Matters arising. SUSU Trustee Board, October 2011 page 1

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1 President - Sam Ling VP Academic Affairs - Sasha Watson VP Communications - Joseph McLoughlin VP Sport Development - Jonathan Brooks-Bartlett VP Student Engagement - Shane Murphy VP Welfare & Communities - Frankie Fry Equality & Diversity Officer - Chloe Green Ethical & Environmental Officer - Joshua Davies Student Trustee - Andreas Day Student Trustee - Emily Jane Sheldrake Student Trustee - Alex Houghton Student Trustee - James Brant Honorary Vice-Chair - Mike Snell General Manager - Jaki Booth Head of Finance - John Mills Head of Commercial Development - Tony Addison Head of Membership Svcs & Engagement - Erica Hussey Head of People Development - Gemma Beardsmore Head of CMT - Alex Barfield PA to General Manager - Jules Atkins 9. Membership Matters Sam welcomed everyone to the meeting and invited members to introduce themselves. Trustees were asked to sign and return forms with regard to Code of Conduct for SUSU Trustees. All Resignation VP Winchester & Sites Sam informed committee that Simon Protheroe, the Vice-President Winchester & Sites has resigned for a number of reasons, having given much consideration to his decision. Full details are given on the SUSU website. Sam and the rest of the sabbatical team confirmed that they would try to spend as much time at Winchester as possible. A by-election will be held as soon as possible for the vacant post until July Minutes of the meeting held on 13 July 2011 The minutes were accepted as a true and correct record having noted the VP Sport Development s name should have been recorded as Jonathan Brooks-Bartlett. Minute 3.3 Budget should read it was finally proposed to aim for a target of 100k, with a minimum target of 75k. Minute 3.4 Capital Spend should read Shane queried the proposed entrance to the Cube. Matters arising SUSU Trustee Board, October 2011 page 1

2 11.1 Minute 2.2 May Accounts - John confirmed that Finance sub-committee has now held four meetings to create the revised budget Minute 2.3 Capital Projects/requests Committee learned that two new servers have now been purchased. One server has been installed and the other will be in place soon. It was confirmed that the name of the Clubs & Socs room had not been changed Minute 3.1 June Accounts - John confirmed that the next set of accounts would be more widely circulated. Erica confirmed that an explanation will be provided to a future meeting of Finance Sub Committee with regard to the overspend on the AU budget. In response to a request from Shane, Tony confirmed that Daz would submit a report to Commercial Services Committee next week, detailing a complete breakdown of events for the next year Minute 3.2 Bad Debts John confirmed he would be circulating a list of bad debtors to clubs and societies Minute 3.4 Capital Spend Tony confirmed that the mobile DJ booth for level 2 had been ordered and delivery was expected shortly. Tony confirmed that all necessary works with regard to improving both the Bar and catering services at Winchester had now been completed. He also informed the Board that signage had now been ordered and, whilst it had been hoped that some of these could be tactile, the comparatively high cost of these made this prohibitive. It was, however, hoped to replace the main sign on level 4 with a tactile sign, within budget and replace others in due course. It was noted that both way-finding and office door signs should be completed within the next couple of weeks. Sam commented that if the budget for projects is overspent by the end of the year, an application could perhaps be made to the Student Centredness Fund and hoped that we might potentially obtain some funds, by bid, from this source. Sam suggested that it might be useful to create a small shopping list of projects in advance. EH 12. Financial Matters 12.1 Authority Levels John explained that levels of authority have to be approved as a requirement of Union Council. Committee discussed the amendment requiring that payments greater than 25k to one supplier, on a single event, must be agreed by SUSU Trustee Board. In response to a query from Johnny, John confirmed that this would ensure single large supplies were not hidden within larger budgets. Jaki suggested there should be a requirement for all events to submit a detailed budget in advance to the relevant committee for approval. Tony agreed, suggesting that proposals could be submitted to either Trustee Board or Commercial Services Committee for decision. In response to a query from Sasha it was confirmed that this would affect around 5 or 6 events per annum. Jaki reported that she and John had discussed a policy with regard to obtaining a number of quotes prior to any purchase and suggested that Finance Sub-Committee SUSU Trustee Board, October 2011 page 2

