Case documents
SPRING 2020
MARCH 23rd 2020
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Case List Case 1 Approval of agenda and meeting summoning Case 2 Approval of chairs of meeting Case 3 Appointment of scrutinizers and minute-taker Case 4 Electing two representatives to sign protocol with main chair of the meeting Case 5 Report for Studentsamfunnet of the previous year according to the established strategy Case 6 Approval of the annual accounts for the Studentsamfunnet i Ås and accountant’s report Case 7 Preliminary reports for Studentsamfunnet i Ås for spring 2020 Case 8 Cases submitted in accordance with applicable deadlines Case 9 Informative cases Case 10 Elections in accordance with Studentsamfunnet`s Articles of Association 10.1 The Board of Samfunnet a) Chairman
elected for two periods
b) Head of Finance
elected for three periods
c) Head of Marketing
elected for two periods
10.2 Tuntreet: a) Editor
elected for two periods
10.3 The Business Committee: a) Head of Event
elected for two periods
b) Sponsorship coordinator
elected for two periods
c) Head of Career Day
elected for three periods
10.4 Kjernestyret: a) Student representative
elected for two periods
10.5 Election Committee: a) Two members
elected for two periods
Case 11 Additional Cases Side 2 av 55
Agenda
17.00
Opening of the General Assembly by the Chairman of the Student Society Board, Oscar Mork. Case 2 Approval of chairs of meeting Case 1 Approval of agenda and meeting summoning Case 3 Appointment of scrutinizers and minute-taker
Case 4 Electing two representatives to sign protocol with main chair of the meeting 17.15
Case 5 Report for Studentsamfunnet of the previous year according to
the established strategy 18.30
Case 6 Approval of the annual accounts for Studentsamfunnet i Ås and accountant’s report.
19.00
Chairman of the Board of Samfunnet give thanks to those who finished their positions.
19.15
Case 7 Preliminary reports for Studentsamfunnet i Ås for spring 2020
19.30
Case 9 Informative cases Case 8 Cases submitted in accordance with applicable deadlines
20.00
Break with Pea soup
20.30
Case 10 Elections in accordance with Studentsamfunnet’s Articles of Association Case 11 Additional cases
23.00
Closing of the General Assembly and the national anthem
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Useful information How does GA work? Studentsamfunnet in Ås’ General Assembly is the organization's highest meeting. This is where you have the opportunity to influence the operation of Samfunnet. The General Assembly starts exactly at 17:00. All members and governing bodies of the Student Society have the right to promote matters. Matters to be addressed and which are to be addressed at GA shall be submitted to the Board of Samfunnet board within three weeks prior to the GA, at the latest the fourth of March. If you have matters you would like to add to the optionally section, you must notify the chairman in writing before the meeting starts. If you would like to speak at the GA, it must be done in the following way:
Comment
Reply
To provide a piece of
There are talking- time limits during GA: Comment: 3 minutes Reply: 30 seconds To add case information: 1 minute
You must show a valid membership certificate (student card) in order to obtain a voting device. The student card will be held as a deposit, and when leaving the GA you must return your Voting device to receive your card back. Side 4 av 55
Election If you are going to run for election, it is recommended to send in candidate presentations. This has to be sent to valgnemnda@samfunnetiaas.no by March 16th 2020.
Electronic voting, using “response meters” 1-2-3 FINISHED! We have chosen to use our “response meters” for delivering votes. Using electronic voting, we save a lot of time, and get an effective election process. The response meters is the size of a credit card and has 12 buttons (1 / A, 2 / B, 3 / C etc. See photo.) Candidates for election are assigned one of the 12 buttons (showed on the PowerPoint presentation), and the General Assembly may vote by pressing the appropriate button in a particular period. Chairs of meeting informs when voting starts and stops. To participate in voting, your response meters are traded in for your student card (which you get back when returning the response meter), and you are personally liable for the loss of this! Example of election process: Election for UKEsjef: 1 / A: Bruno Sten 2 / B: Willy 3 / C: Tor Pedo 4 / D: Anne 5 / E: -no voteParticipant 1; will give Willy his voice, and therefore press button 2 / B. Response meters is green when vote is registered. Participant 1 can change his choice until the chairperson says “STOP Election”. Voting period will last approximately 20 to 30 seconds. Catering Pea soup will be served in the intermission, and refreshments will be available throughout the GA.
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Table of Contents Case 1: Approval of agenda and meeting summoning............................................................................. 7 Case 2: Approval of chairs of meeting ..................................................................................................... 7 Case 3: Appointment of scrutinizers and minute-taker ........................................................................... 7 Case 4: Electing two representatives to sign protocol with main chair of the meeting ........................... 7 Case 5: Report for Studentsamfunnet of the previous year according to the established strategy ........ 8 5.1 The Board of Samfunnet .................................................................................................................... 8 5.2 Kjernestyret ..................................................................................................................................... 15 Sak 6 Approval of the annual accounts for Studentsamfunnet i Ås and accountant’s report ................ 17 Case 7 Preliminary reports for Studentsamfunnet i Ås for spring 2020 ................................................. 24 7.1 The Board of Samfunnet .................................................................................................................. 24 7.2 The Business Committee ................................................................................................................. 36 7.3 Tuntreet ........................................................................................................................................... 38 7.4 UKA I ÅS ........................................................................................................................................... 40 Case 8: Cases submitted in accordance with applicable deadlines ........................................................ 42 8.1 Changes to the Articles of Association ............................................................................................. 42 Case 9: Informative cases ...................................................................................................................... 51 9.1 Pluto 6 – Reorganization of Studentsamfunnet`s Organization ....................................................... 51 Case 10: Elections in according with Studentsamfunnet’s Articles of Association ................................ 53 10.1 The Board of Samfunnet ................................................................................................................ 53 10.2 Tuntreet ......................................................................................................................................... 53 10.3 The Business Committee ............................................................................................................... 53 10.4 Kjernestyret ................................................................................................................................... 53 10.5 Election Committee ....................................................................................................................... 53 Case 11 Additional Cases ....................................................................................................................... 55
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Case 1: Approval of agenda and meeting summoning Proposed resolution The General Assembly approves agenda and meeting summoning.
Case 2: Approval of chairs of meeting Proposed chairs of meeting: Kristiane Holter and Fredrik Forsberg Ellingsen Proposed resolution Kristiane Holter and Fredrik Forsberg Ellingsen are elected as chairs of meeting
Case 3: Appointment of scrutinizers and minute-taker Proposed scrutinizers: Yngve Gorseth, Maria Larsen Wigestrand, Vegard Sjaastad Hansen and Marek Zimmermann. Proposed keeper of the minutes: Linn Zetterberg Huser Proposed resolution Yngve Gorseth, Maria Larsen Wigestrand, Vegard Sjaastad Hansen and Marek Zimmermann are appointed as scrutinizers. Linn Zetterberg Huser are appointed as minute-taker.
Case 4: Electing two representatives to sign protocol with main chair of the meeting Proposed signatories: Ingeborg Hersleth and Henrik Brodin Lien Proposed resolution Ingeborg Herselth and Henrik Brodin Lien are elected signatories.
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Case 5: Report for Studentsamfunnet of the previous year according to the established strategy 5.1 The Board of Samfunnet The board of Samfunnet spring 2019 consisted of: Chairman – Ane Magnussen Deputy Chairman – Johan Stener Maagaard Head of Administrations – Anne Marte Rønneseth Head of Finance – Inger Marie Rostad Head of Events – Ulrik Samdahl Melhuus Head of Marketing – Lars Martin Hval Head of Concert – Marit Serianna Stenødegård Hjerpset
Samfunnsstyret høsten 2019 bestod av følgende medlemmer: Chairman – Oscar Mork Deputy Chairman – Johan Stener Maagaard Head of Administrations – Anne Marte Rønneseth Head of Finance – Inger Marie Rostad Elect Head of Finance – Elinor Brede Skårås Head of Events – Ulrik Samdahl Melhuus Head of Marketing – Solveig Borkenhagen Head of Concert – Marit Serianna Stenødegård Hjerpset
The strategy for Studentsamfunnet in 2025, which was adopted at the General Assembly in 2016, came into force after the GF Autumn 2016. The goals of the strategy will be evaluated annually, and short-term goals for Studentsamfunnet will be set each year and presented by the board and approved during autumn GF.
