Executive Committee Meeting One 16 10 2019 Executive

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Executive Committee Meeting One 16. 10. 2019

Executive Committee Meeting One 16. 10. 2019

Executive Committee 19/20 https: //soasunion. org/democracy/executivecommittee/ Terms of Reference

Executive Committee 19/20 https: //soasunion. org/democracy/executivecommittee/ Terms of Reference

AGENDA 1. How Will Meetings Work Check in 1 minute each What do you

AGENDA 1. How Will Meetings Work Check in 1 minute each What do you want to bring to this meeting today? How is your role going? Issues to raise? 2. Content Sabbatical Officer Updates Black History Month Student rep training this Saturday Refreshers Directors’ appointment (60 students reps to be recruited) Microwaves “UGM” 01 Update Next date: Thursday 24 th October 2 -4 pm in Atrium Kashmir motion: https: //soasunion. org/democracy/ugm-motions/ Reminder: officer updates, please send your written updates by Monday 21 st - will be shared together with motions 3 days in advance To be approved and actioned Climate Workshops, Earth Protector University, Voting Alterations

MINUTES Apologies: Imogen, Serena, Nare, Charli, Malena Chair: Valeria Quoracy for the meeting is

MINUTES Apologies: Imogen, Serena, Nare, Charli, Malena Chair: Valeria Quoracy for the meeting is 5 with at least one sabbatical officer. Quoracy has been met. In Attendance: Youssra, Maxine, Valeria, Peadar, Ciro, Malena, Oscar, Hisham, Inaki, Anirudh, Katie, Nidah, Paulien Congratulations to our newly elected officers Nidah (PGT) and Paulien (PGR)

1. How will meetings work Valeria read through the proposed Safer Space Policy: https:

1. How will meetings work Valeria read through the proposed Safer Space Policy: https: //docs. google. com/document/d/1 ABPZVg. BRY 321 e. NEf. Ij. NHx_Db. DXlj 8 IGA 2 nx-HNTYd_w/edit#heading=h. afk 1 y 50 ij 08 Opportunities to bring up A. O. B. (any other business) What will be the structure for exec meetings? Decisions to be made - how long, how often, what format, agenda creation, documents sharing, email/other online formats? ACTION : Open up doodle poll for recap training day

DISCUSSION How often will Exec meet? What does/should Exec be doing in the meetings?

DISCUSSION How often will Exec meet? What does/should Exec be doing in the meetings? Maxine: Want to encourage creativity on decision making procedures Constitution – we need monthly written report from Exec to UGM Digital & online tools. Oscar suggested using working documents to keep track of and connect over work Youssra: How to deal with things that come up and need a quick response For eg taking a position on something, strikes, policy etc Discussed using emergency meetings Working groups & sub-groups Working groups could give more regular meetings to enable quick decision making on projects We can work on who needs to be involved in each decision, and therefore not need everyone for every project – recognising the exec are part time students. Can include non-exec and SU staff who are working on projects, to support the policy of the Union Individual meetings with a sabbatical officer (one to one) ACTION Send apologies please – for Exec meetings and working groups. It’s a check in and helps us to plan. DECISION Fortnightly full Exec meetings. Open agenda to be sent out a week in advance. ACTIONS Jack DF to set up Doodle Poll – plenty of notice before meetings. Youssra to set up the poll for the next meeting Valeria Set up document listing all working groups so people can select groups to be involved in

Working Groups Shared document to be set up by Valeria Suggested working projects based

Working Groups Shared document to be set up by Valeria Suggested working projects based on discussions at today’s Exec meeting Inclusive Teaching Mice Reduction Re-freshers

