Summer Holidays Welfare Meeting Minutes

Tue 18 Aug Meeting Minutes

Discussing welfare processes, team workload, Welcome Week provision, events, publicity, and training.

Minutes by Odin

Attendance

Update on R+S

An Exec Member has submitted an R+S report (not society-related), which is one of the first to be handled by the new team. They joined the meeting to share with the welfare team how R+S has changed, so that they can keep this in mind when handling potential situations in the upcoming year.

The main change was that R+S created an investigation (stage two) based on the evidence they had provided, without their input. This is an action usually completed by the reporter. Raven later corroborated that this was likely. The meeting consensus was that this was neither a good nor bad thing.

The Exec Member feels removed from the situation, but is glad that something is coming out of the report. This was outlined not as a reason to avoid dealing with R+S, but as something for the welfare team to keep in mind. This isn't expected to be a typical occurrence due to the unusual nature of their report.

Willow's Resignation

Tom F asked whether Willow's resignation would create extra stress for the welfare team due to the increased workload. Kevin and Erica were both optimistic that the workload should be manageable.

Tom F and Tom S said they would keep an eye on the welfare team and, if the workload becomes too much at the start of term one, they will look into holding a welfare by-election at an EGM to fill the seat.

Welcome Week

There are currently no welfare events in the timetable.

Tom F asked whether it would be good to run a 'Meet the Welfare Team' event very early in term one.

Both Kevin and Erica are happy to run something during term one. Erica doesn't want to do anything too big due to a dissertation deadline in week six.

Odin pointed out that there could be a way to spotlight welfare at our current Welcome Week events. Tom F will think about this closer to the time.

Events

There are no specific ideas for events at the moment. Minutes from the previous welfare meeting included welfare walks (although they could potentially be too long) and Tea++ (Raven said booking Curiositea might be difficult).

One solution could be a 'drinks aren't free' approach, or we could use the welfare budget to approach Curiositea ourselves and run a capped drinks tab.

Tom S said we could try Oculus Café, using vouchers from DCS as it is part of Warwick Food Group.

An Exec Member raised that Bubble Tea Society runs taster sessions for £2 a ticket, hosted in The Oaks and set up with a variety of teas and bubbles. Tom F mentioned that doing this ourselves would require investment in equipment and tea, so proposed approaching Bubble Tea Society instead and paying them for their exec's time and equipment, with the added benefit of exposure for them.

Erica wants to do an IKEA trip. However, organising everyone on public transport would be a bit too much. Exec cars were raised as a solution, but this seemed a bit kidnappy and potentially a welfare issue. A hire van would also be quite a large expense. Erica would like to hire dogs at some point.

An Exec Member proposed campus hide and seek. Erica deflected this onto Social so that they can deal with the ramifications. Kevin tried IKEA hide and seek when they were 14, but was sadly tailed and intercepted by security guards.

Publicity

Tom F brought up redoing the 'Meet the Welfare Officers' post, as the most recent one (term three) wouldn't have been seen by the freshers. It should also be updated to reflect the recent change in welfare officers.

Sober Exec

No changes or concerns were raised regarding the current Sober Exec protocol. Kevin pointed out that Sober Exec is reliably organised for non-sober socials and presumed it would continue to be handled this way.

Tom F reflected positively on the introduction of bright pink hoodies for Sober Exec as an addition for welfare.

Training

Tom F wondered whether any extra welfare training was required for the exec. He was unsure whether anything had been done previously, as he remembers being sent the R+S videos by Alia when Tom was a frep.

Erica agreed that this should be done again, as any welfare training is good training.

Erica and Kevin have completed their active bystander training.

Closing Remarks

Kevin's availability during Welcome Week will be limited due to moving into their accommodation.

As a result, Tom F suggested that the welfare event should take place in week one or two, with no need to rush to fit one into Welcome Week.