The goals implemented in 2018, which are not required to be evaluated annually, have been removed from the short-term goals for 2019. Objectives that have been completed but which for various reasons are desirable to bring along are revised and will be included as short-term goals also in 2019, or longer if applicable. New Objectives Studentsamfunnet looks appropriate to implement in 2019, has been added as short-term goals in the strategy. Side 8 av 55
Activity / Offers EDITED AND CONTINUED GOALS: Samfunnet must be engaged in current topics and will host at least one event each week, where current topics are addressed in cooperation with external and internal actors. Goal achieved: During 2019 there were several talks of relevant topics through Tuesday refill.
By 2019, Samfunnet will be an attractive gathering arena for organizations without direct connection to the house. Examples of such organizations may be line associations, sports teams, interest organizations or others. Goal partially achieved: Samfunnet have collaborated with external actors such as Energiseminaret etc. There are still room for improvement and development regarding events hosted in collaboration with other parties.
Room accessibility for Samfunnet should be possible to find on Samfunnets websites. Goal achieved: The week schedule can be found on our webpage.
A suitable room solution will be developed for the Football Room, and the room will be put into service during 2019. Goal not achieved: Lights have been installed, but no new room solution has been established.
In order, among other things, to contribute to the inclusion of internationally, in consultation with ISU and ESN, at least five international events will be arranged during each semester. Goal achieved: There has been Tuesday refills held in English, as well as international bodega
NEW GOALS: The business committee at the NMBU (NU) will arrange more events than just Business Day and Career Day in 2019, where at least one will provide financial earnings. Goal achieved: There was a presentation held by BaneNOR, and an inspirational talk by COWI. The pergola will be used to a greater extent on parties at Samfunnet. Goal partially achieved: The Pergola has been used to some extent, but not nearly as much as we had hoped.
Food offerings must be predictable and be a fixed offer for all party participants. Goal achieved: Rosehagen now works as a food venue ever week.
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Thorvald and Tora bar will be used to a greater extent at parties as an extension of Johannes. Goal achieved: The Thorvald and Tora bar is now used every Friday, and in general on larger events.
Studentsamfunnet in Ă…s should have a wider range of non-alcoholic drinks in all bars. Goal not achieved: We do not experience that our members have noticed a wider range of nonalcoholic beverages in all bars.
Studentsamfunnet i Ă…s will have a conscious environmental focus by focusing, among other things, on the use of Norwegian resources and reduce the use of disposable plastic. Goal achieved: Use of single-use plastic is as of today more or less on a bare minimum.
There should be a wider offer of low-threshold activity at Samfunnet. Goal not achieved: The Football room should have been finished and established as a lowthreshold activity offer by the end of 2019.
Every semester, an event will be organized in connection with a party night where members can come up with views and debate about the operation of Samfunnet. Goal achieved: There were at least one event where members could debate and share opinions about the operation of Samfunnet.
It will be during the first quarter of each year sent out a questionnaire regarding activities and offers at Samfunnet to all members. Goal not achieved: The questionnaire was made, but not sent out. Members EDITED AND CONTINUED GOALS: Of the total student population 33% will be a member, of the first-graders 50% will be a member, and of the international students 33% will be members. Goal partially achieved: Of the total student mass, 45% are members of Studentsamfunnet, and 73% of all the international students were members. Finding figures concerning the number of first year students among the members turned out to be a challenging task, and we can therefore not state that the goal is achieved.
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During 2019 board will look at ways to create clearer benefits for members compared to non-members at all events, as well as providing additional membership benefits outside the student community. Goal not achieved: The board of Samfunnet has been trying to implement more benefits for members. This has unfortunately not been as successful as we hoped, and we will work further with this in 2020. During each semester, an exclusive theme party for members of Studentsamfunnet will be held. Goal achieved: Exclusive party for members was held.
NEW GOALS: Membership benefits and pricing of membership at Studentsamfunnet shall be revised in 2019. Goal achieved: Prices and benefits was revised, and no adjustments made.
Volunteers EDITED AND CONTINUED GOALS: The committee members who need relevant courses will be offered this by 2019 . It will be facilitated with the use of more internal resources already found at Studentsamfunnet. Goal achieved: Relevant courses were held for committees where coursing was relevant.
All committees shall hold at least one social event during the semester, which is not associated with a party. Goal partially achieved: Several of our committees have hosted social events.
All committees will have a broad introduction to Studentsamfunnet in Ă…s' history, organization, economy and where work distribution is being explained. Goal achieved: History lecture was held each semester.
The board will have arrangements that enables the community service to be served outside parties and the general assemblyThe number of community services should be cut at festive evenings and the community service itself should be meaningful to members. Goal partially achieved: In 2019, it was possible to do community service at the Career day.
NEW GOALS: During 2019, there will be established an agreement between UKA 2020 and the other bodies. Goal achieved: An agreement was made between UKA 2020 and Samfunnet. Side 11 av 55
Between UKA 2020 and the Samfunnet, opportunities will be considered for merging committees that require a lot of courses and skills. Goal achieved: There has been an evaluation of what committees can work for both organs. By 2019, 50% of the members will sign up for community service through LinTicket. Goal not achieved
Economy NEW GOALS: Kjernestyret will review the possibilities for increasing return on equity during 2019. Goal not achieved: Possibilities have been investigated, but nothing has been realized.
All budgets at Studentsamfunnet will have a return requirement in % from 2019. Goal achieved: Return requirements for 2020 was given in percentage.
The physical building EDITED AND CONTINUED GOALS: It will be held two renovation-days at Samfunnet called “Vårpuss” and “Haustsjau”. Goal achieved. NEW GOALS: The pergola will be developed to become a place of residence to a greater extent. The pergola must have comfortable furniture where it is adapted for use for larger parts of the year. Goal not achieved: Lights, furniture and heating is in progress.
The KS office shall be a working space and meeting place for the committee heads. Goal achieved: The KS office was renovated in the spring of 2019 and is used daily.
Collaborators EDITED AND CONTINUED GOALS: In 2019, NU will provide at least one main sponsor for Studentsamfunnet. There will be work for several smaller sponsors linked to events and as member benefits. Goal not achieved: NU has not been able to find a main sponsor for Studentsamfunnet. Side 12 av 55
NEW GOALS: On behalf of Studentsamfunnet, Kjernestyret will enter into a new service agreement with SiĂ…s, which will be debt from 2019. If a new agreement has not been entered into by 1 of January 2019, it will be in place by 1 of March 2019. Goal not achieved.
Active communication with NMBU Campus Adamstuen will be run for a good integration towards the fall of 2020. Goal achieved: There has been several coordination meetings, and we are en route with planning of the fall semester.
Samfunnsstyret, in cooperation with NMBU and SiĂ…s, will mark the World Day of Mental Health and carry out an awareness campaign in August. Goal achieved: The Chairman was involved in the planning of World Day of Mental Health, and there were several events to mark the happening.
Organizational Development EDITED AND CONTINUED GOALS: In order to make it easier to offer more varied cultural content on the house, the board wishes in 2019to give committees heads more scope for organizing activities and making decisions. In 2019, the Society Board will evaluate the decision-making authority in the organization and develop the organization on the basis of this. Goal partially achieved: In some of our blocks the head of several of our committees have taken a lot of responsibility, and were given a lot of freedom, whilst there is still a lot of potential for improvement on other blocks at Samfunnet.
NEW GOALS: The boards will be working for good communication between organs and all levels of volunteers in Studentsamfunnet. Goal partially achieved: Several coordination meetings were held between committees doing similar work or working closely.
All guidelines for Studentsamfunnet will be revised during spring 2019. Goal achieved: All guidelines were revised during the spring of 2019.
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Attempts will be made for at least 25% of the members to meet at the general assembly. Goal not achieved
Clearer working instructions for all organs and volunteers at the Student Society in Ă…s will be drawn up. Goal achieved: All volunteers should now have working instructions specifically for each position.
All committee heads are required to attend KSforum, KSworkshop and committee workshop.At committee workshop committee heads are working up an inclusive and exciting program for the committee. The committee workshop shall be for all organs in Studentsamfunnet. Goal partially achieved: Not every committee member attended, but everyone was invited
Kjernestyret shall organize seminars for all board members at Studentsamfunnet in Ă…s every semester. Goal achieved.
