Annual General Meeting

4pm, Thursday 18 May


Location

Farnham – G03

Epsom – 120

Rochester – LT1

Canterbury – Cragg Lecture Theatre


Agenda

  1. Ratification of minutes of previous AGM held on 16 March 2016
  2. Receive the report of the Trustees on the Union’s activities since the previous AGM
  3. Receive the accounts of the Union for the previous financial year ending 31 July 2016
  4. Appointment of the auditors
  5. Approve the list of Affiliations of the Union
  6. Open questions to the Trustees by the Members.

Minutes

UCASU ANNUAL GENERAL MEETING (AGM) MINUTES

WEDNESDAY 16th March 2016, 16:00-17:00

Farnham – G14

Epsom – Room 121

Rochester – Lecture Theatre 1

Canterbury – Cragg Seminar Room

 

These are the minutes of The University for the Creative Arts Students’ Union, Annual General Meeting, under the marketing name of All Students Meeting.

The meeting was held on 16th March at 16:00 simultaneously held at Farnham G14

Epsom – Room 121

Rochester – Lecture Theatre 1

Canterbury – Cragg Seminar Room

The meeting began at 16:00.

 

  1. Welcome from the Chair

CL welcomed students to the Annual General Meeting and thanked them for attendance

CL asked to check the amount of members in attendance.

It was agreed that at least 1% of members were in attendance and that quorum had been reached.

CL was satisfied that the requirements of article 30 of UCASU’s constitution had been met.

 

  1. Ratification of minutes of previous AGM;

CL asked the members present to approve the minutes from the previous year’s AGM.

The minutes were approved unanimously with no objections

 

  1. Receive the report of the Trustees on the Union’s activities since the previous AGM;

 

  1. Receive the accounts of the Union for the previous financial year;

CL introduced the financial statements for 2014/15 as Chair of Finance Committee.

Students asked whether they could see a clearer breakdown of how the Students’ Union money is spent in future AGM’s, as the information can be quite hard to understand.

It was agreed that future financial statements would be broken down and explained in a more interactive way, so students can understand them easier.

A vote was taken and it was unanimously agreed to approve the accounts and therefore the accounts were passed by the membership.

 

  1. Approval of the Auditors

CL announced that the Audit, Finance and Risk committee are proposing a change to the auditors for this academic year. It is proposed that the union changes auditors from MENZIES to KINGSTON SMITH. The changes to these auditors would be for the year 2016/17.

CL explained that we had been with our existing auditors for a number of years and that it is best practice to regularly appoint new auditors in order to make sure that our organisation carries out all financial and legal responsibilities in a robust way.

A member asked what auditors are and why the Students’ Union has them.

CL explained that the Students’ Union have registered as a charity. All charities that have incomes of over £100,000 are required to register with the commission and in turn need external auditors so we are meeting our obligations and operating under SORP (Statement of Recommended Practice)

A student asked to clarify what the tender process was for the new auditors and why were Kingston Smith chosen.

CL explained that the process was an open invitation for audit companies to apply for the opportunity to audit us. Kingston Smith were then chosen from a shortlist of 5, chosen by the Audit, Finance and Risk Committee which is made up of herself, Canterbury Campus Officer, Epsom Campus officer and an external trustee with advise from the Chief Executive and Finance Manager.

CL stated that Kingston Smith were chosen as they had a large amount of experience with small independent charities, as well as knowledge of SU’s and arts organisations.

A member asked about what the cost would be. CL stated that there would be a small increase in fee, however this represented great value for money and Kingston Smith offered us support with a wide range of additional services.

A vote was taken and it was unanimously agreed to approve the new auditors and therefore the auditors were approved by the membership.

 

  1. Approval of the Affiliations

CL presented the affiliations of UCASU and asked the membership to approve these affiliations for this year.

CL asked if members would like to approve the affiliations individually or together as a group.

A vote was taken and it was unanimously agreed to approve the affiliations and therefore the list of affiliations were approved by the membership.

 

  1. Open questions to the Trustees by the Members.

There were no open questions to the trustees by members

The meeting was then closed at 16.40

 

Audited Accounts

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Audited Accounts July 2016 2.39 MB 20 downloads

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List of Affiliations

1. National Union of Students (NUS)
2. British University & Colleges Sport (BUCS)
3. Nightline
4. Surrey County RFU Ltd
5. Surrey County Football Association LTD
6. Filmbank
7. Basketball England

 


 

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