MINUTES OF A BOARD MEETING OF THE WAIKATO STUDENTS’ UNION (INC)

HELD ON TUESDAY 12^TH MARCH 2024 IN SUB 1.02

1. MEETING OPENED:

7.08 am.

 

Karakia: George        

2. PRESENT:

George Liu (Chair), Mira Arif, Temepara Smith, Sana Ahmad, Yasir Saifudeen, Ben Woodgates

By Video: Seamus Lohrey, Sophie Priddy

In attendance: David West

3. APOLOGIES:

Milly Miriro – family commitments

24/034             Moved: Chair

THAT the apologies be accepted.

CARRIED UNANIMOUSLY

4. MINUTES OF THE PREVIOUS MEETING:

Minutes of the Board Meeting held 12^th February 2024

24/035             Moved: Chair

THAT the Minutes of the Board Meeting held Monday 12^th February 2024, as read, be signed by the Chair as a true and correct record.

CARRIED UNANIMOUSLY

5. MATTERS ARISING FROM THE MINUTES:

None

6. MATTERS RAISED BY MEMBERS:

None

7. REGISTER OF RELATED INTERESTS

Noted and discussed.  Board members are reminded to update it as appropriate.

8. CORRESPONDENCE:

None

9. REPORTS

 

President:

As attached to the agenda.

George spoke to his written report, which included:

• Meeting with TJ Cloete (International Student Service Office Manager) (09/02/2024).
• Meeting with Vicki Campbell (09/02/2024).
• Meeting with Glenn Penfold (Associate Director – Digital Platforms & Architecture) (16/02/2024).
• New Student Pōwhiri (19/02/2024).
• Meeting at the Don with Mature Students (20/02/2024).
• WMS Divisional Board Meeting (21/02/2024).
• Academic Board Pre-Meeting with Tim O’Brien (21/02/2024).
• Academic Board Meeting (26/02/2024).
• University Council Meeting (27/02/2024).
• Meeting with Robyn Longhurst (Deputy Vice-Chancellor Academic) (04/03/2024)
• Meeting with Jim Mercer (Chief Operating Officer) (04/03/2024)
• Meeting with Neil Quigley (Vice-Chancellor) (04/03/2024)
• Meeting with Sarah-Jane Tiakiwai (Deputy Vice-Chancellor Māori) (04/03/2024)
• Meeting with Brandon McGibbon (Director, Office of the Vice-Chancellor) (04/03/2024)
• Meeting with Student Job Search (SJS) (06/03/2024)
• Meeting with Education New Zealand (08/03/2024)
• Meeting with Tracy Pilet (Student Discipline Appeals Committee) (08/03/2024)
• Meeting with Brett McEwan (Director of Student Services) (11/03/2024)
• SJS Student Advisory Committee Nominations (11/03/2024).

Vice-President:

As attached to the agenda.

Mira spoke to her written report, which included:

• Academic Council Meeting – 26/02/24
• Meeting with Tricia Finn (Director of Student Systems and Administration) and Jason Duncan (Admissions Manager) – 26/02/24
• TEU and Waikato Uni Bargaining Session – 04/03/24

Vice-President Māori:

As attached to the agenda.

Temepara spoke to his written report, which included:

• Rōpū reactivation
• Puutikitiki Whakarei Kaupapa
• First TKT hui for the year – 8th Feb
• Academic Board committee – 26th Feb
• Halls visit – 27th Feb
• Māori academic board committee – 28th Feb
• Second TKT hui for the year – 28th Feb
• Tauranga Visit – 7th, March
• Sustainability champions committee – 8th March

General Manager:

 

The Manager gave a verbal briefing on the highlights of the last few weeks which included the Orientation festivities and settling back into the role after absence.

7.16am – Fuad Syed joined the meeting

10. BUSINESS:

 

1 – Debrief from recently completed HR matters – (Zac)

This matter was deferred to the next meeting due to Zac’s absence.

2 – Response from the President to the Board regarding Employment Dispute – (Zac)

This matter was deferred to the next meeting due to Zac’s absence.  

3 – Promotion of water safety for students – (Zac)

This matter was deferred to the next meeting due to Zac’s absence.  

4 – Removal of print resources from Tauranga campus – (Zac)

This matter was deferred to the next meeting due to Zac’s absence.  

5. Student focus group for Library website – (Dave)

The library is on a “journey of transformation” with their website and are eager to have student input on new-look system. They are wanting to gain insight into what students look for on the web, how they find information and what things are important to them from the library’s service offering. They require 4 or 5 students to take part in a focus group to help.

George, Fuad. Yasir and Temepara volunteered to participate.  

6. Student Services Governance Committee (SSGC) meeting – (Dave)

This has been set down for Monday 18^th March 2024.  This is a joint committee with the University Leadership Team.  WSU has 4 x places, the President, the General Manager and two more.  This meeting will receive information on the anticipated CSSF revenue for 2024 so a decision can be made if additional services can be offered.  We have also been asked for an indication of any review we might be conducting of services funded from the Fee with a view to changing or continuing these services.

