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

HELD ON FRIDAY 5^TH APRIL 2024 IN SUB 1.02

 

1. MEETING OPENED:

 

9.03 am.

 

Karakia: Temepara    

 

2. PRESENT:

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

 

By Video: N/A

 

In attendance: David West

 

3. APOLOGIES:

Seamus Lohrey – travel

Zac Isaac – teaching

Sophie Priddy – study

 

24/040             Moved: Chair

THAT the apologies be accepted.

CARRIED UNANIMOUSLY

 

 

4. MINUTES OF THE PREVIOUS MEETING:

Minutes of the Board Meeting held 12^th March 2024

 

24/041             Moved: Chair

THAT the Minutes of the Board Meeting held Tuesday 12^th March 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:

Nikita Van Dijk joined the meeting by video call.  She advised the meeting that she was the President of the Waikato Disabled Students Association and was keen to establish a stronger relationship between the two organisations.  Initially she hoped this would take the form of support for events and sharing ideas and communications.  George reassured Nikki that her participation and insights were valued, and that WSU would support her organisation in any way that they could.

 

9.14 am – Nikki left the meeting.

 

9.14 am – Shane Vugler, Organiser TEU joined the meeting.

 

The meeting agreed to allow Shane to speak to the meeting at this time instead of Business Item 2 as previously planned.

 

Shane briefed the meeting on recent negotiations for staff collective contracts.  Significant gains had been made for Sessional Assistants.  Around 900 of these positions are now included in the Academic Collective Agreement for the first time so have access to things like sick leave.  Ongoing negotiations for other positions seem to be heading towards staff cuts and/or industrial action.

 

Shane asked the Board to reflect on how those actions might impact on students in terms of access and quality of education moving forward.

 

9.38 am – Shane left the meeting.

 

7. REGISTER OF RELATED INTERESTS

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

 

8. CORRESPONDENCE:

Noted the press release on student spaces such as Puutikitiki and the Conch which had gone out on WSU social media channels.

 

Noted the press release from Combined Student Associations which WSU had put its name to regarding the University Advisory Group.

 

9. REPORTS

 

President:

 

George gave a verbal report, which included:

 

• Meeting with Brett McEwan (Director of Student Services) regarding the SLA,
• Meeting with Board and GM regarding appointment of HR advisor,
• Meeting with Brett McEwan regarding the Pastoral Care Code of Conduct

 

Vice-President:

 

Mira gave a verbal report, which included:

 

• Meeting with the Vice-Chancellor regarding migrant spaces
• The Student Advisory Council meetings
• Some messaging around the Boycott programme

 

Vice-President Māori:

 

Temepara gave a verbal report, which included:

 

• TKT hui
• Tauranga rōpū

 

Directors:

 

Seamus – An update on the peer-support programme, hoping to launch on 7^th May.

Ben – update on some work he has been doing with the TEU, which has been very interesting.

 

General Manager:

 

The Manager gave a briefing on the following items:

 

• HR review – A meeting has been held with Catherine Stapleton regarding conducting an independent review of the managers performance and remuneration for 2022 and 2023. Terms of reference are now being drawn up so that a process and scope of engagement can be agreed to.
• Budget 2024 – the manager advised the Board that the budget that was passed at the 2023 AGM had some anomalies and would need to be reviewed. Due to workload, he had not been able to provide the information to this meeting so would present it to the next meeting.
• Financial Report for 2023 – This had been placed into the meeting drive for Directors to see, and a fuller briefing would need to take place at a later date. The meeting was briefed that the organisation ran at a deficit for 2023.
• Acquittal report for 2023 – A copy of this report was placed in the drive for Directors to see, any questions please refer to the manager.

 

10. BUSINESS:

 

1 – Pacific Director update – (Dave)

As attached to the agenda

 

The meeting considered the report and agreed to invite the top three candidates to an interview.  Mira and Temepara agreed to organise times to meet with the candidates and report back to the Board.

2 – TEU update – (Ben)

This matter was already dealt with earlier in the meeting.  

3 – Communication of Board Hui matters with Students – (Ben)

As attached to the agenda

 

The report was noted.  Ben to investigate further and report back to a later meeting.

4 – Funding application for the Free Food Club – Zac (Dave)

The Free Food Club has reported some issues with an application for a club grant submitted some weeks ago.  The General Manager reported that he had investigated the circumstances and the issue seemed to be resolved for the moment.

 

5. Te Whakahiapo funding proposal – (Temepara)

As attached to the agenda.

 

The meeting discussed the proposal and referred it back to the General Manager to consider pursuant to the club grant policy.  The Vice-President Māori also agreed to provide assistance.

 

6. Te Kāuru funding proposal – (Temepara)

As attached to the agenda

 

This was also referred to the General Manager.

 

7 – Te Waiora funding proposal – (Temepara)

This was also referred to the General Manager.

 

8 – Bereavements policy – (Milly)

The manager was requested to investigate and produce a draft policy.

 

9 – Update on community garden – (Milly)

Milly gave the meeting an update on this project which is being conducted in partnership with the Free Food Club and includes an aspect for Matariki celebration this year.

 

10 – Ethnic communities’ representation on our Board – (Milly)

The meeting discussed how they might achieve increased representation from the likes of international students and other smaller constituent groups.

 

11 – Grant Funding Club and Individual Sponsorship – (Dave)

As attached to the agenda

 

The meeting discussed the proposed policies.

 

24/042             Moved: Yasir               Seconded: Temepara

THAT WSU approve the Student Sponsorship and Funding policy as presented.

CARRIED UNANIMOUSLY

24/043             Moved: Fuad               Seconded: Mira

THAT WSU approve the revised and amended Club Grants Policy as presented.

CARRIED UNANIMOUSLY

11.52 am – Fuad left the meeting.

 

12 – Independent Governance Advisory Board – Dave

As attached to the agenda.

 

The meeting discussed the report regarding the status of this body and the persons who may have been considered for appointment to it.

 

11.57 am – Mira and Yasir left the meeting.

 

Note: Meeting inquorate so further discussion is conducted pursuant to rule 15.6.2 of the Constitution.

 

11. GENERAL BUSINESS:

None

 

12. NOTICES:

None

 

13. NEXT MEETING:

Monday 29^th April 2024 at 2.00pm

 

14. MEETING CLOSED: 04 pm.

 

Karakia: George

MINUTES CONFIRMED.………………………………….

DATE……………………………………