2012-13 meeting 10 minutes

Queen Margaret Union Board of Management

Queen Margaret UnionMinutes of the Board of Management

Meeting 10: 25/02/2013

1. SederuntExecutive: C. Fraser, L. Hinton, E. MurphyConvenors: J. Ansell, R. Callaghan, A. Compton, T. Kelly, S. McFarlandCurrent Student Representatives: C. Cuthbertson, E. Jewson, B. Johnston, R. Male, C. MacInnes, S. McFadden, K. Simmons, S. StrauszFormer Student Members: K. StevensonStaff Representative: C. Angus

General Manager: A. McConachie

Porters' Box: J. Reid

2. Apologies-

3. Addition of Agenda Items-

4. Minutes of the Previous Meeting

AP. C. Fraser to find the deadline for HEAR transcript submissions. - COMPLETEDAP. E. Murphy to arrange fire evacuation training alongside A. McConachie for new board - ONGOINGAP. C. Fraser to circulate online style guide by 21st February - Not CompletedAP. E. Murphy to go to the library...and find the IT Helpdesk managers - COMPLETEDAP. R. Callaghan to send E. Murphy details of Sandyford training once available - Not CompletedAP. A. Compton to get master copies of PR. - COMPLETEDAP. C. Fraser to visit SRC printers for Six Nations posters. - COMPLETEDAP. C. Fraser to put up noticeboard for duty board questions - COMPLETEDAP. C. Fraser to send newsletter about election to membership - Not CompletedAP. J. Ansell to meet S. McFarland about karaoke. - COMPLETEDAP. E. Murphy to arrange CBP meeting(s) for discussion about convenor roles. - COMPLETEDAP. The executive to produce a board survey to gather feedback on board members' terms. - COMPLETED

Motion to pass minutes of Board of Management Meeting 9: 25/02/13Proposed: R. CallaghanSeconded: K. SimmonsPASSED

5. Minutes from other meetings5.1 Finance Committee, Meeting 12: 06/02/13

(3) General Manager's ReportR. Callaghan: Superbowl bar takings were down?

A. McConachie: Only just.R. Callaghan: What was attendance like?

C. Angus: I don't have exact numbers, but Qudos looked busy. Considering the change of venue, this is good.

(7) Authority to SpendE. Jewson: Why only so many t-shirts?

A. McConachie: The sponsor's logo has six not four colours in it, which drives the price

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up. The event is on a Sunday, and hopefully there shall be no leftover t-shirts.R. Callaghan: Who is the sponsor?

A. McConachie: Magner's.

T. Kelly: Can you explain gross profit, and how this affected the shop?A. McConachie: Whilst some items may have a higher monetary value to sell, they may cost more to stock in the first place. This results in a low gross profit margin. Items with a greater difference between their cost and sale price will have a better gross profit margin. Depending on the variety of stock in the shop, the margin will change.

Motion to pass minutes of Finance Committee Meeting 12: 06/02/13Proposed: E. MurphySeconded: L. Hinton

6. ReportsReplies given by report author unless otherwise stated.

6.1 General Manager's Report to the Executive Committee[Submitted by A. McConachie

ComplaintVisit from Dorothy WelchWhisky ClubNight SafeFire Training

(1.3) Visit from Dorothy WelchE. Murphy: Speaking with the Hon Sec from the GUU, they send brief regular emails around Court and Senate, and this seems to work rather well. It is certainly a good thing that we should try to do something similar.

AP. C. Fraser to send emails about us to the university.

(1.1) ComplaintE. Jewson: When C7 are in, can the board not access Qudos at all?

- Yes, in certain circumstances. Not during their services for example.E. Jewson: There are some occasions that we have to check in.

C. Fraser: If it was a meeting in a committee room, you wouldn't interrupt that. There is a half hour gap between any event that we book on a Sunday night and the end of the church service, to allow time to get equipment if needed.

B. Johnston: You say to treat them like any other customer, but then they get slightly different treatment.

C. Fraser: There should be no need to interrupt their main service.

T. Kelly: I have been on duty whilst there were mentions of alcohol at their service. - There have been a number of incidents involving alcohol at the services, but it's not the organisation that is the issue here. Whilst the church is open to anyone, we are still a licensed premises and have kept our right of refusal to anyone. It is a delicate balance.