24/036             Moved: Fuad               Seconded: Temepara

THAT the Vice-President and the Vice-President Māori be appointed as WSU representatives to the SSGC for 2024.

CARRIED UNANIMOUSLY

7 – Evaluation and future direction of the Independent Governance Advisory Committee (IGAC) – (Seamus)

The meeting discussed the situation regarding this committee and felt that they needed further information to understand the how the framework had been established in order to effectively engage with the organisation.  The General Manager was asked to do some research on the situation and prepare a briefing report for the Board’s information.

24/037             Moved: Ben                 Seconded: Temepara

THAT a Board subcommittee be established to work alongside the General Manager and the President to review the Governance Advisory Committee situation and report back to the Board.  That subcommittee to consist of Zac, Fuad and Yasir.

CARRIED UNANIMOUSLY

8 – Establishing a standardised time for future Board meetings – (Seamus)

The Board discussed the difficulty of coordinating a time for meetings that suited all Directors, particularly now that semester had started.  Directors were reminded that meetings were an important part of their job, and they should make every effort to attend.

The meeting agreed that the President would send out a “Doodle Poll” or a “When to Meet” invite, by email not chat, so that Directors could indicate their availability and allow a meeting time to be selected that suited as many people as possible.

9 – Meeting with Nikki from Waikato Disabled Students Association – (Mira)

Unfortunately, Nikki reported a family emergency and was unable to attend the meeting.  The Board wished her well and agreed to defer the matter to a future meeting.  

10 – Collaboration with Everest People on General Manager Reporting – (Mira) 

This was an item that had come from a recommendation from the WSU Solicitor during the recent employment dispute with the General Manager.  It was noted that the terms of the settlement agreement would not allow Everest to be involved in a process of this nature.

11 – Selection Process for WSU Auditor – (Mira)

As attached to the agenda

The 2023 AGM gave the WSU Board the authority to review the appointment of an Auditor.  The General Managers report showed that an early appointment needed to be made for this year, and the situation could be reviewed at a later stage for the purposes of the next AGM.

24/038             Moved: Fuad               Seconded: Yasir

THAT WSU appoint PKF Hamilton Ltd to carry out this year’s audit, with the situation to be reviewed before the next AGM.

CARRIED UNANIMOUSLY

12 – Funding Policy: Current Status and Future Plans – (Temepara)  

Discussion regarding the current status of the WSU policy for funding grants and sponsorship, including any recent developments or changes as a result of last year’s annual planning process.  The General Manager was asked to review the policies with the Internal Structures subcommittee and report back to the Board.

13 – Funding Proposal for Attendance at the Aspiring Leaders Forum in Wellington (Fuad, Temepara, and Yasir)

As attached to the agenda.

The meeting reviewed and discussed the funding proposal put forward by Fuad, Temepara, and Yasir, to attend the Aspiring Leaders Forum in Wellington.

24/039             Moved: Mira                Seconded: Sana

THAT WSU approves funding from the Directors Development fund for Fuad, Yasir and Temepara to attend the Aspiring Leaders Forum in 2024, as per the proposal submitted.

CARRIED UNANIMOUSLY

 

14 – Student Job Search Advisory Committee – (Temepara)

Nominations for this committee have already closed.  Also, the previous Board (2023) has already nominated two students as candidates, being Zac Isaac and Bronwen Ata-Tauai.  As WSU is only allowed to nominate two people no further nominations are permitted.

15 – Kaupapa Māori Staff Vacancy – (Temepara)

The meeting discussed how this position was important in helping the organisation to align with our commitment to incorporating Māori perspectives and principles into our operations.  The General Manager briefed the meeting that the vacancy was on the radar to be filled as soon as possible, and he and Temepara undertook to catch up after the meeting to discuss the situation.

16 – Culture Narrative of the Pa for WSU board – (George)

An exploration of the culture narrative of the Pā will enhance the board’s understanding of the historical and cultural significance, and the rich heritage and traditions of the space.  This is relevant to the WSU board through achieving a connection and commitment to cultural awareness and sensitivity. 

Temepara agreed to contact Whetu from the Deputy Vice-Chancellor Māori Office and facilitate this activity on behalf of the Board.

8.44 am – Ben left the meeting.

11. GENERAL BUSINESS:

Round table on Director roles:

All Directors were invited to provide a briefing to the meeting on their specific areas of representation, their understanding of what they were wanting to achieve, and any notable activities so far.

Director (Pacific):

The GM gave a briefing on the current vacancy.  Five expressions of interest have been received.  An independent panel is being established to review the applications and make a recommendation to the Board.  It is hoped to have this process completed within the next two weeks.

Student bereavement:

The President noted the death of Frēya Tuson, a student, and advised that he had attended the funeral on behalf of WSU.  It was agreed that WSU would donate $150 to the “Go Fund Me” account in the student’s name.

12. NOTICES:

None

13. NEXT MEETING:

To Be Confirmed

14. MEETING CLOSED: 02 am.

 

Karakia: Temepara

 

MINUTES CONFIRMED.………………………………….

DATE……………………………………