SU Board of Trustees Minutes
Time:
17:00 – 19:00
Date:
21st October 2015
Location:
Russell Room
Trustees
Present:
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Monique Bell, Mature Students’ Officer [MB]
Osamah Aiar, Anti-Racism Officer
Laila Ahmed, Disabled Students and Carers’ Officer
Zain Dada, Co-President Activities & Events
Monna Matharu – Working Class Students’ Officer
Hannah Slydel – Co-President Democracy & Education
Tom King – Co-President Welfare & Campaigns
Saul Jones – Working Class Students’ Officer
Caitlin Comins – Accommodation Officer
Tom Costerton – Accommodation Officer
Imrane Trocme – LGBTQ Officer
Hannah Short – Environment Officer
Jonelle Twum – Womens’ Officer
Isobel Annan – Environment Officer
Aida Balafkan – Womens’ Officer
Adwoa Darko – Entertainments Officer
Jovian Salak – Campaigns Officer
Matija Vlatkovic – Academic Affairs Officer
Others
Present:
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Peter Baran – General Manager
Amy Dawson – Governance and Communications Coordinator
Apologies:
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Juhi Verma – International Officer
Will Paintin – Entertainments Officer
Alaa Ahmed – Black Officer
Mohamed Taha – Postgraduate Research Office
Lizzie Wright – Sports Officer
Agenda Item
1. Minutes of the
Previous
Meeting
2. Matters
Who
Discussion/Action
The minutes were approved
PB raised the matter of capital spending, and
explained that this was covered in a later agenda
item.
Arising
SJ asked for an update on the space campaign.
HS updated the group on the latest plans and
steps that would be taken to discuss further at
exec.
3. Finance Report
and Update
PB
PB informed the Board that the budget had been
set with the sabbatical officers over the summer.
He gave context on the nominal and operating
budgets and the figures from last year compared
to this year. He introduced & explained the 2 new
lines for IT and Participatory Budgeting.
HS encouraged Trustees to engage with new
Participatory Budgeting initiative.
MB asked for clarity regarding this year & last
year’s budgets.
HS noted that the Union has increased the
Welfare budget by £1000.
IA asked what comes under the Welfare budget,
MV enquired about the Freshers budget & TC
asked about what happens to unspent budget at
the end of the year. PB answered all of these
questions.
The budget was unanimously approved by
the Board.
PB explained what capital spending was & gave
an update on the outside area.
MV asked how the Union decides which
companies to use in capital projects. PB
explained that this is usually decided by the
School.
PB then explained the purpose of an audit & told
the Board that the completed audit would be
approved by the Trustees as well as taken to UGM
and put on the Union website.
Regarding Commercial Services, PB updated on
the forecasted figures compared with the actuals.
PB introduced the Finance Committee and asked
for members to volunteer.
Action: HS to circulate an email for volunteers.
HS introduced the Trustees to a letter indicating
potential legal action received by the Union. After
a discussion regarding conflicts of interest, the
Trustees decided an emergency Trustee meeting
would be scheduled to consider the letter fully.
4. Responding to
Potential
Legal Action
Action: HS to schedule an emergency Trustee
meeting and contact the complainant to inform
them of the actions being taken and offering them
a Union point of contact.
5. Risk
Evaluation &
Register
PB
6. Strategic Plan
2015-18
PB
PB explained the reason the Union has a Risk
Register, and the Trustees’ role in this.
Action: PB to bring Risk Evaluation & Register
paper to the next Trustee Board.
PB explained the nature of a strategic plan & how
the 2010 strategic plan was formed. He presented
his paper with ideas about what worked well last
time and what improvements could be made.
The Board agreed with the concept proposed & it
was agreed that a Google Doc would be set up
and the results would be taken to an Executive
Board to move forward.
Action: PB to set up Google Doc and circulate to
all Trustees.
7. Governance
Review
PB
PB explained the Union’s legal obligation to go
through a Governance Review, and how they
were normally conducted at SOAS SU.
TK expressed the importance of having wide
consultations with the student body.
HS added that she was particularly eager to
consult liberation groups.
PB encouraged Trustees to be active members of
the Governance Review process.
8. Student Staff
TK
TK raised the issue that, in line with our
Governance structures, we will need to think
about how staff members fit into that. He
gave an example of staff member terms and
conditions and how the Union should ensure
fair workers’ rights in line with their
campaigns.
HS proposed a working group including HS,
TK, AD, PB, KZ and any other interested
Trustees and student staff members.