2012-13 meeting 2 minutes

Queen Margaret Union Board of Management

Queen Margaret UnionMinutes of the Board of Management

Meeting 2: 08/10/2012

1. SederuntExecutive: C. Fraser, L. Hinton, E. MurphyConvenors: J. Ansell, R. Callaghan, P. Kelly, T. Kelly, L. PorterfieldCurrent Student Representatives: A. Black, H. Brand, M. Bruce, A. Compton, K. Irvine, R. Male, A. McAllister, J. Reid, C. Sutcliffe, E. ZhdanovHonoraries: C. Hall, E. MunroPast President: K. HillSRC President: J. HarrisonGeneral Manager: A. McConachie

2. ApologiesS. McFarland, C. Millar

3. Addition of Agenda ItemsFreshers' Week will be covered in the submitted reports, and is removed from the agenda.

4. Minutes of the Previous MeetingAP. C. Fraser to find out why Champions' bar was shut on Sunday 23rd.

- The bar opens at 5pm.AP. C. Fraser to investigate layout change of bars.

- Duty board can and have been moving chairs for eventsAP. C. Fraser to collect Cheese and Wine PR from Kirsty Hill.

- T. Kelly made PR.AP. E. Murphy to arrange a CBP meeting.

- CompletedAP. T. Kelly to contact tech team (following their selection).

- OngoingAP. T. Kelly to include section on Online Content in his next report.

- IncludedAP. C. Fraser and J. Ansell to meet with general and bar managers regarding quiz prize.

- CompletedAP. J. Ansell to check banner and posters for Unplugged if the time changes.

- CompletedAP. C. Fraser to check entry policy for Glasgow School of Arts students.

- Completed; the reciprocal agreement has been checked.AP. L. Hinton to update the Life Membership application pack.

- An online version is now availableAP. C. Fraser to organise meetings with CSRs this next fortnight.

- Ongoing

Motion to pass minutes of Board of Management Meeting 1: 24/09/12Proposed: R. CallaghanSeconded: A. ComptonPASSED

5. Minutes from other meetings-

6. ReportsReplies given by report author unless otherwise stated.

6.1 General Manager's Report to the Executive CommitteeNot submitted

6.2 President's Report to the Board of Management1 08/10/12


[Submitted by C. Fraser

(2.3) MembershipA. Compton: How are membership numbers?

- Today, we have 2888. By the end of the week, we should have over 3000.

(2.6) Board AreasR. Callaghan: I would like to add that I have had items go missing from these areas, due to the mess.

- Codes will be changed in the near future if this is not improved.M. Bruce: What will duty board do?

- They will have access as required.

A. Compton: Is there a time scale for when computers will be available?- By the next board meeting.

R. Male: We need chairs too.J. Ansell: Shall there be a social computer in the Convenor's office?

- That is the current computer refurbishment project.

(2.5) Sport

AP. A. Compton to meet J. Ansell regarding sport.

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

(4.1) Constitution, Bye-Laws and PolicyL. Hinton: When is the next meeting?

- Wednesday, 7:30pm

(4.3) Election- I have had submission of ideas from R. Male, T. Kelly and C. Fraser for promotional material.R. Callaghan: Could the A0 poster space on the stairs to Food Factory be utilised?

C. Fraser: Yeah.

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

(5.4.1) Free CondomsE. Munro: How successful was condom distribution during Freshers' Week?

- I have no idea. The tally sheets have been lost; I will be able to work it out though based on current stock.

(5.2.1) Charity of the SemesterA. McAllister: Do we have Mary's Meals PR to distribute?

- I shall be meeting with them shortly.

(5.2.2) GlowsticksR. Male: Are VK able to support this?

- I am in ongoing discussions with them. I have also found an online supplier to use as well.

6.6 Convenor of Current Student Representatives' Report[Submitted by L. PorterfieldE. Munro: What are the CSRs plans to promote the elections?

- Once the PR is made, they shall help distribute it, but no discussions have been had as of yet.

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(6.3) Issues with MeetingsC. Fraser: Have these been rectified?

- I am still to meet with the relevant convenors, but this is most likely sorted.

6.7 Events Convenor's Report[Submitted by P. Kelly

(7.2) Cheesy PopA. McAllister: How has Cheesy Pop been doing the last few weeks?

- Good attendance, and running well.

