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Minutes of Annual General Meeting
Thursday, 18 October 2007 at 12.30pm
Room 0.45, Hawthorn Building, Leicester
PRESENT
Bryony Morris (Chair), Carl King, Mark Gorman, Jo Leese and Anna Morris.
IN ATTENDANCE
Ceri Davies (Director), Paula Heneghan (Accountant), Linda Chambers (Finance Office Manager) and Lisa Mason (PA to Director and President).
BM opened the meeting at 12.40pm, introduced all Executive and attendees to the meeting and welcomed the membership. Some brief guidelines were also explained to the membership to outline the agenda of the meeting and the format of voting.
1. APOLOGIES
None.
2. MINUTES OF PREVIOUS MEETING
The minutes of the General Meeting held 15 February 2007 were presented to the membership.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote - minutes passed.
3. MATTERS ARISING FROM MINUTES OF PREVIOUS MEETING
None.
4. ACCOUNTS SUMMARY 2006/2007 - INCOME AND EXPENDITURE ACCOUNT
The 2006/2007 Income and Expenditure account was presented to the membership.
CK noted the following:-
➢ Although making an (11k) loss, compared to budget we have done very well;
➢ All Income improved during the year;
➢ Spending on sports & societies reduced as there were no large expenditure items;
➢ Large increase in representation spend, slippage money was spent on this year’s campaigns;
➢ Large cost to opening the door to create access to Media and Involve offices;
➢ Welfare expenditure increased due to increase in staff.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote - Income and Expenditure Account passed.
ACCOUNTS SUMMARY 2006/2007 - BALANCE SHEET
The 2006/2007 Balance Sheet was presented to the membership and CK noted that most of the movements relate to the Venue refurbishment.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote - Balance Sheet passed.
5. ANNUAL REPORT ON ACCOUNTS 2006/2007
The 2006/2007 Annual Report on accounts was presented to the membership and CK noted this provides an overview of the Union’s activities during the course of the year, the future of the Union and its strategic goals.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote - Annual Report on accounts passed.
6. BUDGET SUMMARY 2007/2008
The 2007/2008 budget summary was presented to the membership.
CK noted the following:-
➢ There has been an increase in block grant from the University;
➢ Trading activities look set to increase;
➢ Sports & Societies budget has increased by over 12.4% or 20k;
➢ Representation budget has increased by over 14.5% or 21K;
➢ Welfare has seen the lowest increase of 1% or 2k.
Question
Why is there such an increase in the proposed trading from income figure for 2007/2008, in comparison to the previous year?
CK invited Paula Heneghan (PH), Accountant, to speak.
Answer
PH explained that a great deal of work has been carried out to achieve this figure and it is not a forced budget. This is both a realistic and achievable figure where assumptions that have been made by the individual departments have all been challenged and we have taken into consideration the growing competition and the smoking ban.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote the 2007/2008 budget summary - budget passed.
7. MOTIONS UNION WIDE - LAPSING POLICIES
Accommodation policy
MG noted it is proposed that the Accommodation Policy lapses due to the out of date content it presents. Rather than the Executive writing a new policy, it is suggested this be carried out by the membership to represent member views.
Proposed by : Mark Gorman, Vice President Welfare
Seconded by : Carl King, President
BM took to vote for the Accommodation Policy to lapse - policy lapses.
Anti-Harassment Policy
It is proposed the Anti-Harassment Policy lapses as its content is covered by the Initiations and Equality Policies that already exist.
Question
Do the Initiations and Equality Policies actually cover all the content within the Anti-Harassment Policy?
CK asked the membership if they wished for the Initiations and Equality Policies to be read out loud - the membership agreed and subsequently felt these did not cover all the points within the Anti Harassment Policy.
Question
James Dixon - Politics and International Relations
I wrote one of the aforementioned two policies and I do not see why it is a problem to have an Anti-Harassment Policy in place as well.
Answer
CK noted these have been brought to the AGM as they are due to lapse. The Executive are asking the membership if they wish them to lapse or to continue for a further three years.
Question
Paul Simpson - Computer Science
The Initiations Policy makes reference to the Anti-Harassment Policy. Will this cause problems if the membership vote to lapse the Anti-Harassment Policy?
