MINUTES OF MEETING Date: Tuesday 14 th October 2014 Venue: Guru’s Time: 5.05pm Present: Aaron Letcher, Shannon Stewart, Steffan Van Lieshout, Shaun Letcher, Daniel Farrell, Sam Marelich, Zanian Malepati-Steele, Johnny Ryan, Members: As attached Apologies: Roy Mazordoze – Test, Catherine Monckton – Assignment, Kate Lunn – Late Attendance: David West Subject Whom By When Apologies 14/074 Moved: Chair – THAT apologies be accepted. Minutes - 19/9/14 14/075 Moved: Shannon – Seconded: Shaun - THAT the Meeting Minutes of the 19 th September as read, be signed by the Chair as true and correct record. Minutes - 23/9/14 14/076 Moved: Shannon – Seconded: Shaun - THAT the Meeting Minutes of the 23rd September as read, be signed by the Chair as true and correct record. Minutes - AGM 24/9/14 14/077 Moved: Daniel – Seconded: Shaun - THAT the Meeting Minutes of the 24th September AGM as read, be signed by the Chair as true and correct record. CU CU CU CU Matters Arisingfrom the Minutes None. 5.12pm – Kate Lunn arrives. Matters Raised by Members: Uni Q members asked for an update on use of the space in the Cowshed. Advised that this will be subject to consultation after the upcoming AGM. Correspondence: Aaron noted that he is receiving letters from various groups regarding the rooms in the cowshed. He will collect and table in due course. Conflicts Register: Daniel declares that he is now on the WMS Student Experience Committee.
Transcript
MINUTES OF MEETING
Date: Tuesday 14th October 2014 Venue: Guru’s
Time: 5.05pm
Present: Aaron Letcher, Shannon Stewart, Steffan Van Lieshout, Shaun Letcher, Daniel
Farrell, Sam Marelich, Zanian Malepati-Steele, Johnny Ryan,
Members: As attached
Apologies: Roy Mazordoze – Test, Catherine Monckton – Assignment, Kate Lunn – Late
Attendance: David West
Subject Whom By When Apologies 14/074 Moved: Chair – THAT apologies be accepted. Minutes - 19/9/14 14/075 Moved: Shannon – Seconded: Shaun - THAT the Meeting Minutes of the 19th September as read, be signed by the Chair as true and correct record. Minutes - 23/9/14 14/076 Moved: Shannon – Seconded: Shaun - THAT the Meeting Minutes of the 23rd September as read, be signed by the Chair as true and correct record. Minutes - AGM 24/9/14 14/077 Moved: Daniel – Seconded: Shaun - THAT the Meeting Minutes of the 24th September AGM as read, be signed by the Chair as true and correct record.
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Matters Arisingfrom the Minutes None. 5.12pm – Kate Lunn arrives. Matters Raised by Members: Uni Q members asked for an update on use of the space in the Cowshed. Advised that this will be subject to consultation after the upcoming AGM. Correspondence: Aaron noted that he is receiving letters from various groups regarding the rooms in the cowshed. He will collect and table in due course. Conflicts Register: Daniel declares that he is now on the WMS Student Experience Committee.
AGM: Directors pointed out that the Annual Plan and Budget was incorrect in that there was an adding mistake and expenses actually total $1,000 less. 14/078 Moved: Chair THAT the meeting move into Committee at 5.25pm to discuss AGM documents. For: 7 Against: 2 (Johnny, Zanian) 7.42pm – The meeting moved out of Committee Johnny and Sam left the meeting 14/079 Moved: Shaun – Seconded: Daniel - THAT the Board recommends to the AGM the following rates of honoraria payments for 2015:
President $32,000 to $35,000
Vice Presidents $12,000 to $15,000
Directors $1,500 to $2,5000 For: 6 Against: 1 Zanian) 14/080 Moved: Shannon – Seconded: Kate – THAT the Annual Plan to be presented to the AGM be amended to show that the student survey will include a comprehensive review of Director roles and honoraria, and the comment about membership of NZUSA be removed. For: 6 Against: 1 (Daniel) 14/081 Moved: Shaun – Seconded: Daniel – THAT the budget to be presented to the AGM be amended by reallocating $1,000 from surplus to the hardship fund. For: 6 Against: 1 ( Zanian) SGM Minutes – Amendments: 14/082 Moved: Kate – Seconded: Shannon - THAT the Minutes of the SGM held on 30th July 2014 be amended to show that rule 5.3 of the constitution will be amended to read that WSU will comply with the Treaty of Waitangi/Te Tiriti and its principles.
