Bangr University Students Unin Trustee Bard Meeting Minutes Friday, September 16 2016 Students Unin 1:00pm Present: Cnr Savage (Chair), Helen Marchant, Rebecca Kent, Matthew Day, Fawaz Atta, Paul Ashley, Dminic Passfield, Lucy Hawthrne. In attendance: Dylan Williams, Ifan James, Sharn Brwn, Llins Gashe (minutes). a) Aplgies J Candlish CS annunced that Miriam Mbah had resigned frm her rle as a Student Trustee. b) Minutes f pervius meeting Tuesday, 21 st June 2016 Accepted as a true recrd. c) Matters Arising TB290915-02 TB210616-6 Online Membership System and Website - Since the last meeting we have launched ur new website (www.undebbangr.cm) and set up ur nline functin fr electins and clubs and sciety memberships. The new site is easy t use and has a great deal f new functinality. The site if fully bilingual. Unin Calendar DW reprted that the new SU Calendar has been printed with main key events nted. This will be distributed t all Students during Fresher s Fair. d) Standing Items TB160916-1 Sabbatical Update Reprts circulated prir t the meeting, n further questins asked.
TB160916-2 Directr s Update Further t the circulated reprt it was nted that: Operatinal Plan circulated prvides a simple update and allws the Bard t clse ff the current plan and mve frward with the new strategic planning phase. Wrk nt cmpleted has been included within the new strategy. A successful fficer inductin tk place ver the summer, with a three day residential at Surf Snwdnia. A launch f Undeb s new space, strategy, brand and website will take place at the end f Octber. Welcme Week will start this weekend with Fresher s Fair will be held n the 21 st and 22 nd September 2016. New branding Undeb Bangr is being rlled ut. TB160916-3 Management Accunts i. Perid 12 year end accunts The annual returns were submitted t the Charities Cmmissin n 20 th April 2016. ii. Budget fr 2016/17 DW reprted that the final draft budget has been submitted t this meeting fr final discussin and apprval prir t taking t the General Meeting t be held in Octber fr full demcratic apprval. This year s budget will be challenging cmpared t previus years and spending will be clsely mnitred acrss all areas. iii. Grant Allcatins DW reprted that Grant Allcatins fr Clubs and Scieties will be presented at Octber s General Meeting. RK reprted that a meeting with Club Captains will take place next week, where discussins will take place n allcatins and this year s budget. TB160916-4 Risk Register circulated fr mnitring purpses. DW reprted that in line with the new structure a new simplified risk register as been drafted fr the Bard s apprval. DW explained that nly majr risks are included in the amended register, lwer risks will be included in individual departmental registers. The Bard apprved the new Risk Register.
TB160916-5 Undeb Bangr Plan 2016-19 circulated fr apprval DW reprted that final draft has been circulated fr the Bard s apprval. Once apprved there will be a sft launch f the plan thrugh the website and it will be shared with Undeb s key stakehlders and partners. DP asked if there will be annual updates f hw Undeb is prgressing t the plan. DW reprted that there will be updates and he is currently lking at pssible mid-term reviews. The Bard apprved the Undeb Bangr Plan 2016-19. TB160916-6 Undeb Bangr Operatinal Plan 2016-19 DW reprted that it was hped that the peratinal plan wuld have been presented at this meeting, but due t timing issues and with the recruitment fr the new rles nly just starting it is planned t start drafting the plan nce the new teams are full and all rles have been filled. TB160916-7 Sabbatical Officer Team Pririties 2016-207 Team pririties were circulated fr infrmatin nly, n further questins asked. TB160916-8 Undeb Gvernance Plicy and Prcedures attached fr discussin DW reprted that a Gvernance Plicy and Prcedures has been drafted t bring tgether all key infrmatin and prcedures arund Undeb s gvernance structures and a plicy schedule that clearly highlights when plicy is due fr renewal. Once the new Demcratic Structure is passed this dcument will be cmpleted and submitted t the Bard fr apprval. DW further added that Staff Develpment and Wellbeing, Ethical Investment and Resurces plicies will be drafted. TB160916-9 Undeb Bangr Lease Agreement DW reprted that unfrtunately the lease agreement has nt been finalised by the University t be presented at this meeting, hwever, a templated lease has been circulated fr the Bard t lk at. TB160916-10 Clubs and Scieties Impact Reprt DW reprted that the impact reprt highlights the excellent wrk that is being dne by Undeb. LH asked if similar reprts are being dne within ther SU departments. RK reprted that this is nt dne at present within ther areas, hwever, it is wrk Undeb wants t cntinue with. TB160916-11 AU Brailsfrd Relatinship Agreement RK reprted that the relatinship agreement has been written in rder t clarify the rles f Undeb AU and Canlfan Brailsfrd. The agreement has been passed at the University s Sprt Task Grup and will be reviewed annually. The Bard apprved the relatinship agreement.