(7.6) QM Tech TeamC. Fraser: If you receive lots of applications, will you accept more people onto the team?

- Yes, if there are a high number of quality applications. 12 was picked to allow three people once a month for Cheesy.

(7.3) Laser RaveA. Compton: How successful was this event?

- It proved rather popular, with numbers picking up later in the evening. This event was more successful than its counterpart last year.

(7.5) HalloweenR. Male: I have seen two designs for a Halloween poster. Is there an issue with using both?

- A second design was needed as the first lacked a lot of the information for the event.

(7.4) PandamoniumA. McAllister: Where will this event run if repeated?

- There is a possibility to run it in Jim's Bar, but it is booked for most of this term.E. Zhdanov: Does this event have the same appeal if it is run in Jim's rather than Qudos?

K. Irvine: How is this event going to look different to Cheesy Pop?- I am investigating the use of two screens, a DJ on stage, and blocking off the back area of Qudos.

(7.1.6) Headphone DiscoM. Bruce: Can we run this again in semester two?

- Yes.

(7.1.7) Freshers' BallM. Bruce: And this too?

- Yeah; the building has never looked better.

A. Compton: I heard many comments about the casino tables. In future, helpers should be encouraged not to congregate around the tables, and running this event in Champions' is far too cramped.

(7.1) Freshers' WeekA. McAllister: What were the most successful nights of Freshers' Week?

- Themed nights proved far more popular than acts.

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

(8.1.1) HandbookL. Porterfield: Why only three days earlier?

- It could have been more.L. Porterfield: I thought much of the content was reused from previous years.

- The page size changed, which changed the word count.

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(8.1.2) Wall plannerA. McAllister: We did not have the dates for the wall planner until the very last day.

- There was communications delay on this.

E. Munro: Why was everything not sent a few weeks earlier?- Adverts were not received, and neither was some content.

A. McAllister: L. Hinton offered to help with the dates.E. Munro: If adverts were late, should an earlier start not have been organised?

- An earlier start was made, from March, but no replies came back for a while.

(8.1.1) HandbookR. Male: What was your time scale for the handbook? How long did it take to make?

- The design was started without a quote. Content had to change following a change in layout; the number of pages was only known at the end of June.

L. Porterfield: Advertising felt rushed, and all done at the last minute.- Advertising was sought much earlier, but no-one came back on the offers.

L. Porterfield: Would you recommend making an earlier start to your successor?- I wouldn't say so, as we made an early start.

L. Porterfield: Do you have any recommendations for next year?- Relationships should be developed and nurtured by qmunicate throughout the year, to help with advertising needed over the summer.

C. Fraser: Moving forward, do you recommend developing the handbook separate to Freshers' Week material, and producing two documents?

Also, do you believe keeping this as the publication convenor's job, or assigning an editor in chief to produce these?

- The handbook certainly works better as a student's, rather than fresher's, handbook. And I believe that the publications convenor should be in charge prior to summer, but come the holidays, an editor in chief who is present in the area would be beneficial.

M. Bruce: Did you have a schedule for the handbook?- Print deadlines were known, and both documents were sent on their deadlines.

M. Bruce: I recommend this for qmunicate throughout the term also, but how about submission deadlines, and various progressive steps as deadlines too?

- Yes.

(8.3) Current Issue: Issue 98C. Hall: What are your publication dates for term one?

- There are now three dates set for term one, and the first issue will be sent to print in the next two days.

C. Hall: Will the elections be included?- Yes.

E. Munro: Do those who placed adverts in the Freshers' Week publications know about the late delivery, and can you defend the rape comics from the daily qmunicates?

- Three companies have been in contact, and are pleased with the product.- The comics were racy humour, to discuss an unfunny topic. I would argue that freshers found them funny.

A. McConachie: I have been in contact with those who placed adverts, and informed them that despite the late delivery, the publications are annual publications, and as such shall be current all year.

H. Brand: How was content received?C. Fraser: A Freshers' Week survey is going out just now, and feedback shall be collected from this.

A. Compton: Looking forward; can Thursday pre-Freshers' Week be considered late?- Yes.

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(8.2/8.3) PrinterR. Male: Why did the printer decide not to work with us?

- It was not deemed financially viable.

(8.5) TrainingR. Male: There is a gender bias in your editorial team; can you do anything to help encourage young writers in your committee?

- I shall endeavour to encourage all writers.- In response to the editorial team comment, the positions were filled by the best applicants.