A design profile manual for Studentsamfunnet, in addition to one for all organs will be in place in 2019. Goal achieved.
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5.2 Kjernestyret Kjernestyret is the highest authority at Studentsamfunnet in between general assemblies, and shall work strategically to ensure a healthy and long-term management of Studentsamfunnet, as well as its economy and physical property according to approved strategy. Kjernestyret has a particular responsibility for conducting strategical reports in collaboration with the other boards and organs. During 2019, Kjernestyret consisted of the following members: Spring 2019
Autumn 2019
Present
Chairman/ External representative
Per-Fredrik Rønneberg Nordhov
Per-Fredrik Rønneberg Nordhov
Lars Berg Raaen
Deputy cahirman/ External representative
Inger Johanne H. Sveen
Inger Johanne H. Sveen
Inger Johanne H. Sveen
External representative
Espen E. Syljuåsen
Espen E. Syljuåsen
Espen E. Syljuåsen
Student representative
Iselin Been Simensen
Ane Magnussen
Ane Magnussen
Chairman of Studentsamfunnet in Ås
Ane Magnussen
Oscar Mork
Oscar Mork
Leader of UKA
Ingrid Gravset Espenes
Fimke F. Pijfers
Fimke F. Pijfers
Leader of the Buisness Committee
Cecilie Augensen Nilsen
Cecilie Augensen Nilsen
Lars Jetmund Svartis Engesæth
Editor in chief Tuntreet
Jardar Lindaas Bringedal
Julie W. Karlsen
Anne Tove G. Våge
The board had a total of 13 meetings throughout 2019 and discussed a total of 55 agenda items. Two seminars were held, in addition to a weekend-seminar at Sandoren (Sandorénseminaret). Following items has been treated by Kjernestyret: budgets for the boards at Studentsamfunnet and economical return in percentage, approval of accounting and following up the auditor’s recommendations as well as processing applications for upgrading technical equipment. Kjernestyret is treating all investments above 15.000 kr, and all activities with budgets exceeding 300.000 kr. Equipment acquired in 2019 can be found in the accountings and asset register. By 2019, Kjernestyret Side 15 av 55
also treated input from the Pluto-commission, Pluto 6, who have been working on changes in the organization. Three cases regarding people was handled. Kjernestyret would also like to mention three cases in particular: 1. The operations and maintenance committee By 2019, funding was prioritized differently, so that the façade may be renovated. This covers rehabilitation of the original windows from 1934, as well as refurbishing the outer walls of the building complex from the same year. This is done to preserve the original appearance of the building, and rehabilitation of windows is an important action for energy consumption reasons. The electrical infrastructure has been upgraded, an invisible but exceptionally useful investment. Installation of heat and light on the Pergola has been initiated by the committee, and funding has been granted. The committee has also been consulted by NMBU regarding the renovation of Aud.Max for UKA 2024. 2. Agreement regarding serving affairs. Kjernestyret has for several years been negotiating with SiÅs for a new agreement regarding the serving affairs. A new agreement was signed in February 2020. The new agreement gives a lot more freedom and possibilities, without any bureaucratic barriers. Studentsamfunnet will order and handle beverages, run CafÊ Klubben and organize events for unions and organizations fulfilling our rule of 75% membership at Studentsamfunnet. 3. Long term strategy and paragraph regarding sustainability. The strategy for 2025 was first discussed at the general assembly in 2016, and consists of long- and short term goals. The long term goals are revised every three years, whilst the short term goals are revised every year (autumn). The first revision of the long term goal was done in 2019, and Kjernstyret discussed the topic several times before presenting as an item at the general assembly. The strategy should now be regarded in the light of our new paragraph of sustainability, approved at GA in the autumn of 2019, dictating that all organs at Studentsamfunnet shall work towards minimizing our environmental footprint. Economy The economical results for 2019 was a total of 201 171 NOK. The collected turnover for Studentsamfunnet gave a total of 9 843 746 nok. The Business committee at NMBU delivered a return well above what was expected from Kjernestyret, which are joyful news, as did the board of Samfunnet. All in all, Kjernestyret evaluates the economical being of Studentsamfunnet as solid, with a healthy equity giving support for further operations. This is very beneficial for an organization in progress, and an old building demanding a lot of maintenance.
On behalf of Kjernestyret Lars Berg Raaen Chairman of Kjernestyret
Proposed resolution The General Assembly takes note of the matter.
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Sak 6 Approval of the annual accounts for Studentsamfunnet i Ås and accountant’s report Annual accounts for Studentsamfunnet i Ås
The Board of Samfunnet
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The Buisness Committee
Tuntreet
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Kjernestyret
Collected accounts
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Financial balance
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Accountant’s report
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Proposed resolution The General Assembly approves of the annual accounts for Studentsamfunnet i Ås and the accountant’s report for 2019.
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Case 7 Preliminary reports for Studentsamfunnet i Ås for spring 2020 7.1 The Board of Samfunnet Following are the reports from board members of the Board of Samfunnet (Samfunnsstyret). The report from the leader is on behalf of Samfunnsstyret.
Report from Chairman Oscar Mork Honored General Assembly!
The board will in collaboration with the head of our committees establish a new system for hosting events such as Christmas tables, annual meetings etc. for the unions showing 75% membership at Studentsamfunnet. This will hopefully make us more attractive to members and expand our offer as an alternative banqueting location to others located in Ås. As there are a lot of new aspects that need consideration regarding the new agreement with SiÅs, you will most likely not notice any huge immediate alterations. The main focus of the board will be the establishment of all operating committees, so that most of the new potential can be realized. This also demands a certain economical security and predictability, giving maneuverability and room for development and growth. Organizational development
Chairman – Oscar Mork
These first few months of 2020, the board has been focusing on the organizational structure in the light of the work put down by Pluto 6. More about this later.
Deputy Chairman – Erik Sand
Collaboration with other actors
Head of Finance – Elinor Brede Skårås
The collaboration with other actors have been good so far this year. Not only have we had a good collaboration with NMBU and SiÅs, but we have also participated in arranging Energiseminaret, a collaboration we hope our members feel they have benefited from. We have also made a new agreement with the Student parliament regarding collaboration between the institutions, which is something we are very pleased with.
The board of Samfunnet this spring has consisted of following members:
Head of Administration – Sigrid Fause Lian Head of Marketing – Solveig Borkenhagen Head of Events – Ruben Rygh Head of Concerts – Marie Hellan Iversen The prospects of the year 2020 are looking good so far, and we are entering an exciting year for Studentsamfunnet. It is with great pleasure we can announce that a new agreement regarding the serving affairs at Samfunnet has been signed with SiÅs. The negotiations have been going on for several years, and we would therefore like to thank all contributors. With the new agreement, new possibilities and freedom has opened up, as well as more responsibilities. We are working on the establishment of a new operating committee that will run Café Klubben, formerly run by SiÅs, and we are hoping to take over as soon as possible.
Earlier this year, we had a coordination meeting with representatives from the Veterinary student union regarding the forthcoming move from Adamstuen to campus Ås. We are now planning events for the Buddy week in August and the celebration of finally being located at the same campus. Activity at Samfunnet We are very pleased with the number of visitors on our events so far this semester, and there is Side 24 av 55
a lot of activity every day from students and unions. We also want to work on optimizing the use and bookings, so that no activity gets in the way of each other. The board has evaluated the food arrangement for people at work, and are considering other arrangement for this. This is both of economical and practical reasons, as well as sustainable reasons. Changes, if any, will not be implemented before the next semester. We are considering feedback from members working Samfunnstjeneste, committee members and head of committees in our decision. Finally, I would like to thank everyone for contributing, spending their time and efforts for the best of this building and organization. Without you guys, Studentsamfunnet would not have been the same.