TB160916-12 Electins Rules and Regulatins DW reprted that fllwing the Electins in March 16, a survey was sent t all candidates asking them t prvide infrmatin n their experience, pinins n the peratins and any areas they wuld like t see changed. We received an amazing respnse, and as a result we have evaluated ur electin set up, supprt, peratins and delivery. DP enquired as t wh the returning fficer was. DW reprted that enquires have been made with NUS Wales t act as Undeb s returning fficer, but they are yet t cnfirm. Once cnfirmatin is received DW will e-mail the new rules and regulatins t members f the Bard fr apprval. TB160916-13 Student Media Agreement DW reprted that the agreement has been established in respnse t a need t strengthening the frmal relatinship between Bangr Students Unin and the Student Media grups that we supprt. Undeb s media grups have apprved the agreement. The Bard apprved the Student Media Agreement. TB160916-14 Undeb Bangr External Audit (Baker Tilly) DW reprted that the paper was presented fr infrmatin nly. N questins were asked. TB160916-16 Undeb Bangr Cuncil Further t the circulated paper CS reprted that Bangr Students Unin s legislative bdy, Student Representative Cuncil, has been a frce fr gd, achieving numerus mral and material victries fr students. Hwever, it has many faults, which have slwed, and at times prevented meaningful prgress f ideas int plicy, and frm that, actin. Fllwing discussins it has been agreed that a change is needed. RK reprted that the prpsed change will better represent all f Students at Bangr and hpefully create better engagement during meetings, which has been lacking thrugh the Student Representative Cuncil. Fllwing discussin the Bard apprved the prpsal and changes t Undeb s By-laws t be presented at the next General Meeting. TB160916-17 Undeb Bangr / UMCB Relatinship IJ and CS presented the fllwing prpsal t the Bard fr discussin: A creatin f a fifth Sabbatical Officer Is-Lywydd Cymraeg (Vice-President f Welsh) hlding the same rights and entitlements f the ther Sabbatical Officers f Undeb Bangr. Only Welsh-speaking students will be able t elect this Sabbatical Officer. Only Welsh-speaking students will be able t remve this Sabbatical Officer.
The persn elected as Is-Lywydd Cymraeg (Vice-President f Welsh) wuld autmatically becme President f UMCB. Undeb Bangr prvides a guarantee t its cmmitment t bilingualism. Undeb Bangr prvides a guarantee t its funding fr UMCB (which wuld never be less than the minimum amunt required fr UMCB t fulfil its required functins). Undeb Bangr wuld prvide a guarantee f its staff supprt fr the Is-Lywydd Cymraeg* and by extensin UMCB. Undeb Bangr wuld prvide a guarantee that it wuld nt interfere with UMCB s autnmy. Undeb Bangr wuld prvide a guarantee that Is-Lywydd Cymraeg (Vice-President f Welsh)* wuld be prvided with adequate ffice space within which they can perfrm their duties. It was reprted that this wuld strengthen UMCB and create a frmal link in terms f gvernance, prcedures and plicies. IJ will discuss the prpsal with UMCB members and with the Bard s apprval a frmal paper t be drafted and presented at the next General Meeting. Fllwing discussins, the Bard were in agreement that UMCB shuld becme part f Undeb and apprved fr a frmal paper t be drafted and presented at the next General Meeting. TB160916-18 Clubs and Scieties Health and Safety Overview DW reprted that the verview has been presented t the bard fr infrmatin. This will eventually be added as an appendix t the SU Health and Safety Plicy. TB160916-19 High Perfrmance Bard Prject Further t the circulated paper, DW reprted that the Unin needs elect tw new Student Trustees and set up a wrking grup t set High Perfrmance fr the Bard. He further reprted that that the Unin will cmplete the Quality Students Unin. TB160916-20 NUS Extra Cards fr University Staff DW asked fr the Bard s apprval t extend the sale f NUS Extra Cards t University staff. The Bard apprved the sale f NUS Extra Cards t University staff. TB160916-21 Charitable Grant Funding DW reprted that the paper n Charitable Grant Funding had been circulated fr infrmatin and t make the Bard aware that the Unin des nt give grants t ther charities.