2012-13 meeting 6 minutes

Queen Margaret Union Board of Management

Queen Margaret UnionMinutes of the Board of Management

Meeting 6: 03/12/2012

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

General Manager: A. McConachiePast President: K. HillHonoraries: C. Hall, E. Munro

2. ApologiesJ. Harrison, A. Kattenhorn

Porters' Box: A. McAllister

3. Addition of Agenda ItemsElection of events lieutenant, added as item 9.

Secret Santa and Debate added to AOCB.

4. Minutes of the Previous Meeting

AP. E. Murphy to speak with J. Ansell and P. Kelly about set-up times for training purposes. - COMPLETEDAP. P. Kelly to submit Refreshers' Week plan to next board meeting. - COMPLETEDAP. T. Kelly to report on two committee structure. - COMPLETEDAP. J. Ansell to inform C. Fraser of themes, gimmicks and prizes at least one day prior to event. - COMPLETEDAP. C. MacInnes to meet with C. Fraser about a debate. - COMPLETED

Motion to pass minutes of Board of Management Meeting 5: 19/11/12Proposed: J. ReidSeconded: T. KellyPASSED

5. Minutes from other meetings5.1 Finance Committee, Meeting 7: 31/10/12

(2) Matters Arising and Action PointsS. Strausz: What were the results of the DeLoitte research?

C. Fraser: They did not give us any direct feedback.

(3) General Manager's ReportC. MacInnes: Did T. Murphy want a three night union?

C. Fraser: It was exaggeration, but to highlight our current operational situation.

(5) Monthly Management Accounts - July and AugustS, Strausz: What was the outcome of the discussion regarding LED lamps?

A. McConachie: We are looking at a review from Estates and Buildings.S. Strausz: Where will the money be coming from for the work?

A. McConachie: This will be discussed.

E. Munro: We have not heard much about the block grant. 1 03/12/12


C. Fraser: I will be meeting Dorothy Welch on the 11th December, with a new budget amongst other documents.

E. Munro: Do you have positive hopes for this meeting?C. Fraser: We have done everything we can; hopefully we have finally found the goal posts.A. McConachie: The documents and budget have been revised for next year, still with a slight deficit. The next year a minute surplus could be achieved, only with significant changes.

Forecasting becomes more theoretical the further ahead you go - the university would like projections for '14 - '15. A comprehensive report has gone to DeLoitte, who should be in touch before we pass it on to the university.

S. Strausz: What are the main contributors to our deficit?C. Fraser: I have shared a report with the board.

[C. Fraser passes the chair to E. Murphy

Motion to pass minutes of Finance Committee Meeting 7: 31/10/12Proposed: C. FraserSeconded: L. Hinton

[E. Murphy passes the chair to C. Fraser

6. ReportsReplies given by report author unless otherwise stated.

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

(1.2) Bar Opening HoursR. Callaghan: Without a booking, and the bar being shut, will there still be duty board? This could result in a last minute request for cover.

E. Murphy: I shall continue to rota people for Sunday evenings. C. Fraser: It is good for us to have a presence in the building.

(1.5) Staff ElectionL. Hinton: Allow me to introduce C. Angus, the newly elected staff representative. I would also like to apologise for the disorganisation of the last few weeks.

(1.10) Late Licence ApplicationsK. Stevenson: What are the other two applications?

- One is for Bedlam at the end of the month, and another is for Late Late Hogmanay.

(1.8) Northern Services General MeetingT. Kelly: Will the change of website providor affect the cost?

- Not sure just now. There will be a follow up meeting.- From 03/13 there will be no editing supported by BAM. By 03/14, there shall be no support whatsoever.

C. Fraser: I have spoken with staff regarding this. We need to consider our next steps.

(1.2) Bar Opening HoursC. Hall: Why has there been no more questioning of this, be it ideas, actions, what to do about it?

T. Kelly: That is unfair - there was a reaction with sport.S. McFadden: Firstly, you can submit ideas too. Secondly, could duty board run the bar?

A. McConachie: That directly conflicts with staff positions, involves the trade unions and the undermines the manager's responsibility for stock control.C. Hall: I have tried suggesting ideas. I have followed up my own ideas. I am now seeing continual cuts of services, nights went, and now weekends are going too.

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S. Strausz: Bars are never successful on a Sunday night.C. Fraser: This room is responsible for staff and livelihoods.

