Agenda 1) Formalities 16:00 16:15 I. Choice of moderator II. Choice of minute taker (Sidsel) III. Approve minute from board meeting 10 (appendix I) IV. Approve agenda 2) Orientations (appendix II) 16:15 16:45 I. Messages from the Chairmanship II. Orientation from the Architect Committee III. Orientation from the Social Committee IV. Orientation from the Academic Committee V. Orientation from the Communication Committee VI. Other orientations 3) Presentation of new board (appendix III) 16:45 17:00 4) Evaluation 17:00 17:45 I. Opening II. General Assemble PAUSE! 17:45 18:00 5) Cooperation with RUCbar 18:00 19:00 I. Activities (appendix IV) II. Income and expenses (appendix IV) III. Reward of volunteers (appendix IV) IV. Board members in committees 6) Agreement with RUC (appendix V) 19:00 19:15 I. Subsidy 7) Budget 2014 (appendix VI) 19:15 19:30 8) Christmas and meeting plan (appendix VII) 19:30 19:45 9) AOB 19:45 20:00 Side 1 af 1
Bestyrelsesmøde / Board meeting [6. november 2013] [16:00 20:00] Project Room, Bygn. 13, RUC Ordstyrer / Moderator Referent / Minute taker Bestyrelsesdeltagere / Board participants Fraværende / Absents Observatører / Observers Theis Ziyad Signe G., Theis, Elisabeth, Signe R., Natasja, Jonas, Astrid, Anders, Asger, Frederik, Mads, Ziyad Sidsel Lina, Martin and Camilla Opsummering af referatet / Shot summation of the minute På dagens bestyrelsesmøde blev bestyrelsen præsenteret for de tre nye koordinatorer og snakkede kort om samarbejdet og organisering. Bestyrelsen blev derefter enige om en samlet indstilling til ændringer i vedtægterne, samt godkendte samarbejdsaftale med RUCbar og serviceaftale med Kaffekompagniet. Bestyrelsen diskuteret samarbejdsaftale med RUC som endelig foreligger og godkendte aftalen med kommentarer til enkelte punkter der skulle diskuteres med RUC. Bestyrelsen også kort åbningsfest og generalforsamling.
Formalia / Formalities Approve minute from board meeting Kommentarer / Comments: Fredagsbar skal ændres til RUCbar i foregående referat, 3. Paragraph er misledende og skal rettes. Elisabeth sender formuleringer til Theis Referat / Minute Change Fredagsbaren to Rucbar in previous minutes, 3 rd paragraph is misleading and needs correction, corrections will be sent by her to Theis Hvor meget var underskuddet fra årsfesten? Svaret 1400 er kr. Referat godkendt Question about the profit from the annual party, answer: 1400kr Minutes approved Handlingspunkter / Items of action Ansvarsperson / Tidsfrist / Person responsible Deadline Send formuleringer til Theis Elisabeth ASAP Approve Agenda Kommentarer / Commets: Addition of point distribution of rooms Dagsorden er godkendt Agenda Approved Ændringer / Changes Diskussion af rumfordeling og retningslinjer for at have et rum i studenterhuset (Tages til sidst inden AOB)
Orienteringer / Orientations The Chairmanship Introduktion af koordinators Martin, andet år på SAMbach, Kommunikations Kooridator hjemmeside er oppe, møder + aktiviteter indtil jul Lina, Virksomhedsstudier, Social Koordinator. Afventer møde med frivillige. Cirka 15 mennesker i udvalget Camilla, Internationale udviklingsstudier, Akademisk Koordinator. Møde med frivillige næste uge. Cirka 16 medlemmer i udvalget. Alle koordinatorer vil forsøge at deltage i bestyrelsesmøder og orientere bestyrelsen om arbejdet i deres udvalg. Online gruppe med formandskab og kommunikationsbro mellem bestyrelse og koordinatorer Kom til Podio møde onsdag kl 16:00 Møde med DAF Astrid og Theis havde møde med DAF og de vil udarbejde et tilbud for deres service. Betaling til DAF forventes at blive dækket af tilskud fra RUC, separat fra de resterende midler. Introduction of Coordinators Martin, 2 nd Year SAMbach, Communication Coordinator - Webpage is online Meetings + Activities until Christmas Lina, Business