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8.01 pm Meeting Closed Next meeting date - to be advised. Minutes Confirmed:........................................... Dated: ...../...../.....
MINUTES OF MEETING
Date: Tuesday 23rd September 2014 Venue: Guru’s
Time: 5.09pm
Present: Aaron Letcher, Shannon Stewart, Steffan Van Lieshout, Daniel Farrel, Sam Marelich,
Zanian Malepati-Steele, Shaun Letcher, Roy Mazordoze, Catherine Monckton
Members: Alvina Edwards, Tau Marsden, Toko Baker
Apologies: Johnny Ryan – Assignment, Kate Lunn – Class (Late)
Attendance: David West
Subject Whom By When Apologies 14/062 Moved: Chair – THAT apologies be accepted. 5.10pm – 14/063 Moved: Chair - THAT the meeting move into Committee to discuss documents for the upcoming AGM – David West in attendance. 7.37pm –Meeting moves out of committee Note - Catherine, Zanian and Sam left, and Kate joined the meeting Present: Aaron, Shannon, Steffen, Daniel, Kate, Roy and Shaun 14/064 Moved: Daniel, Seconded: Roy – THAT the minutes of the AGM held on 18th September 2013 be recommended to the members as a true and correct record of that meeting. 14/065 Moved: Roy, Seconded: Daniel – THAT the minutes of the SGM held on 30th July 2014 be recommended to the members as a true and correct record of that meeting. 14/066 Moved: Shaun, Seconded: Kate – THAT the Annual Report as tabled be presented to the members for approval 14/067 Moved: Daniel, Seconded: Kate – THAT the Audited Accounts as tabled be presented to the members for approval 114/068 Moved: Shaun, Seconded: Shannon – THAT membership fees of zero ($0) for 2015 be recommended to the members for approval 14/069 Moved: Steffen, Seconded: Shaun – THAT Directors Honoraria as tabled be recommendeded to the members for approval 14/070 Moved: Shannon, Seconded: Roy – THAT the Annual Plan and Budget as tabled be presented to the members for approval 14/071 Moved: Kate, Seconded: Shaun – THAT McCaw Lewis Ltd be recommended as WSU solicitors for 2015 14/072 Moved: Shannon, Seconded: Steffen – THAT BDO be recommended as WSU Auditors for 2015
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14/073 Moved: Steffen, Seconded: Kate – THAT the adoption of option 4 of the SGM ballot as tabled be recommended to the members for approval Meeting Closed: 7.44pm
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MINUTES OF MEETING
Date: Friday 19th September 2014 Venue: Guru’s
Time: 3.09pm
Present: Aaron Letcher, Shannon Stewart, Steffan Van Lieshout, Kate Lunn, Sam Marelich,
Zanian Malepati-Steele, Shaun Letcher, Roy Mazordoze
Members: Tau Marsden, Alvina
Apologies: Daniel Farrel – Auckland, Johnny Ryan – Working, Catherine Monckton – Late
Attendance: David West
Subject Whom By When Apologies 14/056 Moved: Shaun – Seconded: Sam – THAT apologies be accepted. Matters Arising None. Members Alvina – NZUSA – not fully consulted regarding membership. Clear process of natural justice re: Social Media. Not satisfied with election – seeking legal opinion. Submission regarding SGM (tabled). Correspondence (Tabled) From “Get out to vote” to WSU. Response to be drafted by President. 14/057 – Moved: Chair – correspondence received. Conflicts Register Any updates? Kate to discuss with President and submit documentation. Media Advisory Group (Aaron) Briefed the Board on the concept, details to be given later. Alvina – what triggered the inception of the Advisory Board.
- Because of voluntary membership seem aligned with University, what assurances do we have that Nexus not being slanted towards policitical views.
3.25pm Member arrives. - should be given some options.