C. Hall: A point of clarity - when are the SRC Freshers' Packs filled, and as such, should this date not be considered late?

J. Harrison: They are usually packed on Thursday.

E. Munro: Can you explain publishing online versus the magazine?- The committee wanted time critical articles up as soon as possible, to help keep them relevant. I agreed to trial this, although I believe it makes the magazine less special.

A. McConachie: I have a concern that this devalues the magazine; what is the value to the Union to fund such a magazine?

- Features, interviews and articles which are not time critical will still be magazine exclusive.

A. McAllister: Can an online specification be put online to explain the magazine, along with a style guide?

- Yes.

(8.4.3) Potential Domain Name SwitchA. McConachie: Can you explain this?

- The committee discussed and would like to fund a domain name change for the magazine's online presence.- I would not include this in my budget, however volunteers were keen to fund it personally.

A. McConachie: The magazine is funded and owned by the Union organisation.M. Bruce: What is the potential change?

- qmunicate.wordpress.com to qmunicatemagazine.co.uk

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

(9.3.2) Big Wednesday Night Pub Quiz 3rd OctoberA. McConachie: It was not a triumphant return! You had less teams!

P. Kelly: Is Big Monday Night Music Quiz under your remit?C. Fraser: I am still to meet with J. Ansell on this.

(9.8) Freshers' WeekR. Male: You mention advertising a lot with respect to social events.

- I believe advertising should be made for each individual social event of Freshers' Week, or as the other side to the evening's event.

(9.7.1) KaraokeM. Bruce: The event needs to be looked at, with regards to training and consistency.R. Male: I am concerned by the reliance on the same people, week in, week out. Do you have plans for new hosts?

J. Reid: Someone new had been in contact, and then they did not reply until late into the night.

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P. Kelly: Training needs to be run, as few people know how to set up the equipment.M. Bruce: I would be happy to run this event alongside a new volunteer, and train them on the go.

H. Brand: A shift of four hours is too long, and daunting to a fresh face. Shadowing is a good training method.

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

(3.4) DisciplineE. Zhdanov: What was the issue with filming?

- They did not have permission to film in the building.

[A. Black enters

(3.1.1) HelpersT. Kelly: Publications and tech teams - what training should they be included in?

- They should be included in the pre-Freshers' Week training for all helpers, and attend the morning briefings if they wish to PR.

AffiliationsK. Hill: Why do we ask for QMU or GUU membership for a club or society to affiliate?

C. Fraser: It's a constitutional requirement.K. Hill: I will come back to this.

(3.2.1) PRM. Bruce: The PR was fantastic. One flyer is really good, as it holds all the information, although by midweek no-one wants to take more PR, as they have it all already.

J. Ansell: I would argue for individual event PR.E. Zhdanov: Day/night PR, rather than pairing days would be good.A. McConachie: This would alter the PR budget significantly.

R. Callaghan: I recommend an earlier post-Freshers' Week analysis, as it would be fresher in people's minds.

R. Male: What feedback have we had about helper team sizes?- Not received it yet. Three teams working with the coordinator was the idea.C. Fraser: Last year, they were too large, and this year, too small.

A. McAllister: Can we collect feedback from helpers?

AP. L. Hinton to make a helper survey

(3.3) Life MembershipC. Hall: Stay in touch with this.

C. Hall: Freshers' Week briefing turnout was low. - I would recommend a sign in sheet, or something similar in future.

C. Fraser: An awful lot was asked of helpers, without anything in the way of rewards throughout the week.

K. Hill: Coordinators were not used fully, from what I heard.- The meetings were somewhat not as planned, as team leaders were also present. The line of authority is also hard to establish, as respect is needed from leaders for coordinators.

M. Bruce: Some team leaders had issues contacting coordinators, and got into a habit of ignoring them and going straight to exec.