S. Strausz: What used to happen on Sundays?C. Hall: Unplugged used to run, before it was moved. Sports has been trialled a few times.R. Callaghan: Charity events have often run on Sundays in Jims. What is on in Champions, or other available space?

K. Hill: I want to talk about this, but not just to improve Sunday. What worries me is the acceptance of the closure. I have witnessed decline in the Union over the last few years too. There are many contributing factors to the changing mood.

C. Angus: I agree with K. Hill. Sports was pushed, and then it fell away. It was not consistent.

C. Hall: None of this is meant as attacks on individuals or groups. It is to highlight that discussion is needed.R. Callaghan: Not excusing this in any way, but reading weekly about decline makes it hard to stay motivated.C. Fraser: There is an element of truth to that. Just because you see it does not mean you should accept it. I have seen many ideas recently about how to improve, but don't see them enacted. Some ideas have been put on the shelf to be kicked off at the start of next term. Change is needed now.That being said, I am very grateful for new ideas, and want to make them excellent.

R. Callaghan: Why aren't these ideas being chased up?C. Fraser: I have raised this with A. Compton.L. Hinton: R. Male and bar crafts is a good example of idea which was thought up then happened.

R. Male: Prior to the Autumn election, the mood flopped. No-one knew how to follow up ideas.K. Hill: I can empathise with that. I saw I was holding myself back when I became president. At training, it should be encouraged that anyone with an idea just go for it.C. Hall: Demotivation is tough. Budgets for good ideas will be supported.

A. McConachie: Can we get away from the idea that the union has no money. We have loads of money; it should be used wisely. If someone has an idea needing a budget, approach the executive, myself, the convenors. One great example of a great idea in the last few years was the Whisky Club.

I cannot remember the last budget to be rejected by the finance committee.J. Ansell: The board is full of experience; either specialists or enthusiasts who can help.

R. Callaghan: Regarding morale, reports are mostly negative.C. Fraser: We will work on having "idea" reports.

T. Kelly: I agree with much of what has been said. For me, (1.2) is a recommendation from an experienced business mind, which I accept the knowledge of.

K. Hill: Before I left, I delivered convenor training. The convenors all created goals, and analysised their job description. Somewhere there has been a breakdown. There seems to be a general consensus of no goals.

E. Murphy: A strategic planning document was made last year, and grids were used. Potentially there could be brought back.

C. Fraser: There should be a focus on ideas.

A. McConachie: At the board meeting on the 22/10/2012, item 1.5 of my report was titled Opening Hours. This action now comes as no shock, as no results were achieved in the last several weeks.

T. Kelly: Can we work out what to achieve, and how?C. Fraser: An event in a commercial area is important.A. McConachie: The catch-all would be a commercial success. Don't lose money.

E. Munro: Convenors need to be there to help CSRs.3 03/12/12


C. Fraser: Everyone should be helping one another.K. Stevenson: During transition, there can be a communication breakdown too and things get missed.

C. Fraser: Any more questions for Mr Mac?

(1.7) St Andrews Dinner and CeilidhR. Male: Did it break even?

- Yes.

T. Kelly: This event was unfortunately close to Christmas.C. Fraser: We shall ask St Andrew to reconsider this.

S. McFadden: Students do have the money. Could dual purchase of tickets for St Andrews and 12 Hour be possible?

(1.9) Passenger Lift ClosureC. Fraser: Did they really confuse the unions?

[R. Callaghan exits

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

(2.4) Membership CampaignC. MacInnes: Can we offer incentives for membership, perhaps in the shop?

A. McConachie: We are competing with the high street - marketing with a student discount caters to students and members.- We can push the shop, committee benefits, and I have spoken about graduate abttributes.

K. Stevenson: Have we contacted clubs and societies, to encourage their members to join?L. Hinton: I can do that.

[R. Callaghan enters

(2.5) Recent EventsS. Strausz: Could GU Got Talent run again in semester two?

- Maybe. It was noted that it drew a different market.

R. Callaghan: The board were possibly not behind it as some were not aware of it.- It was discussed in Freshers' Week.R. Callaghan: The board has changed since then.- Ah.R. Callaghan: Various events in the calendar could be highlighted at certain points.

K. Stevenson: It may have done so well due to its simplicity, if slight copyright infringement.

(2.2) OnlineK. Simmons: I have started on a tumblr. It isn't quite ready yet however.