Studies, Social Coordinator Update pending, meeting in pipeline 15 people involved in Soc. Com Camilla, Int. Developmental Studies, Academic Coordinator Update pending, meeting next week 16 members of Academic. Com. All coordinators will attend and present an orientation for each board meeting. Online group with chairmanship and the coordinators, as a communication bridge between the board and coordinators Coming Wednesday 4pm Podio meeting Meeting with DAF Astrid and Thies had a meeting with DAF and will be providing us an offer for their services. Payment of DAF is expected to be sponsored by RUC and to be separate from SH s approved budget. Handlingspunkter / Items of action Ansvarsperson / Person responsible Tidsfrist / Deadline The Economic Committee
Bank: - Møde med bank 6/11/13 - Forventes snart på plads - Vi skal have ændret i vedtægterne så vi kan arbejde med DAF Budget: - RUC 45.000 kr - 43.000 (30k+13k) fra studiemiljøpuljen (13.000 øremærket til åbningsfest) Arbejder på procedure for udbetaling. Den bliver præsenteret for koordinatorer og bestyrelse Bank: - Meeting with bank on 06/11/13 - Expected soon - But, articles of association needs to be modified to be able to work with DAF Budget : - RUC45,000 from RUC - 43,000 (30k+13k) from Study environment Fund (13,000 earmarked for Opening Party) Working Procedure will be prepared for the board and the coordinators Handlingspunkter / Items of action Ansvarsperson / Person responsible Tidsfrist / Deadline The Architect Committee RuRadio har fået penge til at bygge deres studio. Vil gerne mødes snart RuRadio have received funds for the studio, and meeting is expected soon Handlingspunkter / Items of action Ansvarsperson / Person responsible Kontakte arkitekt omkring lys ved scenerne / Contact architect Elisabeth about the lights at the scenes Tidsfrist / Deadline ASAP The Event Committee
Handlingspunkter / Items of action Ansvarsperson / Person responsible Tidsfrist / Deadline The Communication Committee Handlingspunkter / Items of action Ansvarsperson / Person responsible Tidsfrist / Deadline Andre orienteringer / Other orientations FS vil købe og låne udstyr til SH til cafe og fest God aftale med rengøring og cafe Visioner og praktiske ting for cafeen blev diskuteret på mødet 5/11/13. Referat vil snart kome FS will be buying and lending equipment to SH Café & Parties Lenient agreement with Café cleaning Visions and practicalities for the Café outlined in meeting 05/11/13, minutes will be available. Hjemmeside er ikke 100 % færdig, fx events Nummer på lokaler mangler Home page is not completely finished yet esp Events Numbers on every room needed Handlingspunkter / Items of action Ansvarsperson / Person responsible Tidsfrist / Deadline
Nummerer lokalerne / Rooms need to be numbered Signe ASAP Foto af de resterende bestyrelsesmedlemmer og koordinatorer / Signe Today Portraits of some board members and coordinators needed Referat fra møde med RUCbar / Minute from meeting with RUCbar Elisabeth ASAP
Punkt på dagsorden / Item at the agenda Opening Reception Præsenteret af / Presented by Natasja, Theis Diskussion / Discussion: - Booked band: Dødspop patruljen - Reception kl 15:30 - Festen starter i kantinen og rykker til huset - RUCbar vil levere øl og måske økonomisk hjælp - Bestyrelsen skal være til stede til reception - Booked Band: dødspop patruljen - Reception at 3.30pm - Party start in the canteen and move to SH - RUCBar will be providing beer, and possible economic contribution - Board presence needed at reception Konklusioner / Conclusions: - Personer og organisationer der mangle på gæstelisten skal tilføjes - Alumne organisationen skal tilføjes - People and organizations missing from the Opening Reception needed to added on the list by - Alumni-organization need to be added to the list. Handlingspunkter / Items of action Ansvarsperson / Tidsfrist / Person responsible Deadline Gæsteliste / Invitation List Astrid ASAP Organisering / Organizing Natasja
