External Engagement Zone (6th February 2014)

Claire Gilbert thanked everyone for coming and went through the attendees and apologies.

Jack Kanani and Evan Whyte arrived late.

Nic Eldred attended in place of Christopher Nash, Teresa Kennard attended as an observer an Catherine Mitchell attended to present funding application and left the meeting when she had finished.

 

 

Vote to approve the minutes from the last meeting (held 12/12/2013): Approved

All to keep their personal goals in mind going forwards - Ongoing

Alice Gray's report to include the most up-to-date RAG totals - Ongoing

Claire Gilbert to chase Marcus and Guy regarding moving Student Volunteering policy to EE Zone - Policy lapsed so no longer relevant - Complete

Claire Gilbert to draft amendments to ‘Union and Community Strategy’ - Complete

Claire Gilbert to find out about Jack Kanani being on Student Groups Committee - Complete

Claire Gilbert to meet with Jack Kanani to set his personal goals - Complete

Christopher Nash to send Jack Kanani information on how to remove someone from a committee - This was not done, however Nic Eldred explained the procedure to Jack int he meeting - Complete

Claire Gilbert to include bullet-point details of her activity in her report - Complete

All of the committee are to spread the word about ‘What is RAG?’ and encourage anyone interested in fundraising to attend - Complete

Claire Gilbert to arrange to attend the next Student Groups Committee meeting - Complete

Claire Gilbert to talk to David Martin (VP Democracy & Creative Industries), Nickola Moore (Head of Membership and Community Engagement) and Student Groups Committee about logging volunteer time - No longer required as discussed at the Student Groups Committee - Complete

Claire Gilbert & Christopher Nash to write a report on how other unions/organisations count their volunteer hours and how we can implement this - Claire requested that she do this in April and the Committee agreed - Ongoing

Claire Gilbert to write a report to include residents concerns, projects, good news, general business etc arising from Residents Association - Complete

Claire Gilbert and Christopher Nash to get in contact with Residents Associations to discuss the idea of them coming to meet and talk with students and to arrange a convenient date/time. Also to build a communications plan to inform students and JCRs - Claire Gilbert advised that SUSU, the Police Commission and Highfield Residents' Association have jointly been awarded £10,000.00 to do collaborative work and building bridges.  There will be a launch event during the Big Give.  Highfield Residents' Association will run events where they bring members on to campus for talks on what SUSU is and the good things that we do - Complete

Christopher Nash to circulate Residents Associations newsletter to committee - a hard copy will be sent - Ongoing

Claire Gilbert to draw up a report for the EE Zone, update it, and send it round to all Councils so that it can be discussed - Not discussed - Ongoing

Claire Gilbert to create discussion about welcome brochure in the Facebook group - Complete

All to read welcome brochure examples and give feedback via Facebook group - Examples to be sent around - Ongoing

Claire Gilbert and Jack Kanani to start the plan for Enterprise and the goals for the Enterprise committee - Complete

Claire Gilbert to locate Jenny & Corrie’s plans to add to the RAG committee plan - Complete

Claire Gilbert and Christopher Nash to find out more about the new societies to see who these societies fall under and Claire Gilbert will circulate that - In future the chair of each zone will be informed of new societies - Complete

 

Catherine Mitchell went through the application form to request funding for Student Volunteer Week.  The committee voted to give £500, which is more than requested but will allow for contingencies and better quality of products.  All members voted in favour of this providing we receive a breakdown on spending and any unspent money to be returned to the EE Zone.

Claire Gilbert advised that Wessex Heartbeat has asked for volunteers to paint a room at their house.  Alice Gray is to find out if we need to provide the paint.

Maths Society ran an Alumni evening with 6 speakers.  Alumni come under the EE Zone and they did speak to Claire Gilbert regarding funding before the event but the process was not in place at the time.  On this occasion would we be willing to retrospectively award the funding for the sum of £24.75 for travel costs?  The committee voted to approve this.

Claire Gilbert asked would like to write guidelines for funding for Alumni groups? Evan Whyte agreed to do this by the end of April.

Alice Gray

The RAG raid in London went very well with new volunteers getting involved.

Looking forward to Speed Dating next week.

Total raised so far £20,793.07.

The target by Easter is £35,000.00 not including the Big Give.

 

Jack Kanani

Fish on Toast have been keeping up strongly with their events.

Enactus are getting into the swing with their projects.

AIESEC are trying to get meetings regarding marketing.

Had Enterprise Committee - discussing conference and streamlining structure.

Societies are very positive about the audit.

 

Claire Gilbert

Has been working on Residents' Associations, Student Volunteering Week, the Big Give, the totaliser, RAG awards, 'What is RAG?', Enterprise Conference and enterprise audit.

Claire Gilbert advised that she had asked for aspirations from officers and confirmed that we can do all that we want with the budget that we have.

Claire Gilbert asked if financial matters should come to the zone? It was agreed that it should.  Add the Student Fundraising, Enterprise and Community Action budgets to the agenda for future meetings.

Claire Gilbert confirmed that the University are covering the costs of t-shirts for the Big Give.

Alice Gray advised that a session was held to look at 'What is RAG?'.  If anyone knows people who would like to contribute to this, send them to the Student Activities office.  Ideas included that we want to create a fundraising committee with all charity societies represented and an activity was held to draw up a dream RAG.

Claire Gilbert advised that a report will be written from the session notes to be ready for by the next meeting.

 

Josh Cox advised that a lunch-time session may be better attended than on a Saturday.

Claire Gilbert advised that for the Enterprise Conference three societies are running sessions through the day based on three differenct areas of enterprise.  Claire asked if the budget should be sent to the committe when it has been written.  All agreed it should.

Student Enterprise Audit - It has been written.  Jack Kanani has looked at it.  Not a blanketing target of people, send to mailing lists.  The University will send to people who have previously shown an interest in this area.

Nic Eldred, Claire Gilbert and Jack Kanani are going to the Student Enterprise Conference in Sheffield and will report back on this.

Evan Whyte reported about the Sport Relief Mile on 23rd March in the City Centre.  As well as having runners, we are also providing performers and marshalls for the event.

Claire Gilbert advised that we have a city-wide permit to raise money by raiding.  Claire asked that everyone get two people to be involved in the Sport Relief Mile, whether it's running, watching, raiding or marshalling.  This is open to anyone, not just students.

Residents' Associations Newsletter

Claire Gilbert talked through the Residents' Associations newsletter.

Josh Cox asked how often the Residents' Association newsletters are circulated?  Claire Gilbert confirmed that they are bi-yearly and there will also be two meetings a year. 

Josh Cox said that we should include details of volunteering etc.

Christopher Nash is to ask the committee about news for the newsletter before the next edition.

 

Bite the Ballot

Claire Gilbert advised that we should engage students in local elections as they are no longer automatically registered.  The committee is to think of ways to enagege students in elections.

None

To be advised.