Appendix. Student House RUC. Board meeting 04 15th of May, 16:15 o clock

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1 Appendix Student House RUC Board meeting 04 15th of May, 16:15 o clock

2 Messages: RUC s Alumne Association RUC s Alumne Association has contacted us with the purpose of building up a relationship. They wish in the future to conduct their events at the student house. The Chairmanship believe this is a good opportunity for us establish contact with former RUC ers and maybe utilize their knowledge and experience through presentations in the house etc. The meeting will be in two week. The board will be orientated afterwards.

3 Bestyrelsesmøde i Studenterhuset RUC Mandag d. 29. april, 2013 Journalistisk referat Mødet i dag havde som hovedfokus at skabe overblik over de forskellige udvalg og deres arbejde, opdatere udvalgende, samt at diskutere strukturen for Studenterhuset herunder også Fredagsbarens rolle og implementering i Studenterhuset. Derudover blev der også afholdt et oplæg vedrørende Podio, en online kommunikations- og samarbejdsplatform, samt en diskussion om hvorvidt vi bestyrelsen skulle bruge Podio. I forbindelse med opdateringen fra de forskellige udvalg, blev bestyrelsen informeret om, at arbejdet med at oprette en hjemmeside går godt, og fortsætter i kommunikationsudvalget. Derudover blev en re-strukturering af udvalgende besluttet, således der nu eksisterer 5 udvalg under Studenterhuset. Henholdsvis Kommunikationsudvalget, rekrutteringsudvalget, event-udvalget, arkitektudvalget og fundraising-udvalget. Disse udvalg fortsætter arbejdet ud fra de rammer der blev vedtaget, og som kan ses i bilagene fra mødet. Det store diskussionspunk på mødet var dog Studenterhusets struktur, og Fredagsbarens rolle herunder. Bestyrelsen blev på mødet ikke enige om at gå videre med det fremlagte udkast til struktur, men emnet blev i stedet udskudt til et senere møde, hvor både den fremlagte model og et alternativ til denne vil blive diskuteret. Det er bestyrelsens målsætning at der på dette møde vil blive træffet en endelig beslutning vedrørende Studenterhusets struktur. Oplægget om Podio var godt, og bestyrelsen var positive over for at benytte Podio til intern kommunikation hvis det kunne gøres gratis. Koster det penge skal det genovervejes. 1/6

4 Bestyrelsesmøde i Studenterhuset RUC Mandag d. 29. april, 2013 Referat 1. Formalia Fremmødte var. Theis, Mads, Jonas, Natasha, Signe R, Anders, Sidsel, Signe G, Zyiad, Astrid, Frederik, Asger og Elisabeth. Ordstyrer: Theis Referent: Asger Referatet fra sidste bestyrelsesmøde bliver godkendt uden ændringer Dagsordenen bliver godkendt med følgende ændringer: Punkt 3.1 og 3.4 slettes fra dagsordenen, og vil blive diskuteret/behandlet af de relevante arbejdsgrupper Signe har enkelte kommentarer til årshjulet. Torsdagsbaren inden årsfesten bør rykkes fra kantinen til studenterhuset, for ikke at forstyrre de der forbereder årsfesten. Sidsel mente dog at det var meget hyggeligt med en torsdagsbar, selvom det kan komme i konflikt med kamarillaens arbejde. Det bliver vendt med kamarillaen, og beslutningen bliver taget der i fællesskab med fredagsbaren/studenterhuset. 2. Orienteringer/beskeder: I. Orientering fra kommunikationsudvalget Hjemmesiden bliver der arbejdet videre på. Kommunikationsudvalget fortsætter arbejdet. II. Orientering fra formandsskabet Formandsskabet giver beskeder(se dagsorden) ingen kommentarer. 3. Studenterhusets organisation I. Aktivitetshjulet 2/6