E. Munro: Have we investigated Facebook adverts?- This was an action point! It's actually much cheaper than I expected.S. Strausz: We could also use Tripadvisor, to encourage people to visit here.

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

(3.3) Life Membership4 03/12/12


- Can I thank E. Munro and S. McFadden for their work in scanning and uploading old pictures.S. McFadden: It was all Ellie.

C. MacInnes: Whilst I was on duty last week, some life members visited and had a nice time.

T. Kelly: I have spoken with old pubs convenors, and hope to organise a meeting.- Can I also attend?

E. Munro: When is your next committee meeting?- Wednesday 12th December at 7pm.

R. Callaghan: Do you have a breakdown of Likes from the Facebook page?- Interaction with 95, and only 5 Likes are from current students.

(3.2) Clubs and SocietiesA. McConachie: Can we ask where clubs and societies are going? We offer free room hire, which is used, but very few social events are held here.

- I shall look into it.

K. Hill: Do you have a questionnaire to be filled out after an event has been held here?- I can make that!

AP. L. Hinton to make a questionnaire for clubs and societies to complete after events

J. Ansell: Could we organise a pre-party for affiliated parties for before Cheesy?C. Fraser: Committee rooms are free, and some clubs are already asking about this.

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

(4.2) TrainingS. McFadden: Can there be examples of finance applications?

- I will look into organising this.

(4.5) Ideas and Moving ForwardA. McConachie: Can I recommend not mixing the board flat and board kitchen, from a health and safety viewpoint?

- Noted.

AP. S. Strausz to make signs for PR for Lacuna. AP. E. Murphy to make Doodle poll for tech training.

(4.3) Support of EventsT. Kelly: Can board please push qmunicate once it is delivered?

AP. Board to push qmunicate online upon delivery

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

(5.1.1) ActsA. McConachie: To clarify, issues were had with sound due to some acts arriving late for soundcheck.

(5.1) Red Ribbon BallR. Male: Why was the PR late?

- The finance submission for the event was late, following a slight mix up of dates. During that time, the order could not be sent. PR was printed at the SRC, but this was at

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a greater cost per unit.A. McConachie: Yes, it was quicker to go to the SRC, rather than for it to arrive later from the printer.

(5.3) Free CondomsC. Angus: Why use the cloakroom for daytime distribution?

- A requirement of the old C-Card system was that distribution was private, which meant exposure was low. Now we can be more open, which increases visibility of the service.

C. Angus: Is there a way we can encourage users to stay and go to commercial areas of the building?

- We have used Food Factory before, but that almost over-exposed it.E. Munro: Union PR could definitely be handed out alongside sexual health information. There has to be a balance between visibility and a private service.R. Callaghan: New Lacuna flyers will be backed by a condom flyer.

[J. Reid exits

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

(6.5) Individual ProjectsJ. Ansell: Is Bryce's project Games of Thrones related?

B. Johnston: It's a metal festival in fact.

J. Ansell: In that case - would it be possible to have television screening events, of major television programmes?

K. Simmons: Clubs and societies would like that.

[J. Reid enters

(6.3) Group ProjectsP. Kelly: What's progress like?

- Teams have been reshuffled since the election, so slow.P. Kelly: Why?- New board, and to reflect interests. The online team is forming a survey.

(6.5) Individual ProjectsR. Callaghan: Emma, what's your progress with Subcity?

E. Jewson: Any event we run cannot use their brand. However, we are free to approach any shows and see if they want to do something. I was also planning on asking Bryce.

R. Callaghan: Is there anything we can do to help?E. Jewson: I am working with the social convenor on this.- The last meeting ended with questions.

AP. R. Male to meet with C. MacInnes and convenors regarding committees.

T. Kelly: What is our relationship with GLASS like?J. Reid: I hope to meet with C. Fraser in the near future on this.

S. Strausz: Could we run DJs in Jim's in Qudos?E. Jewson: Qudos is huge - we would struggle to attract the crowd for it.R. Callaghan: I should put you in contact with Philanthrobeats.

AP. R. Callaghan to ask Philanthrobeats to contact E. Jewson

[P. Kelly exits

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

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(8.2) Visiting LecturesR. Male: Can you clarify?

- The plan is to visit lectures of subjects related to the magazine, so arts courses.

(8.5) HoodiesE. Munro: Events committee has asked for hoodies in the past, so I know this is a hot topic.