Punkt på dagsorden / Item at the agenda General Assembly Præsenteret af / Presented by Diskussion / Discussion: Konklusioner / Conclusions: Artikel 1 1 stk 1 Rejected Artikel 2 2 stk 2 Approved Artikel 3 3 stk 6 Approved 4 Rejected Artikel 4 7 stk 2 Approved 7 stk 3 - Approved 11 stk 1 - Rejected Artikel 6 11 stk 4 Rejected 14 stk 2 - Rejected 15 stk 1 - Rejected Artikel 7 16 stk 2 - Rejected 16 stk 3 Rejected 17 stk 3 - Approved Artikel 8 20 stk 1 - Rejected Artikel 9 21 stk 2 - Approved Handlingspunkter / Items of action Ansvarsperson / Tidsfrist / Person responsible Deadline Update amendments from board Asger 14/11-2013 Send out material for GF Asger 14/11-2013
Punkt på dagsorden / Item at the agenda Contract with RUCBar Præsenteret af / Presented by Theis Diskussion / Discussion: - Kontrakt er på vej, ingen store uenigheder, positiv resultat - Contract on its way, no major disagreements, positive outlook Konklusioner / Conclusions: Kontrakt godkendes og mandat givet til kontraktudvalget til at færdiggøre Contract approved and mandate given to the contract committee to follow through Handlingspunkter / Items of action Ansvarsperson / Person responsible Tidsfrist / Deadline
Punkt på dagsorden / Item at the agenda Agreement with RUC Præsenteret af / Presented by Diskussion / Discussion: Aftalen er underskrevet, men budget tallene for 2014 er ikke korrekte Afsnit 3: SR depot skal være permanente lokaler Afsnit 9: afklaring om forsikring af inventar Afsnit 16: afklaring om udlåning af lokaler Afsnit 18 #3: Mangerl aftale med mandag til onsdag alkohol servering / drive cafe Opdater fredagsbaraftale ift non-profit og åbning efter kl 16 KODA aftale: Afklaring om livemusik Agreement has been signed by Theis, but the budget figure for the year of 2014 has not been finalized yet Paragraph 3: SR Depot is required to be a permanent room Paragraph 9: Inventory insurance clarification Paragraph 16: Clarification of renting the premises Paragraph 18 #3: Missing agreement about Mon-Wed café and alcohol time and permit. Update the bar agreement in regards to nonprofit and 4pm -timing KODA Agreement: Clarification required Konklusioner / Conclusions: Handlingspunkter / Items of action Ansvarsperson / Tidsfrist / Person responsible Deadline Møde med RUC / Meeting with RUC Theis 18/11-2013
Punkt på dagsorden / Item at the agenda Espresso Machine Præsenteret af / Presented by Diskussion / Discussion: Serviceaftale med Larsen Kaffe Compagni Aps Serviceaftale vil være mellem Larsen Kaffe og SH Kaffen vil også blive købt af SH pga. rabatter, og så videresendt til RUCbar Oplæring vil være d. 18 19 november Maskinen vil blive installeret d. 17-18 november Service agreement with Larsen Kaffe Compagni ApS Service agreement will be bought by SH Coffee will also be bought be SH due to discount and then forwarded to RUCBar Training will be 18 th 19 th November Machine will be installed 17 th -18 th Konklusioner / Conclusions: Serviceaftale er godkendt Service agreement has been approved Handlingspunkter / Items of action Ansvarsperson / Tidsfrist / Person responsible Deadline Order coffee Theis ASAP Plan training Theis & Elisabeth ASAP
