2022-02-09 University of St Andrews Students’ Association — Ents Committee Meeting

Those present Ryan Delaney, Bella Zeff, Sam Lane, Alan Chodyniecki, Andrew Barron, Kian Cross, Will Jamieson, Lucy Brook, Chris Clarke,(Start – 4:40pm), Phil Hulse(4:28pm –4:47pm)

Absent Tala Mencej

Date 9th February 2022 4:04pm–5pm

Chris introduced himself.
We began by discussing the technical supervisor role.
Chris said he was attending to take any suggestions, explain the rational about the decision to introduce the role, and answer any questions.
Chris explained that the permanent technical supervisor role was signed off by the board, including the Sabbs, and was then filled by Raff. Paul (the previous Ents Convenor) was included in the discussions leading up to this.
Chris explained that the general rational for the role is risk management. Generally, the highest risk events in the building are those taking place after 11pm (or the preparation leading up to these events).
Chris also explained that there were worries that without someone in the role permanently, all the knowledge could leave the building as Ents graduate. Covid restrictions have essentially removed a years worth of Ents.
Chris stated that the person in charge of insurance for both the University and Association has stated that were something to happen, the Health and Safety Executive would look down on the fact that volunteers were running the service. The Association needs to show that it is investing resources (i.e. money) in areas relating to safety to demonstrate that they have taken steps to mitigate risk. Hence the technical supervisor role was created.
It was explained to Chris that when Raff took the role, Ents were banned from activities such as rigging, unless he was present to supervise. This was problematic, as Raff only worked 9am–5pm, whereas most of Ents' activities take place later in the evening (as we have classes during the day). It was explained to Chris that we want to keep our autonomy.
Chris explained that the job shouldn't have been a 9am–5pm and instead should have been afternoon/evening, with the occasional late night. Chris also acknowledged that the supervision does not have to be direct (i.e. there does not need to be someone physically watching us work at all times), but rather is more of a formality.
It was outlined to Chris that the original job description read as a replacement for Ents, which was not taken so well. In particular, we did not like being asked to train someone, for free, who was being paid to replace us.
Chris explained that he would like proper documentation stating that people have been assessed to be capable of working at height safely, rigging safely etc. He would like to be able to ask for reports, such as 'who is trained to do this' and have proper documentation returned. Chris also noted that it would be useful to know who had done what in the venue.
It was explained to Chris that many Ents had already undergone formal training — provided externally — for things such as working at height and other safety related matters. It was also explained that internally, training is provided by experienced members to less experienced members and such training is recorded on our internal system (Airtable). This tracks which Ents have undergone what training. Each of these training entries is associated with one of our standard operating procedures ('SOPs'), which have been approved by Phil.
Chris noted that this will be a difficult role to fill.
It was explained that salaries for similar positions are higher elsewhere, such as at the Byre theatre.
It was explained to Chris that if training was given to somebody in the permanent role, we would like some Ents to be able to receive it too.
Chris proposed that the salary could be spent on training Ents instead, but that he would need a strong proposal to take to Governance, Nominations, and Staffing ('GNS') in order to have this approved.
It was noted that in some instances, due to the increased frequency of club nights, there is not somebody doing lights throughout the night and so the equipment is sometimes underutilised. The workload would be too high to have volunteers doing each night. It was also noted to Chris that the more frequent club nights meant less time for societies to use the space.
On a separate note, we explained to Chris that it would be good to formalise training for bar and security staff. This would include turning off at the end of the night, and basic training for microphones etc.
In response to questions about plans for customers to be able to use the stage during club nights, Chris responded that this was an idea in the very early stages, but would essentially introduce the idea of a 'multi-level club', which has been successful in other places that Chris has worked. He is trying to change how customers interact with the space.
We agreed to continue these discussions further next week. It was noted that everybody found this discussion useful and that we would like to have them more often: it means that we are all on the same page. We appreciated Chris coming to the meeting to speak with us.

Standard venue update from Andrew.
Points discussed with Phil:
- No ETA on the remaining orders for the sound upgrade.
- Nothing from Dave about radios.
- 16 amp splitters have arrived.
- We will try to repair the broken Alpha.