Ulster University Students Union Trustee Board

ULSTER UNIVERSITY STUDENTS’ UNION TRUSTEE BOARD UNRESERVED BUSINESS Minutes of meeting held on 11th April, 2017 in Room 12G03, Jordanstown at 4.00 p.m. PRESENT Mr Colum Mackey, President, Mr Micky Quigg, Vice President Campaigns & Communication, Mr Conán Meehan, Vice President, Belfast, Mr Kevin McStravock, Vice President, Coleraine/President {Elect}, Mr Ben Johnston, Vice President, Magee, Ms Hannah Rooney, Vice President, Jordanstown/Vice President Campaigns & Communications {Elect}, Ms Danielle Roberts, Student Trustee (J), Mr Jim Coyle, External Trustee, Mr Robert Stewart, External Trustee IN ATTENDANCE Mr Emmett Mullally, General Manager, Mr Colin Campbell, Human Resources & Admin Manager and Ms Clodagh Kennedy, Finance Manager, Ms Karen McKillop, Marketing Manager (for Presentation) APOLOGIES Mr James O’Mullan, Sports Union President, Mr Shane Moriarty, Student Trustee (M), Ms Erin Healey, Student Trustee, (B), Ms Aoibheann Dunne, Student Trustee, (C) MARKETING MANAGER PRESENTATION 16.76 The Marketing Manager gave a presentation on Marketing in the Students’ Union with an overview on the key aspects of Marketing, considering the strategic objectives, communication, stakeholders, segmentation and sponsorship. The Chair thanked the Marketing Manager for her presentation.

DECLARATION OF INTEREST 16.77 The Chair asked Trustees, following the circulation of the papers, if there were any Declaration of Interests. No interests were declared. MINUTES 16.78 The minutes of the meeting of 7th December, 2016 and 14th March, 2017 (previously circulated) were approved as an accurate reflection of the last Trustee Board meeting. MATTERS ARISING 16.79 Incorporation/Charity Registration Mr Mullally informed Trustee Board that he had previously circulated correspondence from the Charity Commission recommending that we defer our charity registration until incorporation is completed. Mr Mullally added a new application would be sent to the Charity Commission together with new Articles of Association and under the ‘Special Circumstances’ section we would state that we are currently in the process of incorporating and that we require the caseworker assigned to our charity registration to approve our Articles of Association. The Solicitor is currently working on our Articles of Association and these will be completed by end of April. He added that, as per our constitution, an Annual General Meeting needs to approve the decision to incorporate and this will take place on Thursday 4th May, with further approval being required by Trustee Board and the University.

Mr Mullally stated that the date for the completion of incorporation is 31st July 2017 and the cost for this will be approximately £9,000.

ACTION Mr Mullally will update Trustee Board at the next meeting.

16.80 Student Enterprise & Entrepreneurship Manager Post Mr Mullally informed Trustee Board that 11 applications were received for the post with 7 applicants interviewed. A second interview took place on Monday 10th April for 3 applicants and Ms Owens was successful and has to give a month’s notice to her current employer. The post is based in Jordanstown and will involve travelling between campuses. He added that staff from the University Research and Impact Department were involved in the recruitment and selection process.

The Chair asked the Mr Mullally if there were any further developments regarding the cost of the fit out for the Greater Belfast Development and agreed he would provide an update at the next meeting.

ACTION Mr Mullally will give Trustee Board an update at the next meeting on the cost of the fit out of the Greater Belfast Development.

SCHEDULES OF ULSTER UNIVERSITY STUDENTS’ UNION

16.81 The Chair informed Trustee Board that the Governance Sub Committee had recommended a number of changes to the schedules and that these were passed at Student Council on 21st March. The Chair explained the papers, with each schedule having a cover-sheet highlighting what has been amended. The Chair explained in detail to Trustee Board the amendments and accompanying schedules. Trustee Board approved the amendments regarding academic standing, schedules 1, 2 and 5.

CHAIRPERSON’S COMMUNICATION 16.82 The Chair informed Trustee Board that the Student Excellence Awards will take place on 2nd May in the City Hotel in Derry, Colours Awards on the 6th May in the Titanic Belfast and the Learning and Teaching Awards on the 26th May in Hilton Hotel Belfast and that all Trustees are invited. 16.83 The Chair informed Trustee Board that he had been asked to participate in the interview process for the new Director of Campus Life position in the University. He added that an assessment day had been organised for Wednesday 5th April and the University has terminated the process and will re-advertise the position as it was decided no candidates were suitable. STRATEGIC PLAN

16.84 Mr Mullally noted that the amended Strategic Plan was circulated to Trustee Board and provides Trustees with a further opportunity to review and provide comment on the Students’ Union Strategic Plan. He added that, at a recent meeting of University Students’ Union Forum, the Strategic Plan was considered to be positive by the Chief Operating Officer and the Pro Vice Chancellor for Education. The Chief Operating Officer Chair has requested that the Chair would present the Strategic Plan to University Senior Leadership Team and Senate and also send a copy of the Strategic plan to key University staff.

Mr Mullally explained the feedback he had received from the Chief Operating Officer in relation to theme 3 and the wording regarding commercial services. Trustee Board discussed this and agreed this should be changed to “the Students’ Union will ensure the provision of quality and affordable commercial services”. He added that the Student Engagement Manager is also providing further points on the representation section, as part of the SPARQS (Student Partnerships in Quality Scotland) that the Students’ Union has started.

