SU Board of Trustees Minutes Time: 13:00-15:00 Date: 27/05/2015 Location: 4129 Trustees Present: Others Present: Apologies: David Suber – CP Democracy & Education [DS] – Chair Georgie Robertson – CP Campaigns & Welfare [GR] Kabir Joshi – CP Activities & Events [KJ] Simon Campbell – Academic Affairs Officer [SC] Manuella Schwarz – Black Officer [MS] Luna Cottis – Entertainments Officer [LC] Mohamed Taha – Post Graduate Research [MT] Phoebe Fisher – Environment Officer [PF] Peter Baran – General Manager [PB] Amy Dawson Governance & Communications Coordinator [AD] Max Lohnert – Academic Affairs Officer [ML] Grace Wilcock – Campaigns Officer [GW] Karmel Carey – Disabled Students and Carers’ Officer [KC] Agenda Item Who 1. Minutes of the Previous Meeting 2. Matters Arising Discussion/Action Approved PB PB explained that the audit accounts were still not signed off due some formatting issued. These were signed off by chair’s action to be submitted to the Charity Commission by 31st May. PB explained the current situation regarding the BDS referendum and ongoing complaint to the School. A thorough discussion was held regarding a letter sent from the School to the Board of Trustees about the complaint. The Trustees carefully considered the details of the letter. The group agreed that, whilst some points raised in the letter were to be contested, there were also points to learn from in the future. Training for next year’s team would address this and a formal discussion would be held with the School about these issues. 3. Charity Commission Letter PB referred the group to a letter sent to the Board by the Charity Commission. This was regarding an email sent out by the sabbatical officers on the day of the General Election results and the use of the word ‘riot’. The group discussed the importance of this letter and the sabbatical officers outlined the actions taken following the initial email, including an apology issued to all students. Action: The Sabbatical officers to respond to the Charity Commission and circulate to Trustees for approval. 4. Financial PB Report PB outlined the financial report, explaining that although the Union is currently over budget, a considerable amount will be made back from ents scheduled for the end of the year. He explained that one area in which the Union overspent was registering students for conferences. The group agreed that a process could be introduced regarding how people are registered. KJ raised an issue surrounding late licence events and normal Friday nights. The group noted that the expenditure had been cut by KJ this year. A discussion was held about commercial services. Despite the bar being down, the shop is currently up due to the new coffee machines. The group approved the financial report. 5. Operating Plan GR, DS, KJ Each sabbatical officer outlined progress against the strategic objectives. DS outlined the status of the online system by which students can communicate with their reps. KJ discussed the sports survey and the introduction of the Activities and Events Coordinator. He also told the group about the successful lecture series the Union had run. GR outlined the pilot Guarantor Scheme the School would introduce following a motion being taken by the Union to the Student Experience Committee. She also discussed the Peer Support Network. 6. Capital Spending PB PB informed the Board that the School had given the Union a final quote of £70,000 for the outside area refurbishment. The Board approved this expenditure as long as the price remained at £70,000. PB and KJ updated the group on the music equipment project. It was agreed that this would be a summer project with an aim for completion by the end of the summer. 7. Plans for 2015/16 PB PB asked that the Board raise any plans that will impact next year’s budget. These were as follows; PB 8. Risk Evaluation and Register £70,000 outside area £45,000 music equipment Space campaign Postgrad common room refurbishment PB explained the system by which risks would be identified and the likelihood of those risks would be ranked in a grid. He asked the Board to identify up to 10 risks for PB to rank and bring back for the next meeting. Risks identified by the Trustees were as follows; Drugs – the Union becoming a place where people feel uncomfortable or unsafe. Also an issue of safety if people are taking drugs on site, and repercussions on the union financially and reputationally. Safe Space motion – the way in which it is 9. Any Other Business used could lead to reputational risk Political reputation The fact that PB is the only person safeguarding issues around finance Society financies – societies spending money inappropriately Sectarianism on campus Occupations Rephrasing political activity There was none.