Appendix Student house RUC. Board meeting Friday the 11 th of October, at 16:00 o clock

Transkript

1 Appendix Student huse RUC Bard meeting Friday the 11 th f Octber, at 16:00 clck

2 Appendix II: Messages The Chairmanship: Building plan As yu all knw, we have been delayed in the building prcess, and due t prblems with tearing dwn the walls, we have been 2 weeks delayed. The new penings date is therefre the 21 st f Nvember. Present frm the rectrate As sme f yu might knw, we gt a present frm the rectrate: an espress machine with all- inclusive, which is cups, glass, t- g cups with ur lg, educatin t the bartender, yearly service and s n. Infrmatin meetings fr the vlunteers: As yu might already knw, we have held Infrmatin meetings fr the vlunteers. The meetings prceeded well - there were many gd ideas and the participants were very engaged. Furthermre, we managed t divide the vlunteers int cmmittees. Until we hire a crdinatr, the plan is that the vlunteers are divided int different wrking grups wh will develp the varius ideas and events. The Hiring f the Crdinatr Befre the bard meeting, the jb descriptin will be made public. The deadline t apply fr the jb as a crdinatr is Friday the 18 th f Octber, and the interviews will take place in the fllwing week. The Ecnmic Cmmittee The Architect Cmmittee We haven't had a meeting sins last bard meeting, but Natasja had a meeting with the architect this Tusday and agreed n a mving in plan. This include bth the rganizatins there have t mve in t the huse and urselves. Ass yu see we are planning tw wrk weekend. At the first wrk weekend we will d the fllwing: - Mve/thrw ut all the stuff there is in the rms. - Clean the rms - Mve the things there isn't ganna be picked up by the Remvals - Make ready n the 1'st flr.

3 At the 11/11 RUC have spnsred remvals fr all the heavy things. At this day the things will be mved, therefre we have a wrk weekend in week 46. Hear we will d the fllwing: - Mve in t the kitchen - Pssibly mve the bar things and make the cafe ready - All the inventry is delivered and we have t d the final tuch - Openings party planning? We will defiantly find mre stuff t d in the tw weekends, but this is a start :) I will sn send ut a mail t the rganizatins abut the mving plan, and when they have t be ready t mve. Additinally I'm starting t d a plan ver wh have what furniture's and what they need. The Event Cmmittee The Cmmunicatins Cmmittee The Gimle Meeting: Gimle was very enthusiastic and wuld really like t take part in a cllabratin with the Student Huse RUC. We has a gd meeting, where we in part discussed what a cllabratin wuld r shuld include, and in part hw we culd help and supprt each ther in ther ways. In cnnectin t an pening party, we agreed, that Gimle wuld lk int the pssibility f bking a band fr the evening. We will reprt back t them when we have a budget, a prvisinal timetable, etc, and mrever a mre secure pening date. This shuld be agreed upn with Natasja, as she is respnsible fr the pening party.

