Sustainability Zone (8th December 2014)

1.1

Apologies and attendance was noted as above

BT introduced Pip Doherty, PD (Deputy Head of Commercial Development), attending today’s meeting in place of Mike Nash, MN (the new SUSU Facilities Manager); PD and later solely MN, will be present at Sustainability Zone Committee meetings to direct any facilities-related questions to.

The minutes for the previous Sustainability Zone Committee meeting were approved. A review is given below. Some action points have been carried over from the previous meeting, see list of Actions.

In the review of actions from the previous meeting, the following points were noted:

 

2.1 Ongoing: Arrange meeting with University’s Diversity Officer to discuss plans for gender neutral toilets, and introducing neutral titles in student records system (BT)

Regarding meeting with the University’s Head of Equality & Diversity, Kamaljit Kerridge-Poonia, BT updated that BT and SB have delivered a proposal to Kamaljit and a meeting has been arranged for after Christmas, so awaiting discussion.  To be updated on at the next zone committee meeting.

ACTION: BT and SB update on meeting with the University’s Head of Equality & Diversity, including regarding discussion on plans for gender neutral toilets and gender neutral titles in student records system. (BT & SB).

 

2.2 Ongoing: Update on University discussions, plus Sussex University visit, regarding gender neutral toilet planning for SUSU (TA)

On the potential University discussions, plus visit to Sussex University regarding gender neutral toilet planning, PD updated that they are still awaiting a trip to Sussex, and noted no discussion to update on from TA as yet.

ACTION: PD to ask TA regarding update on University discussions regarding gender neutral toilet planning. (PD)

 

2.3 Ongoing: chase up the numbers on student participants for previous E&E events, including E&E week.(BT)

For update on numbers of student participants for previous E&E events (in 2013-14), BT and LB will meet to sort these figures to provide for reporting.

ACTION: BT and LB to meet and figure out student participant numbers for 2013-14 E&E events (including E&E Week) – for use in Sustainability Zone reporting. (BT & LB)

 

2.4 Ongoing: explore the option of a central SUSU travel policy, for student groups funding. (TA)

BT updated she has brought this issue up at a recent Sabbatical team meeting, as it is a widely affecting issue.  BT is unclear if there needs to be policy or guidelines or other means – and noted that a lot of information will come out of the student groups funding/bank guidelines in the new year, once the SUSU Bank is up and running.

ACTION: Update on discussion of option of a central SUSU travel policy, for student groups funding, in the new year (BT)

 

2.5  Ongoing: Check feasibility of Recycle on your Doorstep - obtain figures on amount collected, plus discuss options with TA, and update on reply from University regarding British Heart Foundation collection bin on-site (BT)

BT noted that this was not conducted as a doorstep collection, as collection bins were instead located on the Redbrick (SUSU) - awaiting figures for amount collected.

 

2.6 Ongoing: Ask Julia Kendal (UoS, Sustainability Action) regarding the Sustainability Survey's timescale and content (LB)

LB updated that some draft survey questions have been circulated to staff, for comments and additions – feedback is invited so the committee is to consider what changes or additional questions they want to put forward.

ACTION: Decide changes or additional questions to put forward for the annual Student/Staff Sustainability survey

 

2.7 Update on participant numbers for the Sustainability e-learning module at the next meeting (LB)

LB provided figures; over 1000 people had accessed the e-learning module by October – this is assumed to be 1500 at present.  Further promotion will take place at the beginning of next year.

 

2.8 Promote SUSU's Your Skills training opportunities for this term, to students https://www.susu.org/your-skills (team)

The team have been actively promoting the Your Skills training opportunities.

 

2.9 Forward ideas for Inspiring Women event speaker (team)

BT updated that the event ran very successfully, with over 100 attendees, a range of engaging speakers and info stands and stalls, including student groups such as FemSoc and LGBT Society.

 

2.10 Identify who buys hoodies across the organisation, and consider if sourcing and buying can be co-ordinated - talk with SUSU Marketing team (BT)

BT noted that most clothing was ordered through Wessex Clothing, which had an outlet on campus – this outlet has now closed and moved, and online orders can also be made.  PD updated that there may be a possibility of printing via The Shop, and will provide an update at the next meeting.