2. Check in & updates Ciro: would like to talk about office hours for

2. Check in & updates Ciro: would like to talk about office hours for part time officers Nidar: increase access to toilets with jet sprays Anirudh: working on events throughout the year to increase cohesion and help people feel at home at SOAS Paulien: enrolment/Welcome Week has been chaos for PGRs Inaki: things are going well, Katie: microwaves – we need them! Oscar: supporting students with horrible rental contracts Hisham: making BHM events happen. Everyone was excited about what was happening and how well things have been going. Valeria: we want to talk about microwaves Youssra: working on Enough is Enough mop up sessions, Directors recruitment, EDI strategy, inclusive teaching Maxine: working on Black History Month, academic Reps training, looking at racial inequality in the class room Peadar: Got through Freshers, working on societies training & handbook and looking at Re-Freshers events

Black History Month Shout Hisham & Sohane for being AMAZING and getting so much

Black History Month Shout Hisham & Sohane for being AMAZING and getting so much arranged Events so far going well, want to increase attendance. We have some impressive people coming in. ACTION: Please share the events for this week, get involved, encourage people to come along etc Black & Queer Drill can art be criminalised

Student Reps Training Happening on Saturday, working with Antonia (su staff) ACTION Let Maxine,

Student Reps Training Happening on Saturday, working with Antonia (su staff) ACTION Let Maxine, Ciro & Malena know if you want to communicate anything with Academic Reps, or want anything included in the training

Refreshers Peadar is organising this for the 2 nd week back in term 2,

Refreshers Peadar is organising this for the 2 nd week back in term 2, following feedback about international student return dates. It will be a week of events Everyone is invited/encouraged to put together an event, can work together & collaborate on events ACTION Re-freshers working group : Peadar to set up with those who are interested.

Director’s Recruitment Youssra updated on the progress of the recruitment, and the consultation officers

Director’s Recruitment Youssra updated on the progress of the recruitment, and the consultation officers have been doing with students Maxine & Youssra met with the School to finalise the job description Outcome of consultation with students, and a letter from the Officers to go into the pack As part of the interview process there will be stakeholder groups We’re recruiting 60 academic reps to be involved as a stakeholder group

3. Microwaves Issue: there are no microwaves on campus. Lots of students have raised

3. Microwaves Issue: there are no microwaves on campus. Lots of students have raised this. The microwave from the PG Common room disappeared. One appeared in the JCR so that might be connected… Information from SU: Microwaves have frequently broken. A couple caught on fire. The level of use they get means that average microwaves don’t seem suitable. Commercial Manager (Khaled) has investigated industrial microwaves, however these aren’t suitable because of the safety precautions needed. Khaled has raised the serious problem we have with mice. It is a School-wide issue. We’ve had to replace furniture, raise items from floor, be very careful about food storage. We have had pest control in frequently. This has led to us not being able to serve samosas in the bar because of the hygiene concerns. The general cleanliness (lack of) of the spaces increases problems with mice. Things aren’t throw in the bin! Suggestions Put microwaves somewhere else Near café spaces, refectories - this is something for the School, these aren’t SU spaces Red alert on mice: encourage behaviour change in our spaces Communications around how to use microwaves Push for the School to get microwaves DECISION We want microwaves back. As soon as possible. ACTION AD to talk to KZ and put into place microwaves Mice Prevention Working Group : Malena, Peadar, Communications for mice alert Push the School (Estates) to sort it out

4. UGM 01 Update UGM is the Union General Meeting and is the place

4. UGM 01 Update UGM is the Union General Meeting and is the place where students pass policy. It has a formal structure and an external chair. UGM was on 2 nd October (motions here) During freshers week. Our first with our new permanent chair for the year. Wasn’t quorate, only 50 people attended (meaning that we didn’t have enough people in attendance for us to be able to vote, as set out in the Constitution). The people in the room decided to continue with a discussion, however motions could not be passed. One emergency motion was submitted. Under the Constitution, if the meeting isn’t quorate another meeting needs to be held to hear the motions. Next date: Thursday 24 th October 2 -4 pm in JCR ACTION Reminder: officer updates, please send your written updates by Monday 21 st - will be shared together with motions 3 days in advance Kashmir motion: This was an emergency motion, and as it contained time-specific proposals we’re considering this at Exec To be approved and actioned (see next slide) Other motions will be taken to next UGM. Climate Workshops, Earth Protector University, Voting Alterations https: //soasunion. org/democracy/ugm-motions/ All dates for other UGMs are published. Paper deadline is 4 days before the meeting. There will be a 10 min question opportunity for students. What’s our strategy to deal with lack of quoracy? Maxine: proposed UGM motion about alternative voting systems, with a consultation on how this works. We’re open to discussions about democracy reform. The issues that are being discussed might not resonate in a way that engages students. Include and involve Academic Reps with UGMs – MTA to raise in Reps training ACTION: all send your written updates to Jack DF by Monday 21 st - will be shared together with motions 3 days in advance.