14/058 – Moved: Sam – Seconded: Shaun THAT a terms of reference be submitted by the next meeting. 3.32pm – 14/059 – Moved Chair THAT move into Committee to discuss breaches of Social Media Policy – David West in attendance. 3.55pm – Catherine Monckton arrives. 4.01pm – Moved out of Committee
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Financial Report (Tabled) – Aaron End of August 2014. Review of National Bodies (Aaron)
Zanian has noted his opposition to not allocation funding to NZUSA. 14/60 – Moved: Catherine – Seconded: Roy THAT WSU does not allocate funding for NZUSA membership in 2015. Trust Appointment (Aaron) Delayed due to V.C’s unavailability. U-Leisure Constitutions (Aaron) No progress. USNZ (Aaron) VCC has received the report and it appears a new body will be formed. Greater influence from Universities. Clubs Policy 14/61 – Moved: Sam – Seconded: Kate THAT Admin Grant be increased from $30 to $50. THAT Clubs Grant funding be increased from $10,000 to $20,000. THAT four club grant rounds be held each year. AGM Documents Deferred to next week Tuesday 5pm. Meeting Closed 4.46pm
FOR 6 AGAINST 3 CU
MINUTES OF MEETING
Date: Thursday 21st August 2014 Venue: Guru’s
Time: 4.00pm
Present: Shannon Stewart, Catherine Monckton, Daniel Farrell, Zanian Malepati-Steele,
Steffan Van Lieshout, Johnny Ryan, Roy Mazordoze, Kate Lunn, Shaun Letcher,
Aaron Letcher
Members: Wayne Mako, Parewahaika Harris, Brendan Madley, Harry Carlson, Alvina Edwards,
Subject Whom By When Apologies 14/051 Moved: Daniel – Seconded: Shaun – THAT apologies be accepted. Minutes of 26th June 2014 Meeting 14/052 Moved: Shaun – Seconded: Catherine THAT the minutes of the WSU Board meeting held 26th June 2014, as read, be signed by the Chair as true and correct record. Minutes of 15th July 2014 Meeting 14/053 Moved: Roy – Seconded: Kate THAT the minutes of the WSU Board meeting held 15th July 2014, as read, be signed by the Chair as true and correct record. Matters Arising from Minutes None. Matters Arising from Members 1. Alvina Edwards addressed the meeting regarding a recent report in the
Waikato Times alleging that the WSU President had purchased and burned a number of the “Dirty Politics” book. She claimed that the reported behaviour was outrageous and brought the WSU into disrepute. She called on Aaron to step down as President while an investigation was carried out.
14/054 – Moved: Chair – THAT the meeting move into Committee at 4.10pm to discuss the matter. Aaron and members excluded, Shannon to take Chair. David West to remain in attendance. 5.30pm – Meeting moves out of Committee – Steffan and Kate leave. 14/055 – Moved: Shannon – Seconded: Daniel - THAT WSU takes these allegations seriously and will take whatever steps they can to investigate them. At this stage, in the absence of any substantial evidence, the Board will not stand the President down from his duties.
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2. Kristen Ross addressed the meeting regarding an alleged breach of rules during the recent WSU elections. She was informed that the Returning Officer has been advised of the complaints and an investigation was underway. The Board apologised for not informing her earlier.
3. Koha Rogers addressed the meeting regarding a breach of Tikanga
which had occurred at the WSU organised Noho Marae event held last weekend. He complained that members of the groups Te Waiora and Te Whakahiapo had been made to sleep in a corridor which was not appropriate. He further complained that a member of Te Waiora had been spoken to inappropriately regarding their size and appearance. He requested a formal apology be made to both the groups concerned and the individual. The President apologised on behalf of the Board and promised to follow up with the persons concerned.
4. Wayne Moko addressed the meeting regarding an incident which
occurred during the recent Noho Marae activity where a member of the Maori student community was stood down from attending because he was a candidate in the WSU elections being held at the time. Wayne complained that this was disrespectful and prevented the person from practicing his cultural rights. The President responded that he had made the decision in the interests of fairness to the other candidate who could not attend.
Director Reports (Tabled) 14/048 – Moved: Sam – Seconded: Shannon THAT Director reports for the second quarter be received.