T. Kelly: I am concerned that the organisers don't feel as if they can come to duty board for help to ask people to leave. Can this be made clear to them that we can help?

- There is discussion to be had about a number of points. They should be treated like anyone else, and care should be taken that they go through the proper booking channels.

R. Callaghan: In hindsight this should have been raised earlier - can we get critical timings of events?

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AP. E. Murphy to source timings of events.

S. McFadden: This just needs better communication. Done tactfully, duty board should be able to access all areas at all times.

C. Fraser: No, they should not trundle in anywhere. Access is permissible at appropriate times.

(1.5) Mardi GrasE. Murphy: Are we considering the demand for this event along with previous years' numbers?

- Yes. They have never been very high.

(1.1) ComplaintJ. Ansell: I was on duty the night in question. We were very careful to cause minimal disturbance.

B. Johnston: Seconded.

AP. E. Murphy to ensure location of cables is highlighted during board training.

C. Angus: In response to E. Murphy, Mardi Gras used to clash with Cheesy, and has never done well.

(1.9) InternetS. McFadden: Is there any progress on fixing this?

- The engineer will be back tomorrow.J. Ansell: What broke it?

- There are a few theories, but currently the favourite is that the static IP addresses were disrupted.- Some housekeeping needs to be done also, as the email server was full, and an overload broke it. Changing email server may help, and not come at a much greater cost. There have been ongoing email company issues, and discussion is being had about changing email over the summer.

E. Murphy: Can everyone make sure to delete some emails? Getting rid of the big photo attachments is probably the easiest.

(1.8) Fire TrainingE. Murphy: As some board members have been covering porters' box on Saturdays, can they be included in the fire training?

- Yes, but I am not wanting this as a long term solution to the problem.

(1.4) Glasgow School of ArtE. Jewson: Will we suffer from loss of gig business?

- Yes. They have a very good, new building. An in-house PA at other venues is preferable to coming here which requires rental of a PA and a tech to set it up.- We will see how Thursday's Yellowcard gig goes. As it currently stands, we have very few DF gigs.

S. Strausz: Our monitors have intermittent faults.

T. Kelly: From DF perspective; is it an option to install a new PA and charge slightly more for rental?

- It is an option that has been considered. However, it would mean less club space, and there would be very little return on it with so few gigs each year.

R. Callaghan: Income from gigs has been pretty low - is this new venue going to cause much difference?

- Not too big. It affects our reputation a bit, as we get less and less gigs.3 25/02/13


R. Callaghan: It hasn't helped that in the last few years that we have only been getting over 14s gigs, but this seems to have changed a bit recently. If we veer away from DF, might we have any luck?

- We are in touch with two other promoters, but DF are the largest promoter in Scotland. We used to get around forty gigs a year with DF, and had good bulk deals. Profit came by sheer numbers, as turnover was high. Now this isn't quite the case, as with only five events there is a much lower chance. Stewarding costs are immense for gigs, and not covered by rental.

T. Kelly: Why don't DF come to us?- Primarily, they, via parent companies, own other venues.

S. McFarland: With the new lights on their way, might this increase appeal?- Not as much. Bands bring their own light set-ups. We only charge for sound and venue hire.

S. Strausz: Can we go ask bands directly what we could do for them to play here, as quite a few bands enjoy the venue?

- Yes.

(1.7) Night SafeC. MacInnes: What are the concerns about the procedure?

- I am not sure who is counting the bags that go in, and that perhaps people should be met at a different location in the building. It is a security issue, and one that should be sorted before it is a bigger issue.

6.2 President's Report to the Board of Management[Submitted by C. Fraser

ElectionDevelopment focus - Lacuna, Board, Volunteer Training, Committee Rooms, Main venue improvements

(2.2) ElectionC. MacInnes: What do you mean, look at the "category" system?

- Myself and L. Hainey tried to pass at an AGM two years ago a change to the CSR split term times and the designated seats. My current thoughts are that terms are too short, and that this affects continuity of the board.

(2.6.1) LacunaT. Kelly: "Would like to see action ASAP" - when?

- In finance discussions, we wanted to start by Easter. I still hope this is possible. It is definitely a priority.

T. Kelly: This is a fantastic idea. Clubs and societies have been going elsewhere due to limited facilities here.

(2.3) ReferendumR. Callaghan: Why do you think the turnout here was so much higher?

