UNIVERSITY OF EXETER Sport and Wellness – Dual Engagement Meeting 10.00 17th June 2014 COO’s Office, Northcote House Present: Professor Neil Armstrong (Chair) Phil Attwell Geoff Pringle Alex Powell Nicholas Bull In attendance: Andy Higham Secretary: Abi Wooding Agenda Professor Armstrong welcomed Andy Higham to the meeting. 1. Notes of Dual Engagement Meeting, 27 February 2014 1.1 The notes from the previous meeting were APPROVED. 1.2 Matters arising from the notes: 1.3 Paragraph 1.5 in the previous minutes noted an action against Alex Powell to discuss with colleagues in Penryn the issue of team photographs. Alex Powell reported that commissioning sporting photographs to be taken at FXU was proving difficult to move forward with no Athletic Union President or equivalent in Penryn to liaise with in order to encourage student participation. 1.4 Nicholas Bull suggested a joint contract for a photography company to photograph both Streatham and Penryn campuses in order that minimum order requirements are met, regardless of uptake in Penryn. He noted Council’s interest in seeing Penryn involved more in University-wide activities and suggested it would be useful to have a centrally located member of staff to organise this and maintain continuity year on year. 1.5 ACTION: Athletic Union to coordinate photos for 2014/2015 of sporting clubs with Guild Societies. 1.6 Paragraph 2.1 of the previous minutes noted an action against Alex Powell to consider whether a matched funding pot could be established to encourage and reward clubs who manage to secure sponsorship. Alex reported that having a matched pot would mean taking funds from core activities. Nicholas Bull suggested that donations from alumni could be very useful, especially with the key KPI for DARO currently being to increase the number of active giving alumni - sport could assist DARO in boosting this number as ex-sporting alumnae are keen to contribute. Professor Armstrong suggested that Phil Attwell liaise with Simon Tyson to work up a strategy to take this forward for report at the next meeting. 1.7 ACTION: Phil Attwell to liaise with Simon Tyson to develop this strategy and report back at the next meeting (autumn term). 1.8 Paragraph 2.3 of the previous minutes notes an action against Phil Attwell to discuss with Tracey Costello the joint announcement of AU President with the Guild Sabbaticals. The group AGREED that it would be useful to develop communications to students that is clear and explains that the Students’ Guild and the Athletic Union are separate from each other. 1.9 In response to the action in paragraph 3.3 of the previous minutes, Phil Attwell reported that Online Giving is now available on the University website but is still a work in progress. Nicholas Bull suggested it would be useful to continue to push for a drop down menu on the website, which would allow givers to specify to which sport they would like to donate specifically. 1.10 ACTION – Phil Attwell to discuss with Sarah Jarman and report back at the next meeting. 2. Report of the Athletic Union President (Appendix 2) 2.1 Alex Powell tabled International Sport Month Review documents, noting 500 additional members this year which was very positive. 2.2 Alex Powell reported on the committee training, which took place on 4th June 2014, for all new club committee members. An initial central talk was delivered to all those attending, during which behavioural expectations and responsibilities were explained. This was then followed by specific breakout sessions which included; Media, alumni & sponsorship, treasurers, social secretaries and stash which individuals attended. Positive feedback was noted by Rory Cunningham and Sue O’Hara. 2.3 Nicholas Bull noted the need to do everything possible to ensure that Athletic Union members are fully trained and aware of the University’s alcohol policy and appropriate training content – this should be documented formally. 2.4 Phil Attwell noted that the Code of Conduct is always signed by Athletic Union students and clubs are asked to enforce this message among club members. Clear information is available on this, as well as the University’s disciplinary procedure. The group agreed it would be very useful to have a clearly defined process of how the University deals with situations these messages and procedures are ignored. Phil Attwell also noted that back-up from Estate Patrol and Residence Tutors is available in case students do become unwell or are in an unstable state. 2.5 ACTION: Andy Higham to circulate comments from the committee training and circulate over the summer and to formally document the committee training outcomes. 2.6 ACTION: Phil Attwell to contact Jilly Court to assist with committee training. 2.7 Professor Armstrong highlighted the progress made with International Sports Month. Alex Powell reported that this will now be spread across the academic year in order to attract both new and existing students to the taster sessions and encourage them to sign up to the main class/clubs. 2.8 Professor Armstrong commended the excellent organisation and running of the Colours and Awards Event which took place on 4th June 2014. 2.9 Nicholas Bull suggested that a calendar of events would be useful at the start of the academic year with updates of new events circulated with as much notice as possible to allow higher attendance levels. 2.10 ACTION – Andy Higham to circulate diary placeholders as soon as dates are confirmed to allow higher attendance. 