5 Bestyrelsesmøde i Studenterhuset RUC Mandag d. 29. april, 2013 Ændringerne er blevet diskuteret med RUC's ledelse, og der forventes ikke problemer. Formandskabet arbejder videre med årshjulet og forhandler fortsat med ledelsen. Asger kommenterer kort på, at RUC's ledelse i forhandlingerne mente at vi som udgangspunkt skal forsøge at afholde arrangementer i studenterhuset, men at de har forståelse for at nogle arrangementer kan blive for store til huset, og således må holdes i kantinen. Emnet bliver ellers diskuteres videre i de relevante udvalg. II. Samarbejdsaftale med RUC's ledelse Signe R. spørger ind til formuleringen om, at RUC kan opstille regler for afholdelse af fredagsbaren. Det forklares, at det blot menes, at arrangementer skal afholdes i god ro og orden. Sætningen er ikke blevet taget aktivt i brug af RUC's ledelse, og skal derfor mere ses som en forsikring fra RUC's side. Sætningen med udliciteres diskuteres, og ordvalget bør måske ændres. Der er ikke nogle forslag til hvordan det skal omformuleres. III. Organisationsstrukturen i studenterhuset(inklusivt fredagsbaren) Theis giver en kort redegørelse vedrørende strukturen. Det er nødvendigt at 2/3-dele af fredagsbarens bestyrelse er over 25år. Det nuværende udkast er som følger: Studenterhuset udpeger én person over 25år, og fredagsbaren udpeger 2 personer, hvoraf en af dem er over 25år. Dette er fredagsbarens bestyrelse. Derudover vælges der en ledelse der står for den daglige drift af fredagsbaren. Denne ledelse har studenterhuset ikke nogle plads i. Theis fremlægger en grafik vedrørende den økonomiske struktur i fredagsbaren. Overordnet set, fastholder fredagsbaren råderet over en del af økonomien, mens en del af overskuddet overgår til studenterhuset. Ved store en-gangs udgifter kan fredagsbaren ansøge om penge fra Studenterhuset. Den daglige drift, penge til de frivillige og Fredagsbar-puljen styres stadigt af Fredagsbaren. Derudover oprettes der en pulje der fungerer som fredagsbaren 'eget' overskud her har fredagsbaren ligeledes fuld råderet. (Se Theis grafik) Det er vigtigt at understrege at disse forslag i skrivende stund stadigt bliver forhandlet. Fordele og ulemper ved forslagene diskuteres. 3/6

6 Bestyrelsesmøde i Studenterhuset RUC Mandag d. 29. april, 2013 Astrid vil gerne have til referat, at hun er meget kritisk over for udkastet. Hun mener ikke, at den fremlagte model er i studenterhusets interesse, og mener at det er vigtigt at overskuddet overgår fuldstændigt til studenterhuset. Astrid ønsker at vi skaber en organisation ikke to. Asger er uenig med Astrid og ønsker det ligeledes til referat. Han mener at denne løsning både giver mulighed for, at Fredagsbaren selvstændigt kan fortsætte udviklingen af konceptet 'fredagsbar' og idé-udvikle samtidigt med at studenterhuset får en fast indtægtskilde. Overordnet set diskuteres det: Hvorvidt denne model vil være skadende for en fælles 'studenterhus'-identitet, eller om identiteten kan/bliver skabt i fællesskab. At Fredagsbaren har ønske om at bibeholde muligheden for selvstændig udvikling. At Studenterhuset ikke får nok penge ud af modellen. Hvordan overskuddet konkret skal fordeles fordelingen mellem FB-fonden, opsparingen etc. Mere konkret ønsker Mads en ændring i den økonomiske struktur, således at overskuddet bliver fordelt mere simpelt eventuelt blot 50/50 mellem fredagsbaren og studenterhuset Efter de indledende diskussioner følger en kort diskussion om hvordan vi i bestyrelsen skal forholde os til det videre forløb. Emnet udskydes til næste uge hvor det vil være eneste punkt på dagsordenen. Her skal den fremlagte model diskuteres sammen med fredagsbarens udkast til vedtægter, ligesom et alternativt forslag skal udarbejdes til diskussion. Det alternative udkast forberedes af Astrid. Til dette møde inviteres også repræsentanter fra fredagsbaren. Målet er her at komme frem til et kompromis, og en løsning på strukturen. Studenterhuset har til hensigt at træffe en beslutning på mødet i næste uge. Theis udsender en Doodle vdr. Datoen. (datoen blev efterfølgende fastlagt til fredag d. 10. maj fra 14-17) IV. Tidslinje Bliver behandlet af de relevante udvalg, og diskuteres ikke yderligere 4. Opdatering af bestyrelsens udvalg 4/6