- I have no idea. It was more accessible here?R. Callaghan: I did notice tv and radio crews outside.

(2.6.1) LacunaS. McFarland: What are the plans? A wall?

- No hard plans exist as yet. However, yes, a partition wall has been discussed.S. McFarland: Some people I have heard say they would never consider getting a coffee in the QM during the day.

- The idea here is to tone it well, with good facilities.

(2.3) ReferendumC. MacInnes: I would wait to check the report on it, but I think many people voted here as they

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were "coming here anyway".

A. McConachie: There were logistical problems, with queue management. With a single outlet, I do not think we have the facilities for all our members to vote.

[J. Reid enters

R. Callaghan: Should we get information from the Dialectic Society on how they worked towards their turnout?

- I think the hype in the run up to the vote was good, as was a mass email around campus.

T. Kelly: They had stickers for those who had voted. Do we have these for next week?E. Murphy: Nope.- Come see the exec with a budget for them.

(2.6.4) Committee RoomsE. Murphy: Put stickers on each pen to name them, and use a book to sign out the pens from.

(2.7) Tech team rewardsE. Murphy: Vouchers - am I to do anything other than make sure that the folder is stocked?

B. Johnston: Sharing a book may cause confusion, especially for board members who are on tech team.

E. Murphy: I shall get another book and folder for the next batch I make up.

AP. C. Fraser to meet tech team on Thursday

New vouchers to be signed by executive.

AP. E. Murphy to arrange new voucher system for tech team.

(2.4) March 1stB. Johnston: You met on Monday to discuss changes. They went to events committee on Tuesday, and then to Finance on Wednesday. There was no communication of the progress of this.

- I had planned to have the Monday meeting the week earlier. It was my failure to share this. Changing the play list for Cheesy Pop was not enough. The Monday meeting was good, and ideas for progress were presented.- In the last survey I did, 54% said Cheesy had no atmosphere, and 60% said their friends didn't come. - I do realise now that March 1st is THIS Friday, which I hadn't appreciated at the time. I am expecting feedback to come from this event though, and to work with it. The idea isn't fixed.- I agree that the consultation was not done directly, however I disagree that it was not done. There were the results of the survey, and the comments and ideas of those involved in the running of the event were taken into consideration.- Finance had very little impact on this; they bought fairy lights.- I realise that these changes may not be pushed by everyone, but I would like to see the board push it if possible.

B. Johnston: I know it was not intended, but it appears that this was done behind the board's back. It could have gone online, it could have gathered board feedback.

- The staff involved know their area, Toast was involved who knows a lot, and L. Hinton attended and she goes to a lot of clubs. There has been lots of chat about changes, but I wanted to see actual change. I realise the failures now.

B. Johnston: It feels as though the events committee was just left out here. The event has been completely revamped without consultation with them. I can see the committee attendance dropping.

S. McFarland: The event hasn't been revamped. These changes have not been set in stone.

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- There is a need to balance. We are not completely cutting Cheesy. I will be recommending to the next board to not take Cheesy to Freshers' Week. I believe they should work with new ideas to change the atmosphere.- If you have concerns, come and have conversations with me.

K. Simmons: I did not have a chance to speak to you, as I was out of Glasgow over the weekend. The events committee were asked, but knew their ideas were not coming on board. It was said that the changes were not fixed, but the posters were printed.

- These are experiments. Can we try something new and re-evaluate then?

A. McConachie: Back to a few meetings ago, a few issues were raised. The board represent the members, and bring ideas to meetings. The idea for a second club night can go just now, as the one we have is struggling. Cheesy will not be cancelled straight away, as it is still the highest attended event we have.

Ideas were needed to improve PR, and change the event a bit. There are only two dates left this term, as after that there is Paddy Pop and 10 Hour. We need to stop talking and start doing. This is a two week project, which allows us to try ideas before Freshers' Week. If we wait until then, what happens if we get it wrong?

S. Strausz: I would like to say that I am glad this is happening twice. You can't evaluate a trial based on a one-off. However, you are trying to change perceptions but you keep the name.

- I see this as moving away from just Cheesy. If we pull it completely, what then? We are altering it and trying.

