Foreword
NOTES ON MINUTES:
- My first time minuting, pretty sure I’ve done it in too much detail. In the future, I won’t include every name and comment as it’s not really needed but rather aim for a more functional, concise 1-2 page summary of key points/conclusions in general.
- Having said that, enjoy this, it’s the probably most detailed Committee Meeting Minutes we’ll have this year!
- There are a few inaccuracies where people were really active/I got bored of typing. Sorry for that, if there’s anything really major, do let me know.
That’s all. Enjoy your vacs!
Minutes
Callum – Congrats all. Let’s all introduce ourselves and talk about what we hope to achieve.
Phoebe – Incoming VP Admin, focus on college-focused stuff, e.g., welfare.
Nabeed – CAFGO, focus on prospective students.
Daisy – Half of Entz, keep on fun, balance with admin.
Darcy – Half of Disability, keep on work, increasing access.
Felicity – Half of Women’s, women’s brunch, work with entz.
Liv – John de Balliol, spread truth balanced with welfare.
Tristan – Affiliations Officer, aims to fill role finally. Collab with MCR, other colleges.
Toby – Comrade Tortoise.
Arina – Foodie, run pantry, advertising well.
JC – Other Foodie, work on admin.
Lara – Charity rep, carry on work, bake sales, work with other colleges.
Theo – Supports Lara.
Ruby – One of Arts officer, Arts week?
Nikita and Cassie – EMOs, cultural events, collab with foodies, add religion to role?
Bella – One of the Welfaries, continue welfare teas, increase participation, sim
Mukund – Secretary, carry on minuting well, amendments at GMs.
Callum – President, fix dryers, facilitate other roles, work with entire JCR.
Committee meetings – run weekly, send any ideas to Mukund so we can determine agenda beforehand
Sarah – What needs to be done in committee vs in own role?
Callum – If it impacts JCR/College/other roles, bring to committee.
On committee meeting agenda, can also talk about other general ideas/questions/concerns. No circle time please. Can share updates at start of event. Mukund to send agenda day before meeting. Thoughts on Committee Questions at start of GM (from entire JCR)?
Liz – Might get messy. Maintain through official channels.
Daisy – Agrees on element of control. But good to increase approachability, especially for genuine concerns. Maybe someone mediating it?
Callum – Agrees, happy to mediate it.
Phoebe – How would you decide which Committee Members will be asked Questions? Brings up example of Housing last year, maybe GM wouldn’t be constructive for that.
Callum – Will discuss before GM in Committee Meeting.
Tristan – Important to ensure Q&A, not back and forth.
Theo – Can you recap what happened at last GM?
Nikita – Minutes not released [not fault of Secretary Mukund, his role started after it].
Callum – Motion on Palestine, some people opposed to specific wording, back and forth.
Phoebe – Agrees that important to prevent this.
Callum – Hence the idea with Mukund on amendments.
Theo – Should we increase threshold for more controversial motions.
Callum – No, low participation as it is, would make it very hard for it to pass.
Mukund – Might also be point of controversy which motions are given which thresholds.
Pheobe – Checks that currently only applies for constitutional amendments or large sums of money.
Callum – Confirms this as true. Might want to check at start of GM what people think about this, would be a constitutional change for this.
Theo – Makes sense.
Callum – Had meeting with Elsa (Treasurer) – before events, please estimate costs, will help in setting budgets.
JC – Can we send weekly/monthly reports instead? Pantry runs very often, so this makes it more practical.
Callum – Sure, aim is just a reasonable estimate in general. Can work out details based on individual cases.
Theo – What is JCR budget and where does it go?
Mukund – Roughly £160,000 I think.
Theo – Where does it go?
Mukund – Significant sum, around £60,000 to bar, unsure about rest, Elsa best placed to answer any questions.
Callum – Do people see weekly timetable of events (posted by VP Org)?
Nikita – Facebook doesn’t always show events chronologically.
Phoebe – Events not weekly, and doesn’t think this was main cause of low participation.
Callum – Wants a weekly timetable of events [in the background, VP substitution – Towa for Phoebe]. Allows for advance information, planning, what to expect for people in JCR.
Liv – Who runs our insta?
Callum – Access officer.
Theo – For entz, when do we find out bop days?
Daisy – Will try to determine before next term, formalise timings for 00:30 end, in discussions with Dean. Best day?
Many – Saturday is best date.
Callum – Entz cleanup, motion passed Entz having to lead cleanup, but unenforceable.
Daisy – Wants to organise some process for cleanup, but unsure about doing it on night of bop, many people drunk.
Callum – Committee should help clean up after bop. Nominate 5-6 people, maybe rota, of those in charge of cleanup post-bop. Moving furniture etc.
Towa – Predetermined is a good idea, people can plan drinking accordingly on bop night.
Daisy – Her and Ryan will be there at end of bop.
Callum – Responsibility of cleanup on whole committee, concentrating on a smaller group will allow for greater accountability and responsibility.
Cassie – What if you don’t go to bops?
Callum – In principle, no. But if you are always at bops [looks at Liv], but seem to be avoiding responsibility, please don’t. If never go bops, you’re not responsible to clean a mess you haven’t made.
Theo – Can’t we pay people for cleanup, cleaning crew?
Daisy – Agrees, considering this for next day.
Sarah – Could also incentivise with free club tickets.