Oskar Mork, Chairman of Studentsamfunnet i Ă…s 2019/2020
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Report from the Deputy Chairman Erik Sand Honored General Assembly! Deputy Chairman Spring 2020 Chief Executive Officer: Malin Berglund Executive Vice President: Katrine Aarseth Security: Helena Seland Myhre and Andreas Røang Bar: Nina Vold Johansen Food: Elsa Sveindal Rosfjord Carpenter: Robbi Johansen The building Last fall, all the chairs in the meeting rooms were sorted and fixed, and new ones will be purchased. Last time this was done was around 1980-81, so sorting out the worn and broken was long overdue. In February we received a response to bids for light, heat and sockets for the Pergola, and the offer was accepted in late February. The plan is for it to be ready for miniUKA and to start using it after Easter. This upgrade will increase the season of the Pergola, and a control panel will be inserted to make it easy to use. In addition, we are looking for outdoors furniture. Over the past year, investments in DVU have gone to invisible upgrades, so it will be fun to see and notice upgrades ahead. Committees As Samfunnet is planning to run Café Klubben, a Café Klubben committee, with its own KS, will be created. The job announcement is soon complete, and eventually we will start to hire committee members. This is a very exciting opportunity to join in on designing Samfunnet`s own café. You can do everything from arranging intimate concerts, Saturday lounges and game nights, to exploring coffee, beer and food assortment, and in addition, the Pergola and the Football Room (Aud. Min.) can be used for both film screenings and outdoor cafés.
The food committee is now a well-established committee and the food during parties is today primarily for Fridays and other major events. A midnight snack is increasingly popular at Samfunnet, and now we are planning to purchase a solution for ordering so that you do not have to use lot coupons. The bar committee is currently planning new drinks for those under 18, and is looking at opportunities to have different themes and drinks in the various bars in the house. The security committee and the partyresponsible have had a first aid course this fall, and efforts are being made to focus more on maintaining knowledge and hosting more courses. The party-responsible and the entrance committee have had a fire drill, where they’ve been tested on locating triggered fire alarms. This is much more effective exercising, rather than having a fire drill on a party night. I would like to thank all of my committee chiefs and committee members for the fantastic job they are doing, and I’m looking forward to continue working with you this year.
Erik Sand, Deputy Chairman of the Board of Samfunnet i Ås 2020 Side 26 av 55
Report from the Head of Finance Elinor Brede Skårås Honorable General assembly! This semester, the economy block has consisted of: Finance Assistant: Peder Midttøme Accountants: Gjermund Korbøl Thoner og Bjørn Grøholt Chief of Climate Accounting: Karin Thobro Schiøtz Economic Update for Spring 2020 We have had a good semester financially so far. As of 02.03 we have had over 450 tickets sold on average on the party events. This shows that students want to attend our events, which we find very motivating. High visitor numbers at party events have contributed to high bar and food sales. Previously, we expected the profit of bar sales to be zero. With a new serving agreement we will be able to profit from bar sales, as we now buy beverage goods at purchase price and we no longer lose on the sale of drinks to committee members. For the events outside of party nights we have had over 80 tickets sold on average as of 02.03. We have increased the efforts and the budget for these events. We are very pleased with the high number of visitors at these smaller events, such as Tuesday talks. We hope this is a result of the increased use of money on smaller events. There are still theme parties, revues and Semesterkickoff that are the most attractive events and gives us the best financial results. We are very grateful that the student organizations actively contribute by making revues with good entertainment and high visitors numbers. Even with a new serving agreement, the financial result is zero or negative for most of the smaller events because of free entrance for our members. We therefore depend on the larger party events
generating high revenue, so that we can keep low ticket prices on smaller events and maintain a wide offer at Samfunnet. Annual Accounts 2019 The annual result of Samfunnet for 2019 is NOK 1 156 504. The reason for the higher result than budgeted is that the difference between budgeted and actual operating revenues is less than the difference between budgeted and actual operating costs. Operating revenues for 2019 are around NOK 45 000 lower than budgeted. Ticket revenue is higher than budgeted, and we have also received more support income than expected. Revenue for bar sales is much lower than budgeted, while revenue for food sales is higher. Operating costs for 2019 are around NOK 520 000 lower than budgeted. The main reason for this is the difference between budgeted and actual costs for the purchase of beverages and artist fees and other operating costs. The bar result is higher than budgeted, while the food result is lower. I would like to give extra attention to the accountants at Samfunnet, Gjermund and Bjørn, who have worked hard and thoroughly with the annual accounts for 2019. This is an absolutely necessary job for us to continue with our activity. This year, we have used an accounting consultant to assist with the work on the annual accounts, as a measure to reduce audit costs. We received the audit report for 2019 on 09.03. Like last year, this year we have received an audit report with reservations. This means that the auditor requires further improvements of the internal accounting routines in 2020. This is followed up by several accounting courses and we are going to improve our internal accounting routines. There are fewer points in the accounting routines this year that the auditor perceives weaknesses in. The auditor also noticed some improvements in the accounting routines related to a couple of points. This shows that we have taken a step in the right Side 27 av 55
direction, but we can still make further improvements. New Payment Solution This year we have started with a new payment solution at all events at Studentsamfunnet. Diggipay offers simpler refills, as refills of user accounts now take place online by using web browser or app. The same goes for refund, which is now simpler and more user-friendly. The solution still gives us a simple process of sales settlements, sales reports and payments from events. We are very pleased with the collaboration with Espos, the supplier of Diggipay. The payment solution could also provide more benefits in the future.
When the climate accounts for Studentsamfunnet 2020 is made, we can identify what has the largest climate footprint from Samfunnet’s activities. We can then more easily identify which changes can reduce our climate impact the most. The plan is to continue to create climate accounts in the years to come, and we can thus see improvements of various climate measures.
Climate Accounting Committee and Climate Actions At the last General Assembly, the goal which involves that Studentsamfunnet are going to make a climate account for all of its activities, was implemented in the working program. To achieve this goal, we have created a new committee in the economy block. The Climate Accounting Committee consists of a committee chief and three members. The committee is going to, by mapping and identifying data, create climate accounts for all of the activities at Studentsamfunnet. The system we will use to calculate greenhouse gas emission is CEMAsys. We hope we can achieve this working goal by volunteering, something we are very proud of. It will be an extensive job, especially since 2020 will be the first time climate accounts for Studentsamfunnet will be made. The committee has already shown strong commitment and is well underway with the work.
Elinor Brede Skårås, Head of Finance of the Board of Samfunnet i Ås 2020
We tested the use of rented multi-use plastic glass from ReneGlass at the Semestekickoff this semester. The glasses can be washed and reused up to 100 times, reducing climate emissions and the amount of waste. Even with an environmental fee of NOK 10 at the first purchase of drinks, this was something we lost a lot of money on. Side 28 av 55
Report from the Head of Administration Sigrid Fause Lian Honorable General Assembly! The Administration Block Spring 2020
Head of Entrance, Guro, took over a growing committee, and has made an amazing effort continuing to develop the committee. With over 20 members, Entrance have become a well-run and effective committee. The Heads of Staff have once again done a great job. Not only have they made sure there are
Administration Assistant: Kjersti Rustad
enough samfunnstjenester at all events, but
Kvisberg
they also do an amazing job answering
HR: Mathilde Jonsrud
questions about memberships at Samfunnet.
Head of Linticket: Aurora Hansen
HR Mathilde has made a formidable effort
Head of Entrance: Guro Breistøl
continuing to develop the HR-position. She has
Head of Staff: Tonje Marit Brekken
also arranged a workshop for the head of
Head of Staff: Andrine Stengrundet
committees and for committee members. Both
Head of IT: Tord Ståle Storbækken
had good attendance.
Work in the Administration Block
Head of LinTicket, Aurora, has kept an oversight of everything related to LinTicket, and keeps on
In the fall of 2019, the administration block lost many of its committee heads, which has resulted in many new faces this spring. This has in no way been a hinder for the job that had to be done, on the contrary have every committee
solving problems for both members and lost board
members.
With
an
ever-growing
organization, development of LinTicket is something we are dependent on and trying to find good solutions is a continuous proses.
head worked hard! Head of IT, Tord, has as always answered every Administration Assistant Kjersti has kept an overview of all the volunteers at Samfunnet and
question sent his way, and keeps on being a significant part of the Administration Block.
communicated regularly with NMBU to ensure that everyone has the card access they need at
Number of Members
Samfunnet at all times. Her only committee
As of 02.03.2020, Studentsamfunnet i Ås has
member, Ellen, has handled all room bookings
2 355 members, of which 103 are international
in an excellent way. Kjersti has also gone over
members. This is equivalent to about 45% of the
every single contract signed by Samfunnets
students at NMBU! The board of Samfunnet is
volunteers to ensure that they match with the
very pleased that so many students want to be
people currently working here.
a member of Studentsamfunnet i Ås. Side 29 av 55
Lastly, I want to say thank you to all the amazing heads of committee and the committee members for the outstanding work you have done so far in 2020! I am looking forward to another semester with you!
