Ben Franklin (Chair of Senate) opened the last meeting of Union Senate for 2016-17. Ben welcomed those present, including those students invited to attend to contribute to discussions on the agenda. Apologies were recieved from Toby Leveson (Senate Representative - Creative Industries Zone).

The minutes of the previous meeting of Senate were agreed by those present.

The proposed Senator Training Plan was agreed by all those present. 

An additional report on the results of the Spring Election, as requested in the last meeting of Senate, was presented by Cameron (VP Democracy and Creative Industries). The report was recieved by those present with no further requests. 

An update on lettings information at the WSA campus was presented to Senate by David (VP Welfare). David explained that plans had been made to push the project forwards next year and that this would be a part of the handover to the new VP Welfare.

Flora (VP Student Communities) presented an update on the NOC Common Room explaining that the project to make improvements to it had hit a brick wall and had not progressed much since the last update. Flora confirmed that this would be a part of the handover to the new VP Student Communities who would be able to continue the conversation with fresh ideas and perspective. 

Aaron (Senator) asked Flora for clarity as to what actions would be taken and what priority the NOC Common Room improvements would have. Flora confirmed that this would be up to the new VP Student Communities and how they want to prioritise it but that it would likely be less of a priority than improvements at SGH next year. In addition, Flora told Senate that there was some confusion as to who has ownership of the project and that this had caused the delays in progress.

An update on investigations into Halls accomodation prices was presented by Flora (VP Student Communities). Flora explained that the Union is present at the meeting where these prices are agreed and that the University's line on pricing is that Southampton is among the cheapest in the south. Flora confirmed that the Union had not recieved any You Make Change submissions about the conditions in halls recently but that it would factor into later conversations after students complete their leavers survey.

Samuel (Senator) presented the argument to Senate that it is possible that the University's line of being among the cheapest may not be accurate given the information a brief search online brings up. In response, Flora confirmed that with responsibility for Halls moving to External Engagement, this investigation will be continued by Dan (VP Engagement).

The proposed change to Rule 2, regarding the timescales for papers and proposals to be released to Senate was agreed by all those present.

A rule change was presented to Senate by Alex (Union President). Alex proposed that the Grad Ball Committee responsibilities be written into the rules under the section for the Ops and Services Advisory Forum. Alex confirmed that this would not remove responsibilities from the Grad Ball Committee but instead ensure that the Grad Ball Committee continues to be created each year in light of Policy 1415p29 being due to lapse.

The proposed Grad Ball change was agreed by those present.

 

There were no You Make Change submissions brought to the attention of Senate. 

The attached document with a breakdown of submissions by each zone was delivered by Ben (Chair of Senate) and recieved by the Senators with no further information requested.

The attached Action Plans were received apart from the VP Education - December Graduation document. 

Elliot (VP Education) explained to Senate that changes were needed. Ben (Chair of Senate) requested that an updated version be brought to the next meeting of Senate for approval. 

The attached Summer Election report was presented to Senate by Cameron (VP Democracy and Creative Industries). 

Aaron (Senator) asked Cameron if the same issue existed where the first year figures were inclusive of postgraduate student who are in the first year of their Masters or PhD program. If so, was the figure of 99% undergraduate voting correct?

Cameron confirmed that the same issue with first year figures existed due to the way the system organises student data but that the figure for 99% undergraduate voters is correct.

Aaron then asked what would be done as a result of the Chair of Senate role not being filled in the Summer Election. 

Cameron confirmed that the role would be By-Elected in the Autumn Term.

Flora (VP Student Communities) delivered a presentation to Senate in order to provide additional information on the proposed industrial action. This presentation has been attached to the minutes for reference.

Dan (VP Engagement) told senate that senior members of RESSUP would like to offer support to all students and not just to those students who live in halls. 

David (VP Welfare) explained that the University appeared to be cutting the support they offer to students which leaves a gap in care at night which puts pressure on Enabling Services.

Alex (Union President) provided more information on the subsequent disagreement as the University believes that the Union's support for strike action is in breach of the agreement between the Union and the University on how we work together. Alex explained to the Senate that the Union feels that they were not fully consulted.