Kashmir Motion was put forward. Has a time-limit request so Exec need to make

Kashmir Motion was put forward. Has a time-limit request so Exec need to make a decision on this. Has been brought forward as an idea – not as a motion (as not UGM) Discussion of resolve 3. 4 Charity legislation and Education Act obligations prevents ‘no platforming’ because of need to uphold freedom of speech. Students have the right, as part of their freedom of speech, to organise and speak out in opposition, protest etc anyone who is brought onto campus Regs on external speakers will apply, which include protection from hate speech and harassment. DECISION (anonymous vote was taken) on each of the resolves. 3. 1, 3. 2 and 3. 3 passed 3. 4 needs to be removed ACTION

Dealing with student enquiries Exec raised questions about dealing with student enquiries, particularly when

Dealing with student enquiries Exec raised questions about dealing with student enquiries, particularly when they might be complex or distressed students. Talk to sabbatical officers! Paid & full time availability to support students. We can do confidentiality & disclosure training for anyone who needs/wants it Signpost to available services and support Officers are in the process of creating documents to provide guidance on common issues

Training [Exec & Trustees] We’ll be re-running a compressed version of the Exec &

Training [Exec & Trustees] We’ll be re-running a compressed version of the Exec & Trustee Training for newly elected officers and anyone who missed the previous training, to equip you for office and clarify the roles and remit. ACTION Youssra to set up a doodle poll

Any Other Business – things that aren’t on the agenda South Asian Solidarity meeting

Any Other Business – things that aren’t on the agenda South Asian Solidarity meeting – updates? No updates yet, security are involved and looking into identifying people involved. Updates for the website, esp contact and communications Social Media handles – we can change them – contact Jack to sort out You are given an email account for your role PT Officer Office Hours – ways and times to contact PTOs Room bookings – Russell Room 238 Toilets : Talk to Youssra ye 3@soas. ac. uk PGR/RSA President & Mphil & Doctoral School issues : Talk to Maxine

NEXT MEETING In 2 weeks Youssra to set up dooooodle poll

NEXT MEETING In 2 weeks Youssra to set up dooooodle poll

Action Log ACTION WHO & WHEN Open up doodle poll for recap training day

Action Log ACTION WHO & WHEN Open up doodle poll for recap training day Youssra & Anna Share the BHM events for this week ALL, this week Let Maxine, Ciro & Melana ALL, before saturday know if you want to communicate anything with Academic Reps, or want anything included in the training Re-freshers working group Peadar : Peadar to set up with those who are interested. COMPLETE/REPORT

Action Log ACTION WHO & WHEN Send apologies please – for Exec meetings and

Action Log ACTION WHO & WHEN Send apologies please – for Exec meetings and working groups. Everyone, ongoing. Send apologies to Jack, or to Officer arranging working group. Use doodle polls to arrange Exec meetings Jack Set up document listing all working groups so people can select groups to be involved in Valeria Get microwaves replaced. Anna & Khaled. As soon as possible Produce comms around mice & safe use of microwaves Working group (Malena, Peadar) plus Jack COMPLETE/REPORT

Action Log ACTION WHO & WHEN Work on School to get microwaves into their

Action Log ACTION WHO & WHEN Work on School to get microwaves into their spaces Officers (who? ) Send updates to Jack by 21 st Oct for next UGM All, 21. 09 Encourage Academic Reps Maxine, 19. 09 to get involved with UGMS at training Kashmir Motion COMPLETE/REPORT