MINUTES OF THE REGULAR MEETING OF THE DARWIN COLLEGE STUDENTS ASSOCIATION (DCSA)

Transcription

1 MINUTES OF THE REGULAR MEETING OF THE DARWIN COLLEGE STUDENTS ASSOCIATION (DCSA) Held in Newnham Grange Seminar Room, Darwin College, Cambridge On Tuesday 17th of April 2018 at 20:00 Present: President: Luís Nobre (Meeting Chair) Treasurer: Christina Courreges Men s Welfare Officer: Aleix Gorchs-Rovira International Officer: Binbin Wei External Officer: Torben Sell College Council Representative II ex officio: Ben Watkinson-Powell College Council Representative I ex officio: Charlotte Tumescheit Communications Officer: Ruben Drews Environmental and Ethical Affairs Officer: Alena Giesche Entertainment Officer I: Jessica Dobrin Events Officer: Robbin de Kruijf Admiral of the Punts: James Macdonald Apologies: Secretary: Daniel Dennis Bar Chairperson ex officio: Patrick Ball Sports and Societies Officer II: Simon Ramirez Women s Welfare Officer: Janna Hastings LGBT+ Officer: Milli Pavlickova Sports and Societies Officer I: Mohammed Almarri Minutes prepared by: Torben Sell (External Officer) I. CALL TO ORDER The Committee President, Luís Nobre, called the meeting to order at 20:05. 1

2 II. CERTIFICATION OF NOTICE AND QUORUM The President certified that the meeting was quorate for the valid transaction of business, and a majority of the members of the Executive Committee were present. The President called the meeting to order. III. APPROVAL OF PREVIOUS MEETING S MINUTES The minutes of the last meeting were approved. IV. MATTERS ARISING The update on the organisation of the DCSA s shelf in the common room will be given by Simon in the next meeting. The society Mind Matters Darwin asked to have the following budget lines: - DVDs for mental health related movie screenings, Snacks and soft drinks, Booking fees for social events, botanical gardens, Mental health related books for the reading room, Speakers fees, Miscellaneous 100 The fact that they spend more money for social events than other societies is due to the purpose of the society, as social events create an atmosphere where students can talk about their mental health. A free meditation course will be offered on Thursdays between 7 and 8 pm during Easter term. Everyone voted in favour of the above mentioned budget lines. ACTION: Christina to update the budget line for this society. Luis informed that Milli will continue working on the anonymous messaging system and will update at the next meeting. V. UPDATES Luis informed that the accommodation balloting system for non-first year students, which was discussed in the last meeting, is now in place. The college sent out s for students to sign up. Luis encouraged students to provide feedback on the way it has been setup as it will be revised next year and can be changed accordingly. Luis had set up a poll to see which new games students wanted for the reading room. The most popular choice was Poker, however there are three poker sets in the porter s lodge, which students can borrow from there upon leaving their card. Furthermore, there is a poker table in the DCSA office. 2

3 ACTION: The sports and societies officers to investigate whether it is possible to store the poker table in the common room cupboards so students can access it more easily. The second most popular choice in the poll was Dixit. ACTION: Luis to acquire the game Dixit The next BOP will be on the 12th of May, the day of the Eurovision song contest screening. Jessica explained that the screening is planned to be in the Richard King room, so students can both watch the song contest and dance in the common room. Jessica also updated she is looking into using the remaining Ents budget to purchase a fog machine or foam machine (in both cases pending college approval), and disco lights. VI. TV ROOM BOOKING SYSTEM Luis informed the committee that he asked Espen to develop a TV room booking system similar to the current punt club online system. This system will allow students (via a RAVEN login) to book the room immediately without the need for the DCSA secretary to process it. As before, non-darwin societies can book the TV room for 30 by ing the secretary. Booking is possible two weeks in advance. To a suggestion from Robbin about moving the DCSA BBQ and small Island bookings to a similar system, Luis mentioned that he is planning to meet with the bursar s secretary to discuss this possibility. VII. AMENDMENTS AND CHANGES TO THE DCSA CONSTITUTION Following the results of the most recent referenda, the committee discussed the following changes to the DCSA s Constitution, Schedules and Regulations: Motion A Change paragraph 4.1 f. of the Constitution to: Ex officio, the president of the family society; Previous paragraph 4.1 f. becomes paragraph 4.1 g. In paragraph 4.2 change apart from the Bar Chairperson, shall to apart from the Bar Chairperson, and the President of the Families Society, shall Amend clause I) Additional Offices of the Schedule: Executive Committee Offices from: The additional offices referred to in Article 4.1.f of the constitution are as follows to The additional offices referred to in Article 4.1.g of the constitution are as follows 3

4 Motion B Change paragraph 11.4 to 11.4 a. Add 11.4 b. The 25% membership limit of associate members does not apply to Darwin College clubs and societies that charge non-subsidised participation fees for their non-darwin associate members. In the REGULATION B: FINANCIAL REGULATIONS add a new clause: III) DCSA clubs and societies that charge non-subsidised participation fees for associate members 1. Non-subsidised participation fees for associate members: a) are charges that cover a reasonable estimate of the full non-subsidised membership fees or tickets for an event; b) shall provide a net-contribution to the society or club s budget needs; c) cannot be included as an expense budget line of that club or society. 2. Equipment bought from subsidised and non-subsidised participation fees shall remain property of the DCSA. 3. Participation fees shall be declared to the DCSA Treasurer who shall report it in the book-keeping system of the DCSA budget. Luis commented that before the upcoming elections, there is a need to draft campaigning rules for elections and motions/referenda. ACTION: Charlotte to draft campaigning rules. The proposed changes will be reviewed at the next DCSA committee meeting and then presented at the upcoming College Council meeting (2nd of May). VIII. DATA PROTECTION STATEMENT FOR THE DCSA AND ITS CLUBS AND SOCIETIES Due to changes in UK law, the DCSA, the bar, Darwin s boat club, and all other DCSA clubs and societies need a statement about how to protect personal information from students that they have access to. ACTION: Sports and Societies officers to write a draft to cover the use of personal information by all clubs and societies. ACTION: Christina to write a draft to cover the use of personal information by the DCSA. IX. EASTER GM AND ELECTIONS Luis informed the committee that the next General Meeting (and the election hustings) are to take place on the 29th of May. Voting for the election will be open from the 30th of May until the 1 st June

5 X. ANY OTHER BUSINESS There was no other business to discuss. XI. ADJOURNMENT There being no other business, the meeting was adjourned by the President at 21:55. The foregoing minutes were approved by the DCSA Executive Committee on. Luis Nobre DCSA President Daniel Dennis DCSA Secretary 5