ASCR Committee Meeting
Tuesday 5th March 2013, 10.00am
Housman Room
MINUTES
Present: Peter Cadley (Convenor), Bob Allan, Lesley Bugden, Deborah Furness, Diana Manuel, Frank
Penter (Treasurer), Richard Simons (Hon Secretary), Talvinder Sihra, Helen Skundric (Manager).
1. Welcome and apologies for absence
Apologies for absence were received from Martin Butcher, Ruth Dar, Roger Flower, Shepley Orr, Julie
Rolls.
2. Minutes of the last meeting
The Minutes of the last meeting were approved as a true record and signed.
3. Catering Update
Water supply
At the previous committee meeting (30th January 2013) Helen reported that Chartwells were
considering installing a tap at the bar to dispense boiling water for making tea, and to supply chilled
still and sparkling water. The committee felt this was not a viable solution and Chartwells have decided
not to take this further. No further action required.
Queues at the bar
The new semi-automatic coffee machine has now been installed. Frank felt that it was still quite slow
but agreed that the coffee was very nice.
Richard reported that he and Helen met with Bertrand from Chartwells to discuss the lunchtime queues
at the bar. Richard reported to Bertrand that a couple of weeks ago the queues were unmanageable and
unreasonable. People who get soup have to stand and queue for 10 minutes or so, waiting for their turn
to pay. This is very inefficient so Richard suggested having an express queue for soup and sandwiches.
People who want hot food form a separate queue and coffee can be served from either. Bertrand agreed
and will take steps to implement two queues. Using this two-queue system, Richard noted, there would
need to be two tills, otherwise long lines will still form at lunchtime. Action: Richard and Helen
Dining chairs
Richard noted that space in the dining area is very tight and fills up early, and we are perhaps causing
some of the crowding by having such large chairs in the area. The Committee agreed that they are not
particularly comfortable and not suitable for the dining area; something more compact would be better
so that there is more space for queuing and for having more people around the tables. Action: Helen
to research possible chairs
Lunchtime meetings
Diana said that sometimes people are looking for places to sit having just bought lunch and there are
people having meetings around tables but not eating. Frank asked if that is a problem. Richard noted
that this style of usage is developing over lunchtime, and that perhaps we could persuade people not to
have this kind of formal meeting at lunchtime. Lesley noted that people are coming in after their
meetings and continuing their discussions in the ASCR. Talvinder suggested we encourage people to
share tables. Action: Richard and Helen, see point 6 below
Dining area tables
Richard suggested we start to think about providing tables for 1 or 2 people, other tables for 4 people
and other tables for 6/7. Perhaps we need to agree to consider the whole area of tables to optimise
seating. Peter asked if we should consider extending the lunch serving hours, for e.g. starting at
11.30am instead of 12pm and finishing at 2.30pm instead of 2pm. Action: Helen
Fish and chips
Diana reported that she often has fish and chips on Fridays, but the chips are usually cold and the
batter is hard. This has been a regular concern over the years and should be followed up with
Chartwells. Action: Richard and Helen to revisit Friday fish and chips
Chartwells survey
Chartwells are keen to ask members to take part in an electronic survey. Richard reported that we did
this many years ago and that it would be worth doing again. Action: Richard and Helen
4. Retired members
At the last meeting Bob was confident that a list of retired members with occasional access existed and
he was happy to report that it had been found! The list consists of 34 former members, including the
Biotogs group.
At the last committee meeting it was agreed that Richard and Helen would compose a message to send
to members once a year to say that if they were due to retire shortly they could still retain their
membership. This item has been deferred to the next meeting. Action: Richard and Helen
5. New magazines
Helen reported that she had started to complete supplier forms for the following new magazines:
Dazed and Confused, National Geographic, The Week, Wallpaper and Wired. Action: Helen
6. Meetings in the ASCR
At the last committee meeting 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 meetings in the ASCR. This item has
been deferred to the next meeting. Action: Richard and Helen
7. Book launches
At the last meeting Shepley put forward the idea of having book launches in the ASCR. The item has
been deferred to the next meeting. Action: Shepley
8. Financial report
Frank reported that there are no major surprises. We are gradually working towards the subscription
income figure. Coffee sales are slightly up compared to last year. The expectation is that the budget will
hold with the exception of social evenings, which will go over. This is not a problem as this was an area
in which the committee talked about doing more work in light of the increased membership and the
increased subscription fee.
9. Events
Wine tasting on March 20th
Helen reported that there has already been some interest in the wine tasting event. Chartwells will
provide 4 red wines and 4 white wines. There were 61 people at the 2012 event. Action: Helen
Summer musical event
Frank reported that he is waiting to hear back from the Haddo folk duo. They are hugely busy at the
moment and there is talk of a European tour so Frank is not optimistic that they will be able to perform
for us. However they may be able to recommend someone else. Lesley suggested the UCL jazz group
who could be a possible backup. Action: Frank
10. On-going

Furniture
At the last meeting the committee discussed buying new chairs to replace the tubs and whether
we could find new wing chairs for a cheaper price than the Wesley Barrel wing chairs. Lesley
reported that she had visited Multiyork and the tub chairs were reasonably priced and fairly
comfortable. Richard had visited Wesley Barrel and found some small armchairs made of soft
leather. Frank liked them but they are quite pricey at £1,250 per chair. More window shopping is
needed to find further possible styles. Talvinder said that from a green perspective could we look
into other companies that could re-upholster the tubs? Richard reported that we originally asked
JPA, the authorised College furniture supplier if they could upholster the tubs but they were not
2
particularly interested in doing so. Frank reported that the College uses other reupholstering
companies so more research is needed to find a possible supplier. Diana commented that the
chairs here are still very sturdy and very good quality. Action: Committee, Helen

Housman Room china – mugs
We are looking for something to replace the heavy Costa cups and saucers that are currently in
use for tea and coffee. Most members find them too heavy and clunky. Bob explained that mugs
would be more practical and it’s just a case of choosing a suitable design. If we have mugs we
can get the Housman logo printed on them. Richard said he thought the mugs we already have
are fine and if people are happy with them we could just ask Chartwells to get small and large
versions of them, with the same design on the outside. Frank suggested we tell Chartwells that
we like the Housman mugs and ask them to get the sizes they need. Action: Helen

Back-door security
It was decided to arrange a meeting with Mike Dawe, Head of Access Systems and the person in
charge of door access. One of the problems regarding installing a card access system is the
building is grade one listed, therefore it is not easy to install a new system. Also, people who
don’t have UCL identity cards would have a problem getting in using the swipe system. Action:
Helen
11. Any other business
There was no other business.
12. Date of next meeting
Helen will send out a doodle poll for the week beginning 29th April 2013.
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
To 01 March
Budget 2012-13 2012-13 Actual
55,450.00
52,167.50
3,600.00
2,604.91
0.00
0.00
1,900.00
1,310.50
60,950.00
56,082.91
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
3,605.03
1,526.66
0.00
2,983.70
15,063.84
23,179.23
18,864.55
SURPLUS/(DEFICIT)
22,700.00
32,903.68
18,864.55
51,087.13
Transfer to refurbishment reserves
Total expenditure including transfer
22,700.00
60,950.00
0.00
23,179.23
0.00
SURPLUS/(DEFICIT) after transfer
0.00
32,903.68
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
32,903.68
42,903.68
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
78,791.39
Y:\ASCR Accounts.xls
01/03/2013