4 Furthermre, we had a practical discussin abut the cnditins in the huse, in regards t hlding cncerts. It shuld be guaranteed that there is cntrl ver the sund system meaning that the sund system we buy is intended fr live cncerts, etc. It shuld als be guaranteed that we have cntrl ver the lighting set up, etc., and that there is a general handle n the technical situatin. This shuld be dealt with alng with the architect, RUCBar, the event cmmittee, and pssibly with Mrten Agerby. In regards t the practical aspects f making a calendar fr the huse's activites, we shuld have a discussin abut what we expect and wish fr activities. Fr example: Hw many big cncerts a year Hw many small cncerts a year Hw many intimate café cncerts a year (smaller afternn cncerts with small upcming bands that dn't cst mre than the transprt expense Gimle has cntacts here) Cperatin Agreement with Gimle: Gimle has expressed a desire t hld mre cncerts 'ut f huse', meaning that they'd like t hld sme f their cncerts in Studenterhuset RUC, where we split the expenses and revenue after a unspecified mdel. We spke abut a 50/50 split f expenses and revenue, but it's als smething new fr Gimle. The argument is hereby that we in the Student Huse culd attract a different demgraphic than at Gimle, and a cncert that culd attract 80 peple t Gimle culd pssibly bring 180 peple t us. Furthermre, they will be generally wrking n ffering mre cncerts in the regin instead f just at Gimle. It will nt end up that all f ur cncerts will be because Gimle has decided t hst ne f theirs with r thrugh us, but it definitely an intersting pprtunity t have nce in a while as it shuld enable us t bk bigger names than we might have been able t n ur wn. The crdinatin f cncerts and activities is als a pint where we shuld cperate. This includes that we dn't hld the same types f cncerts simulatenusly as then we'll be cmpeting against each ther. Practically, the wrk will cnsist f bking bands and cnfirming with each ther that there are n cnflicts. That will ensure that we have the highest pssibility f attracting the mst peple t bth cncerts. Krdinering af kncerter g aktiviteter er ligeledes et punkt, hvr vi bør samarbejde. Dette indebærer, at vi ikke afhlde samme typer kncerter samtidigt, da vi så knkurrer med hinanden. Rent praktisk vil dette fregå således, at vi i arbejdet med at bke bands, ringer sammen, g sikrer at der ikke er knflikter. Dette vil sikre at vi har den størst mulige chance, fr at tiltrække flest mulige mennesker til begge kncerter. We als discussed having an experience exchange between ur vlunteers in regards t hw t hld cncerts and large arrangements: hw ne handles the artists; hw t prepare, hld and clse a cncert in the best, mst practical way. Here we definitively talked abut sending vlunteers n 'exchange' t Gimle, where they culd either get a tur and a mre frmal run- thrugh f gd advice and tips, r ur vlunteers culd have the pprtunity t vlunteer fr ne f Gimle's cncerts and, thrugh that, get first- hand practical experience.

5 In regards t ur event cmmittee, we als talked abut Gimle being helpful cncerning their experiences abut hw t bk things, and ther practical infrmatin. I'm expecting that the event cmmittee will stay in clse cntact with Gimle, especially in the early stages. Beynd that, nce the cmmittee has a slid handle n running things, we culd begin t educate ur wn members, but Gimle will still cntinue t be an available surce f help and infrmatin. It is expected that, especially in the start, the cperatin will be vital, but I emphasized t Gimle that the majrity f the wrk is smething that we want t undertake urselves as the wrk with bking the bands and s n, is a cmpetence and experience we want t give ur vlunteers. They agreed with that a pssible slutin culd be that they make the initial cntact with the artists, as well as the expert help t ur vlunteers, wh are then respnsible fr the practical part f negtiatins and bking. This is smething we shuld discuss further with Gimle what is ptimal? Opening Party Gimle thinks it is definitely pssible t get a band fr ur pening party. As sn as pssible, we shuld determine: Date and time Budget Stage aspects Sund Lights Technical cmpnents and technicians What type f music we shuld have When the artists shuld cme n Hw lng they shuld stay Wh is facilitatr/hst f the event Cncerning the technical aspects and the stage cnditin, it is pssible that Gimle wuld like t help it's just a matter f hw much help. We culd brrw a sund technician frm Gimle. As sn as we have figured ut mst f it, we shuld cntact Gimle and infrm them s we can make a deal abut ur further causes f actin. I tld them that I'd infrm them further in the curse f the next week. The practical aspects f stage, sund and light cnditins As the building is still under cnstructin, it is a little challenging t frm a clear and precise verview abut hw the stage will actually end up. Hwever, Gimle had sme cmments: Optimal is the stage is t the side f the huse. That way there will be a mre directed sund picture and the bar wuld wrk best t the side f the stage.