7 Bestyrelsesmøde i Studenterhuset RUC Mandag d. 29. april, 2013 Udvalgende bliver opdateret, og de nye udvalg er som følger: Kommunikationsudvalget Signe R, Signe G, Sidsel Rekrutteringsudvalg Natasha, Anders, Ziyad Eventudvalg Asger, Signe G, Astrid, Jonas Arkitektudvalget Ziyad, Anders, Natasha, Asger, Elisabeth Fundraisingudvalget Jonas, Theis (og økonomi-udvalget?) Det diskuteres hvorvidt udvalgene skal være åbne for studerende der ikke er i bestyrelsen. Der er både fordele og ulemper ved at åbne op for udvalgene. Det besluttes at de udvalg der ønsker det, og finder det nødvendigt kan åbne op men at tilføjelsen af frivillige studerende selvfølgelig først skal ske, når der er noget for de frivillige at lave. 5. Podio online arbejdsplatform I. Præsentation v/ Signe R. og Sidsel Podio bliver præsenteret. Yderligere informationer kan findes på hjemmesiden podio.com. Podio er en platform for projektgrupper, organisationssamarbejde og lignende. Designmæssigt minder Podio om Facebook. Podio indeholder både workspaces hvor arbejdsgrupperne kan dele deres arbejde, en kalender der kan deles blandt alle gruppens medlemmer, en mødeplanlægger og andre gode ting. II. Diskussion af Podio Muligheden for at benytte Podio til intern kommunikation diskuteres, og der er generelt en positiv stemning for det. Kan Podio benyttes gratis, bør vi bruge det i bestyrelsen. Koster det penge, må vi genoverveje situationen. 6. Kommende møder I. Arbejdsdag Theis opretter en doodle med datoer. II. Møde med direktøren for Studenterhuset i København 5/6

8 Bestyrelsesmøde i Studenterhuset RUC Mandag d. 29. april, 2013 Theis planlægger dato, der afhænger af hvornår direktøren selv kan. III. Studietur til studenterhusene ved Aalborg og Århus universitet Det er usandsynligt at hele bestyrelsen kan tage af sted samme dag, men der bør arbejdes hen mod det. Datoen afhænger af, hvornår Studenterhuset i Aalborg og Århus har tid. Derudover diskuteres det også, at vi eventuelt kan besøge CBS. 7. Evt. Årshjulet skal ændres i forhold til at fredagsbaren ønsker at have åbent i kantinen i flere uger, grundet det forventede store antal kunder. Det drejer sig om perioden fra primo februar til medio april, samt primo september til primo november ifølge fredagsbaren. Event-udvalget skal arbejde på en række fede events, der skal sikre at Studenterhuset fungerer og er samlingspunkt allerede ved semesterstart, selvom vi på det tidspunkt endnu ikke har et fysisk studenterhus. 6/6

9 Board meeting in the Student House at RUC Monday the 29 th of april, 2013 Journalistic minute The main focus of the meeting today, was to establish an overview of the current committees and their work, update the committees, and discuss the structure of the Student House including the implementation and role of the Friday bar in the Student House. In addition there was a presentation regarding Podio an online communications and cooperation platform as well as a discussion of whether the board should adopt Podio in our internal communication. Concerning the updates from the committees, the board was informed of the progress with the webpage, and that the communications committee will continue their work. In addition a restructuring of the committees was decided, so that there now exists five committees under the Student House. They are: the communications committee, the recruitment committee, the event committee, the architect committee and the fund raising committee. These committees will continue their works in regards to the areas stated in the appendix for the meeting. The major point of discussion on the meeting was the structure of the Student House and the role of the Friday bar hereunder. The board could not agree on the proposed draft for the structure, and the subject was postponed for a later meeting, where the proposed model and an alternative one will be discussed. It is the goal of the board to reach an agreement and make a final decision concerning the structure of the Student House on this meeting. The Podio presentation was good, and the board was positive towards using Podio for internal communication if it were free. If it turns out to cost us money, the decision has to be reconsidered. 1/6

