Committee Meeting, BNSR 16, 8/10/19

18:40 – Meeting Start

Isaac stated that he would need a parking permit for his car to transport equipment and possibly people for Bailrigg events.

• Josh pointed out that Isaac may need business insurance to transport people but the rest of the Committee and Isaac are unsure if this is necessary to acquire.
• Decided that we would ask the Students’ Union about the parking permit for more information.
• Isaac stated that he would be paying for the permit and that it wouldn’t cost the society. No Committee members had any objections.

Isaac stated that the current set-up of running Bailrigg and having a singular bank account for the society makes processes “long-winded”.

18:43 – Aidan arrived.

Isaac stated that a scenario where a set amount of money being set aside for running Bailrigg and Bailrigg having immediate access to that money would also be preferable for Bailrigg organisers.

• Isaac stated that Bailrigg organisers would be able to provide documents for all of the purchases that would Bailrigg events would incur.

Josh stated the following reasons why the Bailrigg events could not have their own events.

• The Bailrigg Officers currently don’t have GDPR training and would, therefore, be unable to handle the bank account.
• Bailrigg events are not their own society nor a charity and therefore would not be allowed to have a bank account through the Students’ Union.
• Societies are strongly discouraged from having multiple bank accounts.
• The only other alternative would be using a personal account which is also not allowed according to the Students’ Union’s guidelines for societies and their bank accounts.

Isaac stated that he would be happy to continue running Bailrigg as it has been done previously, provided that we (Bailrigg organisers and the Committee) establish better communication channels and provide better documentation regarding purchases and updates.

The next Bailrigg event should take place on the 9th of November (Week 5) 2019.

Isaac also stated that he would contact Boma regarding his continued role as a Tournament Organiser for Bailrigg events.

Committee decided that we need to email Pendle JCR about booking Pendle Bar for the Pendle Games Night Social.

• Mo delegated this task to Aidan.
• Decided to book the bar on Thursdays for Weeks 3, 6 and 9.

Committee decided that alternating between Bowland North Seminar Rooms 12 and 21 similar to the arrangement last year would be acceptable however this is subject to change based on opinions changing and/or room availability.

• Committee also considered booking a bigger room such as Bowland North Seminar Room 10.

Overnight booking has now been confirmed for the Freshers’ LAN

• In terms of which Committee members would be available for each part of the event, the current rota is as follows:

19:02 – Ryan and Jack arrived.

Josh suggested that we should swap Overwatch and League of Legends on the Freshers’ LAN timetable to avoid clashes with a League of Legends stream that League of Legends players may want to watch.

Committee decided to go and watch a film sometime in Week 3, still undecided as to what film would be watched.

Committee decided that we would run the Esports LAN in Week 6.

• Esports LAN would be online so there would be no need for room bookings.

Karen stated that the Society can be too heavily meme oriented and that this can be off-putting for newer members and some existing members.

• Committee agreed to tone down memes during future events.

Josh stated that the Constitution states that all members of the Society need to have access to all society information, which would include the Society’s Discord servers, concluding by stating that we should not be able to legally ban people from the Discord servers.

• Kieran suggested, as an alternative to banning users, removing any banned users’ write permissions from the Discord servers, leaving them able to read the channels but be unable to post anything and therefore removing their ability to act inappropriately and/or against the Society’s Discord Guidelines.

• Regarding a member of the society, whom will be addressed for the duration of these minutes as Member A, that is currently pushing boundaries regarding what is deemed as acceptable under the Society’s Discord Guidelines, Josh is against banning said member should the Committee reach that action via the Discord Guidelines currently laid out, but not taking any disciplinary steps against Member A “in person”, such as banning that member from the Society, similar to what the Committee decided to do regarding a separate incident regarding a different member of the society, whom will be addressed as Member B for the rest of these minutes.
• Mo stated that the issue with Member B was more due to the fact that the Committee at the time acted without following any form of official procedure, as the Society was unsure of the official procedures that needed to be followed for that particular incident, as opposed to any issues with the actual decisions that were made.
• Mo also mentioned that Member A would still be able to attend socials even if they do become banned from the Society Discord server(s) as Member A’s behaviour in person has not been problematic thus far.
• Mo suggested that if issues persist with Member A, we should contact the Students’ Union to reach a conclusion on the appropriate actions to take.
• Kieran agreed with Josh on these points but believed that these scenarios were very hypothetical.