6 Nt a prblem that there is 'nly' place fr 180 peple in the cncert area, as it creats a cl vibe. We shuld make sure that there is a handle n hw the stage is built. They warned us that the architect desn't necessarily always have the mst knwledge abut hw t best create a bar- /cafe- /cncert- envirnment. We shuld investigate sund cnditins. There can be a huge difference between the best speakers fr a regular huse party, and the speakers needed fr live music/a cncert. Here we need t ask RUCbar/RBC what they have used previusly in cnnectin with their earlier cncerts. Furthermre, we can always ask Gimle fr help They asked abut the lighting situatin, and I culdn't answer can we use the light equipment frm the canteen, r d we need t buy a new ne? Calendar and the general peratin f the huse We briefly discussed ideas abut hw the huse's peratins as well as cncerts culd be planned in the lng term. As earlier mentined in the bard, we have t have an activity calendar s we can plan further in advance. Gimle supprted that, and emphasized that the thing with bking bands is that ne has t cntact them well in advance. Gimle's experience was that ne typically has t cntact them a few mnths in advance and get in tuch with bands that are already n a prmtinal tur r smething similar, s they will be cheaper t hire. If yu want t get a band later, r ut f their planned tur schedule, then it is als pssible but the price is typically higher. We als briefly discussed bands, and accrding t Gimle, it'll be arund 20-25,000 krner. This can f curse be made lwer depending n when ne gets in tuch with the bands, and which bands we are talking abut. Certain bands and grups are available practically free. In the event cmmittee, we shuld discuss: What type f cncerts d we want? Big name bands? Smaller name bands? Up- cming bands? We need t make a plan fr hw many cncerts, their sizes, hw ften, and figure ut budgets. Which genre d we want? We culd pssibly make a survey and ask the students what type f music wuld be best fr us t get ut here. Will the cncerts have and entrance fee? If yes, what shuld it be? Open cncert, r just fr RUC'ers? Fr the time being, we are ging fr pen cncerts, t better intergrate with the Trekrner- and Rskilde area. It'd als give us a better chance f getting supprt frm the municipality.

7 Respnsibility psts shuld be made and dealt ut Sund Technician Gimle thinks he/she shuld be smewhat prfessinal Light Technician Band- respnsible welcming them, taking care f them, etc. Wardrbe? Other... All these psts are up fr discussin. Sme can be brrwed ut frm Gimle if we can't get ur wn peple n it Permanent psitins r varying between vlunteers? D we expect a prfit? Gimle generally runs with a deficit at their cncerts they survive ff municipal supprt In the future: The bard needs t discuss hw we culd see this cperatin develp, and evaluate hw clse we want this t be. My persnal pinin is that we shuld cmmit 100% t wrking with them, as they are super practical and mtivated. I think we can definitely create a gd wrking relatinship with Gimle, and dn't think there is any danger that it will negatively impact ur vlunteers r ur visin fr the Student Huse. I agreed t cntact them in the curse f Week 41 regarding bking bands fr ur pening party (r year party?). After ur next bard meeting, I've prmised t cntact them regarding exactly what ur cperatin will entail.

8 Appendix III Allcatin f rms:

9

10 Appendix III Redistributin f rms: Preface: Since Frie Studerende des n lnger stand fr electin, they shuld n lnger have a rm in the Student Huse. Recmmendatin: The bard discusses what t d with the extra space.

11 Grund flr:

12 First Flr:

13 Appendix III Keys: Grund flr

14 First flr:

15 Appendix V Cntract with RUCbar: Preface At an earlier meeting the bard gave Theis Lykkegaard and Anders Carlsbæk mandate t cntinue the negtiatins with RUCbar abut running the n the student huse license t facilitate bar at RUC. We have hld a meeting with RUCbar and with pint f departure in this meeting, we present a preliminary cntract. Recmmendatin Theis and Anders recmmend that the have a thrughly discussin f the cntract and pass n any cmments t us, t take n t further negtiatins. Additinal cmments t appendix This draft build n earlier discussins in this bard plus a meeting with RUCbar, but this cntract have nt been seen by RUCbar (except Elisabeht). Uden RUCbars rettelser: Aftale m drift af café g bar mellem Freningen Studenterhuset RUC (herefter Studenterhuset) g Freningen RUCbar (herefter RUCbar) Aftalen fastsætter betingelserne fr samarbejdet, g bestemmer reglerne vedrørende frdelingen af verskuddet fra drift af bar g café på Rskilde Universitet. Målsætning fr aftale Studenterhuset g RUCbar frpligter sig ved denne aftale til, at arbejde fr en rganisatrisk sammenlægning af de t freninger, således at driften af bar g café i fremtiden varetages af et dertil prettet udvalg under studenterhuset. Det er hensigten at RUCbars indtræden i Studenterhusets rganisatin kan ske i frårssemestret 2014, g begge parter frpligter sig til at arbejde hen imd pnåelsen af denne målsætning. Arealer: Studenterhuset RUC giver hermed RUCbar råderet ver det i bilag 01 angivet areal i bygning 01, samt de i samme bilag nævnte pstillinger af bar etc. Studenterhuset RUC giver hermed RUCbar råderet ver cafeen/baren i bygning 13, samt efter nærmere aftalte lagerrum i bygningen. Råderetten ver de venstående mråder i bygning 13 deles på lige fd med Studenterhuset. RUCbar frpligter sig til at verhlde den til enhver tid gældende lvgivning samt den til en