10 Board meeting in the Student House at RUC Monday the 29 th of april, 2013 Minute 1. Formalities Present at the meeting were: Theis, Mads, Jonas, Natasha, Signe R, Anders, Sidsel, Signe G, Zyiad, Astrid, Frederik, Asger and Elisabeth. Moderator: Theis Minute taker:asger The minute from the last board meeting is approved without comments. The agenda is approved with the following changes: Point 3.1 and 3.4 is removed from the agenda, and will be discussed in the relevant committees. Signe has a comment regarding the annual wheel. She feels that the thursday-bar prior to the annual party at RUC should be moved to the Student House instead of the cantina area, so that it wont interfere with the preparations for the annual party. Sidsel however felt that the thursday bar in the cantina, even though it might conflict with the preparations. The issue will be discussed with the Kamarilla, and a decision will be made between the relevant parties. 2. Messages I. Orientations from the communications committee Work continues on the establishment of a webpage, and the communications committee continues their work. II. Orientations from the chairmanship The chairmanship gives messages(see agenda) there are no comments 3. The Student House organization 2/6

11 Board meeting in the Student House at RUC Monday the 29 th of april, 2013 I. Annual wheel of activity The changes have been discussed with the management at RUC, and there are not expected any troubles from their part. The chairmanship continues the work, and their negotiations with the management. Asger has a brief comment, stating that the management at RUC are not against activities at the cantina, but would prefer them to be held at the Student House. However they understand that some activities are too big to be held at the Student House. The issue will be further discussed in the relevant committees. II. Cooperation agreement with RUC Signe R. asks about the part where it is stated that RUC can set up rules regarding the Friday bar. It is explained, that it is meant, that the Friday bar should be organized in good order. The rules has never been applied, and should be viewed as insurance. The sentence concerning the outsourcing of the Friday bar is discussed, and it might be a good idea to change the choice of words. There are no propositions as to how it should be changed. III. Organizational structure in the Student House(including the Friday bar) Theis gives a short presentation concerning the structure. It is necessary for two thirds of the Friday bar board to be above the age of 25. The present draft for an agreement are as follows: The Student House appoints one member of the board above 25 and the Friday bar appoints two persons, where one of them is above 25. This is the Friday bar board. Also, a management is elected to run the daily business of the Friday bar. Here the Student House does not have a seat. Theis presents a graph concerning economic structure of the Friday bar. Overall, the Friday bar maintains the right of disposal for a part of the economy, while a part of the surplus is given to the Student House. The Friday bar can apply for extra founds in case of major one-time expenses. The economy concerning the day-to-day business, expenses for the volunteers and the Friday bar fund is still controlled by the Friday bar. In addition to that, a fund is created, which will function as the Friday bar's own surplus this fund is also controlled by the Friday bar It is important to state, that the discussed propositions are still being negotiated. Pros and cons concerning the presented ideas are discussed. 3/6

12 Board meeting in the Student House at RUC Monday the 29 th of april, 2013 Astrid would like the record to show, that she is strongly critical towards the presented draft for structure. She does not feel that the model is in the interest of the Student House, and feels that is is important that all the profits are channeled through the Student House. Astrid wishes to create one organisation not two. Asger would like the record to show that he disagrees with Astrid. He feels that the presented model both holds the potential for the Friday bar to independently continue the process of developing the Friday bar concept, while the Student House still maintains a source of income. Overall the points discussed were: If the presented draft will be damaging for a united Student House identity, or if that identity can/will be created together with the Friday bar That the Friday bar wishes to retain the possibility of independent development That the Student House margin of profit is not great enough How to divide the surplus from the bar The fund, the savings etc. Mads feels that a simpler version might be desirably it could be a plain 50/50 division of the profits After the initial discussions, it is discussed how the board should proceed. It is decided that the topic is postponed till next week, at a meeting solely concerning the matter in question. Here the presented model will be discussed along with the Friday bar draft for their articles of association, and an alternative model presented by Astrid. Representatives of the Friday bar should also be invited to the meeting. The goal is to reach a compromise, and a solution to the question of structure. The Student House aims at making a final decision at the meeting. Theis will send out a doodle concerning the possible dates. (The meeting was later set for Friday the tenth of may) IV. Tidslinje Will be discussed by the relevant committees and is not discussed at this meeting. 4. Update of the committees The committees are updated, and the new ones are as follows: 4/6