3. Report of the Acting Director of Sport (Appendix 3) 3.1 Since February, Phil Attwell continued in his role as Acting Director of Campus Services. Following the interview process to this position in late July, a clear view of the Director of Sport role and a potential recruitment process and timeline will commence. Nick Beasant has been Acting Director of Sport since Easter and will continue in this role until his departure in August. 3.2 The Russell Seal Sports Centre was reported to be doing well with a continuously high usage. Opening hours are being reviewed with a potential to extend to a midnight closing time. It was reported that University staff members currently make good use of the early opening hours before they begin work. Nicholas Bull noted that staff should be encouraged to participate in sport as part of the wellness portfolio. Phil Attwell reported that attempts to do this with free open days and taster sessions had not received a high level of attendance but that work with Occupational Health and the Positive Working Environment initiative could prove to be helpful. Tying this in with occupational health and positive working environment would also be useful. Phil reported on how Quintiles had been named Britain’s Healthiest Company and what they had done to achieve this award. 3.3 ACTION – Phil Attwell to circulate details surrounding the Quintiles’ Healthiest Company Award. 3.4 Phil Attwell reported that the Sports Project Board was going well in Penryn following the inaugural meeting in February, but that there was uncertainty surrounding Falmouth’s contributions to this. £3million was the target figure to fund a sports hall, gym, studio, changing space and two squash courts if possible. Tim Brooksbank at FXPlus has built a similar facility of similar magnitude and this experience will be valuable. Phil Attwell will provide a further update regarding strategy and progress at the Autumn meeting. The finalised Cornwall Strategy will be presented at the VCEG Residential in September 2014, before submission to Council in November. 3.5 As an institution, Exeter currently sits in 7th place in the BUCS rankings with hopes to finish 6th. The Cornwall House pool project has now been completed and redevelopment and improvements at Topsham Sports Ground are also complete. A contract has now been signed for Tonga National Rugby Union Team to use the facilities as their team base for the Rugby World Cup in September 2015. 3.6 Phil Attwell circulated a paper on Sports Scholarships for 2014 entry. Professor Armstrong noted a good gender balance of sports scholars and a good balance from across Colleges/ subject areas. 3.7 ACTION: Phil to supply information about how gender numbers are broken down. 4. Accounts (Appendix 4) 4.1 Phil Attwell noted that income is positive, with expenditure being closely monitored for this and for future years. He also noted that the old sports hall roof refurbishment is now underway, the cost of which is being charged to the Long Term Maintenance fund. 5. Analysis of THE Student Experience Survey (Appendix 5a & 5b) 5.1 Phil Attwell noted that Exeter’s score in the THE Student Experience Survey is improving, although the current results do not include responses to the recent facilities improvements, which should subsequently improve our score even further in future. The view is that the data is accurate based on facilities at other institutions. 6. Alumni Update (Appendix 6) 6.1 In the 2013/14 academic year to date, Sport has received £70,145.36 from philanthropic donations. In addition, c.£60k has been awarded to Sports projects by the University’s Annual Fund. Simon Tyson is currently working with DARO on behalf of sport and progress is going very well indeed. There is a plan to hold numerous alumni events in one weekend in order to host alumni on campus all at once and involve them as much as possible. 6.2 There are discussions surrounding an expanded sports telethon in term 1 of 2014-15, possibly as part of a wider University telethon. 7. Sports Objectives 2014-15 (Appendix 7a & 7b) 7.1 Phil Attwell highlighted the objective to ensure Exeter secure a place in the top ten of the BUCS league table. 7.2 In reference to the article in the Times Higher Education publication regarding the possible extension of the teaching day, it was clarified that Wednesday afternoons will still be dedicated to sport and will not be taken over by teaching as part of the extended day. 8. AOB: 8.1 Phil Attwell informed the group that he would be meeting with an external group wishing to invest in swimming in the city. He will enquire as to how this would join up with the swimming project already being put forward by the city centre. 8.2 ACTION: Phil Attwell to report on this meeting in the Autumn. 8.3 Nicholas Bull suggested it would be very useful to bring to the next meeting the items on the University Risk Register which relate to Sport. 8.4 ACTION: Phil Attwell/ Geoff Pringle to collate items on the University Risk Register which relate to Sport for discussion at the next Dual Assurance meeting in the Autumn. 8.5 Professor Armstrong formally thanked Alex Powell for all her contributions and work over the past year. Alex Powell thanked the group for their support and wished Andy Higham well in his role as Athletic Union President. 8.6 Geoff Pringle noted that this was also Professor Armstrong’s final Dual Assurance meeting for Sport and thanked him on behalf of the group for all his contributions and support over the last few years.