S. Strausz: People are still going to call it Cheesy.

R. Callaghan: I'm a bit off topic here. I have been watching this all evolve from the sidelines. The way this whole thing has developed is wrong. I saw the committee confused and upset about changes, and then saw the board jumping in and stirring this. If you have problems with things, go and speak to those who can make change. The board doesn't work - nobody asks questions. I have sat on the board for two years, and seen people complain about things behind closed doors and then not speak up when they have the chance. I ask so many questions at board meetings not because I want to, but because other people are not. Why are people only asking about this now? If you had spoken up earlier, it would be acted on then. Go and speak to people. There is no backbone anymore, to ask the critical questions needed and hold people to account.

S. McFarland: No-one from the board has spoken to me about the changes.

T. Kelly: I have gone to C. Fraser, and raised my concerns. Today it was raised in exec cons, that some brand new ideas are on the table - karaoke in Qudos for example. As an issue for concern it is valid. Just because it has not properly been articulated doesn’t dismiss it as an issue. I have not felt that new ideas are the good ones to experiment with. We should be conducting calculated experiments.

- We won't know if we don't try. By putting karaoke downstairs, we can trial DJs in Jim's Bar.

R. Male: I feel this issue has come up before, with Monday Night Music Quiz, and that this is history repeating itself.

- We have consulted with members here, and the executive are students too. This is an entirely different monster.

S. McFarland: We need more communication - don't discourage ideas.- I have seen two different events launched during Freshers' Week, which hadn't been tested. It just doesn't work.

A. Compton: Can I ask for the details of the changes?- Karaoke in Qudos to eleven. Student DJs in Jim's Bar. Chart music to be played in Qudos until almost the end. A VIP area on the raised section of Qudos; not available if you pay and to make you superior, but available to clubs and societies, the first in and guest list holders. We are looking at putting couches there. Qudos will be split by fairy lights between the pillars. New lights have been bought for the Qudos lighting rig, and

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also for the foyer and coffee bar area. Food will be available from the coffee bar.

S. McFarland: When will the new SoCo bar be here?A. McConachie: It arrived today. It will go up after Yellowcard.

R. Callaghan: Will the area be staffed?- Yes, by one steward. Only one staircase will be open.

S. Strausz: Will the lights require maintenance?- The new type of lighting, LED, means that they will require less regular maintenance.

S. McFarland: Tech team will be helping on the night.

T. Kelly: Will an additional steward be needed for the VIP area? And can we gather feedback on the night?

- Yes, we can put stuff on the tables.A. McConachie: It will be a redeployment, rather than additional steward.

T. Kelly: Can duty board ask people on the night?

C. Angus: Let's still encourage people to push the event.S. McFarland: Yes.

AP. C. Fraser, S. McFarland to meet on the events convenor role.

S. Strausz: Will the appeal of cheesy music still be there?- Chart will be played earlier in the night, to please more people.

S. Strausz: What about another night?- With Rev, we can consider it, but a regular night is risky. The survey revealed that a big percentage of people go out less than once a month. Wednesday nights as an alternative are an idea in development. There is scope for asking people what they want.

K. Stevenson: Despite changing the name, the focus is still on Cheesy.S. McFarland: We haven't changed it fully now.

L. Hinton: Some people may enjoy, or be intrigued, with the changes. A. McConachie: We have to let people know that changes have been made. The name change is not massive, but a good change. It may prompt the question "Why is it called...", and allows the chance to explain that there is more pop, more chart music. It is a PR tool.

B. Johnston: Why discuss the name now? It's pointless.

T. Kelly: Having finished the retrospective qmunicate, the name has changed multiple times.

- There have been very few eureka moments for Cheesy for as long as I can remember, other than karaoke.

6.3 Honorary Secretary's Report[Submitted by L. Hinton

Club and Society Guest listsMailersLife Membership Dinner

- Sorry for no goodbye section in my report, I forgot! I think I was in denial of it happening. Thank you, and it was a pleasure working with you all.

T. Kelly: Have you heard back about the quote?- Not yet.

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6.4 Honorary Assistant Secretary's Report[Submitted by E. Murphy

Constitution, Bye-Laws and Policies - New Areas to ConsiderBoard Survey Next StepsInternet

(4.3) InternetR. Callaghan: How was your meeting?

