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Main Meeting
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Welcome
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| 1.
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Welcome from VP DCI
ER welcomes the committee
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Approval of previous minutes
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| 2.
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As above
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Officer Updates
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| 3.
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VP DCI - Evie Reilly
Finance survey to go out to societies (handout) around practice spaces and financial situations for societies: regular expenditure, membership, external contracts etc.
Going to send this out next week – heads up to the zone
DR: block bookings, societies don’t know they have the space sometimes. Could facilities in future check around spaces and see if they’re being used during booking times?
| Action |
Communicate with Facilities Team about checking spaces occasionally to see if they are actually used by block booking holders (Evie Reilly, Jamie Ford)
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| 4.
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CI Zone Clubs & Societies Rep: Rachel Gray
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| 5.
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The Edge Editor: James Barker
Elections on radar
Planning collaboration issue with WS
Writers planning session next week for the above issue
Deadline for own next issue – juggling issues at once
Student Film Festival – own committee are very much on it – publicity has been great
Edgetival / Breastival meetings possibilities – potentially collaborating with RAG
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| 6.
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Performing Arts Officer: Lucy Grant
Pure Dance is in a month – no live music anymore due to lack of demand from societies
PA ball organising currently
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| 7.
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Surge Radio Station Manager: Xavier Voigt-Hill
Elections – candidates coming in all day, everyday
Tidy up of the studio – electrics
Looking ahead to Varsity
Planning 48hr marathon
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| 8.
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SUSUtv Station Manager: Danny Rickard
NaStA’s – deadlines next week
Paid jobs for the University – income for SUSUtv
Using some of that money to pay for members who can’t afford to go to NASTA
Student Film Festival coming up
TEDx talk next week
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| 9.
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Union Films Manager: Max Hayman
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| 10.
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Wessex Scene Editor: Freya Millard
Diversity issue currently going on - planning and putting together
Sexual Consent Awareness mag – a lot of magazines left as Refreshers Fayre wasn't as busy as expected
Handing out at events and speed dating sessions
Elections – very busy on lead up to publishing next week
Quiz content for elections – working with Edge & Surge
Online content planning amongst committee
Autism awareness week coming up – online content only
LGBT+ history month
Varsity plans: meeting coming up
Africa month – hoping to plan something – International Editor leading the way to put something together – a week in May but dates TBC
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Staff Student Partnership Agreement Update
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| 11.
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An update on the document and any future changes
ER: update on re-writing the document. Various staff members of the Union including HR and Union Pres currently part of researching other documents and suggesting the new format for the doc.
Media section to be part of it? Consultation with media groups with drafts and suggested amendments if any.
| Action |
To send proposed new SSPA document around to media groups for thoughts when first draft is put together. (Evie Reilly)
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Creative Industries Grants Guidelines
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| 12.
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Open discussion and thoughts
ER: introduces the idea of CI grant guidelines like PA guidelines - asks for thoughts/comments from the committee.
ER: pot is too small, more restrictions could help – such as restricting travel
ER: funding tours?
LG: Agree's we should cut, the cap we currently have (£500) could be only £10 per member help, so maybe could cut it as it's less effective per member than how much is taken out of the CI budget for other societies. investment vs return
LG: Need to sit down and work a way to allocate more to conductors – could really help bigger orchestras
LG: Look at pushing Dance to Sport? It would really help with Varsity and funding
DR: tech went up this year too which has made costings even harder for society costings. Action: JF or ER to sit down with Asa to discuss
DR: more monitoring and accountability of purchasing what funding has been allocated for
ER: If not adhered to, it would affect the next round funding for society and not taken back as money
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Discuss new tech costs with Operations as this hasn't been communicated with us/coordinators before societies. (Jamie Ford)
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CI Zone by-law
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| 13.
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Review of the above
ER: CI zone by law is out dated and needs updating
ER wants to make it useful not just terms of reference etc. e.g. a standing agenda, careers sessions. Any thoughts from zone?
JB: Media Ball to add
ER: individual by laws may also need updating and we only have 2 out of 4 for media groups currently.
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Create a new updated version of the CI by law (Evie Reilly)
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| Action |
Circulate new by law around to the zone committee for thoughts and ideas on true reflection of zone (Evie Reilly)
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Media heads to look through current by law of own group (if any) and update or create a new one (Danny Rickard, Freya Millard, Xavier Voigt-Hill, James Barker)
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First Aid Training
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| 14.
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Where this would be appropriate for Union Groups and societies within CI zone
JF introduces topic: Where would it be appropriate for committee members within your areas to have First Aid Training if the Union could supply and pay for this?
LG: Dance Rep, Stage Soc
DR: Techy people in SUSUtv: people that work for Asa
| Action |
Get back to all relevant groups about first aid training once it is organised. (Jamie Ford)
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Clubs & Socs Money Survey
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| 15.
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Introduction to the survey & aims of
ER introduces the survey which will go out to all clubs and societies to find out a bit more about how much it costs to run a society and what expenditure is involved. I.e. membership, rehearsals, vital equipment
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| 16.
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Zone discussion
Zone agrees it's a good idea and accepts the current version is extensive enough and covers most ground.
| Action |
Send out survey once complete to all societies within CI. (Evie Reilly)
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CI zone voting structure: Performing Arts Representatives
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| 17.
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Discussion on automatic voting seats: Music, Dance & Theatrical Reps
LG: More representation from PA required within the zone
Agreed. Extending meetings to reps for now until by law is rewritten to make reps voting members along with all media heads.
| Decision |
Music, Dance and Theatrical Reps of PA to become voting members in the new by law. Reps invited to meetings until this happens. (Evie Reilly)
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| Decision |
All media heads to become voting members, not just creative services rep. (Evie Reilly)
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Media Committee & Media Ball
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| 18.
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Next Media Committee & Electing an Events Officer
ER: No events officer currently, shall we look for nominations or collaboratively do it?
ER: Media committee to arrange and open it up to all members for the position – then manifesto during media committee and vote
Head of events become committee? Doodle poll to go out to arrange meeting (action)
| Action |
Doodle Poll to go out to arrange Media Committee meeting. Media heads to open up the position (events officer) to committee and members in hope for someone to come forward in the next committee meeting. (Danny Rickard, Freya Millard, Evie Reilly, Xavier Voigt-Hill, James Barker, Jamie Ford)
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| 19.
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Media Ball
JB: Happy to have the same venue and meals as last time – May bank holiday?
Media ball to progress if an events officer is elected (as above item). If not, the suggestion of each media group events officer to collaboratively join to put together. Staff help offered from JF and ER.
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Any Other Business
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| 20.
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As above
JB: Student Film Festival: Do Union Films or Surge want to sponsor an award? Present the award plus small amount of money from budget to buy the trophy
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