Answer
CK noted the Policy can be amended to reflect this and also re-iterated that the Executive are not recommending this Policy be lapsed, but are asking the membership to make that decision. JL added that in line with the Constitution, the policies lapse after three years. We are noting that the other two policies do contain the bear bones of the Anti-Harassment Policy but to make sure the essence isn’t lost, the membership can look to provide an amendment to the other two existing policies so there are not three policies in place. It is not that we disagree with the policy, but that the majority is covered by the other two.
Question
I don’t see there being a problem with some overlap within the Policies and nothing should be missed between the three policies therefore I think it is fine to keep it as it is.
Question
Is it not possible to keep all three policies and then at the next General Meeting have one to cover them all?
Answer
JL confirmed this is possible and encouraged the membership to put the policy together and / or suggest a focus group.
BM took to vote for the Anti-Harassment Policy to lapse - Motion falls.
Constitutional Amendment Policy
JL proposed the Constitutional Amendment Policy lapses as the amendments have been actioned and with the Governance review taking place, a new Constitution is planned.
BM took to vote for the Constitutional Amendment Policy to lapse - Motion passed.
Education Funding (2) Policy
JL proposed the Education Funding (2) Policy lapses due to the out of date content it presents with NUS changing their stance on this issue. The Executive is currently sourcing student opinion and encouraging/facilitating open debate surrounding funding issues.
The intention is that by the next General Meeting (January) a new policy shall have been written (largely, if not entirely by the membership) to be reflective of the current mood.
Question
Are we required to adopt the NUS stance on such?
Answer
JL confirmed the Union does not have to but usually when the Union adopts a policy, it is in line with NUS.
Proposed by : Jo Leese, Deputy President Education
Seconded by : Carl King, President
BM took to vote for the Education Funding (2) Policy to lapse - policy lapses.
Executive Change Policy
JL proposed the Executive Change Policy lapses as De Montfort University no longer has a campus at Bedford.
Proposed by : Jo Leese, Deputy President Education
Seconded by : Carl King, President
BM took to vote for the Executive Change Policy to lapse - policy lapses.
Nestle Policy
MG proposed the Nestle Policy lapses as events leading to this policy occurred a long time ago. Rather than the Executive writing a new policy, it is suggested this be carried out by the membership to represent member views.
Question
Can you tell us if the Policy is still relevant in this day and age ie do the events that are noted in the policy still happen?
Answer
JL confirmed the policy is still doing what it says but it’s whether the students think it is something that the Union should continue with and should campaign on.
Question
James Dixon - Politics and International Relations
Although well intended, I feel the objectives are a little bit foolish. By saying we are ‘anti’ it is assuming we know about all other non-ethical organisations out there. People should be allowed to make their own informed choices.
Question
Drew Mallins - Photography and Video Production
Why has Nestle been specifically targeted?
Answer
JL confirmed this was a company that was specifically identified where our students, at the time, felt it was important to campaign on.
Question
Luke Harris - Business Studies
Does the DSU Shop sell Nestle products?
Answer
JL confirmed that when the original policy was passed, in 2004, the Union did not sell Nestle products in the shop. In 2005, an amendment was passed where the Union was mandated to inform students of the practices of Nestle and promote awareness. Nestle products are now sold in the Union shop.
Proposed by : Mark Gorman, Vice President Education
Seconded by : Carl King, President
BM took to vote for the Nestle Policy to lapse - policy lapses.
Executive Officer Pay Policy
As there was no proposer for the Policy, this was not presented to the membership.
Before moving onto the Governance proposals, CK provided the membership with an introduction to the proposals as follows:-
Currently DSU is an exempt charity which derives its status from the University as an unincorporated body. It has no legal identity of its own. Staff and Officers enter into agreements on behalf of the Union. The Executive Officers are potentially liable for debts incurred if the organisation fails.
The Charities Act 2006 changes this. We must register as a Charity with the Charity Commission.
The following proposals address this and look into how, as a Union, we can become more accountable
and transparent and bring our Constitution up to date.
Proposal for DSU to become a Company Limited by Guarantee
CK explained that DSU is currently an exempt charity. DSU has no legal identity of its own and the liability lies with the Executive Officers. Becoming a Company Limited by Guarantee allows DSU to obtain a legal identity of its own and limit the liability the Executive Officers face.