3 should develop a procurement policy. It was acknowledged that three quotes were always required for capital items. Mike Snell queried if this has been reviewed by any audit committee or if a risk assessment has been made. He stressed that he would expect to know who the senior leaders or sabbaticals were at any one time and would also like sight of a risk assessment. He would like to know the worst case scenario with regard to the SUSU budget and would like to see sufficient controls. John confirmed that there is a financial risk assessment document given to the external auditors. He thought this could be placed through the auditors and Jaki concurred. John agreed to committee with the auditors response. Joseph queried whether repercussions for breaking the limits would impact on authority levels. Jaki stated that this was a performance issue for line managers. Our tendering process would be looked at and ways sought to improve upon this. After further discussion, it was proposed that all events with either a total spend or income of over 5k should be approved only after they have obtained approval from the relevant committee agreed. This will now be presented to the next meeting of Union Council. SL 12.2 SUSU Budgets John presented the final proposed budgets for previously circulated, detailing a surplus of 85,500 and welcomed questions. In response to a query from Johnny, he clarified that the H&S budget was to fund our share of the Health & Safety Officer with the University. Sam pointed out that we had received an increase in our block grant from the University. John confirmed that the Senior Leadership Team had spent a considerable time liaising with committees to prepare the budgets. It is the aspiration this year, that budgets are received in from the budget holders, together with plans for expenditure. Sasha requested clarification on why a profit of 180k is predicted with regard to the Venue and Highfield Bars this year. Tony confirmed that each area has done considerable research into past patterns and sought to drive down costs, reduce stock levels and apply stricter controls. He commented that the budget had been presented to both Finance and Commercial Services Committees and it was felt achievable. He pointed out that flexible attendance space has been created to run events more efficiently; we will also react to each event and not over aim in expectation. Jaki commented that the risks in the budget are very much on controlling costs rather than income. This year, for the first time, a contingency has been introduced for Commercial Development overall, which is intended to support any unforeseen trading variances. Sasha requested a weekly breakdown of events and Tony confirmed that Daz produces a breakdown of each event. Committee learned that teams now work together, i.e. Sunday lunches in the Bar and it was proposed to introduce food and drink for an AU evening. The Café now supplies sandwiches for sale in the Shop. Mike commented that he picked up Sasha s concerns but was satisfied that there have been four meetings of Finance Sub-Committee prior to this meeting. He felt that, in view of this, the nature of the report which came to this committee should be slightly different and would welcome the opportunity to discuss any risks associated with budgets. SUSU Trustee Board, October 2011 page 3

4 Sam welcomed Mike s comments and agreed that this ambitious budget would be closely monitored throughout the year. Jaki reported that we are ahead of budget in all trading areas at the moment with regard to sales and turnover. Shane expressed some confusion with regard to the budget for E & E and Welfare which was originally presented to the Finance Sub-Committee. Erica agreed there had been some misunderstanding but a discussion had since taken place and a budget of 3,200 was now proposed for E & E committee. Josh confirmed that this was necessary as he has planned regular events throughout the next year. A vote was taken and Trustees approved this amendment. Having amended the budget as described the Board approved the Budget , noting that this will be reviewed in January. 13. PDQ Capital Request John explained that when SUSU changed supplier of merchant services from Barclaycard to First Data, it was not apparent that it would be necessary to purchase the new terminals. It was therefore now necessary to purchase 22 PDQ machines at a cost of 3,625 +VAT. During discussion it was confirmed that the project to introduce First Data is expected to reduce merchant costs by some 30k per annum, with this purchase now costing less than 1,000 in a depreciation charge. The board felt it was unfortunate that more information with regard to purchasing the terminals had not been forthcoming during initial discussions with First Data, but acknowledged the proposed savings. Tony confirmed that the contract will be reviewed annually. Committee voted and agreed this proposal Health & Safety Update Tony informed committee that Sally Shihadah has now commenced her post, of which 50% is shared with the University. He commented that it was aimed to produce a fully operational Health & Safety policy before Christmas. Commercial Matters Nothing to discuss General Matters 16.1 Union Council 13 June 2011 Decisions to be ratified Sam listed decisions made by Union Council at a meeting which was not quorate and requested ratification. Committee agreed. Sasha pointed out the correct name of the Academic President for physiotherapy is Timi Odofin Creating a High Performing Board Jaki circulated copies of the Union Plan to those members who had not received one. She explained that this report is the follow up to one presented on 8 June which outlined steps towards becoming a high performing board. Jaki went through this in more detail. Trustees were asked to approve the approach described and to appoint trustees to the three sub-committees created. SUSU Trustee Board, October 2011 page 4