- It would set members of the committee apart, and set committees apart too.L. Hinton: With an ever changing committee, it could be intimidating to new people.C. Fraser: It is a decision which rests with the individual committees and convenors.

(8.1) Issue 100S. McFadden: What was the mix-up?

- It was the tag line from the previous magazine.

(8.4) Friday CommitteeA. Compton: What was the impact of this second committee?

- The news section will now be more different. The qmunicate archive will be furthered by the members of this committee.

E. Murphy: If you wish to have this committee count to CSRs quota, can you send the sederunt for it to me please.

S. McFadden: Do you have any advertising for issue 101 yet?- I am making calls, and am hopeful with the greater lead in.

[P. Kelly enters

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

(9.6.2) KaraokeR. Male: What happened?

- No contact was made with the hosts.R. Male: I turned up for the later shift, and it was not even set up, nor had I been told about any issues.

E. Munro: Do you have a delegation system in place?- Yes.T. Kelly: People were asked.

(9.4/9.5) BWNPQ, PCPC. MacInnes: How many people do you want for these events to be a success?

- I set targets at the beginning of semester, which have been revised with 10% growth.C. Fraser: The bar should be raised after a run of successes.

- I will analyse targets on a fortnightly basis.

(9.3) UnpluggedC. Angus: What are you doing with Unplugged? Are new hosts being organised? Do you feel that the standard of host you have is acceptable?

- New hosts will be found during next semester. I will consider your feedback.

R. Male: Your report is very reflective. What are your next steps?- There is a big BWNPQ for the end of the year, an Unplugged competition, a big PCP and pool and foosball competitions in the works for the new year.- Week to week, the process of finding and testing new hosts will be a priority. Videos and new rounds are being made, and the television screens in Jim's should be used more.

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AP. J. Ansell to add a Next Steps section to his report.

(9.3.2) Unplugged, 27th NovemberA. Compton: You blame the low turnout on it being hand in week, but the turnout was good for the rest of the week.

(9.2) Monday Music QuizA. Compton: On the 19th you had two teams, and the next week had no attendees. Next steps?K. Simmons: I want to work on this quiz with J. Ansell on a big launch of a new format next semester.

(9.3) UnpluggedE. Jewson: At the minute, the event relies heavily on the hosts. A lot of singers rather than musicians turn up, which makes the event feel less like an open mic than it should.

E. Munro: It should be stressed to new hosts about preparation for their events. How is PR coming along for the big BWNPQ?

C. Fraser: It will be printed tomorrow.

(9.2) Monday Music QuizR. Callaghan: Can you explain the new format?

- The current format is essentially just "name that tune". The new format will include trivia, current affairs in music, a specialist round, a tv intros round...six rounds of ten questions, hosted by hosts.

R.Callaghan: How are the champion boards coming along?- I will be meeting with the general manager tomorrow.

P. Kelly: Who are your hosts for the music quiz?

AP. J. Ansell to locate hosts

C. Fraser: You have no budget for the Monday quiz at the moment. Get back to me on that.

C. Cuthbertson: Will it cost members to enter the new format of quiz?- No.

R. Male: Comedy. Do you have any plans for it, as it's not mentioned in your report?- There shall be an event in Refreshers' Week.P. Kelly: There is consideration for booking a popular act for Jims (as Qudos is booked).

A. McConachie: Who will the new format be launched to in the last week? What is the point?- It's a dry run.

T. Kelly: It's good to give the hosts a chance to test their material, and practice elsewhere.C. Hall: Practice elsewhere, or get better hosts.A. McConachie: Also, you don't necessarily have to launch the new format on the first day back. There's no lead in time for that.

(9.4.1) BWNPQ, 21st NovemberR. Male: Why were you hosting the quiz again?

- New hosts will be found next term. I covered for one host on this occasion, due to their work load.

R. Male: It's not a consistent image for the quiz. Knowing who was hosting used to be a draw for me.

(9.2) Monday Music QuizP. Kelly: If you are changing the format, are you keeping the name?

- The banner will be the same.A. McConachie: A simple name makes it easier to sell.

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[K. Simmons exits

- There will be a big push for the reboot or relaunch.

K. Hill: People come for the event, not the name, with the exception of BWNPQ.

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

(7.1) CheesyT. Kelly: What is the Bring a Mate deal?