16 hver tid gældende aftale mellem Studenterhuset g Rskilde Universitet. RUCbar har selv ansvar fr at hlde sig underrettet m ændringer. Frdeling af midler: RUCbar fremlægger et udkast til budgetter fr Studenterhusets bestyrelse. Studenterhusets bestyrelse fastsætter ud fra det fremlagte, budgetrammer fr RUCbars udgifter til psterne driftsmkstninger, frivillige, samt arrangementer. Disse budgetrammer skal være RUCbar i hænde i tilstrækkelig tid inden RUCbars generalfrsamling, således at disse kan implementeres i budgetteringen fr RUCbar. Eventuelle verskud, der præsenteres på RUCbars generalfrsamling, fraregnet udgifter fastsat af budgetrammerne, frdeles mellem Studenterhuset g RUCbar. Af det samlede beløb til frdeling tilsidesættes kr. til RUCbars egenkapital, der reguleres af RUCbars bestyrelse. De resterende midler gives til Studenterhuset. Efter endt regnskabsår tilfalder de i egenkapitalen resterende midler Studenterhuset. Eventuelle udbetalinger skal verføres til Studenterhuset inden fr en peride på 3 måneder fra afhldelsen af generalfrsamlingen. Regnskaber RUCbars bestyrelse skal sikre at Studenterhusets bestyrelse løbende har mulighed fr indsigt i RUCbars budgetter g regnskaber. Denne indsigt sikres direkte gennem Studenterhusets udpegede repræsentant i RUCbars bestyrelse, ligesm Studenterhuset gerne må diskutere RUCbars interne regnskaber på deres bestyrelsesmøder. Studenterhuset kan til enhver tid kræve indsigt i RUCbars budgetter, g RUCbar skal i dette tilfælde sikre at de seneste regnskaber g budgetter kmmer Studenterhusets bestyrelse i hænde senest 14 dage efter, at RUCbars bestyrelse har mdtaget anmdning herm. RUCbar har desuden pligt til at fremlægge kvartalsregnskab fr Studenterhusets bestyrelse, heraf indgår regnskaber g budgetter fremlagt på RUCbars halvårlige generalfrsamling. Finder Studenterhuset tegn på ufrhldsmæssigt strt svind eller mistænkelig øknmisk adfærd i RUCbar, kan Studenterhuset kræve en redegørelse af RUCbar. Denne skal freligge Studenterhusets bestyrelse senest 14 dage efter at RUCbar har mdtaget anmdningen herm. Kan der ikke gøres tilstrækkeligt rede fr øknmien betragtes dette sm kntraktbrud. Studenterhuset frpligter sig til, at regnskaber, budgetter g andre af RUCbars interne dkumenter bliver behandlet frtrligt i Studenterhusets bestyrelse, g i verensstemmelse med de aftaler RUCbar har indgået med leverandører g andre samarbejdspartnere. Andre frhld: Ansvaret fr den daglige drift af café g bar g mkstningerne herved, der inkluderer, men ikke begrænses til, indgåelse af leverandøraftaler g indkøb af varer g andet udstyr til café

