ASCR Committee Meeting
Wednesday 30th January 2013, 11.00am
Housman Room
Minutes
Present: Peter Cadley (Convenor), Bob Allan, Leslie Bugden, Martin Butcher, Ruth Dar, Roger Flower,
Diana Manuel, Frank Penter (Treasurer), Shepley Orr, Julie Rolls, Richard Simons (Hon Secretary),
Helen Skundric (Manager)
1. Welcome and apologies for absence
Apologies for absence were received from Deborah Furness and David Smith.
2. Minutes of the last meeting
The Minutes of the last meeting were approved as a true record and signed.
3. Catering Update
Coffee machine. Helen reported that the broken coffee machine was being repaired and a temporary
replacement machine has been installed. The Estates department have authorised the purchase of a
new, quieter, semi-automatic machine, identical to the one in Starbucks in the UCL Refectory, with an
additional bean hopper for de-caffeinated coffee. The supplier will come in soon to survey the service
requirements for the new machine, and subsequently confirm timescales for the new machine delivery
and installation. The current delivery estimate is one month.
Some members of the committee suggested retaining the cafetiere coffee which was in place when the
machine broke down. Helen will ask Chartwells to continue to sell cafetiere coffee. Action: Helen
Water supply. Even with a new coffee machine, supplying hot water quickly is still an issue as machines
can take a while to heat up the water. Chartwells are considering installing a tap to dispense boiling
water for making tea. It will also supply chilled still and sparkling water which can be sold in 500ml
bottles for 80p (instead of the current £1). As they plan to reuse the bottles members would not be able
to take them out of the ASCR. For hygiene reasons bottles should not be reused without properly being
cleaned. Action: Helen to investigate.
4. Membership checks
Helen reported that the checks resulted in 6 new members. The checks highlighted the fact that some
members who paid via Payroll had not been updated for this academic year, i.e. their expiry date was
still shown on the database as 2012. It was reported that there are people who persistently use the room
but are not members. One person in particular has been using the room for a number of years but has
never been a member. In the past the Hon. Sec. had written a letter to the people concerned and if
necessary has followed up with their line manager. It was agreed that the facts should be ascertained
and a letter sent to the person in question. Some people genuinely thought they were bona-fide
members and it was agreed to keep a separate sheet of paper for such people to sign so that their status
can be investigated.
Bob reported that he and Julie had been most disappointed they were not able to participate in any
membership checks this time. He also said that it would be more effective to do random checks in the
future to avoid people being checked many times in one week. Action: Richard, Helen
5. Retired Members
Following on from the discussion in the last committee meeting, some retired members feel that £30 is
too excessive a fee for the number of times they use the room. Bob suggested another category for
retired members who use the room very infrequently and who could pay say, £10 for their occasional
use. The general consensus is that this would be too complicated to manage properly.
Helen asked what status exactly is a ‘long standing former member’? Ruth explained that they are
people who use the room once a year, for example to go to the Professors’ Dining Club. In such a case
they don’t need to be members. Bob said that there used to be a register of long standing former
members and offered to go through it with Helen. Action: Helen, Bob
It was agreed to send members a message once a year to say that if they were due to retire shortly they
could still retain their membership. Action: Richard, Helen
6. Labels for paintings
The Committee were shown a sample label from Museums & Collections. It can be fixed to the wall and
removed without any damage. M&C use exactly the same type of label. The Committee agreed that
M&C should implement the new labels. Action: Helen
7. Financial Report
Frank reported that there are no major surprises. The subs are getting closer to the budget figure, and
although they might not hit it this is not a problem. The coffees are doing fine. Although well over half
on the Other Expenditure, this is to do with paying for both Jane and Helen, and peaked in November.
6. Events
Wine tasting. Helen asked if the Committee were happy to do another wine tasting, with Chartwells
organising most of the event. Those who had attended the last wine tasting event felt it wasn’t very well
guided and not particularly educational or informative. Nevertheless it was a good evening and all
agreed we should host another, but should ask Chartwells to go into more detail. Tuesday 19th,
Wednesday 20th or Thursday 21st in the last week of term were suggested as suitable dates. Action:
Helen
Summer musical event. The Committee was invited to suggest a musical event for the summer. Frank
suggested the UCL Union Jazz club and an acquaintance who is a folk musician. The dates suggested
were the end of May or beginning of June, during term time and after the exams. Action: Frank
7. Magazines/periodicals for younger members
Peter asked whether the Committee thought that there might be any magazines more relevant to
younger members of the ASCR. Ruth commented that younger staff are academics too and most of the
magazines in the ASCR are academic. Richard said in the past the Committee had asked members to
suggest new titles. Frank said that the number of members has gone up, so it would be appropriate to
get more magazines. Shepley asked whether there is a remit for fun or quasi-academic material, and
Frank replied that the idea was to have things that are fun and academic. Richard suggested as a rule of
thumb that we should have publications that are not available in the library. Helen suggested the
National Geographic and will check out prices. Shepley volunteered to look at the magazine rack in
Waterstones. Action: Shepley, Helen
8. Meetings in the ASCR
Ruth reported that on the day of her membership check a table was taken up by 12 people, not all of
whom were members. They didn’t buy anything to eat and the table was taken during the busy
lunchtime. Richard commented that this is touching on an important and changing environment in the
common room – people are using the room for work meetings more and more. He felt we should be
reluctant to prescribe rules but might suggest that meetings of more than 6 or 7 at busy times are held
elsewhere. Up to that figure would be fine. Frank commented that if all the people are fully paid-up
members, is it a problem? Also, the requirement to buy things is not a rule; they are entitled to be here.
Richard noted that formal meetings can affect the ambience for others in the room. Helen asked if there
could be an official guideline or rule to which she could refer if she needed to speak to a group who were
holding such a meeting. Action: Richard and Helen to bring proposal to next meeting.
7. On-going