Question
Will this make it easier for students to set up Societies?
Answer
This will be part of the debate going forward and if these policies are passed, we are planning to hold focus groups to be able to discuss issues such as this so as any decisions that are made are in consultation with you.
CK invited Ceri Davies (CD) to speak.
CD explained that at the moment he holds the shares in NUS on behalf of the organisation because it is an unincorporated body. By way of these policies, in future anyone who stands in office will not be made financially responsible. Under the current system, any changes made must be put through as a constitutional change, which are then required to be approved at a General Meeting and subsequently by the Vice Chancellor’s Group (VCG). In future they will be controlled through bye-laws that the membership can change outside of a General Meeting and then only the essentials, which are part of the new Constitution, will need to be approved by the Charity Commission. These policies are putting the decisions back into the membership hands.
Question
Will the students still be accountable to the membership?
Answer
CK confirmed this will still be the case and this is covered in the following proposals.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote the Proposal for DSU to become a Company Limited by Guarantee - proposal passes.
Proposal to Appoint External People to Governance Roles within DSU
CK explained that Executive Officers only hold office for one year and this can hinder the long term progress of the Union. Allowing External People to hold governance roles would not only offer consistency to DSU, but allow use of their expertise.
At the moment the decision making process is by just the five Executive Officers who receive only limited guidance. Appointing external people who specialise in specific areas will be an advice service and allow Governing Council to make more informed decisions going forward.
Question
How will the external members be accountable?
Answer
CK this is something that will be decided through the consultation process by setting up focus groups for the membership to sit on and decide.
Question
Is it possible to have external people just supporting the Executive Officers rather than them having Governance roles?
CK invited CD to speak.
Answer
CD explained because the Executive Officers are only elected for one year, it is hard to establish the strategic objectives of the organisation. By appointing external people into Governance roles, this would provide the continuity from one year to the next. The motion does makes it clear that the external people would be a minority however, and would not over speak the membership.
This would allow access to people within specialised areas and would allow the Executive to seek a professional second opinion throughout any decision making process and make them less dependent on union senior managers. Research has been carried out via other Unions and you are now being asked that, in principal, it is a good idea and will be instructing CK to set up focus groups to discuss how this will work in practice.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote the Proposal to Appoint External People to Governance Roles within DSU - proposal passes.
Proposal on Second Tier Governance Body
CK explained that the Executive Officers are only held accountable during the General Meetings. A second tier governance body would not only allow more opportunity to hold the Executive to account but allow further channels for members to be involved in the decision and policy making process of the Union.
Question
Would this Governance Body be elected from the different societies?
Answer
CK noted this would be decided as part of the focus groups that are being held and by passing this proposal, we would be mandated as an Executive to do such.
Question
Would it not be more helpful if we had an open discussion with the Executive to put forward different ideas?
Answer
CK noted this is why the Executive are bringing these proposals to the membership where the Executive will be mandated to hold focus groups and discuss different ideas to establish the best way forward. The Executive are asking for you to vote in principal to mandate the work going forward.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote the Proposal on Second Tier Governance Body - proposal passes.
Proposal on Referenda
CK explained that DSU should be run in a fair and democratic manner. Although General Meetings offer this they have low attendance and a limited chance to debate the issues. Referenda would allow for more people to be involved in the debate and how the Union is run without having to necessarily attend a General Meeting.
Question
Won’t holding a General Meeting be slightly wasted, particularly as is evident in this meeting where people have walked out at the beginning?
Answer
CK explained the Executive are wanting to engage more people and allow decisions to be made over time so it is hoped this will not happen in future. JL noted this offers it out instead of just sitting in a room where the membership can make decisions via MLE for example, effectively encouraging more students to be involved.
Question
Drew Mallins - Photography and Video Production
Are there other Unions that use Referenda successfully?
Answer
JL confirmed that Leeds do and this is what has inspired us.
Question
Sam Grieve - Pharmacy
Wouldn’t this just reduce the turnout even more to AGMs?
Answer
CK noted Referenda is to encourage debate over a longer period of time and the AGM will be maintained for purposes of approving the budget, annual report and accounts.
Question
What is the turnout of the elections and would it not help to have ballot boxes?
