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Queen Margaret Union Meeting of the Board of Management

Meeting 14: 14th May 2012

1. Sederunt Executive: C. Fraser, K. Hill, L. HaineyConvenors: N. Ballantyne, L. Clarke, P. Hughes, E. Munro, L. PorterfieldElects: J. Ansell, R. Callaghan, L. Hinton, P. Kelly, T. Kelly, E. Murphy Ordinary Board: A. Black, H. Brand, M. Bruce, A. Compton, K. Irvine, R. Male, A. McAllister, S. McFarland, J. Reid, C. Sutcliffe, E. ZhdanovStaff Representative: M. LaffertyGeneral Manager: A. McConachieHonoraries: G. StewartPast President: I. Smith

2. Apologies -

3. Addition of Agenda Items P. Kelly adds Cheesy Pop as item 10R. Callaghan adds GIST as item 11

4. Minutes of the Previous Meeting ACTION POINT: K. Hill to email A. Muscatelli for handbook introduction. Not Completed.ACTION POINT: K. Hill to send SWOT survey to incoming Board Members, and external survey to all Board Members. Completed.ACTION POINT: K. Hill and convenors to meet re: accreditation criteria. Completed.ACTION POINT: E. Murphy to schedule CBP meeting. Completed.ACTION POINT: K. Hill to clarify U18 policy on event PR. Completed.ACTION POINT: J. Ansell to assess forward plans vs. Social committee feedback (by end of Summer). Ongoing.

Motion to pass Minutes of Board of Management Meeting 13: 30/04/12.Prop: L. PorterfieldSec: R. CallaghanPASSED

5. Minutes from other meetings

5.1 Finance Committee 04/04/12Motion to pass the minutes of the Finance Committee 04/04/12Prop: L. HaineySec: C. FraserPASSED

5.2 Finance Committee 18/04/12

P. Kelly: Why were 700 schoolchildren in?K. Hill: There was a trip to the University. We provided lunch.

Motion to pass the minutes of the Finance Committee 18/04/12Prop: L. HintonSec: E. MurphyPASSED

6. Reports Replies given by report author unless otherwise stated.

6.1 General Manager's Report to the ExecutiveSubmitted by A. McConachie

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(1.12) C7 Church Rental AgreementN. Ballantyne: Is there any significant difference to this year's proposed agreement?

- No.

(1.11) Poster Sale ContractR. Callaghan: How much do posters make us?

- Nothing – we only get room hire from poster sales.

(1.12) C7 Church Rental AgreementI. Smith: How did catering fare from the Saturday C7 event?

- Less than expected, but money in catering on a Saturday is always welcome.

6.2 PresidentSubmitted by K. Hill

(2.4) ZumbaG. Stewart: What were Zumba numbers?

- Around 75. We got 50% of the ticket.

(2.3) HEARE. Munro: Is there a limit on how many we can give out?

- No, as many as we think are deserving.E. Munro: Who creates the criteria?- The convenors each create one for their own committees.

(2.6) Life MembershipI. Smith: How many responses to the survey did you get?

- Only 26. It was ex-Board and committees, with a wide age range.A. McConachie: How did they respond re: subscriptions?

- Not very positively.A. McConachie: What recommendations do you draw from this?- An opt-in scheme. Uptake will happen only if we can offer genuine value and connection to life members. We need to offer more to older people than standard drink-and-dance events.

(2.7) Last Board MeetingE. Munro: Congratulations on this verbal atrocity.

(2.2) Strategic PlanL. Porterfield: Is there another meeting scheduled before the end of term?

- Yes, I will schedule one soon.

6.3 Honorary SecretarySubmitted by L. Hainey

(3.3) President's DinnerL. Hainey: I met several people today about this. Many thanks to everyone who has contributed.

P. Hughes: Is there any word on the key for the reports box?- Not as yet.

(3.2) Clubs and SocietiesG. Stewart: Can L. Hinton give a verbal report?

L. Hinton: K. Hill has been a clubs and societies booklet detailing perks of affiliating. Hopeful for tomorrow's event – GUSA have similar event, but other society reps have expressed interest. Any help would be very welcome.

6.4 Honorary Assistant SecretarySubmitted by C. Fraser

(4.5) ReportsR. Male: The new report style looks good.

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(4.3) AGMC. Fraser: Can everyone please read all reports before the AGM – it would be nice for the Board to go in informed.

(4.1) TrainingM. Bruce: When will training be?

- Next Sunday.

6.5 Campaigns & CharitiesSubmitted by E. Munro

(5.2) FundraisingG. Stewart: Are there special plans for fundraising at 90s Cheesy?