Furniture
Re-upholstery of the 12 tub chairs. Helen reported that she had recently received the quote for
the re-upholstery and it came in at just over £870 per chair. The committee agreed that we
should buy completely new chairs instead, and would be prepared to consider different styles.
Frank, Peter and Shepley said they would browse the Wesley Barrell shop.
Action: Frank, Peter, Shepley, Helen
Wing chairs. Helen asked whether we should order two, three or four new wing chairs. Shepley
commented that the symmetry around the fireplace was good with 4 chairs. Everyone agreed,
therefore 4 Bladon wing chairs will duly be purchased. Action: Helen
2

Housman Room china
Nothing new to report.

Back door security
Nothing new to report.
8. Any other business
Election of Committee Officers. The Committee Officers were formally re-elected. Richard Simons
remains Honorary Secretary, Frank Penter, Honorary Treasurer and Peter Cadley Chair. The ASCR
webpages are to be amended to reflect this. Action: Helen
Coffee morning. Helen reported that there had been good feedback regarding the coffee morning and
asked if there should be another one scheduled. Bob suggested having a coffee morning as a termly
event after committee meetings and everyone agreed. The next coffee morning will be arranged for the
beginning of March, to take place after the committee meeting. Action: Helen
Book launches. Shepley put forward the idea of having book launches in the ASCR. These are normally
paid for by the publishers. Action: Shepley to investigate
9. Date of next meeting
Helen will prepare a doodle poll and send to members. Action: Helen
3
University College London
Academic Staff Common Room
Accounts to 31 July 2013
2011-12 Audited
44,150.50
3,517.63
0.00
3,419.00
51,087.13
INCOME
Subscriptions
Coffee Sales
Furniture/Other Sales
Hire of Housman Room
Total
Budget 2012-13 2012-13 Actual
55,450.00
51,367.50
3,600.00
1,764.21
0.00
0.00
1,900.00
1,310.50
60,950.00
54,442.21
6,485.46
2,992.61
1,293.60
2,038.28
19,412.63
32,222.58
EXPENDITURE
Newspapers & Periodicals
Coffee Supplies
Furnishings
Social Evenings
Other Expenditure
Total
6,650.00
3,100.00
2,000.00
3,500.00
23,000.00
38,250.00
2,873.73
991.83
0.00
2,983.70
13,689.82
20,539.08
18,864.55
SURPLUS/(DEFICIT)
22,700.00
33,903.13
18,864.55
51,087.13
Transfer to refurbishment reserves
Total expenditure including transfer
22,700.00
60,950.00
0.00
20,539.08
0.00
SURPLUS/(DEFICIT) after transfer
0.00
33,903.13
10,000.00
0.00
10,000.00
Funds Brought Forward
Surplus/(deficit) for the year
Funds Carried Forward
10,000.00
0.00
10,000.00
10,000.00
33,903.13
43,903.13
24,823.14
18,864.55
0.00
7,799.98
35,887.71
Refurbishment reserve Brought Forward
Transfer into refurbishment reserve
Donations to refurbishment reserve
Expenditure from refurbishment Reserve
Refurbishment Reserve Carried Forward
35,887.71
22,700.00
0.00
8,000.00
50,587.71
35,887.71
0.00
0.00
0.00
35,887.71
45,887.71
TOTAL in TL09
60,587.71
79,790.84
Y:\ASCR Accounts.xls
28/01/2013