Answer
CK confirmed last year’s turnout was over 1000 votes and we look at improving this number year on year. The discussion of brining back ballot boxes can be held in the focus groups.
Question
Will there be opportunities for the membership to be asked and who would decide what goes to Referenda?
Answer
CK again noted this would be discussed during the focus groups.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote the Proposal on Referenda - proposal passes.
Proposal on Student Trustees
CK proposed that students should be involved in the decision making process of the Union at every level. This includes having student representatives on the Union’s Trustee board. As a Union we don’t just want to improve by having a Governing body, we also want to get the students involved as much as possible to increase our transparency and accountability.
Question
In the proposal you make reference to short periods of office. Is it then better to have second or third years as part of the trustees?
Answer
CK confirmed the continuity will be from involving students over the course of their studying years.
Proposed by : Carl King, President
Seconded by : Jo Leese, Deputy President Education
BM took to vote the Proposal on Student Trustees - proposal passes.
Motion to change Student Officer structure
JL noted to the membership that the current Student Officer structure is unreflective of the needs of our students, but also in terms of what the positions entail in actuality.
The new structure allows for students to be more in control strategically of what DSU provides its membership, rather than the largely operational impositions the current structure instructs.
Question
James Dixon - Politics and International Relations
I quite like the simplicity of the structure however I do not understand why there should be a men’s officer. Personally, I do not feel under represented therefore do not feel the need for a position to reflect such. I can however understand why some female students feel the need for a women’s officer.
Answer
CK noted this is more of a campaign thing to make men aware of issues that specifically target their age group. JL also noted these positions are in place to provide focus for the Union to those that are under represented.
Question
Why do we need a Diversity Officer if we have an existing policy on it?
Answer
JL confirmed that under the old structure there were three positions with a lot of cross over in their responsibilities. These have now be amalgamated giving the position one focus rather than all three working to achieve the same goal.
Question
Shazia Nazir - Politics and International Relations
How did you specifically decide on a Diversity officer? My main concern is that is might not cover issues that are seen as diverse.
Answer
JL noted that the Executive had some discussions about this as well and felt that it should not just be about race it should also encompass areas such as faith and gender. We could look at, as NUS have with LGBT, for there to be two Diversity Officers but we are unable to put such amendments through for this AGM. JL confirmed this can be done for the next General Meeting, if that’s what the membership would like to propose.
Question
The Mature Students’ Officer position goes against the NUS Stance.
Answer
JL noted this is an oversight on the Union’s part and an amendment can be put through at the next General Meeting.
Proposed by : Jo Leese, Deputy President Education
Seconded by : Anna Moss, Vice President Student Activties
BM took to vote the Student Officer structure - motion passes.
8.
ANNOUNCEMENTS
Student Officer Elections
Nominations hand in Monday 22 October 9am - Friday 26 October 12pm;
Candidates’ Meeting Monday 29 October 12pm;
Voting open online Tuesday 30 October 10am - Thursday 1 November midnight;
Results released Friday 2 November approximately 2pm.
Stand out
“I want to be a Student Officer” StandOUT session at DSU Today, Thursday 18 October 5-6pm -come along to find out about the role of Student Officers prior to the elections.
Staffing Changes
➢ Marketing re-structure;
➢ Recruitment of Retail Assistant, Wendy Halford;
➢ Recruitment of ICT and Network Management Assistant, Paul Simpson (new post - work placement);
➢ Recruitment of Volunteer Support Officer, Rebecca Cameron;
➢ Recruitment of Volunteer Support Office Junction 49, Kerry Bailey (new post - fixed term contract);
➢ Recruitment of Assistant Venue Manager, Stewart Calladine (new post - fixed term contract);
➢ Recruitment of Democracy and Representation Coordinator, Colina Wright
➢ Recruitment of Catering Assistant, Laura Taylor;
➢ Recruitment of Minibus Driver, Graham Hodgson (new post - casual contract);
➢ Recruitment of Student Bar Staff;
➢ Recruitment of Society Coordinator, Natalie Bellis (new post - student staff).
9.
QUESTIONS TO OFFICERS ON THEIR REPORTS
Due to time constraints, CK noted to the membership that Officer reports are available at the back of the AGM agenda and if there are any questions, to please pop into the Union and see the Executive anytime.
There being no further business, the meeting was closed at 2pm.
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