Sigrid Fause Lian, Head of Administration of the Board of Samfunnet i Ă…s 2020
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Report from the Head of Event Ruben Rygh
social groups and associations in association with
Samfunnet,
this
became
a
good
opportunity for all new international students
The Event Block spring 2020: Event Assistant: Synne H. Tande-Petersen KS Politics and Topical: Tuva Todem Lund
and others to get to know their opportunities for engagement here in Ås. I hope this event continues in 2021.
KS Activity: Even August Bremnes Stokke We also have ten members in the event commitee and four members in the quizcommittee.
The time ahead We are facing an exciting semester. At the same time as a new group of happily ignorant
Events this spring
students are going to be shock-integrated into
Since I entered the role as Samfunnet`s Head of
the Ås culture, there are many new changes.
Event in the fall of 2019, the focus has been to
The veterinary students are finally coming to Ås,
follow up the semester programme that my
and we have already started the dialogue and
predecessor Ulrik Melhus put together in
planning so that we can receive them in the best
collaboration with the Event Block. The goal was
possible way. This merge should not go
a seamless and easy transition for everyone
unnoticed, and without revealing too much, I
involved with the events hosted at this house. I
can already promise a major party that will have
am pleased with my work on this, and I now look
an aftermath lasting far into the next semester.
forward to focusing more on the future and
We also have a smoking fresh serving
preparing
agreement up our sleeve, which opens up many
a
varied
and
fun
semester
programme for the next semester.
new and exciting opportunities we previously
This semester, the concept of Tirsdagspåfyll
could only dream of. I look forward to working
(Tuesday refills) has been under extra focus and
on this and work hard to offer Thorvald and
with an invaluable commitment and a solid
Tora the best possible opportunities in the
effort from KS Politics and Topical, this has now
future.
reached a high level, and there have already
The Event Block’s Heroes
been several Tirsdagspåfyll with well over a hundred participants.
In this report, it is important for me to thank a bunch of fiery souls who are carrying the load
Since last GA, we have tried to move away from
with a commitment and eagerness far beyond
international bodega, and rather to have the
what a Head of Event can expect.
concept of carnival to embrace a wider audience. Graskurs 0.5 was continued from 2019, and thanks to great commitment from
First of all, I have to thank my eminent Event Assistant Synne who, together with the entire Event committee, is working on the preparation Side 31 av 55
and execution of every party event at the house. Furthermore, I would like to thank KS Activity Even, who with great commitment stands for all non-political events that are not party nights. Finally, I have to thank KS Politics and Topical Tuva, who stands on the agenda to raise the socially relevant events of Samfunnet to new heights. The Event committee also deserves a big thanks. Their creativity, spontaneity and hardworking
spirit
are
important
for
Samfunnet’s events.
Ruben Rygh, Head of Marketing of the Board of Samfunnet i Ă…s 2020
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Report from Head of Marketing Solveig Borkenhagen
given more freedom to see what works and can
Marketing Assistant: Oline Brekke
now spend time on developing. Here we have Web editor Writer/translator Social Media Manager Journalist Design & Layout (4 members)
clearly seen the benefit of bringing in more new heads that can rethink Samfunnet’s marketing! committee
Film & Photo KS: Cornelia Aasuldsen
Film: 5 committee members Photo: 12 committee members
Sprell KS: Jenny Sofie Dragland
design & layout team, we have got a very high level of content. The committee has also been
Marketing Block spring 2020
raised the level. After replacing the entire
Sprell: 6 committee members
Cornelia quickly got a good overview of the Film & Photo Committee and has good control over the work being done. The committee works closely with the film and photo team of UKA to have a joint committee. At the carnival in February, we used a photo wall where people could take pictures during the evening. This will also be done at several of the upcoming theme
Including Manager: Lise Benette Hovd
parties. The film committee is working on
Work in the Marketing Block
exploring new formats such as Instagram TV
This spring has so far worked well in the marketing block. The KS’s in the Marketing
and podcast, and it will be exciting to see what we can do here!
Block has gotten into their duties and work for
The Sprell Committee have used stands and
their committees. After the General Assembly
they have also spread love and laughter on
this fall, Cornelia took over as Film & Photo KS,
campus this semester. Jenny has worked on
and she got quickly into the routines of the
assessing what is expedient in the committee.
committee and the block.
This will be particularly challenging in the time
After establishing a design manual for Samfunnet this fall, we have now focused on using this in our daily work. Templates have also
ahead when UKA Stunt starts working. Then we must work on how we can be visible and not fall into the shadow of UKA.
been created to make it easier to use the logo,
Inclusion Manager, Lise, has continued the
colors and elements properly.
important work for international members. In
Marketing Assistant Oline does a very good job. Before Christmas, a large part of the committee was replaced, but Oline managed to find new and skilled committee members who have
January, an introductory week was organized for new international students and she helped them get a good introduction to Samfunnet from the very first moment. Lise has also
Side 33 av 55
worked
with
introducing
the
veterinary
students to Samfunnet, and make sure they have a good impression before moving here this fall. Working with all the KS’s and committee members in the marketing block has been incredibly exciting, and I've learned a lot. Thank you for the work you do, it is greatly appreciated. Finally, I want to thank you for the confidence the General Assembly gave to me one year ago and a huge thanks to the rest of Samfunnsstyret for a fantastic year!
Solveig Borkenhagen Head of Marketing of the Board of Samfunnet i Ă…s 2019/2020
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Report from Head of Concert Marie Hellan Iversen Honorable General Assembly! Spring 2020 started with Semesterkickoff with Valentourettes. I believe and hope the people at the concert had a really good time. Valentourettes even played some extra songs after high demand from the crowd. Of other events this fall, the Sound- and Lightcommittees have had control over the established traditions of revue, stand-up and concerts. At the Exam Party in January, Lights and Disco took responsibility for upgrading the dance experience in Festsalen. In March there will be a concert with Swing’it Dixieband, and the theme for the evening is 1920. I believe this will be an event with cool costumes and good times at Samfunnet.
Julia Navdahl (Disco), Didrik Loose (Booking) and Jenny Telstad (booking). You have made this job incredibly fun, and it has been a pleasure working with you so far. Status Concert Block Spring 2020 At the time of writing, there are four committees associated with the Concert Block. Sound (22 committee members) Lights (20 committee members) Disco (5 committee members) Booking (2 committee members) Finally, I want to thank the General Assembly for the trust you gave me half a year ago. I really appreciate this role and I learn new things every day. I am looking forward to the next months with new challenges and social events with both the Concert Block and Samfunnsstyret. To all candidates: Boom Boom Taka Boom!
The Concert Block has weekly meetings which make communication easier between all the committees. In addition to better communication, the weekly meetings have made the social part of being in the Concert Block amazing. We are having a really good time together. We are working on booking artists for the autumn, and I hope people will appreciate it. Since last GA, Booking and Artist have become one committee. I think this will decrease the misunderstandings between the artist and Samfunnet, and hopefully make the impression of Samfunnet even better. I would like to thank the committee heads of the Concert Block for their efforts this fall: Olav Arntsen (Sound), Jørgen Hedenstad (Lights),
Marie Hellan Iversen, Head of Concert of the Board of Samfunnet i Ås 2020
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7.2 The Business Committee Honorable General Assembly! The Board in the spring of 2020 consists of: Leader - Lars Jetmund Svartis Engesæth Head of Administration - Anna Syrstad Head of Career Day - Synnøve Vonen Kvaal Head of Event - Ingrid Staveland Reppe Sponsorship coordinator - Thea Sanner Head of Marketing - Kristoffer Pinheiro Business Day 2020 This spring’s Business Day was organized on February 26. This year there were 27 company stands, which is a new record in the number of stands. We also find that career fairs are events that attract more and more students. Business Day is the smaller of the two career fairs, and there are often several of the smaller companies that visit NMBU to meet the students in the spring. During Business Day, students also had the opportunity to attend a job search course, take a CV photo and get a CV review. The Business Committee is very pleased with the career fair and hope the students benefited from the day. Other events Since the previous General Assembly, the Business Committee has arranged an inspirational presentation with COWI on November 5, company evening with Teach First Norway on February 10 and company presentation with the AF Gruppen on February 12. Lately, we have been pleased to see more people visit our events, especially at the COWI presentation and the AF Gruppen company presentation. The company presentation with AF Gruppen was arranged in collaboration with Indøk NMBU, and the Business Committee think the collaboration was productive and is open to collaborate with line associations in the future. This semester it will also be arranged "Employed - What now?" with Tekna on March 19 and "Ås-såvidere" on April 27. The concept of "Ås-så-videre" continues and will be established as an annual event by the Business Committee. Several line association seminars will also be organized this semester. We believe these seminars create a better dialogue between the line associations and the Business Committee. Since the spring of 2019, several smaller events have been arranged by the Business Committee in addition to the career fairs. We aim to continue this trend and find that much of the reason for this development is that the job description for the Head of career day and Head of events was changed to specialize the two positions.