13 Board meeting in the Student House at RUC Monday the 29 th of april, 2013 communications committee Signe R, Signe G, Sidsel Recruitment committee Natasha, Anders, Ziyad Event committee Asger, Signe G, Astrid, Jonas Architect committee Ziyad, Anders, Natasha, Asger, Elisabeth Fund raising committee Jonas, Theis (and the economy-committee?) It is discussed whether the committees should be open for students not in the board. There are both pros and cons of opening up the committees. It is decided that the committees themselves make the decision however no committee should be opened before there is actually some activities for the students to do. 5. Podio an online work platform I. Presentation by Signe R and Sidsel Podio is presented. More information can be procured at podio.com. Podio is a communications platform for project groups, organizations and alike. Design wise it is very similar to Facebook. Podio contains works-paces where the committees can share their work, a calender that can be shared among the members of the group, a meeting planner and lots of other relevant stuff. II. Discussion about Podio The possibility of using Podio for internal communication is discussed, and the board is generally positive. If Podio can be used for free, the board should do so. If it turns out to cost money, we will have to reconsider. 6. Upcoming meetings I. Working day Theis will arrange a doodle concerning possible dates. II. Meeting with the manager at the Student House Copenhagen Theis will set up a date, which will mostly depend on when the manager is available 5/6

14 Board meeting in the Student House at RUC Monday the 29 th of april, 2013 III. Field trip to Aalborg Student House and Aarhus Student House It is unlikely to find a date where the entire board can come, however we should strife to achieve it. The date depends on when the Student Houses at Aalborg and Aarhus can meet up. Apart from that, a separate trip to CBS is discussed. 7. AOB The activity wheel needs to be updated, so the wishes from the Friday bar are accommodated. They wish to stay in the cantina for a greater part of the year due to the expected number of costumers. The period concerned is from early February till mid April, and from early September till early November The event committee should work on a series of events and activities that are to ensure that the Student House will become a unifying institution already from the beginning of the next semester, even though we wont actually have a physical house yet. 6/6

15 Appendix II: Organization structure Preface At the extraordinary meeting at Friday the 10 th of May, the board was presented for a new model to organize the Student House. This model suggested a fusion between house and bar, but with the security of a bar with as most self-determination as possible. The board had comments to model which have been implemented in the enclosed model. Recommendation The Chairmanship recommend that the board determine whether or not they wish to follow the enclosed model. Additional comments to the chart Management: The Board, is the top management of the organization. The approve the framework budgets and Head Coordinator, consist of either one or more persons, who possess the license to sell alcohol and therefore the overall responsible. The Head Coordinators are also responsible for that all the committees communicate with each other and Meeting platform: The Coordination Forum, consist of one representative from each committee and are facilitated by the Head Coordinator. It is a forum (both physical and digital) where the committees can meet each other and coordinate the events, PR, interior, bar and so on. The Economic Forum, consist of the Board Cashier, the Bar Cashier and a representative from the Head Coordinators. Their main purpose is to make budget for the whole organization. Through a co-operation with the committees, they assemble the committee budgets into one final that the board have to approve. Furthermore, the forum is in close contact with the financial administration and should be able to at all time to orientate the board about the finances. Committees and volunteers: The Student House has as a basis four committees: Interior, are responsible for decoration of the rooms, reparations or replacement of broken furniture, Event, are responsible for the facilitating and arranging both social and academic event. PR, are responsible for the external commutation and advertisement for event or other things. Furthermore the PR committee should establish a Fund Raising group to apply external funds. Bar Management, are responsible for the maintenance of the bar and café. This include the education and coordination of the bartenders, and the procurement of product sold in the bar. The Bar Management are chosen among the bartenders and should aim to be approximately about X people.

16 The Student House organization Management Head coordinator (Licence) The Board Meeting Platform Coordination forum Economic forum Committees and volunteers Interior Architect Event Social / Academic PR Fundraising Volunteers Bar Management Bar / Café