- Yes: temporary tattoos, 90s sweeties and glowsticksL. Hinton: Worth selling the bandanas?

6.6 EventsSubmitted by L. Clarke.

L. Clarke: Numbers for Miniature Dinosaurs – 66 tickets sold. Cheesy Pop had 83 free, 117 members and 191 non.

T. Kelly: Seemed like a lot of people were in before 10.A. McConachie: 108 people.

R. Callaghan: Was there a target for the QM Live event?- Not as such.

G. Stewart: Is there a Cheesy Pop on the night of President's Dinner?A. McConachie: Yes.

K. Hill: Do you need anything from the Board?- Help for PR is always welcome, and we need help with painting.

6.7 Ordinary BoardSubmitted by L. Porterfield

(7.2) QOTWA. McConachie: Is there any part of this that involves interaction?

- The QR code method was a test, and part of a wider plan. Duty Board will both be going around during duty instead of just one.

6.8 PublicationsSubmitted by T. Kelly[N. Ballantyne submits sederunts

(8.2.1) DistributionA. McConachie: Have any of the new issue gone out?

- I was busy today, but these will go out tomorrowS. McFarland: Can qmunicates go out with Ord Board PR?

- This would be very welcome.

(8.4.3) ChangesC. Fraser: What stylistic changes are you considering?

- The front cover will be changing to emphasise the title logo. The film and tech sections are being redesigned, and we're adding a sports section.

A. McConachie: Are there plans for a special 100th issue?- Yes. Me and C. Fraser have been working on this, and have decided on a central feature.

6.9 SocialSubmitted by P. Hughes

(9.3) BWNPQ

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C. Fraser: What happened with the rollover?- We gave £50 to the winners. It was well received.

K. Hill: Is Golden Balls happening?- Yes.

(9.4) Pop Culture & A PianoK. Hill: How is this going?

- Great. More every week.

Motion to pass Reports to the Board of Management 14/05/2012Prop: C. FraserSec: L. HaineyPASSED

7. Affiliation

GU Vinyl ClubProp: L. HaineySec: C. FraserPASSED

8. Life Membership Applications -

9. Constitution, Byelaws & Policy

9.1 Constitutional AlterationsE. Murphy has fine-tuned the proposals. The Honorary Treasurer's term has been brought in line with the rest of the Executive Committee. The quorum for open meetings no longer differentiates between different types of members (ie ordinary, life).

DiscussionN. Ballantyne: When, on the day of AGM, is the handover?

E. Murphy: The end of the meeting, following the announcement of the new Board.

L. Hainey: I still have an issue with executive not taking seats at the same time as convenors.

R. Male: What rights do different 'levels' of life members have re: running for election?E. Murphy: I will take a look at this, but probably the same across the board.

9.2 Mission, Vision & ValuesK. Hill submits the final draft of Mission, Vision and Values for Policy, 1.

Prop: C. FraserSec: L. HintonPASSED

10. Cheesy Pop Following consultation with Board and committee, P. Kelly has several ideas on how to progress and improve Cheesy Pop.

Musically, it needs to be more cheesy, as to retain people who come because of that aspect, and to be familiar to people coming out for the first time.

Visually, Cheesy needs to have more prominence. This can be done through branding, and using gimmicks such as a disco ball and lasers.

To attract more people to the event, groups such as clubs and societies should be targeted with incentives such as free passes or social/formal events. Cheesy lacks that 'people-go-because-people-go' factor that other clubs have, and targeting social hubs and specific groups could combat this.

Drink deals, while a selling point, were proven not to be a principle draw by Quids.

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11. GIST R. Callaghan seeks to clarify our policy on outside publication. The GIST – a magazine that appeared this week – is a chiefly scientific magazine that does not overlap with the content of our own qmunicate. A. McConachie has been contacted by the postgraduates that run the magazine, and there is no competitor advertising in the publication.I. Smith suggests that the Executive assess the distribution/ban rights of any publication that appears in the building.

12. AOCB E. Munro proposes a Vote of Thanks to K. Hill for services to the Union.PASSED

R. Callaghan proposed a Vote of Thanks to all those leaving the Board of Management over the Summer.PASSED

13. Action Points arising ACTION POINT: K. Hill to email A. Muscatelli for handbook introduction. ACTION POINT: J. Ansell to assess forward plans vs. Social committee feedback (by end of Summer).

14. Date of next meeting The next meeting – a General Meeting –of the Board of Management shall convene at 5.30pm on Monday the 3rd of September 2012.