- Flyers were distributed with an offer to get your mate in for £1.A. McConachie: They were handed out at the GUSA quiz.

(7.3) Tech TeamC. Cuthbertson: To encourage sign ups, do you have a way to incentivise people?

- I will discuss this with C. Fraser.

R. Male: How many members are you losing?- Around half.

E. Munro: Have you thanked people who have put in the extra effort and gone above and beyond?

- Yes.

(7.6) QM LiveC. Angus: In what way is the committee involved currently?

- They distribute PR, but don't book acts.C. Angus: It doesn't matter who books the bands, everyone should support it regardless. Support seems to fail when people don't create something.

[K. Simmons returns

T. Kelly: People are trying to have more input.C. Angus: The event several weeks ago was very well supported.E. Munro: The last band drew in a crowd, but the event did not have board member direct input.

A. McConachie: The board only supporting their events is a very dangerous route.

[A. McAllister enters

S. Strausz: Bands are looking to play without being paid. How do we get them to play?C. Fraser: Forward their details to whoever is running an event.

E. Jewson: GUGT had massive support - C. MacInnes, S. McFadden and T. Kelly all attended and helped to run it. People may not want to push an idea that they don't like, rather than they don't support it as they didn't make it.

K. Simmons: 3am licences are good for our turnout - how limited are we in having them?A. McConachie: We are trying to have more, although we cannot have a fixed 3am licence as we are outside the city centre.

E. Munro: PR needs to be better - more information should be shared, from both sides.

(7.3) Tech TeamR. Male: I would like to highlight a particular member for praise.

- Noted.

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K. Hill: Do you have anything in place for Refreshers' Week?- There isn't a Refreshers' Week explicitly, but there are events during January.

K. Hill: Is there PR for it?- It will go out over and after the holidays.

K. Hill: Can anything be ready for 12 Hour?

AP. P. Kelly to look into PR production schedule.

J. Ansell: Could the events be clustered around "Refreshers"?- They are too spread out.

K. Stevenson: What's happening with the HIVE?C. Fraser: Daft Friday shall be the last one.A. McConachie: Sometime in January in fact.

K. Stevenson: Can we have an event ready to run the week after?P. Kelly: In association with GUSA?

(7.4) 12 HourS. Strausz: When was the act booked for 12 Hour?

A. McConachie: It was actually booked early this year.

E. Munro: I have reservations about not running a Refreshers Week against the GUU's line up.P. Kelly: The events we have can stand alone.

K. Hill: I recommend going directly to club captains if you want to work with GUSA, and potentially offering a door split for an event.

L. Hinton: I like this.

S. McFadden: Will there be a Refreshers' Week fair?L. Hinton: Yes.K. Hill: I can help!

Motion to pass the reports to the Board of Management, Meeting 6: 03/12/12Proposed: K. HillSeconded: J. Ansell

7. Life Membership ApplicationsL. Hinton: There are none this week.

C. Hall: Can you bring a list of any that are even automatically passed via the board, just so we know what's happening?

L. Hinton: Yes.

T. Kelly: I have a university contact who said many staff could be potential life members.

8. AffiliationsiOQMU Whisky ClubENACTUS

Proposed: L. HintonSeconded: K. StevensonPASSED

9. Election of Events LieutenantE. Jewson nominates C. Cuthbertson.T. Kelly nominates K. Simmons

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K. Simmons is deemed elected.

[K. Stevenson exits

10. Any Other Competent Business10.1 Debate-

10.2 12 Hour Duty DrawFirst half; Level 1 - J. Ansell Level 2 - E. Jewson, J. ReidSecond half; Level 1 - E. Munro Level 2 - S. Strausz

10. Action Points Arising from Meeting

AP. L. Hinton to make a questionnaire for clubs and societies to complete after events

AP. S. Strausz to make signs for PR for Lacuna. AP. E. Murphy to make Doodle poll for tech training. AP. Board to push qmunicate online upon delivery AP. R. Male to meet with C. MacInnes and convenors regarding committees. AP. R. Callaghan to ask Philanthrobeats to contact E. Jewson AP. J. Ansell to add a Next Steps section to his report. AP. J. Ansell to locate hostsAP. P. Kelly to look into PR production schedule.

11. Date of Next MeetingThe next meeting of the Board of Management shall be at 5:30pm on Monday 14th January.

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2012-13 meeting 6 minutes

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