17 g bar, påhviler alene RUCbar. I tilfælde af ngen frmer fr øknmisk gæld i RUCbar, hæfter RUCbar alene fr sin gæld ved sin egen frmue, g Studenterhuset kan ikke hldes ansvarlig. Studenterhuset har ikke pligt på en del af RUCbars verskud, hvis det skønnes at dette kan bringe RUCbars øknmi i fare. Studenterhuset g RUCbar er fælles m ansvaret fr rengøring g vedligehldelse af caféen i Bygning 13 g de tilknyttede lkaler. RUCbar er ansvarlig fr rengøring g vedligehldelse af baren i Bygning 01 g det tilknyttede areal i kantinen. Opsigelse: Denne aftale er gældende fra d. 1. september 2013 g frem til d. 31. juni Aftalen kan ikke genfrhandle. Aftalen kan fra Studenterhuset RUC s side psiges mgående ved brud pa venstående betingelser. I øvrige tilfælde kan aftalen psiges med 6 mdrs. varsel til udgangen af et kalenderår. Freningen Studenterhuset RUC Dat: RUCbar Dat: Frmand Theis Lykkegaard Frmand Victria Vest Kntrakt med RUCbars rettelser: Aftale m drift af café g bar mellem Freningen Studenterhuset RUC (herefter Studenterhuset) g Freningen RUCbar (herefter RUCbar) Aftalen fastsætter betingelserne fr samarbejdet, g bestemmer reglerne vedrørende frdelingen af verskuddet fra drift af bar g café på Rskilde Universitet. Målsætning fr aftale Studenterhuset g RUCbar frpligter sig ved denne aftale til, at arbejde sammen m at lave et gdt studentermiljø fr de studerende på RUC ved i fællesskab at skabe en bar g café, der kan give de studerende mulighed fr at udvide deres sciale hrisnt. Studenterhuset g RUCbar samarbejder m events i Studenterhuset, g har fælles ansvar fr prmvering g fr at skaffe frivillig arbejdskraft, der kan sikre et sundt, funktinelt g scialt studiemiljø. Der arbejdes herudver hen imd en enighed m, at RUCbar, så snart Studenterhuset har etableret et permanent studentermiljø i bygning 13, lægger sig ind sm et underudvalg i Studenterhusets struktur, gerne inden udgangen af efterårssemesteret Ved dette underudvalg frstås en egen ledelse med

18 ansvaret fr den daglige drift, de frivillige i udvalget samt fastsættelse af egen øknmi. Begge parter frpligter sig til at arbejde hen imd pnåelsen af denne målsætning. Arealer: Med denne aftale udliciterer Studenterhuset bardriften (driftstilladelsen) på RUC i bygning 01 g bygning 13 til RUCbar. Studenterhuset giver hermed RUCbar råderet ver det i bilag 01 angivne areal i bygning 01, samt tilladelse til pstilling af bar etc. i vennævnte mråde. Studenterhuset giver hermed RUCbar råderet ver cafeen/baren i bygning 13, samt de nærmere aftalte lagerrum i bygningen. Råderetten ver de venstående mråder i bygning 13 deles på lige fd med Studenterhuset. Dg er adgangen til lagermrådet udelukkende frbehldt RUCbar. RUCbar frpligter sig til at verhlde den til enhver tid gældende lvgivning samt den til enhver tid gældende aftale mellem Studenterhuset g Rskilde Universitet. RUCbar har selv ansvar fr at hlde sig underrettet m ændringer. Frdeling af midler: RUCbar fastsætter halvårligt et budget fr det kmmende semester. Dette budget gdkendes herefter af RUCbars bestyrelse, hvr studenterhuset har en repræsentant siddende. Såfremt budgettet ikke kan gdkendes, udarbejdes der et nyt, indtil der er verensstemmelse imellem RUCbars ledelse g bestyrelse. Eventuelle verskud, der præsenteres på RUCbars generalfrsamling, fraregnet udgifter fastsat af budgetrammerne, frdeles mellem Studenterhuset g RUCbar. RUCbar ptjener en egenkapital på kr. via barens verskud, der kan benyttes til renveringer, vedligehldelse mm. Egenkapitalen er allkeret til ufrudsete udgifter, g er dermed ikke en del af RUCbars budget, hvrfr den kun kan benyttes sm frsikring af barens drift g vedligehldelse. Egenkapitalen reguleres af RUCbars bestyrelse. Ved generalfrsamlingen verføres et eventuelt verskud først til egenkapitalen, så denne frtsat er på kr. Al verskud derefter tilfalder Studenterhuset. Eventuelle udbetalinger af verskud skal verføres til Studenterhuset inden fr en peride på 3 måneder fra afhldelsen af generalfrsamlingen. Regnskaber RUCbars bestyrelse skal sikre, at Studenterhusets bestyrelse løbende har mulighed fr indsigt i RUCbars budgetter g regnskaber. Denne indsigt sikres direkte gennem Studenterhusets udpegede repræsentant i RUCbars bestyrelse, ligesm Studenterhuset gerne må diskutere RUCbars interne regnskaber på deres bestyrelsesmøder. Studenterhuset kan til enhver tid kræve indsigt i RUCbars budgetter, g RUCbar skal i dette tilfælde sikre, at de seneste regnskaber g budgetter kmmer Studenterhusets bestyrelse i hænde senest 14 dage efter, at RUCbars bestyrelse har mdtaget anmdning herm. RUCbar har desuden pligt til at fremlægge kvartalsregnskab fr Studenterhusets bestyrelse, heraf indgår regnskaber g budgetter fremlagt på RUCbars halvårlige generalfrsamling. Finder Studenterhuset tegn på ufrhldsmæssigt strt svind eller mistænkelig øknmisk adfærd i RUCbar, kan Studenterhuset kræve en redegørelse af RUCbar. Denne skal freligge Studenterhusets bestyrelse senest 14 dage efter, at RUCbar har mdtaget anmdningen herm. Kan der ikke gøres tilstrækkeligt rede fr øknmien, betragtes dette sm kntraktbrud.

