Operations and Services Advisory Forum (5th December 2016)

Alex Hovden (Union President) welcomed everyone to the first Operations and Services Advisory Forum. Alex clarified that the Forum existed to advise Senate and Trustee Board on the operations and services of the Union that fall outside of the remit of the Zones.

Alex confirmed apologies had been recieved from Giles Howard, Postgraduate (Research) Students Officer, and Amelia Dovelle, Entertainments Assistant.

As this was the inaugural meeting of the Operations and Services Advisory Forum there were no previous minutes to agree.

Alex clarified that there were a number of policies passed at the most recent AGM that the Forum could advice on the progress of.

a) More water fountains on campus

It was agreed that the Union President would obtain a list/map of existing water fountains from Union Services.

b) Stop selling bottled water on campus

Union Services clarified that all existing bottled water in the shop was BPA-free and recyclable. Dan Varley (Vice President Engagement) suggested placing reusable water bottles in the vicinity of the existing water sold by the Union. Union Services clarified that this would not necessarily be possible due to space, but that notification of their location could be placed near existing water and a dump bin could be placed in The Shop.

c) Ban plastic now!

Dan referenced a recent You Make Change submission asking when the first changes as a result of this policy would be seen. Union Services clarified that there was a thorough purchasing process that looked at the biodegradable nature of iterms and balanced the ethical and affordability of products. Although this has previously communicated via a blog post, it was agreed that greater awareness and publicity of the existing approach was needed.

d) Improve on-campus food menus in all food outlets

Union Services clarified that 25% of the existing Bridge menu was vegan. Alex confirmed that he would lobby the University regarding the specific 'resolves' within the policy. Union Services clarified that all food packaging complied with legislation and there was a practical issue with extending this further. Union Services confirmed that in the next menu review adding a Halal option would be possible.

e) Sustainable promotion for student groups

Alex reported that this had been moved forward and it was agreed that no further discussion was required at this Forum.

f) Stop using products that contain palm oil

Union Services clarified that suppliers used sustainable palm oil where possible. Alex reported that this issue would need to be discussed further at the Sustainability Zone and that any developments could be recorded within a Zone action plan. 

g) Sleeping pods

Dan clarified that Trustees should consider the practical delivery of this policy. Union Services clarified that there is limited space available to achieve this. Operations clarified there was also a lack of resource available to allocate to this. It was agreed that Alex would ensure this issue was considered by Trustees.

a) Selling hot drinks to raise money for charity, new restrictions

Dan asked whether the situation had arisen due to competition with drink sales in Union outlets and how this differed from bake sales or similar. Union Services explained that an additional charge was levied to external suppliers to offset any losses, but there was a health and safety concern around use of boiling water. Dan and Michael Sims (Student Groups Officer) referenced that they thought the information to students was not clear on this issue. It was agreed that Union Services would prepare clear advice relating to this issue to be added to the 'How to' section of the Union's website.

b) Table Football Table in Stags

Union Services clarified that a response had already been submitted via You Make Change, but that the main concern here was health and safety as the table had blocked fire exits in the past. In investigating this issue, Union Services also clarified that the total takings for a 12 month period were insignificant and suggested the table was used very infrequently.

c) Floorplans of Union Building Level 1

Dan explained that there had previous been leaflets of the Union buildings. It was agreed that Operations would look to provide PDF documents of the Union buildings on the Union's website.

d) Live music at the Union

Union Services clarified that it had been difficult to engage students in regular live music acts previously and that any act performing would need to attract a minimum of 800 attendees to make the event worth pursuing. Operations clarified that The Cube was not a custom live music venue and Union Services suggested utilising the Boiler House at Montefiore Hall. Dan suggested working with societies and referenced Brestival, but acknowledged that this had low attendance.

Sam Higman (Halls Officer) discussed the potential for using the Stags as a venue and confirmed she would supply contact details for potential acts to Union Services. Sam stated that for many acts getting their name out was key and they would be willing to engage in non-ticketed events. Union Services confirmed that bar sales would mean that certain events would not require entrance fees.

Union Services clarified that overall they were performing to their budget profile, but acknowledged that sales within The Bridge bar had been challenging. Union Services highlighted the use of laptops in this area and that efforts had been made to make the space available for paying customers between 11.30am and 2.00pm. Union Services put forward the idea of making The Bridge bar a study-free zone, where no laptops or tablets would be allowed. It was agreed that to do this another space would need to be made available for students to study, but still have access to refreshments and comfortable seating. Union Service suggested Bar 2 receiving a light refurbishment to address this. Michael suggested that this may benefit some of the Student Groups who currently utilise Bar 2 as well.

Alex stated that a takeaway drink option would help support an alternative study space. Operations clarified that they would look in to alternative storage space for event equipment. Sam reported that this seemed a good potential solution.

Union Services updated that 1083 Christmas Ball tickets had been sold at present, which was on target to hit 1500. Alex confirmed there would be a blog regarding Grad Ball Committee shortly and that this would look to meet in early January 2017. Union Services confirmed at present there had been 107 Refreshers sales.

Operations updated that Union marcomms were focussed on social media and website development, working closely with Dan. Operations clarified this involved increase poster presence on campuses and streamlining of social media pages, as well as an active focus on Instagram and consideration to how Twitter can be better used. Dan calrified that there were 12 individual Halls, Full-Time Officer and main Union Twitter accounts. Sam stated that there seemed to be a downward trend in numbers of students engaging in Facebook and Twitter pages. Sam stated that the impact of Halls accounts was limited if less than half the students from the Hall were members of the group. Sam confirmed that the Welfare Packs being given to first years in January 2017 would include social media links.

Dan stated that he would be working with Union Services to get written agreement from local Clubs relating to their promotion of events and inappropriate communications to students. Sam and Dan reported that they would be looking at providing structured content to Halls Groups in relation to this issue as well.

It was agreed that minutes of this Forum would be agreed via round email to make them available as soon as possible publicly.