Motion to pass reports to the Board of Management, Meeting 2: 08/10/12Proposed: E. Zhdanov

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Seconded: R. CallaghanPASSED

7. Affiliations

Dialectic SocietyGlasgow University Boob TeamGlasgow MarrowGlasgow University Brains TrustEncore Theatre SocietyUniversity of Glasgow Japanese SocietyGlasgow University Amnesty InternationalPhilanthrobeatsGlasgow University Manga and AniméGlasgow University Infection and Immunity SocietyQMU International Society

Proposed: J. AnsellSeconded: R. CallaghanPASSED

8. Life Membership ApplicationsKerr Stevenson

Proposed: E. MunroSeconded: C. SutcliffePASSED

9. Bye-Laws and Policy Proposals

Amendments to Bye-Laws

1. Creation of a Contents page, prior to Bye-Laws I.

Insertion of:

Contents

I. MembershipII. Board of ManagementIII. CommitteesIV. ElectionsV. Discipline ProcedureVI. OperationsVII. Clubs and Societies

Proposed: J. AnsellSeconded: C. Hall

[R. Callaghan exits[L. Hinton exits

2. Bye-Laws, IV Elections, K. Conditions of Nomination for Continuing Board Members

From:

Any person who stands for election to the Board of Management who is already a member of the Board of Management must give notice of their resignation by the

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opening of nominations for that position to become available in that election; with the exception of members of the Executive or Convenor seeking election to another Executive or Convenor position.

To:

Any person who intends to stand for election to the Board of Management who is already a member of the Board of Management must give notice of their resignation by the calling of the election, for that position to become available in that election. This is with the exception of members in Executive or Convenor positions seeking election to another Executive or Convenor position at the Annual Election, or any member whose term ceases at that election.

[R. Callaghan returns[L. Hinton returns

Proposed: E. MurphySeconded: C. Hall

3. Bye-Laws, IV Elections, H. Manifesto length

From:

Manifestos must be of a length of words no greater than four hundred (400), for those standing for election to any position elected by the membership, excluding Honorary positions.In addition to the maximum word length the candidates may also submit brief statements of name, age, year of study and subject studied.

To:Manifestos must be of a length of words no greater than:

(a) five hundred (500) words, for those standing for Executive positions (b) four hundred (400) words, for those standing for Convenorships(c) three hundred (300) words, for those standing for election to any other position

elected by the membership, excluding Honorary positions

In addition to the maximum word length the candidates may also submit brief statements of name, age, year of study and subject(s) studied.

Proposed: E. MurphySeconded: E. Zhdanov

4. Bye-Laws, IV Elections, S. Candidate Election Expenses

From:No later ... Assistant Returning Officer. The total value of such monies and donations shall not exceed Thirty pounds (£30.00) for any seat excluding Honorary Positions.

To:No later ... Assistant Returning Officer. The total value of such monies and donations shall not exceed fifty pounds (£50.00) for seats on the Executive, forty pounds (£40.00) for Convenor positions, and thirty pounds (£30.00) for other seats excluding Honorary Positions.

Proposed: E. Murphy

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Seconded: A. Compton

Amendments to Policy

1. Creation of a Contents page, prior to Policy I.

Insertion of:

Contents

I. Mission, Vision, ValuesII. GeneralIII. Board of ManagementIV. CommitteesV. DisciplineVI. StaffVII. OperationsVIII. Posters, Publicity and Signage

Proposed: E. MurphySeconded: C. Hall

10. Announcement of ElectionThe Autumn By-Election shall be on November 1st.

The following seats are open for election:

Current Student Representative A, 3 seats, 1 yearCurrent Student Representative B, 2 seats, 6 monthsCurrent Student Representative C, 2 seats, 1 year, first year onlyCurrent Student Representative D, 1 seat, 6 months, first year onlyFormer Student Member, 1 seat, 1 year, life members only

Nominations open on October 22nd at 9am, and close on October 26th, 4pm.

The Returning Officer shall be Dr Mark Stewart, and the Assistant Returning Officer shall be Euan Murphy.

11. Any Other Competent Business11.1 20th October DemoThe demonstration is against government spending cuts, and wishes to promote economic growth through proper and efficient economic theory.

The Union shall be supporting this event as the Union, and R. Callaghan is organising a banner and placard making session for the march.

11.2 Halloween Duty DrawLevel 1: P. KellyLevel 2: T. Kelly and A. Compton

[K. Irvine exits

12. Action Points Arising from Meeting

AP. T. Kelly to contact tech team (following their selection). AP. C. Fraser to organise meetings with CSRs this next fortnight. AP. A. Compton to meet J. Ansell regarding sport. AP. L. Hinton to make a helper survey

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13. Date of Next MeetingThe next meeting of the Board of Management shall be at 5:30pm on Monday 22nd October.

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2012-13 meeting 2 minutes

Documents