Punkt på dagsorden / Item at the agenda Additional to the present Præsenteret af / Presented by Diskussion / Discussion: Konklusioner / Conclusions: - Ansvaret er hos RUCbar - Forslag: Øko-kaffe, chai latte, flest valgmuligheder. - Responsibility on RUCbar - Suggestions Eco Coffee, Chai Latte, maximum choices preferable Handlingspunkter / Items of action Ansvarsperson / Person responsible Tidsfrist / Deadline Evt. / AOB Housewarming gave event for åbningen (ide Natasja og Martin) Retningslinjer for fordeling af lokaler Kontrakt for lokaler skal fornyes årligt Mangler Indretnings Koordinator 1. Booking 2. Praktiske ting 3. Flytteplaner 4. Sikre en visual udvikling af huset 5. Tale med arkitekten Housewarming gift event for opening day (idea for Natasja & Martin) Procedure for allocation of rooms Contracts for rooms should be annually renewable Missing Interior Coordinator - Possible responsibilities 1. Booking 2. Practical fixing 3. Moving plans 4. Ensuring the constant visual evolution of the house 5. In talks with the architect
Lokaler skal nummeres efter de officielle RUC numre. Rooms will be number as per their official RUC numbering Handlingspunkter / Items of action Ansvarsperson / Tidsfrist / Person responsible Deadline Procedure for allocation and use of rooms Interior Group ASAP Updating the job profile of the interior coordinator Architect Group 1 st December Room numbering Signe G. ASAP Payment for the website 21, 920 Ziyad 6 th December
Appendix II: Messages The Chairmanship: No messages The Architect Committee The Social Committee The coordinator will attend the meeting and give orientation The Academic Committee Der er på nuværende tidspunkt fire arrangementer, som planlægges at finde sted når forårssemesteret starter 2014. Disse er som følger; Tørstig Torsdag, Fest-Forelæsninger, Oplæg i Kombination med Mandagsmad/Fredagsmad samt Academia Slam Battle. Hvis der ønskes yderligere information om nævnte arrangementer og hvad de mere konkret kommer til at indebære, som der ser ud nu, er denne information at finde i referatet fra d. 14/11/13 på det faglige udvalg facebookside. Ellers kan dette selvfølgelig eftersendes. Der er desuden både blevet diskuteret muligheden for at indgå et samarbejde med SR vedrørende en Fagpakke målrettet de nye studerende. Udover dette har vi diskuteret mulighederne for Akademisk Speeddating samt en Lektiecafe. Dette er dog til stadighed nogle initiativer, hvortil der først synes at kunne blive nedsat nogle reelle arbejdsgrupper, når jeg har dannet mig et præcist overblik over, hvem der er med og hvor de frivilliges interesse og angegement ligger. Den største og på nuværende mest presserende udfordring har været at få de frivillige samlet, for derved at danne et overblik over hvem der er en del af udvalget, og hvem der ønsker at være hand. Jeg har endnu ikke været i stand til at samle de frivillige, og det har givet lidt problemer i forhold til at nedsætte arbejdsgrupper samt finde en ansvarlig for samme. Jeg håber meget på at der til næste møde torsdag. D 5. december viser sig at være et noget bedre fremmøde en sidst, således at udvalget kan forventningsafstemme samt at der kan findes en ansvarlig for hver arbejdsgruppe. Pt. Forholder det sig således at vi ikke får arrangementer op at stå før næste semester, men mit mål er at få skabt et overblik over, hvem der ønsker at være en del af udvalget og ligeledes undersøge, hvor meget tid hver enkelt ønsker at ligge i det- Med det mål for øje, at folk så småt, til trods for projekt, kan begynde at udarbejde konceptforslag samt kontakte, relevante folk. Jeg ønsker ikke at presse nogen til at sidde i en arbejdsgruppe, da jeg mener at disse udvalg er baseret på frivillig deltagelse og arrangement. Jeg har dog været i kontakt med et par folk fra forskellige fagudvalg, og derigennem bedt dem kontakte folk, som de mener allerede har en interesse i at forbedre det faglige miljø på RUC Jeg har ydermere været i kontakt med Anders Ottesen, siddende i Hum-Rådets bestyrelse. Anders har lovet at skaffe mig oplysningerne på alle fagudvalgene i Bach-husene. Endvidere har jeg været i kontakt med Sofie Viborg fra DM, og håber på at aftale i møde i starten af uge 49, omkring et fremtidigt samarbejde mellem DM og studenterhuset.