- Very productive. We discussed extending the eduroam network into the union. This would replace our current wireless facility, at a significant cost. Various different avenues for progress were discussed, as were current wiring options. This is something I hope to pursue, and funding via the development fund, Chancellor's Fund or some other method should be sought.

(4.2) Board SurveyC. MacInnes: What action do you plan to take now following the survey?

- I want to try and promote communication between board members more, as I think this is the key fault highlighted. People do not know who to talk to, or are not comfortable doing so, and as such do not raise concerns. I would like to try and make development of ideas an easier process, and to generally work on keeping morale high. A system to formally recognise hard work of board members, despite being discussed already, should actually be implemented I believe.

S. McFarland: How many responses did you get?- Less than half of the board replied.

6.5 Campaigns and Charities Convenor's Report[Submitted by R. Callaghan

RAG WeekHandoverFund raising theme for 10 Hour

E. Murphy: I popped into your committee earlier and thanked them, but you weren't there. Thank you for all your work over the weekend on Jailbreak, and for hosting mission control at your flat.

S. McFadden: Do you have fundraising totals?- I had them at one point. I am to check them with the office again, and then can send them to E. Murphy and the board.

E. Jewson: RAG Week. What is going on?- I sent off a lot of emails towards the end of last week...and then the email server went down. I'm not sure. Neon Cheesy was never a thing - it was raised as "how about this as a theme" but never went further. I am looking for ideas for this Friday please. Challenges are welcome, and if you participate you shall receive a free t-shirt.- In my handover document, I will be recommending splitting Jailbreak from RAG Week, or wholly delegating one of the tasks as the two are both a huge work commitment.

AP. C. Fraser to contact J. McGrellis ASAP.

E. Murphy: How are you ensuring that condom distribution shifts are getting done?- We're just chasing people up and sending reminders about it.

E. Murphy: Do you want to go big with your fund raising options for 10 Hour?- I am to check the theme and details of the event with S. McFarland first.

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S. McFadden: Are you working on any campaigns?- There is an Amnesty campaign I meant to bring to the meeting. Can I take it to the board page?C. Fraser: Yes.

- I want to facilitate others' campaigns and promote them.

A. McConachie: Will there be some personal challenges on stage on Friday?- Yes. We have moved to Qudos; I am aware of the Jim's Bar booking.

- There is a housing event on the 13th March, for two hours, booked. It is on the topic of reclaiming fees, amongst other issues. I have the PR in my email account. This is an excellent event to push.

- Thank you to C. MacInnes for being a fantastic lieutenant.

6.7 Events Convenor's Report[Submitted by S. McFarland

Snap, Crackle and Cheesy PopTech Team

A. McConachie: I notice no sederunts submitted, and this is the second time.- Sorry.C. Fraser: Can these go online ASAP please.

K. Simmons: These are my concerns about the changes to Cheesy Pop. Karaoke in Qudos will require separate hosts and tech. It will look quiet in Qudos even with 60 or 70 people. Nobody wants to get up on stage. Duty board need to move a lot of tables and chairs. Barriers need to go back on stage after karaoke - will Qudos be cleared for this or do we work around people? DJs in Jims is a good idea. Sitting in Qudos is not.

C. Fraser: Can I have a copy of that in writing please?T. Kelly: Can we use the cupboards by the side of the stage for the barriers?

[C. Cuthbertson, J. Ansell, J. Reid and K. Simmons exit

R. Male: When do tech team application close?- They are ongoing.

T. Kelly: Does this not raise issues for training?- It is only an issue if there are many people.E. Murphy: It is good to run regular training - it can be opened to members too.

E. Jewson: Have you had any more forms submitted?- No.

S. McFarland: Thanks to K. Simmons for her time as lieutenant.

6.6 Convenor of Current Student Representatives' Report[Submitted by A. Compton

(6.5) FarewellT. Kelly: I have no idea what A. Compton is referring to me for; it is not accepted.

(6.3) CSR ProjectsC. Angus: What happened with the shop after the meeting?

- The group projects were ill-fated. I struggled to stay in touch with some CSRs.C. Angus: PR help was needed, but very little was done. Sport needs a bit more communication between staff and board, so we know what is going on. If staff are to take this on, we need to know. We're happy to work together.

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(6.1) SederuntsC. Angus: It is pretty bad that only three people turned up to the committee. There were complaints earlier about lack of communication, and then when opportunities are presented to communicate they are not used.