ACTION: Update on potential for co-ordinated SUSU sourcing and buying for hoodies (PD)

 

2.11 Follow up and clarify the situation with SUSU's participation in the Procurement Flexible Framework (TK)

TK noted this is still to be clarified; when discussed with Scott Malcolmson (previous SUSU Facilities Manager) it was not known whether SUSU had agreed to the Framework.  PD updated that Neil Smith (University’s Environment Manager, leaving post) has mentioned it, and from the University’s point of view SUSU is part way there, though would need to clarify action being taken, via actual stated policy.  However, the question remains regarding whether SUSU has officially agreed to participate in the Framework.  PD will first discuss with TA, ready to discuss further in the new year.

 

2.12 Take ideas on SUSU's E&E policy priority areas to discuss with Chief Exec (BT)

BT noted this action is to be completed.

ACTION: Take ideas on SUSU's E&E policy priority areas to discuss with Chief Exec (BT)

 

2.13 Begin drafting plans of work E&E could cover, for E&E policy priority areas (LB)

LB noted this will be discussed at the E&E Committee meeting later today (8^th December); to formalise the E&E policy priority areas.  Focus will be on waste and recycling.

 

2.14 Check on process of Zone's feedback for Union Plan, with DMW (DMW, BT)

BT updated that rather than zone feedback at present, feedback is currently being taking at Union Council, and there will be consultation with zones in the new year.

 

2.15 Chase up on the E&E logo (BT)

SB has designed the E&E logo and banners, which now have a great design!

 

2.16 Ongoing: Update on ‘communicating SUSU’s processes on Food Waste’ and discussion, at the next meeting (TA)

PD highlighted that SUSU actually does not produce a huge amount of food waste, so this is very positive.  However, EC noted that it would be worth checking this issue, as she receives numerous emailed questions about food waste in SUSU, including regarding potential use of spare food items for charitable use. 

PD will discuss the topic of food waste with Sue Brindley (Catering Manager), and will update at the next meeting; clearly if there is indeed not much food waste to report on, there is little to communicate on the issue.

ACTION: Discuss topic of food waste with Sue Brindley, regarding ‘communicating SUSU’s processes on Food Waste’ (PD)

LB provided a brief update, firstly on E&E Committee’s progress on the SUSU-wide E&E policy priorities, outlining the committee is drawing together ideas regarding the issue of waste, to then discuss with the SUSU Facilities team.

E&E Committee, and specifically the BEES Officer, are also looking to utilise the BEES pilot audit report for SUSU (conducted in 2013-14), to see how to implement the recommendations for improving the organisation’s ethical and environmental practice.

LB noted that E&E and talking with E&D committee (SB) regarding SUSU’s Student Enterprise project funding, in forwarding the recommendation that this funding goes towards projects that are sustainable.

 PD noted that PD/MN will be available to attend at the start of E&E Committee meetings, and so LB will forward the E&E dates.

 

ACTION: Share E&E Committee meeting dates with PD and MN to attend (LB)

SB updated that more E&D coordinators were elected recently, and a further by-election will be held on 9^th December.  Election coaching has now started for next year’s elections, and more information will be coming soon.  E&D held a stall at the successful ‘Inspiring Women’ event in late November, with an activity for participants to say how they thought gender equality could be improved in SUSU.

E&D Committee is taking a proposal to SUSU’s Innovations Fund for the LGBT History month project.  They plan to work with the Wessex Scene and The Edge to produce a special magazine to take LGBT History Month (February) to as wide an audience as possible – seeking stories from people of all backgrounds to contribute their stories.  There will also be panel events with different speakers, a film screening, and other activities.  E&D is also due to attend the Equality & Diversity Day at the local Richard Taunton Sixth Form College next February.

E&D contributed their recommendations for the University’s E&D priorities over the next five years.  BT noted that the University’s Head of Equality & Diversity, Kamaljit, has thanked E&D in response to their forwarded recommendations.

SB updated that more E&D coordinators were elected recently, and a further by-election will be held on 9^th December.  Election coaching has now started for next year’s elections, and more information will be coming soon.  E&D held a stall at the successful ‘Inspiring Women’ event in late November, with an activity for participants to say how they thought gender equality could be improved in SUSU.

E&D Committee is taking a proposal to SUSU’s Innovations Fund for the LGBT History month project.  They plan to work with the Wessex Scene and The Edge to produce a special magazine to take LGBT History Month (February) to as wide an audience as possible – seeking stories from people of all backgrounds to contribute their stories.  There will also be panel events with different speakers, a film screening, and other activities.  E&D is also due to attend the Equality & Diversity Day at the local Richard Taunton Sixth Form College next February.

E&D contributed their recommendations for the University’s E&D priorities over the next five years.  BT noted that the University’s Head of Equality & Diversity, Kamaljit, has thanked E&D in response to their forwarded recommendations.