19 Studenterhuset frpligter sig til, at regnskaber, budgetter g andre af RUCbars interne dkumenter bliver behandlet frtrligt i Studenterhusets bestyrelse, g i verensstemmelse med de aftaler, RUCbar har indgået med leverandører g andre samarbejdspartnere. Andre frhld: Ansvaret fr den daglige drift af café g bar g mkstningerne herved, der inkluderer, men ikke begrænses til, indgåelse af leverandøraftaler g indkøb af varer til café g bar, påhviler alene RUCbar. I tilfælde af ngle frmer fr øknmisk gæld i RUCbar, hæfter RUCbar alene fr sin gæld ved sin egen frmue, g Studenterhuset kan ikke hldes ansvarlig. Studenterhuset har ikke krav på en del af RUCbars verskud, hvis det skønnes, at dette kan bringe RUCbars øknmi i fare. Studenterhuset g RUCbar er fælles m ansvaret fr rengøring g vedligehldelse af caféen i Bygning 13 g de tilknyttede lkaler. RUCbar er ansvarlig fr rengøring g vedligehldelse af baren i Bygning 01 g det tilknyttede areal i kantinen. Opsigelse: Denne aftale er gældende, når begge freninger har underskrevet den, dg tidligst fra d. 1. september 2013 g frem til d. 31. juni Aftalen kan genfrhandles. Aftalen kan fra Studenterhuset g fra RUCbars side psiges mgående ved brud pa venstående betingelser. I øvrige tilfælde kan aftalen psiges med 6 mdrs. varsel til udgangen af et kalenderår. Freningen Studenterhuset RUC Dat: RUCbar Dat: Frmand Theis Lykkegaard Frmand Victria Vest

20 Appendix VI: Cmpsitin f the bard Preface It has been suggested by several surces that we wrk n changing the bard's cmpsitin s that all the members are elected at the general assembly. In that way, all the plitical parties that are represented in the academic cuncil are nt secured seatss in the bard. Afterwards, we can cmmunicate t the plitical parties that they shuld wrk fr ur wishes in the student- plitical rgans. Nt t say that it can be dne, but that is imprtant that we create a shared standpint n what t wrk twards. Recmmendatin The chairmanship recmmends that the bard discusses what the ideal situatin wuld be. Shuld the student plitical rganisatins cntinue t be secured a place in the bard r shuld the future bard members be elected at the general assembly?