- I was working on sport. I maybe let it fall away. Speaking to staff directly should be encouraged, to help ideas flourish. The perceived staff v board mentality is not a thing.

E. Murphy proposes a Vote of Thanks for A. Compton for his services to the Union.Seconded: R. Callaghan

6.8 Publications Convenor's Report[Submitted by T. Kelly

Complete Issue 102Improve attendanceInDesign Training

- I have not had a chance to speak with A. Compton about why CSRs don't attend my committee. I intend to soon.

E. Murphy: Can you send any discussion points to me, as A. Compton will soon not be on board.

L. Hinton: What did we decide to do - publish the new qmunicate now with an insert, or wait and publish it after the election?

- If there is to be a by-election, we can do an insert for that.C. Fraser: Can we get a magazine back ASAP please.

S. Strausz proposes a Vote of Thanks for T. Kelly for putting up with the issues with the printers.Seconded: A. Compton

6.9 Social Convenor's Report[Submitted by J. Ansell

Winners' BoardHostsTweaks for MNMQ

(9.7) KaraokeR. Male: Considering all the changes to Cheesy, should karaoke officially move to events from social?

C. Fraser: I agree. Let's look at this after the election.

(9.3) DJs in Jim'sR. Callaghan: DJs are booked until when?

E. Jewson: End of term two.S. McFarland commends E. Jewson on her work for DJs in Jims.

T. Kelly proposes Vote of Thanks for J. Reid for her services to Social.Seconded: R. Male

(9.2) Monday Night Music QuizE. Murphy: I was wondering what the tweaks here and there might be, and why we have to wait.

(9.8.1) Winners Boards in Champions BarR. Callaghan: A source of past winners may be found in board meeting minutes.

S. McFadden: Why should this be set up retrospectively? Can we not just start now?10 25/02/13


(9.3) DJs in Jim'sE. Murphy: Following the previous meeting, did you decide to change DJs each week or have some return?

E. Jewson: There were so many interested people that they are all new.C. Fraser: What year(s) are they in?

E. Jewson: Mostly first and third years.

(9.4) UnpluggedL. Hinton: Can we all push this please over the next few weeks.

(9.8.2) HostsE. Murphy: I was wondering what the turnout was for this.

B. Johnston: I think there were five people interested in PCP, and one for BWNPQ.

Motion to pass the reports to the Board of Management, Meeting 10: 25/02/13Proposed: S. StrauszSeconded: B. Johnston

[C. Fraser passes the chair to L. Hinton

C. Fraser proposes a Vote of Thanks for S. McFarland for her role in events committee.Seconded: T. Kelly

[L. Hinton passes the chair to C. Fraser

7. Life Membership ApplicationsNone.

8. AffiliationsGU Marxists GU Photographic Society

Proposed: L. HintonSeconded: T. KellyPASSED

9. Policy Amendments[C. Fraser passes the chair to E. Murphy

A health and safety proposal was submitted, and passed after many meetings.

Proposed: C. FraserSeconded: R. MalePASSED

[E. Murphy passes the chair to C. Fraser

A change to the minimum requirements for CSR committee attendance was suggested, such that two meetings without or three meeting with apologies would result in immediate dismissal from the board of management.

Proposed: A. ComptonSeconded: R. CallaghanDirect Negative: S. McFadden

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5 votes for, 6 votes against; proposal falls.

New CCSR job description submitted, to clarify and streamline the description.

Proposed: E. MurphySeconded: A. ComptonPASSED.

10. Any Other Competent Business10.1 Vote of Thanks

L. Hinton proposes a vote of thanks for all departing board members.Seconded: E. Murphy

11. Action Points Arising from Meeting

AP. C. Fraser to send emails about us to the university. AP. E. Murphy to source timings of events. AP. E. Murphy to ensure location of cables is highlighted during board training.AP. C. Fraser to meet tech team on Thursday AP. E. Murphy to arrange new voucher system for tech team. AP. C. Fraser, S. McFarland to meet on the events convenor role. AP. C. Fraser to contact J. McGrellis ASAP.

12. Date of Next MeetingThe next meeting of the Board of Management shall be at 5:30pm on Monday 11th March.

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2012-13 meeting 10 minutes

Documents