5 Mike supported the ideas in the report in principle and suggested that remuneration of Senior staff could be developed as part of this process. He also suggested that outsiders might like to know what the risks to the organisation were. He asked if it might be helpful to have an ad hoc nominations committee and recommended a term of office of three years for trustees. Jaki confirmed that final audited accounts would continue to be presented to the full board for approval. She agreed to look into the matter of a risk audit. Jaki Jaki commented that both Finance and Staffing Committees could work together if any changes were to be made with regard to remuneration. She noted that an appointments panel was proposed for selecting external trustees, which could easily remain in place as thr ad hoc panel. Mike felt that from the Union s point of view the cost of salaries is a very significant cost generally, and the Board would need to be satisfied that proper procedures were in place. He commented that we need to clearly state which committees external trustees are invited to attend and suggested that the papers which come to the Trustee Board should be clear and easily understood. Mike was thanked for his comments. Jaki felt that, going forward we could perhaps not expect attendance at every meeting for an external Trustee but to be available to the chair when necessary. Mike offered his assistance in the creation of the Board, if required, and was thanked for this and for his helpful comments. Mike suggested it would be helpful if name plates could be displayed at the next meeting. Sam agreed to take this up. Sam Following further discussion, Committee were asked to consider and approve the creation of a High Performing Board to be re-named SUSU Trustee Board. A vote was taken and Committee approved. It was agreed that Constitution Committee be asked to progress subsequent constitution changes. EH/JMcC A discussion took place with regard to the appointment of student trustees to sit on Commercial Services Sub-Committee, Finance Sub-Committee and Staffing Committee and volunteers were sought. It was confirmed that no prior in-depth knowledge was required in order to sit on these committees as training could be provided where necessary. The trustees present at this meeting were invited to attend the next meetings of the three sub-committees if they were able and to notify Jules who would then ensure they received the necessary papers. Committee discussed the composition of the appointment panel. It was agreed that Sam, Joseph, Frankie, Emily and Jaki will meet reasonably soon. Jaki agreed to arrange and co-ordinate during October. Jaki 16.3 Taxi Scheme Frankie tables a proposal outlining an idea to introduce a student taxi scheme to ensure that students can get home safely after a night out, if they have lost their money for some reason. Working with pre-booked taxi services it was proposed to offer a scheme whereby, when pre-booking a taxi a student would state that they are using the taxi scheme and be able to se their ID card as a guarantee of later payment. Committee learned that a potential risk of this would be that if the taxi fare was over 10 then it would be possible to purchase a new ID card. However, we would ensure SUSU Trustee Board, October 2011 page 5

6 that Student Services are notified that the student has a taxi fare to pay and therefore this issue should not arise. This proposal has been discussed with Alison Beard in Student Services and also with Gary Jackson, Head of Security at the University. During discussion Jaki supported the proposal but felt that the system would need to be robust. John pointed out that there could be issues with regard to cash handling by Reception staff. Jaki suggest that payment could be by way of setting up an account with the taxi firm, allowing bookings by use of their ID card. SUSU could then be invoiced every month. Frankie commented that we would receive the cards back every day, together with a receipt. This would then be authorised against the invoice and the student charged. The risk of a taxi driver not bringing the card back was felt to be very low. Jaki suggested a contract should be created and it should state that the taxi firm would be liable to pay the cost of replacing any lost card. Andreas expressed his support for the scheme, and queried if there would be an upper limit with regard to the distance one could travel? Frankie responded that the idea was to ensure the student got back home. Erica suggested further research should be conducted with regard to implementing the best system. In response to a question from Joseph, Jaki agreed this scheme would require a budget but felt this would be minimal and could be reviewed in January. Emily queried any proposed advertising of the scheme and Frankie agreed this would be necessary as a welfare service. It was suggested this service could be displayed on all publicity we put out. Alex suggested we might be able to obtain support from the taxi firm themselves. The proposal was agreed in principle and Frankie will refine the scheme supported by staff. FF Timing of Future Meetings Committee discussed a possible change to the timing of Trustee Board, since the selected time clashed with some lectures. Student trustees were requested to Jules with their timetables and consideration will be given to future dates/times. 17. Any Other Business None There being no further business, the Chair thanked members for attending and declared the meeting closed at 6:50pm. SUSU Trustee Board, October 2011 page 6