Elliot (VP Education) asked Flora how the 18- 20% cut was calculated.

Flora confirmed that this was worked out based on the additional pay that staff get for working unsocial hours and that as result of it becoming a 24hour service this additional pay was being cut. The University has stated that this cut brings them in line with other Universities.

Emily Harrison (Senator) asked Flora if the decision had been made and whether the agreement between the Union and the University stated that we should be made aware of any discussion.

Flora confirmed that the decision had been made and new contracts presented to staff.

Dan presented the argument that it may have been too quick of the Union to make a statement before asking to meet with the Univeristy and Unison to discuss the decision as we need more facts.

Aaron (Senator) agreed with Dan's statement that the Union should talk to the University and Unison. Aaron also asked the legal status of the agreement with the University. 

Alex (Union President) confirmed that the agreement is signed by the Union President each year at the beginning of their term.

Aaron went on to ask when the strikes would be.

Flora stated that they hadn't been confirmed but that the Union suspects they will be late June at the earliest.

Giles (Senator) stated that there are students still in halls including Health Sciences and Pre-sessional student who will be affected by any strike action and that this should be considered. Giles went on to stated that the University has an increasing position of making decisions without consulting with the Union. 

In response, Emily (Senator) asked what support would be given to those student still in Halls if strike action were to go ahead. Emily went on to agree with Dan's statement about a discussion with the Univeristy to at least determine what provisions would be made.

Ben, Chair of Senate put to action that the Union should request a meeting with the University and Unison in order to find out more information. Full notes from this meeting should be written up and sent to the Senators so that they are more informed before being asked to make a decision by round-robin. Ben actioned that the political societies present at Senate should also be sent that information and be given adequate time to present an argument. Senators will then vote on whether the Union should support strike action in protest of the restructuring and subsequent pay cuts.

The attached documents on the changes to AGM and Open Senate next year were presented to Senate by Cameron (VP Democracy and Creative Industries).

Dan (VP Engagement) clarified that discussions in the Union had resulted in the decision for ideas to be generated through You Make Change rather through a set ideas submission period.

Giles (Senator) raised the issue that this could present more gates between ideas being submitted and action being taken as the zone discussions would become more of a talking shop for officers who may not hold the same values as the students who propose changes.

Dan confirmed that the idea wasn't to halt ideas but to ensure that Open Senate has a better quality of debate. Up and down voting will be added to the system as well as the ability to comment and discuss them which will add more weight to each submission and influence what is chosen. 

Olivia (Senator) suggested that zones shouldn't be limited to taking only one idea to Open Senate.

Dan confirmed that the idea was for each zone to debate their idea for 15 minutes as there are 8 zones and Open Senate lasts for two hours.

Cameron explained that the change was proposed to increase discussion all year round but that he had taken on-board the concerns of senate and would make amendments.

Ben (Chair of Senate) actioned that the VP Democracy and Creative Industries should make amendments to the process and send these to all the senators for their approval. 

Ben then asked Senate to decide on the new timings seperately. The proposal for AGM and Open Senate to be held in late November next academic year was agreed by those present.

The attached paper was presented by Alex (Union President) to Senate to request advice on the next steps to be taken by the Union. Alex explained that the University has proposed reducing the funding they give to the Union by 10% which would have a large knock-on affect to the student activities we are able to fund.

Tom (VP Sports) confirmed that this reduction in funding could potentially result in £30,000 being deducted from the student groups budget. Tom clarified that the Union is already limited and can only approved £1 in every £5 requested. 

Flora (VP Student Communities) explained to Senate that the University had already proposed 5%. The Union has looked at its budgets for next year and it can absorb a 5% reduction but not 10%. 

Aaron (Senator) asked what the legal standing was of the funding the University gives to the Union. Is there an agreement that they should give a certain amount to the Union?

The Chief Executive of the Union responded to confirm that their is an equation to work out this funding which is based on the number of students at the University, the Union is then given funding per capita. A few years ago the Union agreed to a cut in funding in return for no longer paying rent on the buildings used.