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Career Fund The Career Fund consists of 15% of last year's surplus to the Business Committee. During 2019, 120 525kr was granted for career-promoting activities for students at NMBU. The deadline for applying for Career Funds for spring 2020 expired on March 20th. The next deadline is September 20th. The funds that are not distributed are earmarked for the Student Society. Guidelines, application forms and previous grants are available at www.nunmbu.no Sponsorship work In late 2019, the Business Committee renewed the agreement with Tekna NMBU, and signed an agreement with NITO NMBU. We are pleased to be able to work with the trade unions and hope for a good cooperation in the coming year. The sponsorship team is led by the Head of sponsorship from the Business Committee. Efforts are being made to coordinate the sponsorship work carried out by the Student Society in the best possible way. In the future, it will also work to ensure that future sponsorship agreements have a clearer climate focus. Climate The Business Committee has assessed its own activities to try to reduce the climate footprint of the board. As a result of this, trains were used instead of flying during the spring overlap trip. Some may complain that balloons were used during Business Day. These balloons were purchased several years ago, and we think it would have been wasted not to use them before they were thrown anyway. Furthermore, we await the results of the climate accounting to identify areas where we can improve ourselves.
On behalf of the Board of the Business Committee, Lars Jetmund Svartis EngesĂŚth, leader of the Business Committee 2020
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7.3 Tuntreet Honored General Assembly! Editorial staff The editorial staff consists of 37 people. These are journalists, photographers, translators, proofreaders, distributors, layout and illustrators. There has been an even replacement of parts of the editorial staff. This has been successful, compared to when the whole staff was replaced at the same time. The heads of committees are as follows: Head of Layout: Martin Reigstad Head of Photography: Nathalie Genevieve Bjørneby Head of Proofreading: Kristin Gilboe Head of Translation: Kaja Mie Botnen
Reduction in editions We have mapped out the remaining editions from issue to issue, a head of the sustainability paragraph. To reduce waste and costs we have made some reductions in the editions. This is something we are going to continue to map out, to find a balance between demand and waste. Economy and ads Tuntreet costs are primarily the printing of the newspaper. During 2019 we started with ads in the last semester and had a regular sponsor. The famous Odelskatalog was sponsored by Tekna and they covered the printing costs related to it. Continuing we have a goal to get two regular sponsors, which will help us come closer, if not reached, the zero vision. Web and SoMe In addition to the physical issue one can read Tuntreet at tuntreet.org. At the website there are, along with the issues, some highlighted articles, and other stuff such as Have you heard that..?. We are in the works of making an English version of the website, to better include the international students, since the physical issues are regulated to the demand. Our web distributor, Annlaug Pijfers, is working on giving Tuntreet a more professional and contemporary appearance, by expanding the content to other social medias. Thanks First of all, I would like to thank the editorial staff for doing such a great job on every edition. You put so much work into everything that is produced, which is why the result is on the level that it is. I would also like to thank Julie and Herman for being such good co-editors in Tuntreet and supporters in general.
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Anne Tove Græsdal Våge Editor in chief Tuntreet spring 2020
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7.4 UKA i ÅS Preliminary Report UKA i Ås 2020 Honorable General Assembly!
The board of UKA i Ås 2020 consist of: Fimke Frederika Pijfers, Leader of UKA i Åsa Helene Storlien, Head of Administration Guro Lervik Arntsen, Head of Event Eirik Sønstevold, Head of Marketing Synneva Gjelland, Head of Revue Anders Halsvik Sandnes, Head of Sales Mildrid Angard Hoff, Head of Serving Sanne Kristin Karlsen, Head of Finance It has almost been a year since the UKEboard was elected and the work with UKA i Ås 2020 started. In this time, we have gone from being 8 board members to becoming an organization with more than 300 members, of which 66 are committee leaders. Everyone involved in UKA i Ås is motivated and ready to make miniUKA and UKA i Ås 2020 an incredible anniversary celebration. miniUKA is approaching quickly and the last part of the work is well underway. The release of the program and the tickets exceeded our expectations, and we believe that the 25th – 29th of March will be a great taste of what is coming this fall. This will be the first year that miniUKA is arranged in collaboration with Samfunnet. This means there will be committee members and community services from Samfunnet working, in addition to the volunteers for UKA i Ås. This has been done because it has been difficult to recruit enough volunteers for such a short festival in the past. We believe that this new solution will work well and we look forward to seeing the results. Even though miniUKA is coming soon, we are also working towards the festival in October. Several artists have been booked and we are starting to get a clear view of how both the program and festival will be. The goals that were set at the General Assembly in the fall of 2019 are always at the back of our mind and influence the choices that we make. We have increased our focus on sustainability and are among other things in contact with a supplier of wood chip burning systems. The UKEbeer will be on tap this year and not glass bottles, and the menus for both the UKEgrill and gala dinners have taken climate footprint, allergies and preferences into consideration. We are also working towards a better and more including bar offer and a wider offer for those who are between 18 and 20 years old. Silent Disco and Side 40 av 55
several concerts in Halvors Hybel during miniUKA are examples of this. In addition to this, there will be a new bar during miniUKA. During the international buddy week, we had a rebus to include the international students in UKA. We have been at Adamstuen during the recruitment periods, and during miniUKA there will be a night bus to Oslo after the concerts on Wednesday and Saturday night. The design profile for this year’s festival is inspired by the architecture on campus and Samfunnet, and previous festivals, and the activity group is searching through the archives to find activities and traditions that can be brought back. Before Christmas, the marketing block made a Christmas calendar with fun facts from the history of UKA i Ås, which was well received. There has also been a history lesson for all our committee leaders about the history of UKA i Ås. Regarding the economy, it is difficult to say anything yet. All our committee leaders are responsible for their own budgets and are good at following these. We are excited to see the results of having two concerts in Aud.Max. during miniUKA. So far, the ticket sales have gone very well, and we hope this continues.
. On behalf of UKA i Ås, Fimke Frederika Pijfers, Leader of UKA i Ås 2020
Proposed resolution The General Assembly takes note of the matter.
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Case 8: Cases submitted in accordance with applicable deadlines 8.1 Changes to the Articles of Association Suggestion 1 (F1): suggestion by members Cecilie Augensen Nilsen and Camilla Marie Engen Change of § 3.4.2 Autumn GA Background A vision can be defined as an achievable dream that you can never cease to aspire to. A vision statement should be a short formulation that provides an inspiring picture of the future, and should not be a summary of the organization’s objectives. Studentsamfunnet’s strategic vision therefore breaks with the definition of what a vision is, and it is therefore proposed to change the name to Studentsamfunnet’s overall goal, which is more in line with the content. Suggested change Case 6
Strategy for Studentsamfunnet i Ås
a) Approval of Studentsamfunnet’s strategic vision overall goal (processed every 3 years) b) Approval of Studentsamfunnet’s long-term strategy (processed every 3 years) c) Approval of the work program for the upcoming year (processed every year) Kjernestyret’s evaluation Kjernestyret supports the suggested change, and suggests to approve this change.
