UNIVERSITY OF EXETER
Sport and Wellness – Dual Assurance Meeting
Monday 19 th
October 2015, Training Room, Sports Park
Present: Phil Attwell (interim Chair) (PA)
Nicholas Bull (NB)
Alison Davidson (AD)
Jack Bristow (JB)
Amanda Chetwynd -Cowieson (ACC)
Secretary: Rachael Cameron (RC)
1. Notes of Dual Engagement Meeting 12 th
June 2015
These were agreed as an accurate record subject to the following amendments:

CSM has strong links with alumni and there is an opportunity in 2017 to engage with alumni at the London fixture against Royal School of Mines. Apart from CSM, Cornwall links with alumni are considered to be weaker than Exeter.

Goodlad will be piloted more widely in several clubs in addition to compulsory training for social secretaries of all clubs.
NB requested that the minutes be approved via email and uploaded within 3 weeks of meetings in future. Action: RC
2. Matters Arising
Simon Tyson is to be advised of the CSM fixtures and plan ahead accordingly for alumni engagement. Action: AD
Comprehensive list of events such as Varsity matches where alumni could be invited and engaged is required as well as AU dinner, Colours and Awards, AU dinner etc. Action: AD
It was requested that Simon Tyson attend one of the Sports DA meetings: Action: AD
NB asked colleagues to remind themselves of the Dual Assurance guidance . Action: All http://www.exeter.ac.uk/media/universityofexeter/executivesuite/Guidelines_for_the_Operati on_of_Dual_Assurance_-_2014_15.pdf
3. Report from the Athletic Union President
JB gave a verbal update in support of his report. He reported on the improved working relationship with the Student Guild.
The very high turnout at fresher’s week taster sessions was reflected in subsequent membership figures. This is a much more positive year with regards to behaviour as a result of close working with the Guild and other stakeholders. At the Committee Training Day clubs were required to declare all events and discuss their plans for the start of term. Many positive reports have been received from Rory Cunningham, PC Ian Lugg and Estate Patrol.
Intra mural activity is growing significantly from last year. JB confirmed the University is currently able to handle the numbers. However there are pressures on facilities and the group discussed the balance between volume and ensuring a positive student experience.
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Discussions are being held with clubs to consider managing membership numbers and using some alternative facilities such as Exeter College. AD confirmed that Sport England is comfortable with numbers achieved. It was noted that original figures were over ambitious.
A recent Exeposé article has been unhelpful by trying to highlight inequality and suggesting erroneously that the AU is sexist. A ‘clear the air’ meeting had been held with the editorial team earlier this year. Although the Sports editorial team are keen to work with the AU it was sensed that more senior editors had their own journalistic aims.
The soccer varsity match is being held on 28 th
October and the university is working with police and local community to ensure a harmonious event. This event will see the launch of the Come Out and Play campaign to encourage LGBT participation. It was suggested there be a two-step approach and that individuals be encouraged to sign the Come and Play charter as well as clubs. Success would be measured by encouraging active involvement and living the actions in the charter. Positive coverage from Exeposé would be helpful.
The BUCS season has commenced and Exeter is currently 5 th
in the BUCS league in touching distance of 3 rd
. http://www.bucs.org.uk/homepage.asp
AD confirmed arrangements with a local athletics club and use of the Exeter Arena. Any ambition to drive greater performance in Athletics or swimming would need significant investment by the University. Other institutions may be more appropriate for some prospective students who may wish to put their sporting ambitions in these two sports first and honest conservations are sometimes needed with those students. However we have a strong background in many sports and a good academic profile which often delivers mutual academic and sporting benefit for many talented students.
4. Report from the President Student Experience
ACC gave a verbal update to her report that had been included in the pack.
Procurement scoring had been close and Pulse Fitness has won the contract for the Sports centre at Penryn; they are the leading company in UK for leased equipment and their bid had been student focussed. There is some concern with slipping timelines for the Penryn sports centre and ACC sensed the priority being completion of the nursery. PA reported the ambition is to have sports centre open for start of academic year as well as the nursery. A drainage issue has contributed to a delay but more would be known once the contractor starts groundworks in early 2016. There is a planned gap in gym provision during the summer but alternative locations for gym equipment may be required if any delays impact on undergraduate arrivals.
There are five teams playing in BUCS leagues 2015/16; these are Ameri can football ( men’s and mixed), Volleyball ( men’s and women’s) and men’s Ultimate Frisbee. Fal Surf have won three titles (women’s individual, men’s individual and women’s team; then coming second in the men’s overall). The climbing club has a mixture of alumni and student members so presents a good fundraising opportunity. Falmouth is trying to improve the alumni relationships but ACC felt no specific office was driving this forward in a similar way to GED in Exeter. NB suggested Simon Tyson meeting with his opposite number in Cornwall; ACC will provide contact details Action: ACC
Only 2% of contactable Exeter alumni donated last year and the ambition is for 5%. It would be useful to identify how many of them give to Sport; and to try to increase that number to help the university target overall. Simon Tyson is to be asked to get the website more user friendly to be able to give to specific sports on line through a drop down menu.
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5. Report from the Director of Sport
Moving forward there is pressure on space and facilities and ensuring this does not detract from the customer experience was discussed. Key pressure is in the Russell Seal gym on
Monday and Tuesday 3pm and 7pm peak with capacity control in place. New initiatives have been implemented to spread the load and creative thinking is required around use of facilities. Changing fees to have a greater differential between off peak and peak is an option but could be discriminatory to those with a full lecture timetable. The hours of peak usage have changed and this is likely linked to teaching day changes., however further monitoring of numbers is needed into Term 2. Student allegiance and general marketing was discussed. A new low cost provider is opening in city in spring 2016.
The group discussed in confidence the possible expansion of facilities in Exeter available to high performance students and the wider student body. Although unlikely to get capital investment at this time it was agreed to scope the vision and a long term plan for an initial discussion at the next DA meeting and aim to take a preferred option to VCEG ahead of any proposal new Capital projects: Action: AD
AD reported on the significant achievements including the Times/ Sunday Times Sports
University of the Year 2016. Sport and Health Science is ranked 1 st
and a new course BSc
Sport and Exercise Medical Sciences is starting next year in association with the medical school.
Simon Tyson has moved into GED with responsibility for major gifts. Consideration is being given to backfilling some of his role in Sports. Simon has key targets including the Rugby
Appeal with 1000 alumni supporters being approached and a target of £20,000. Alternative funding approaches were being adopted.
62% of Exeter students participate in sport at least once a week with a target of 70% going forward. Research has shown the way to increase physical activity is by running, walking and hiking. Students off campus are predominantly 2 nd
and 3 rd
years who may target studies over sport and activity. Research has shown that the sport offer for mature and
PGR might not be quite right and the university has a natural UG focus. Options to change this are being explored. Wellness and supporting students to be fit to study whilst waiting for wellbeing services was discussed.
6. Risk Register
FX Plus manage sport and only have a risk register for the new build; there is no specific document that covers student risk. Clarity is needed to the crossover between FXPlus and
FXU. Highest risk is demand exceeding capacity and detrimental to student experience.
Risk levels and scoring was discussed. The risk register will be included in the paper set for next meeting. Action: AD
7. AOB
A revised terms of reference needs to be provided and will be discussed at the next meeting.
Action: PA
The risk register needs to be included under the umbrella DA to satisfy audit committee framework and make significant reference to inclusion of Cornwall. Action: PA
8. Date of next meeting
Dates are to be arranged for Spring and Summer terms. Actions: RC
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