Aaron (Senator) suggested that the Union put the impact of the cut in terms of company and consumer to then present the impact of the cut to students.

Tom suggested that the Union should put all they can into this issue as it will affect everything the Union does.

Emily (Senator) asked if there is a minimum amount of funding or a requirement to fund the Union.

Ben (Chair of Senate) confirmed that the University is bound by the Education Act to give the Union an amount of funding but that the figures where not specified. 

Emily suggested that a legal agreement should be drawn up to protec the Union as it seemed that the relationship between the Union and University was breaking down.

Ben clarified that the Union has a better relationship with it's University than is found elsewhere in the UK. 

Alex agreed with this and suggested that the Union be careful to pick its battles. However, funding is vital to what the Union does and should be fought for.

David (VP Welfare) asked that Senate agree whether they are only escalating this issue if the University sticks with a 10% reducation with no movement. 

Ben (Chair) agreed and put it to Senate as a vote. Should the Union escalate the issue and protest the decision if the University does not negotiate down from 10%. This decision was agreed by those present.

Ben then asked if Senators where happy to leave the decision to pursue it further at the discretion of the Full-Time Officers if the University agrees a cut under 10% but more than 5%. This decision was also agreed by those present.

Discussion was no longer deemed relevant for Senate and will instead be discussed at zone level.

Full Time Officer reports provided and questions (as below) asked by senators. 

  Cameron-

 1. What is the plan for the old Media resources room? You mention in your report that the room will be moved from Garden Court into SUSU.

Cameron confirmed that the old Media resources room in Building 40 will be used by RAG in the future and that the Media resources room will be moved to the glass office in the front of building 42.

 2. There have been a few cancelled showings in relation to UnionFilms recently. This seems to have been in relation to a technical fault, although I don’t have the exact details. This persisted for a little while leading to several showing being cancelled. I am interested in knowing what the process is for resolving issues in relation to UnionFilms and whether this could have been done in a quicker fashion.

Cameron confirmed that there was a fault with the equipment that meant that Union Films were forced to cancel showings. As the peice of equipment that was at fault could not be fixed by the Union tech team they were reliant on an external contractor to fix it. The issue was chased on a few occasions to ensure it was fixed as quickly as possible and Cameron was happy to confirm that the issue was resolved now.

 Alex-

 1. Alex I note your point in relation to lack of accountability of sabbatical officers. I am interested in relation to the HUGE Review. What does this denote?

The sabbatical team have made a start on a Union wide review which will be handed over to the incoming team to continue next year. The review aims to both improve accountability and clarify the roles of the sabbatical officers to make it easier for students to access representation and information in the future. 

 Tom-

 1. I bring this up every time but still interested in Sport and Wellbeing Membership change. Obviously it is a shame this has gone ahead despite strong arguments against this. What are your thoughts on how this should be dealt with going forward?

Tom clarified that the Union will continue to lobby the University's Sport and Wellbeing on the issue of membership prices for students. He also confirmed that the issue will be handed over to the new VP Sports who will be monitoring the situation to see if the new prices have a negetive affect on students' involvement in sports and exercise in order to feed this back the University.

 David (on previous report)-

 1. On the 'housing review tool' will it not be less rather than more likely that students are going to get engaged during exam period? It seems to me most of their focus will be on revision rather than what comes afterwards. I can't really think of when a better time would be, but seems May is a little too late.

David agreed and confirmed that he had moved this to after exams based on feedback.

 2. On the wellbeing/ E&D action groups being merged, David could you give us a little more info on why it has been necessary to combine these groups?

David clarified for Senate that these groups had been set up by him but it became clear that the same officers were present at each of the groups' meetings. It was deemed appropriate to combine them as it is not a good use of time or resources to meet twice.

Ben (Chair of Senate) confirmed that in the last Senate meeting of the year the Senators are asked to agree the Honorary Life memberships given to the Full-Time Officers at the end of their term. The are also asked to confirm the Honorary Life Memberships gifted to volunteers as part of the EVAs awards.

These Honorary Life Memberships were all agreed.