Suggestion 2 (F2): suggestion by the Board of Samfunnet Changes to § 1.2.3 International members Background Samfunnet receives financial compensation for international memberships from the Student Parliament. This compensation is anchored in a written agreement between the board of Samfunnet and the Student Parliament, and as this agreement does not contain any criteria regarding the duration of international memberships, the board of Samfunnet finds it unnecessary to limit the duration in Studentsamfunnet’s articles of association. Certain benefits and criteria are associated with international memberships, and these are defined in documents compiled by the board of Samfunnet. Suggested change § 1.2.3 International members
Any international student studying at NMBU has the right to become an international member of Studentsamfunnet up until one year. International members do not pay a membership fee but are responsible for signing up as a member. International members shall conduct community service. Special benefits and criteria for international members are defined in separate documents compiled by the Board of Samfunnet. International members have speaking-, proposal-, and voting rights at Studentsamfunnet’s GA
Suggestion 3 (F3): suggestion by the Board of Samfunnet New paragraph § 3.6 DOCUMENS FOR STUDENTSAMFUNNET I ÅS Background The board of Samfunnet finds it inexpedient having §3.6 and §3.7 as separate paragraphs, and therefor suggest combining these in one paragraph. The board of Samfunnet also suggests that a section is added to the articles, allowing the board to conduct editorial adjustments to the articles of association outside the general assembly. Adding a sub-paragraph regarding majority rules for other documents at Studentsamfunnet I Ås would be beneficial, as there may be documents approved by the general assembly which is not resolutions or changes in the articles of association. By creating this subparagraph, one also allows for future extension of the paragraph if needed. There is also a need to clearify that in cases of disagreement concerning interpretations of the articles of association, the interpretation of the Norwegian articles is assumed correct, as the articles are translated to English from Norwegian. Suggested new paragraph § 3.6 DOCUMENTS FOR STUDENTSAMFUNNET I ÅS § 3.6.1 Changes to the Articles of Association Changes to Studentsamfunnet’s articles of association can only be made at GA. Proposals for amendments of the Articles of Association must be presented as an independent case. The case must be submitted to the board of Samfunnet in writing at least 3 weeks before GA is convened. Proposals for amended phrasing in the relevant amendment the must be announced at least 3 days before GA is convened. The proposed amendment is approved if it receives a 2/3 majority of the votes. Blank votes are considered as not cast. The board of Samfunnet are entitled to make editorial adjustments in Studentsamfunnets articles of association. If adjustments are made, the general assembly are to be oriented at the next possible occasion. § 3.6.2 Resolutions Resolutions are decisions, declarations or statements made by an organization or assembly. Resolution proposals must be posted and submitted to the board of Samfunnet no later than seven days prior to the GA or extraordinary GA, and amendment proposals concerning the case; no later than three days prior to GA or extraordinary GA. Studentsamfunnet cannot annul such proposals from the agenda without debate, unless decided by a two-thirds majority. Under the 43
processing of the resolution proposals, editorial changes may be made unless the casepresenter opposes it. In the processing of the resolution, a final vote shall decide whether the proposal for resolution is approved or not. A proposal for resolution is approved if it receives simple majority. § 3.6.3 Other Documents Other documents for Studentsamfunnet i Ås can be adopted by the GA by plurality. § 3.6.4 Interpretation of the Articles of Association Should there be any doubt about the interpretation of the wording in the articles of association the interpretation of the Norwegian articles is assumed correct.
Suggestion 4 (F4): suggestion by Kjernestyret Background The following proposals come as a consequence of the work of Pluto 6. See justification in the briefing case from Pluto 6. Suggested change The term “Kjernestyret” in the articles of association is constantly changed to “The Board of House and Finance”. Pure editorial changes to get good linguistic flow and that do not change the wording of the articles of association will be made.
Suggestion 5 (F5): suggestion by Kjernestyret Change of § 4.3 Agenda for GA Background The following proposals come as a consequence of the work of Pluto 6. See justification in the briefing case from Pluto 6. Suggested change § 3.4 AGENDA FOR GA The agenda for GA must contain the following: § 3.4.1 Spring GA Case 1 Approval of agenda and meeting summoning Case 2 Approval of chairs of meeting Case 3 Appointment of scrutinizers and minute-taker Case 4 Electing two representatives to sign protocol with main chair of the meeting Case 5 Report for Studentsamfunnet of the previous year according to the established strategy Case 6 Approval of the annual accounts for Studentsamfunnet i Ås and accountant’s report. Case 7 Preliminary reports for Studentsamfunnet i Ås for spring 44
Case 8 Cases submitted in accordance with applicable deadlines Case 9 Informative cases Case 10 Elections in accordance with Studentsamfunnet’s Articles of Association
10.1 The Board of Samfunnet: a) Leader b) Head of Finance c) Head of Marketing d)
Head of Events
elected for two periods elected for three periods elected for two periods elected for three periods
10.2 Tuntreet: a) Editor
elected for two periods
10.3 The Business Committee: a) Head of Event b) Sponsorship coordinator c) Head of Career Day
elected for two periods elected for two periods elected for three periods
10.4 Kjernestyret: a) Student representative
elected for two periods
10.5 Election Committee: a) Two members
elected for two periods
10.6 The board of UKA, during odd-numbered years: a) Leader – UKEboss elected for four periods b) Head of Administration elected for four periods c) Head of Event elected for four periods d) Head of Marketing elected for four periods e) Head of Revue elected for four periods f) Head of Sales Head of House elected for four periods g) Head of Serving elected for four periods h) Head of Finance elected for four periods
Case 11 Additional cases § 3.4.2 Autumn GA Case 1 Approval of agenda and summoning Case 2 Approval of chair of meeting Case 3 Appointment of scrutinizers and minute-taker Case 4 Electing two representatives to sign protocol with main chair of the meeting 45
Case 5 Preliminary reports for Studentsamfunnet i Ås for autumn Case 6 Strategy for Studentsamfunnet i Ås a) Approval of Studentsamfunnet’s strategic vision (processed every 3 years) b) Approval of Studentsamfunnet’s long-term strategy (processed every 3 years) c) Approval of the work program for the upcoming year (processed every year) Case 7 Approval of budgets for Studentsamfunnet i Ås for the upcoming calendar year Case 8 Cases received in accordance with applicable deadlines Case 9 Informative cases Case 10 Elections according to Studentsamfunnet’s Articles of Association 10.1 The Board of Samfunnet: a) Deputy Leader Head of Bodega b) Head of Event b) Head of marketing c) Head of Administration d) Head of Concert
elected for two periods elected for two periods elected for two periods elected for two periods elected for two periods
10.2 Tuntreet: a) Editor
elected for two periods
10.3 The Business Committee: a) Leader b) Head of Administration c) Head of Marketing
elected for two periods elected for two periods elected for two periods
10.4 Kjernestyret: In even years: a) External representative b) External representative
elected for four periods elected for four periods
In even-numbered years c) External representative appointed by the House and Finance Board. Approved by GA for four periods. In odd years: a) External representative
elected for four periods
10.5 Election Committee: a) Two members
elected for two periods
Case 11 Additional cases
46
Suggestion 6 (F6): suggestion by Kjernestyret Change of § 4.1.2 Board Members Background The following proposals come as a consequence of the work of Pluto 6. See justification in the briefing case from Pluto 6. Suggested change § 4.1.2 Board members Kjernestyret consists of ten members with speaking, proposal and voting rights: a) b) c) d) e) f) g)
Student Representative Three Four external representatives Appointed external representative Leader of Samfunnet i Ås Leader of UKA i Ås - UKEboss Leader of the Business Committee at NMBU Head of Tuntreet – Editor in chief
The following positions have speaking rights within Kjernestyret: a) Head of Finance of Samfunnet i Ås b) Incoming Head of Finance of Samfunnet i Ås c) The Head of Finance of UKA i Ås External representatives shall not be active students. The appointed external representative is appointed by the Board of House and Finance and approved by the GA.
Suggestion 7 (F7): suggestion by Kjernestyret Change of § 4.1.3 Background The following proposals come as a consequence of the work of Pluto 6. See justification in the briefing case from Pluto 6. Suggested change Kjernestyret Board of House and Finances have quorum when at least five seven of the members with voting right are present. Decisions are made when a proposal receives at least five of the votes. The Leader of the Board of House and Finances has a double vote in occurrences of tie.
