0 09/419 Action: The vote was in favour and this matter would be raised at the next Executive meeting. The CO was asked to investigate how other Universities set up email address for their Executive Officers. ACTION: CO 10. NUS DISAFFILIATION - Research 09/420 Discussion: The CO presented the motion passed by CSP. The GM advised that information was readily available on the NUS website and after some discussion the SP called a vote on this matter being investigated by the Communications Officer. 09/421 Action: The Committee vote was unanimous in favour and the CO would present his findings at the next Executive meeting. ACTION: CO 11. ANIMAL ACTION GROUP - Freshers’ stall request. 09/422 Action: After some discussion and a vote, it was unanimously agreed that the VPSD was to take the lead in this matter and respond to the request as she saw fit once she had spoken to the group spokeswoman. The VPSD would give an update on this matter to the Executive Committee. ACTION: VPSD 12. SWINE FLU BUDDY 09/423 Resolved: After some discussion and a vote, the Committee unanimously agreed to support the buddy system in principal. Guidance on this matter would be laid out in the students’ website and all student emails. ACTION: VPSA/COMMS OFFICER
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13. A.O.C.B. a) FHM & More magazines 09/424 Resolved: After some discussion a vote was called and the Executive Committee was unanimously in favour of light distribution of the magazines to the students. b) Generic S.A. Flyers 09/425 Resolved: It was agreed that the open day flyers would be of a generic design promoting the Students’ Association. c) Carbon Control 09/426 Discussion: The VPSA explained that the Funding Council was looking to engage student volunteers to be involved in a pilot scheme. The Executive Committee was asked to give this some thought and reply to the VPSA for Wednesday 29th July. The SP called a vote in that the VPSA would take the lead in this matter. 09/427 Resolved: The Committee was unanimous in favour of the VPSA having authority to make the decision on this matter. ACTION: VPSA

Meeting Closed at 17.10 p.m. Date of next meeting TBA

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