Slutteligt har jeg til sidste møde med de andre koordinatorer snakket om, at det ville være smart at underskrive en art kontrakt. Derudover ville det være rart med et reelt budget, så snart det ligger fast, således at der i udvalget er noget helt konkret at kunne forhold sig til, når der på sigt skal kunne tages stilling til, hvad vi kan tilbyde folk, ligeledes hvordan pengene ønskes fordeles ud over de to respektive semestre. - Camilla Frisgaard, Academic Coordinator The Communication Committee The coordinator will attend the meeting and give orientation
Appendix III: Presentation of new board Preface The general assemble have chosen a new board. The will use December and January to be introduced to the work and procedures, and take over after 1 st of February. Recommendation Say hallo The new board: Reelected: Theis Lykkegaard Asger Pedersen Jonas Mertz Natasja Nielsen Anders Carlsbæk New members: Mette Knoth Ida Stigaard Bruhn Rasmus Stampe Kirsten Riis Jane Lind Rasmus Aarup Suppleant: Alissa Rogova Sidsel Ørhøj
Appendix IV: Cooperation with RUCbar Preface Due to the boards earlier decision concerning operation of bar/café, the Student House have renounced it possibility to earn money. At least in the first semester, until RUCbar transfer its surplus, the Student House will have little chance of earning money. This leaves the Student House with some challenges concerning running an active and developing environment, and as being an attractive place to be. Recommendation The Chairmanship recommend that the board discuss the situation thoroughly and come up with suggestions to proceed. It is important that the board approach the situation with a constructive mind and consider how to solve the problem in good cooperation with RUCbar. Additional comments to appendix 1. Activities: Since we only got limited subsidies from RUC, and we cannot earn money. We estimate that we only be able to conduct two or three social events that entail an expense. These estimations build on cooperation with Gimle, that offers to pay half the expenses from e.g. Bands. The board should decide, whether it wishes to ensure more activity in the house or settle with the limited possibility. 2. Balance between income and expenses: When holding parties with many participate leaves a lot of money at the bar, but also a huge expense concerning cleaning and damage of the building and the furniture. Now, the balance between expenses and income are uneven and very vague defined. The board should discuss its approach towards RUCbar and the sharing/balance of income and expenses. How do we make a fair and solid agreement. 3. Volunteers: Many volunteers have put in a lot of work in our opening party and other matters. We have receive several request from these volunteers after the opening party, where many of them become aware of the difference in rewards respectively working for RUCbar or the Student House. If you work for the first mentioned you receive vouchers for the bar, working weekend including food and so on. If you work for the Student House you receive nothing. This unbalance have now been noted and some volunteers feel that they have been overlooked and that their effort and commitment are not appreciated. It is not that they demand rewards, but they tell that it is very unmotivating to put a lot of time in something, and then see that some gets rewarded and other do not they don t understand why there is a different. The board should therefore discuss the problems concerning unequal rewards of volunteer work, and decide whether it wished, and if so how it wishes, to reward its volunteers. Furthermore it should discuss possibilities to how we can give all volunteers, both in the student house and RUCbar equal working conditions.
Appendix VI: Budget 2013 Preface After negotiation with RUC we have ended out with an annual subsidy on 260.000 kr. We started at 500.000 and RUC at 180.000. RUC s main argument for not giving more, is that according to the University Law, they are only allowed to give limited subsidy to student organization, and they are not allowed to give us more than they give to political organization (since these are first priority). After this statement, we have compile the following budget. This is a framework agreement, to insure that the committees themselves can compile budgets for their committee. There is many items on the budget with no money applied. This is because we originally wanted money for it, but after negotiations with RUC, we must realize that we cannot afford it all. Recommendation The Chairmanship recommend that the board briefly discuss the budget and approve it. Budget 2014 DRIFT / ADMIN: Efter samtale med RUC Total 259.925,00 Transport - Bestyrelsesmøder 1.500,00 Opkvalificering af aktive - Opkvalificering af koordinatorer - Generalforsamling - Reception - Repræsentation - Revision 25.000,00 Forsikring - Kontorhold - Diverse - DAF 120.000,00 Serviceaftale (Kaffemaskine) 5.925,00 TOTAL 153.925,00 KOMMUNIKATION / PR Tryk 10.000,00 Layout - Hus-banner 5.000,00 Forplejning 1.500,00 Oplysningskampagne - Hjemmeside 1.500,00 Diverse - TOTAL 16.500,00
SOCIALE AKTIVITETER Aktiviteter 35.000,00 Forplejning 1.500,00 TOTAL 36.500,00 FAGLIGE AKTIVITETER Aktiviteter 30.000,00 Forplejning 1.500,00 TOTAL 31.500,00 INDRETNING Generel vedligeholdese 20.000,00 Forplejning 1.500,00 TOTAL 21.500,00
Appendix VII: Meeting plan Preface Recommendation The Chairman recommend that the board briefly discuss the expectation for work over Christmas and decide on next board meeting. Suggested dates: Monday the 6 th of January