Suggestion 8 (F8): suggestion by Kjernestyret Change of § 4.2.2 Background 47
The following proposals come as a consequence of the work of Pluto 6. See justification in the briefing case from Pluto 6. Suggested change § 4.2.2 Board members The board of Samfunnet consists of seven acting board members with speech-, proposition-, and voting rights: a) b) c) d) e) f) g)
Leader Deputy Leader Head of Administration Head of Finance Head of administration Head of Bodega Head of Event Head of Marketing Head of Concert
The following positions have speaking rights within the board of Samfunnet: a) Board-elects
Suggestion 9 (F9): suggestion by Kjernestyret Change of § 4.3.2 Board members Background The following proposals come as a consequence of the work of Pluto 6. See justification in the briefing case from Pluto 6. Suggested change § 4.3.2 Board members The board of UKA leads the UKAfestival. The board of UKA consists of eight members with speech-, proposition-, and voting rights: a) b) c) d) e) f) g) h)
Leader – UKE boss Head of Administration Head of Event Head of Marketing Head of Revue Head of Sales Head of House Head of Serving Head of Finance
It is possible to change the composition of the board of UKA if needed be. Within the end of January before the election of the new board of UKA, the Board of House and Finance has the authority, after recommendation from a sitting board of UKA, to change the composition of the board of UKA. The requirements for the composition are that the board of UKA must consist of 7-9 members, where the UKE boss, Head of Finance and Head of Revue shall be three of the board members. Any changes in composition shall be announced to the members and informed to the election committee in a reasonable time before the GA. 48
Suggestion 10 (F10): suggestion by Kjernestyret Change in § 4.4.2 Tuntreet`s management, § 4.4.4 Economy and § 4.4.6 Reports Background The following proposals come as a consequence of the work of Pluto 6. See justification in the briefing case from Pluto 6. Suggested change § 4.4.2 Tuntreet`s management Tuntreet’s management consists of two the editor-in-chief s. The first period they shall operate as journalistic editor, and the other period as a chief editor. The chief editor is the head of Tuntreet. § 4.4.4 Economy Tuntreet sets the budget based on the requirements of revenue set by Kjernestyret. The Editor is responsible for reporting of Tuntreet’s economy to Kjernestyret. Tuntreet must present budgets and accounts for Tuntreet at the GA, after Kjernestyret has processed these. § 4.4.6 Reports Chief The editor and journalistic editor are obliged to prepare a transition document for their successor, as well as making them familiar with the duties and procedures of their position.
Suggestion 11 (F11): suggestion by Kjernestyret Change in § 4.5.9 The Sponsor Team Background The following proposals come as a consequence of the work of Pluto 6. See justification in the briefing case from Pluto 6. Original text § 4.5.9 The Sponsor Team The sponsorship coordinator in the Business Committee is the head of the Sponsor team, which consists of representatives across the bodies of Studentsamfunnet i Ås and has the aim to coordinate all of Studentsamfunnet’s sponsorship contact. The Sponsor team reports to Kjernestyret through the Leader of the Business Committee. Suggested change § 4.5.9 The Sponsor team The sponsorship team is led by the sponsor coordinator in the Buisiness Comitee, and consists of the head of finance in Samfunnsstyret, the head of finance in the board of UKA, the editor of Tuntreet and sponsorship assistants. The sponsoship team determines the number of 49
sponsoring assistants themselves. The sponsor team is responsible for recruiting new partners to all organs of Studentsamfunnet, as well as following up existing collaboration agreements. The Sponsorship team reports to Kjernestyret through the Leader of the Business Committee.
Suggestion 12 (F12): suggestion by Kjernestyret Change in ยง 2.7.2 The Operations and Maintenance Committee Background The following proposals come as a consequence of the work of Pluto 6. See justification in the briefing case from Pluto 6. Suggested change ยง 2.7.2 The Operations and Maintenance Committee Deputy Leader of Samfunnet A member of The Board of Samfunnet and one external member of Kjernestyret the Board of House and Finance are representatives of the operations and maintenance committee.
Proposed resolution The General assembly approves the changes to the articles of association. The change to the articles of association regarding the change of time of election and working time for head of events does not take effect until after the autumn General assembly.
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Case 9: Informative cases 9.1 Pluto 6 – Reorganization of Studentsamfunnet`s Organization Case responsible: Ane Magnussen, Maylinn Dramstad, Cecilie Augensen Nilsen, Inger Johanne Helth Sveen and Lars Berg Raaen The Pluto Commission was set up by Kjernestyret in the fall of 2019 to look into organization and composition of the management of the bodies at Studentsamfunnet. The commission was tasked with investigating and preparing proposals for a new structure, and presenting this to the rest of the organization and the General Assembly in spring 2020. The Commission has consisted of the following persons: Ane Magnussen, Maylinn Dramstad, Cecilie Augensen Nilsen, Inger Johanne Helth Sveen and Lars Berg Raaen The objectives of the study have been to look into solutions for: 1. That Kjernestyret and the structures of other bodies at Studentsamfunnet should be appropriate and adapted to a growing and increasingly professional organization. 2. Having a structure that is easier to cofunction with for both elected representatives, volunteers and members of Studentsamfunnet 3. Obtain clearer role clarification and division of responsibilities both within and among the bodies, as well as for Kjernestyret Through discussions, interviews, seminars, workshops and a consultation, the Commission has gathered input from the organization, as well as former central people in the organization. The Commission has discussed and processed input, and then presented the desired changes in organization and statutes to Kjernestyret. The Commission would like to thank everyone who has contributed to the work. The amendments to the Articles of Association proposed at this General Assembly are the changes that Kjernestyret considers appropriate to implement. In addition, the Pluto Commission provides a report to the bodies of the Studentsamfunnet with recommendations for changes that are not covered by the amendments to the Articles of Association, but which is considered affecting how the day-to-day operations work. It is up to the organization itself to implement any proposed changes.
The suggestions, in brief: The Board of Samfunnet: 
Move election of Head of events to spring and extend the working period from two to three periods. This is to able coordination of budget and semester programme planning, and so the Head of events partake more in implementation of planned semester programme.
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Move the election of Head of marketing to fall to get a better balance on which positions are elected in the fall and spring The head of Administration should be the vice / second in command The deputy leader changes name to Head of Bodega, and manages the bodega block, which consists of committees only related to party management (bar, security, entrance, the bodega group, food) Bodegablokka becomes an operating block that operates continuously, and regardless of whether it is the UKA i Ås or Samfunnet that holds events. The goal is to "stabilize" the central operational tasks, especially related to party night operations. Accountant, climate accountant and newly created analysis KS also become operational functions that works for all bodies or Studentsamfunnet throughout the year The Artist and Booking Committee becomes a constant operating committee that operates independently of UKA / Samfunnet's operations. Some of the administrative tasks in the administration block, as well as the film and the photo committee are wanted to be turned into operational functions as described above. The head of concerts takes over responsibility regarding revues from the head of events
Kjernestyret:
Changes the name to the Board of House and Finance (easier to understand and explain, and this is the "old" name of the board). Increase the number of external representatives with one person, as well as one appointed external representative approved by GF The number of meetings and cases dealing with operational matters is reduced; The Board of House and Finance will work more generally with finances and strategy A leaders summit is set up for the leaders of the Board of Samfunnet, UKA, Tuntreet and NU where they discuss and coordinate operations and other relevant issues. These should meet at least once a month. The forum is not a statutory body and should not have any formal status in the articles of association.
The Business Committee:
Assume all sponsorship work, also from UKA i Ås
Tuntreet:
Goes from having a journalist editor and editor in chief to having only one editor elected each spring.
UKA i Ås:
Leaves accounting and sponsorship activities to Samfunnet and NU As a consequence of this name, the Sales Manager changes to the The hHead of House. Uses the various operating committees (as described above) that are under the Samfunnsstyret for their operations under UKA i Ås. It is proposed that the changes do not take effect until after UKA2020
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Case 10: Elections in according with Studentsamfunnet’s Articles of Association According to Studentsamfunnet’s Articles of Association the candidacy are presented as an attachment three days before the General Assembly.
10.1 The Board of Samfunnet
10.2 Tuntreet 10.3 The Business Committee 10.4 Kjernestyret 10.5 Election Committee Proposed resolution The General Assembly has by voting elected the following candidates: The Board of Studentsamfunnet Chairman: Head of Finance: Head of Marketing: Tuntreet Editor: The Business Committee Head of Event: Head of Career Day: 53
Sponsorship coordinator: Kjernestyret Student representative: Election Committee Representative: Representative:
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Case 11 Additional Cases Cases that are wished to be adressed during case 11 can be delivered to the meeting management by the time the General Assembly begins.
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