2015-04-26

• Contents

1. Access
2. Room Licensing
3. Kitchen Fixed Charge
4. Bikes
5. Tracking JCR Progress

6. Open Meeting
7. Welfare
8. ENTS Equipment 9. AOB

• MS started off the meeting by talking about Access and how various tours were being organised. The requirement for these various tours meant a constant supply of volunteers were needed.

• It was argued that the best way to do this would be to adopt a model similar to that of Jesus College. They have an access committee, which basically involves a couple of people from each year group, spread over as many subjects as possible.

• The JCR voted and agreed to the committee with a resounding ‘yea’.

• It was also agreed that whilst it was a good idea, it would be difficult to pin people down, and to judge how quickly or easily it would happen.

• However, more access events would be possible with a unit of people that can be delegated tasks to quickly and efficiently.

• People used to apply for vacation residence, but it was an admin problem for college. It was decided that people should know the kind of license they want before the ballot.

• Discussions surrounding an issue with the balloting arose. Without proper information, a lot of the rooms were only available for the 35 and 40-week periods, meaning many people that had chosen 30-week periods would have had to pay for more than they needed. As the ballot was not conducted in this way, it would have had to be redone. However, college agreed to let it stand this year.

• Licensing without change was agreed upon in 2014, however it was difficult to keep track of, as there were no real written records. More on that later.

• People should be told that once a room license is chosen, there is no real scope for change. It was agreed that there should probably be a report or leaflet to inform people that once they choose a room, there is no real possibility of change.

• Subletting Scheme: This was the first year that the subletting scheme ran and whist it was administratively difficult and had a few hiccups, it was a success. However, college had said that there would only be one year of subletting. There were a few problems in the winter holidays, however it did run more smoothly in Easter. This would be a solution to the issue of not being able to change your room license agreement. Basically what it would entail is you ‘renting’ a room for the holidays from someone who has the 35/40-week license and is not using it. A report on how the scheme went has been sent to college. The only problems seem to be with utilities like electricity and water, though these don’t cause a massive hassle. The JCR is trying to convince the college to let them continue to run the subletting scheme because they overall think it is a positive thing. The argument is that so far since it has only been run for the first time, all the administrative tasks are new, and hence that would mean that it is quite difficult – but over time the problems should be solved. Organisation could be discussed and improved upon.

• It seems that the fixed room licenses are an issue with conferencing, who are difficult to contact, as there is no JCR representative assigned to them.

• It was decided that the JCR would have no choice but to make sure people stuck to their room licensing agreements unless emergencies came up. The JCR would also try to convince college to allow the subletting scheme to keep running, with the hope that it would soon be much more refined.

have their hall meals, formals and superhalls subsidised. Where the confusion arose was whether or not the KFC covered the kitchens in Wychfield and BBC or whether it covered those and the gyp rooms on Central Site, or if none of those were covered.

• There were ideas of maybe multiple tiers of KFC to allow people to choose between different things. For example, allowing people to simply subsidise hall meals if they do not use their own kitchens, or vice versa. However, multiple tiers seem to make the college think that it would be a larger workload.

• It was also learned that graduate students do not get KFC even though they would like it.

• A notice should be sent out to all students detailing what KFC actually entails and the option of multiple KFCs should be discussed further.

• Bike parking has again become a problem, especially in the North Court. The problem seems to be twofold; one that too many people own and park bikes, and the other that people park bikes there but never use them. There also seem to be a lot of unregistered bikes, which is an issue that needs to be resolved.
• More bike racks is something college would not agree on as they say there is no more space, and that North Court has historical and aesthetic value.
• Like the Gowns, it was thought that unregistered bikes could be sold at discounted prices to college students. This would be done after a period of trying to inform the owner through a tag on their bike and possibly putting an image of the bike online. This would give people a fair chance to claim and register their bike.
• It would be the porters that ran the sale of the bike, and where the proceeds go have yet to be decided. This is an alternative to culling bikes.

• It was realized over the course of the last few months that very little information is passed over from committee to committee and this makes it very difficult to keep track of what communications college has with the JCR and vice versa.
• JT came up with a document, which is quick and easy to fill out, and keeps track of any agreements or discussions made with college or any decisions the JCR comes up with. It will be available to the JCR committee online and in a hard copy folder in the JCR Office.
• It was also agreed upon unanimously by the JCR committee that there would be a bi-weekly notice sent out to the entire undergraduate student body at Trinity Hall with updates on what the various committee members were working on. This was because people felt that they weren’t sufficiently being informed on the actions of the JCR.
• Everyone seemed positive on both ideas and it was unanimously voted ‘yea’. DW agreed to send out the e-mails.

• Sexual health is a priority for the welfare committee. The welfare pidge is being organised because the welfare locker might discourage people to go.
• The welfare committee hopes to expand the pidge to the Wychfield site as well.
• Welfare week would run from the 3rd to the 7th and it would also be National Health Awareness week. There would be drop in sessions for people who want to have a quiet anonymous talk and just ask for some advice. There will also be the opportunity to destigmatise mental health. On the welfare tea on the 10th of May people could write pledges about how they would destigmatise mental health.

• Two big speakers were completely soaked in the sewage fiasco. These were checked and were all insured, however they were coming up for repurchase, so they would have been replaced anyway.
• David Powell of the ENTS committee, who was deemed to be knowledgable about electronics, was delegated the task of deciding on and buying the new sound equipment and should contact the treasurer for any issues relevant to this.

• Fresher’s Week Timetable must be discussed, which will be done in May week to make sure that everything is in order for the oncoming freshers.
• The organisation of students into staircases was brought up. It was discussed whether organising students by subject was a positive or negative, as the college preferred it. More discussion was required.
• 40 years of Women at Trinity Hall Dinner was discussed with Alumni coming into speak as planned. More information was to come soon.