The Chair noted that the presentation to the University is important as the Students’ Union Strategic Plan is ambitious and is subject to the University providing additional resources. He added that once feedback is received from all stakeholders, that the Students’ Union Annual General Meeting on 4th May will approve the Strategic plan. He stated that the mission and values need to be added to the current document.

Trustee Board approved the Strategic Plan and Trustees can submit any further comments in the meantime.

ACTION Mr Mullally will update Trustee Board at the next meeting.

UPDATE FROM STAFFING, FINANCE & GENERAL PURPOSES SUB COMMITTEE

16.85 Ms Rooney updated Trustee Board on the points from Staffing, Finance & General Purposes Sub Committee that took place on 15th February. These were:  Jordanstown Catering Sales – sales are down by over £8,000 for the period ending 31st January, 2017. There has been an increase in advertising with discount flyers being distributed to students offering savings at the sandwich bar  Discretionary awards – Possibility of linking Discretionary Awards with appraisals, Mr Mullally to meet the trade union on this  Magee Shop – Ms Ferris finishes work on Friday 24th February and is working with Ms Morrow as part of her handover  Management accounts – The Finance Manager presented January Management Accounts for the Students’ Union and Coleraine Club  Human Resources Strategy, 3 items of discussion were: - Staff handbook - this has been delayed due to staff absence - Stress Risk Assessments - Health and Safety Services have agreed to facilitate an online survey - Data protection - a meeting has been arranged with the University’s Policy Coordinator who has responsibility for Data Protection  Organisational Review is on the agenda

UPDATE FROM GOVERNANCE SUB COMMITTEE

16.86 Mr McStravock updated Trustee Board on the work of the sub- committee:  Amendment to the Schedules as discussed  Membership of Trustee Board was discussed, including either campus Trustee positions or specific Student Trustee position Possibility of positions for the new Liberation Officers’ positions that are being introduced  Quorum was discussed with the view that this should be reduced from 8 to 6 which must include 4 Student Officers

GENERAL MANAGER’S PLAN OF WORK

16.87 Mr Mullally informed Trustee Board that he had met with Mr Mackey and Mr Coyle on his plan of work. The dates for the Strategic plan have been missed as the process took longer than anticipated. Feedback from the University and NUS has been positive. He added that the KPI’s need to be expanded on.

Mr Mullally added that Performance Management will be presented to Staffing, Finance and General Purposes Committee on the 16th May. Mr Coyle stressed the importance that a performance management system is in place linking objectives to the new Strategic Plan. Mr Mullally added that, under personal development, he is continuing to work on more one-to-ones and support he gives the staff he line manages. Mr Mullally explained that despite an increase in activity and marketing promoting events, the number of students who voted in the elections and sports membership has decreased. He added that a working group has been established as part of Quality Students’ Union and the work is ongoing with the audit taking place in April, 2018. He also noted that incorporation has been discussed and the organisational review is on the agenda. Mr Coyle asked if the traffic light system could be developed for this document and this would clearly show what areas have been completed and what have not.

ACTION Mr Mullally will update the plan of work introducing the traffic light system.

UPDATE OF YEARLY ACTION PLAN

16.88 Mr Mullally presented the update of the Yearly Action Plan and informed Trustee Board that the traffic light system is in place where red has not been achieved, amber is ongoing and green has been achieved. Mr Mullally explained the sections to Trustee Board.

ACTION Mr Mullally will give Trustee Board an update at the next meeting. GENERAL MANAGER’S REPORT 16.89 Mr Mullally presented his report and informed Trustee Board that he attended the Students’ Union Superannuation Pension Scheme (SUSS) meeting on the 23rd February and our pension deficit and Pension Protection Fund payment will increase by £35,000. He added that Charity registration and incorporation have been previously discussed and that, with the increase in expenditure in the Students’ Union this year, there will be a large deficit at the year end.

Mr Stewart asked the Chair for clarification regarding attendance by Trustees at Trustee Board and, as per section 34.6 “he or she fails to attend two consecutive meetings of the Trustees and in the opinion of the Trustees there are no mitigating circumstances for that failure and the Trustees therefore resolve that he or she be removed for this” Trustee Board agreed that the Chair would write to those Trustees that this applies to offering them either an opportunity to resign or that they must attend the next meeting.

ACTION The Chair will write to those Trustees who have failed to attend two consecutive meetings. Date of Next Meeting Wednesday 24th May ULSTER UNIVERSITY STUDENTS’ UNION TRUSTEE BOARD UNRESERVED BUSINESS Action Sheet

Minute Agenda Action By Whom Item 16.79 5(a) Mr Mullally to update Trustee Board at the next meeting. Mr Mullally

16.80 5(b) Mr Mullally to give Trustee Board an update at the Mr Mullally next meeting on the cost of the fit out of the Greater Belfast Development.

16.84 8 Mr Mullally to update Trustee Board at the next meeting. Mr Mullally

16.87 11 Mr Mullally to update the plan of work introducing the traffic Mr Mullally light system.

16.88 12 Mr Mullally to give Trustee Board an update at the next Mr Mullally meeting

16.89 13 The Chair to write to those Trustees who have failed to Mr Mackey attend two consecutive meetings.