Callum – Were certain issues with payment, but agrees in principle. Will have to check how feasible it is.
Theo – Could have volunteers from whole JCR, not only Committee.
Callum/Daisy – Rota may be good idea to ensure solution in case other suggestions don’t work.
Callum – Any other bop ideas?
Bella – We should know how strong each boptail is.
Daisy – Agrees. Will try and share this info with everyone.
Bella – People unsure if spiked.
Sarah – Adam mentioned that recipe changed with time at last bop, started stronger.
Daisy – Need to regulate. Very strong last bop.
Callum – Will discuss alcohol with college.
Felicity – Can we put lids on drinks (open top right now)? Also reduces spillages.
Daisy – Good idea, though not ideal in terms of plastic.
Callum – Will need to make sure it works even when more busy later in night.
Arina – Does Entz have a separate alcohol cupboard, right now stored in Pantry, takes up lots of space?
Daisy – Happy to follow up with Amerleen. Can also be moved to bar after bop if any spare?
Callum – Isn’t done promptly. Will need to look at this.
Theo – Are we bringing back bop voting?
Daisy – Chatted with polar opposite previous Entz reps. Happy with some voting, but also easier sometimes to decide themselves. Balance to cater to different groups every time.
Sarah – Speakers playing a playlist? Don’t need to pay for DJ for whole time.
Callum – Good idea, done in past. Bopset will also incentivise people to arrive earlier.
Daisy – Might be good idea, could ask for ideas about songs. Trying to incorporate democracy.
Tristan – On spiking, take care about who’s entering Balliol.
Sarah – But most of spiking might be from people within Balliol?
Callum – Still from a security perspective, important to know who’s there.
Daisy – Doesn’t want to enforce a guest list, but can see points made.
Callum – Limits on how many each person can let in, enforced by porters.
Towa – Checks no current limit [Callum confirms].
Nikita – Can we have a JCR Committee person angeling the bop bar?
Callum – I will.
Daisy – One of Entz will be sober, likely behind bar.
Sarah – Focus also on lots of drinking done in pres.
Callum – True, but easier to observe and control what happens during bop [Again looks at Liv]. Wants more welfare services post-bop on weekends.
Theo – Has spiking situation improved by keeping drinks further towards end of JCR?
Callum – Affirms this, but can’t eradicate. Education on spiking safety? Emphasise who Angels are. Buy Angel wings?
Daisy – Doesn’t know who angels are ever.
Nikita – Other colleges have angel halos.
Callum – Should make big announcement.
Daisy – Idea of one big post rather than successive ones, so all info in one place.
Towa – Any training for angels?
Nikita – No.
Bella – Ask for volunteers, as long as sober.
Callum – Sobriety doesn’t always hold sadly – needs to be enforced.
Daisy – We’d hope if volunteering, they have some experience. Mentions own experience.
Towa – Willing to give some training for this?
Daisy – Yes.
Arina – Have water/mocktails?
Daisy – Want to make sure water is available.
JC – Need to make sure pantry people have control if access to that is being used.
Callum – Any non-bop questions?
Nikita – How to make GMs less processional or more constructive?
Callum – Amendments idea.
Liv – Cup of tea to reduce how tense it is.
Callum – Limited budget, people prefer pizza. Also doesn’t want to throw money at problem.
Tristan – Summary of how GMs work. Demystify it.
Mukund – Happy to produce a sheet on that.
Towa – JCR Website already has info, could add to that.
Callum – To all, if any ideas on what we should have on JCR website, do let us know.
Nikita – Better access to motions and minutes, please.
Callum – More rigid deadline.
Mukund – Will stick to that. If you allow motions past deadlines once, then you have to allow it multiple times.
Callum – But can call emergency GMs if needed.
Tristan – Making sure requirements are clear, e.g., on reimbursements.
Daisy – How much collaboration within committee?
Callum – Up to you. Towa (VP Org) point of contact for JCR events, but can contact any Exec member if you want our help at any point. Any other comments?
Mukund – Will try to bring proposals for GM amendments at first Committee meeting next term.
Towa – On stash, been given a end of Jan-start of Feb phase for stash, all happy? [All in agreement]. Any suggestions for stash?
Liv – Blanket
Towa/All – Sounds good. Beer Stein as well? [No clue what he said]
Callum – Can I say coasters please?
Nikita – Balliol Tote bag. Maybe a competition to determine design?
Towa – Good idea, maybe annual tournament.
Callum – Balliol Apron, Tea, Towel, Laptop Stickers.
Arina – There’s a Balliol Pantry logo [No clue what the context was].
Towa – Will ask next term about any other ideas, dependent on budget.
[Callum tries to embarrass Towa. Fails]
Ruby – Notice board for certain roles.
Liv – Demands the printer room as her office.
Callum – Feel free to discuss with College.
Towa – Are you sure?
Liv – Yes, I’ve slept there twice.
Daisy – College stamp?
Tristan – Wax Seal stamp.
Towa – Freshers Committee, will create a group chat, WhatsApp > Messenger [Mukund agrees].
Theo – Asks to be in it, Towa agrees.
Callum – Wraps up, great meeting, more structure in future, agendas. Over vac, forward handover documents to him, summary of aims for year and for next term. Send to Towa expected termcard. Ask anyone else on Committee to join Messenger chat. Enjoy Vac!