 

ACTION: share Employability PID at the next meeting

TK updated on the BEES highlights – in terms of staffing and structures there is now a BEES Officer on E&E Committee, elected to ‘be a champion for the BEES project to students to maximise student involvement, and help embed BEES into SUSU’.

The three BEES internships have also been appointed, for Volunteer Coordinator, Communications Assistant, and Sustainability Practice Assistant (focusing on the BEES solutions for the audit), so fully staffed for this year.

BEES has new volunteers trained up this term, and training in delivering the impact assessment app for using as part of the audit, ready to use on the feedback from individuals in participating businesses/organisations and volunteers.

Regarding businesses, TK has been attending conferences to network with local businesses, and is in the process of arranging first audits – noting that businesses have been initially enthusiastic, though the process of completing necessary BEES paperwork has been slow.  Looking to deliver audits in the new year, following exams.

Blackout took place on November 14^th, and was extremely successful, with more than 200 student volunteers.  It was held in SUSU for the first time – this was well-received, with a great atmosphere, and the University partners were impressed with the whole event.

In terms of BEES legacy related activity, the market testing (to look at feasibility of BEES as a paid model) will not be taking place in-house – an external company has been recruited, and results are expected for February 2015.  There was a meeting on 4^th December exploring the links between the NUS Green Impact programme and BEES, looking ahead for BEES, for after the project funding has finished.  BT noted from the meeting, there was discussion around how BEES can potentially bring in more of an SME (small-medium enterprise) focus, as Green Impact deals with larger organisations. 

There were no specific discussion topics for this meeting.  Notes from committee members are included in 9. AOB.

The ten Student Groups funding applications made from four student groups (Amnesty International, Feminist Society, Model United Nations (MUN), Green Action) were considered.

Funding was approved for speakers fees for Amnesty International and Feminist Society, and student travel for Feminist Society and MUN. 

Regarding Green Action’s two funding applications relating to the Fossil Free campaign they wish to run on campus – the committee agreed this is a political campaign and therefore needs to be brought to E&E Committee first to discuss and decide if it will be supported by SUSU as a whole.  It would then be taken to Union Council.  If not funded via Student Groups funding, this does not stop Green Action campaigning/protesting for Fossil Free.

For Feminist Society applications, the incentive for survey was not approved as it counted as a personal item and not for wider benefit.  Funding for the society’s camera insurance was not approved as previously the committee had suggested hiring a SUSUtv camera, and therefore the request for the bought camera’s insurance was invalid.  Funding for the society’s affiliation to Abortion Rights UK was not approved, as it was deemed not appropriate for an individual society to affiliate.

Notable feedback for student groups regarding their applications were that travel can be funded or at least partially funded, though accommodation cannot be funded.  For events abroad, more detailed information needs to be provided as these trips are generally more costly.  For student group travel to Winchester campus, BT highlighted that groups can speak with her to arrange a SUSU minibus.  It was also reiterated that checks need to be made for all invited speakers, via emailing groups@susu.org .

9.1 WB updated that two student groups have been newly affiliated to the Sustainability Zone; The Freedom Association, and Southampton University Electric Vehicles Society.

http://www.susu.org/groups/the-freedom-association-

http://www.susu.org/groups/southampton-university-electric-vehicles-society

 

9.2 PD noted that if the Sustainability Zone Committee do have facilities-related queries, to direct them to MN from now on, as part of the handover process.

 

9.3 TK made the committee aware of the monthly zone reports, which are completed by TK and include a budget update, with the actual spend and year to date budget spend.  Often these two figures differ and this needs to be explained – though currently TK does not have the relevant details from student committees.  Part of this is due to the phasing, and also matching the phasing to events being planned.  To resolve this, for the next budget round, it was discussed that E&E and E&D would offer more information on planned events and spending. (action).  Ahead of Sustainability Zone Committee meetings, the most recent zone budget report will be circulated for reference (action).

For E&E, the figure difference is notably for budget lines ‘campaigns’ and ‘waste audit’.  Regarding the waste audit, BT noted that SUSU used to pay the University for running this activity, and PD updated that a waste audit is scheduled in for the last week of February, though payment has not been mentioned.  BT will speak with SB and LB regarding committees’ events planned, ready to list for the new year.

 

 

ACTION:

 

• discuss with SB (E&D) and LB (E&E) regarding outlining committees’ events planned
• Ahead of Sustainability Zone Committee meetings, circulate the most recent zone budget report in committee papers (TK/ zone coordinator)

The next Sustainability Zone Committee will be held on Monday 26^th January 2015.