Halls Committee (9th March 2016)

Minutes were approved

 

Action	Emily- Send around a template to help each Halls Committee Plan a rough plan of activities for the year ahead	Done
Action	All Presidents- Plan a rough calendar for the year ahead including rough costs. This calendar should include all aspects of the Halls Committee work.	Still waiting on Chamberlain, Highfield, Monte and Private Rented
Action	Emily- Send around the funding form to the Secretaries of each Halls Committee	Done
Action	Have initial meeting to start forming the social media guidance document. Provide an update of progress at the next Halls Committee Board	Done
Action	Emily- send around new Doodle Polls to figure out a date for the catch-up training	Done
Action	Flora- Work with and past Halls Committee members to organise an event for everyone to get to know each other with a chance for the current Halls Committees to ask questions of the past committees.. Bring an update to the next Halls Committee Board.	The Halls Committee Quiz happened and was enjoyed by everyone who attended
Action	Flora- start the conversation about what would be a suitable activity for the Halls Committees to get to know each other	Done- agenda point below
Action	Emily- send around a Doodle Poll to assess when the best dates will be	Done
Action	All Presidents- Get in contact with the supervisor of your halls to start building a good working relationship

 

- Had a quiz with ressup which was really successful

- Talked about potential changes to common room

- Thinking of doing a food sharing event for Culture Festival

- Want to do an event in the Cube after a bit like Welcome Party from Freshers

- Pizza and Movie night was really successful

- Have meeting set up with catering staff to discuss food

- Setting up events with Monte

- Having a movie night on Friday

- Met with Neil Sappsworth which was really useful

- Common Room is underused to made a poll to improve it- everyone got involved which was good

- Had a really successful pre-drinks

- Planning an easter egg hunt with Resident Support

- Struggling to intergrate international students

 

 

- Cheesecake day went really well

- Planning quiz night for next week

- Hoping for a big bar crawl next week

- Getting in touch with Monte and Connuaght as they are all close by

- Event with Connaught this Friday

- Been focusing on filling positions

- Helping Resident support with their Easter Egg hunt

- Had first meeting, and will fill in the events calendar soon

- Residence had a quiz which they may do more often

- Want a bouncy castle and BBQ for summer celebration

- Lion King movie night went well

- Had a succesful cycleathon over 48hrs raised around £140

- Struggling with the size of the Common Room

- Could look into nearby venues for meetings

- Been focusing on filling positions

- Meeting and getting to know other committees

- Excited to start having proper meetings 

- Really struggling to have events due to no space

- Committee back from placment so are excited to get in to the full swing of things

- Have an event tomorrow night, could other halls please share and promote

All funding requests approved

Mayflower funding approved pending that Residence Support are not running a similar event (Easter Egg hunt)

You Are More Than is a campaing which promotes stress relaving activities during stressful times in students educations e.g. You are more than your degree, you are more than your thesis etc.

They are events e.g. yogo, craft etc.

Erasmus Park made the point that they don't have exams and their deadlines are at different times.

- Meet the guide dogs

- Gateway have a lot of mature/postgrad things. They could get together over tea/cake. Are thinking of having an event where people can talk to 

- Monte want a movie night in the Boiler Room

- Give people food

- Inflatable boxing

- Sumo suits

- Erasmus Park- nail painting/ hair dressing

- Yoga sessions

- Face painting

- Punch bags

- Bubble wrap and tea

- Free food always top of the listwww.susu.

Committee were happy with the ideas below-

 

Funding

-          Have an income and expenditure outline for each hall along with how much is left in their budget. It would also be good to have one for the Halls Committee Board for the overall budget

-          Have funding applications through the website rather on a Google Doc

 

File uploads

-          A section of the website where Halls Committees can upload and save files for future committees

 

Photos of Committees

-          A photo of each Halls Committee member as well as their contact details and a bit of information about them

 

Facebook extension

-          A dated and times Facebook feed on each Halls Committee page so that international students can read it without having to access Facebook

-          A few items (5?) would be good, to give as much information as possible

 

Halls Committee Groups Hub

-          Each Halls Committee to have a limited version of Groups Hub for the Halls Committee allowing them to…

o   Add events to the SUSU calendar

o   Personalise their page e.g. add photos, change their blurb etc.

o   View box office ticket sales

o   Put things on Box Office

 

Resources area.

-          Similar to Student Groups How To, but with different training guides, forms and documents

 

Merge the two pages

-          Merge the Student Groups Halls page with the Halls Life halls page so that the halls appear when people browse through the societies

 

Have a similar button to ‘Ask a question/make a change’

-          Maybe call it ‘Ask a question/ suggest an idea for your halls’

 

Halls Committee Email addresses

-          Have a generic email address for each hall

-          Be able to email all the students in halls with a newsletter from each committee

Anjit asked for all committees to see if anyone would want to take part in this campaingn.

 

The campaign is around drink awareness and safety whilst drinking.

Anjit asked if anyone was planning anything for Culture Festival

Gateway- having a film festival and a few other halls were thinking about having a food sharing event

 

Anjit asked about the idea of having an event which every halls did at the same time- suggested a food sharing event. The general consesnsus was postive for this idea, however Highfield/Connaught mentioned that catered halls might not get involved unless it's at the weekend

 

Agenda point moved to next Halls Committee Board

Discussed transport for ERasmus PArk students generally and spoke about how it was quite an expensive cost. Maya requested that we put on transport for the BNO event, Anjit agreed. 

 

Erasmus Park put a poll on Facebook to see how much people would be willing to pay for the transport in the evening

Everyone please share- details are on the Halls Committee Facebook page

Facebook poll result-

 

 

-will be ordering the Halls Committee T-shirts soon

 

- Monte asked can we find out if there are spare Monte t-shirts

April 22nd Gateway bar crawl. They want to buy UV paint etc. which would come to about £30, but is just before the next meeting. Board approved this

 

Fresher Representatives

- last time we held workshops with team building and pastroal issues to see how serious people were

- there were 2 stages, 1st was a application on Google Doc, 2nd was the Halls Committee assessing them anoymonously, next the Halls Committee assessed the candidates in an assessment centre.

- need to change the name of Fresher Reps because they aren't representing

- The committtee were happy with Flora and Anjit working on a format to advertise and recruit Fresher Reps over Easter and asked that all Halls Committees keep an eye on the fAcebook page over Easter for updates.