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Meeting closed: 6.01pm
MINUTES OF MEETING
Date: Tuesday 15th July 2014 Venue: Guru’s
Time: 3.03pm
Present: Aaron Letcher, Shannon Stewart, Kate Lunn, Johnny Ryan, Steffen Van Lieshout,
Shaun Letcher, Catherine Monckton, Daniel Farrell, Zanian Malepati-Steele, Sam
Marelich
Apologies: Roy Mazordoze (class) for lateness
Attendance: David West & Rachel Elliot
Subject Whom By When Apologies 14/046 Moved: Shaun – Seconded: Shannon – THAT apologies be accepted.
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Correspondence (Tabled) From Jo McFarlane (Pro VC Maori Office) to the WSU re: student consultation. 14/047 Moved: Chair – THAT correspondence be accepted.
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Constitutional Changes (Aaron) The President briefed the Board on what he saw as an unsatisfactory recent history of the WSU VP Maori position and spoke about his goal of improving Maori representation. He outlined the independent review that had been conducted into the role in 2012 and the work of the subcommittee which followed up on the report in 2013. He further outlined the recent consultation process which had been carried out by himself and Steffen, and which included members of the larger Roopu groups and the Pro VC Maori office. It was felt that a change in the WSU constitution would allow the situation to be improved, which would require holding an SGM. It would be best to hold the SGM before the upcoming WSU election period so that any candidate had full knowledge of the situation they were getting into. The Board then discussed some options which could be put to a vote at the SGM, being:
Status Quo (situation remains the same)
Ex Officio (position is filled by an officer of a Roopu group)
A Maori electoral roll is created (only Maori may vote for the position)
The candidate must meet certain criteria or be endorsed by the Maori community
3.50pm – Roy arrives 4.00pm – Kate leaves 4.29pm – Shannon leaves 14/048 Moved: Steffen – Seconded: Roy – THAT an SGM be called to alter the rules of the Association, to be held Wednesday 30th July 2014. 14/049 Moved: Catherine – Seconded: Shaun THAT the SGM discusses the Maori Representation Role on the WSU Board and due duties associated with the position.
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5.04pm – Steffan leaves Other Amendments to the constitution: 14/050 – Moved: Daniel – Seconded: Sam THAT the following sections of the constitution be altered at the SGM.
Clause 5.3 of the constitution be altered to read: 5.3 The Association will recognise and act consistently with the principles of Te Tiriti O Waitangi/The Treaty of Waitangi.
Clause 7.1 of the constitution be altered to read: 7.1 Each member shall pay such annual or other subscription as may be fixed by a simple majority of the Annual General Meeting of the Association in accordance with clause 9.3.3 for the year of that member's membership of the Association.
Clause 8.1.2 of the constitution be repealed:
Clause 14.3.1.4 of the constitution be altered to read: 14.3.1.4 To be the WSU nomination as candidate for the University Council and other organisations as appropriate
Clause 2.1.4 of the constitution be altered to read: 2.1.4 “Clear Days” means “all days excluding weekends, public holidays and University holidays, and does not include any day on which any notice is given or any meeting is held”;
Clause 14.4 of the constitution be altered to read: 14.4 Taking into account the need to ensure full and fair representation of all sectors of the University community the Board shall allocate responsibilities to individual Directors, taking into account any special abilities and expressions of interest.
Clause 14.5 of the constitution be altered to read: 14.5 In the event of any dispute or disagreement regarding the allocation of responsibilities the President will have the deciding vote;
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General Business None.
Meeting closed: 5.31pm
MINUTES OF MEETING
Date: Thursday 26th June 2014 Venue: Guru’s
Time: 11.00am
Present: Aaron Letcher, Shannon Stewart, Roy Mazorodze, Zanian Malepati-Steele, Johnny
Ryan, Gabriel Paikea, Catherine Monckton, Shaun Letcher
Apologies: Daniel Farrell, Sam Marelich
Members: Pita Shelford, Koha Rogers, Maria Huata, Mariana Te Tai, Steffan Van Lieshout, Te
Rina Popata
Attendance: David West
Subject Whom By When Apologies 14/038 Moved: Chair – THAT apologies be accepted. Minutes of 20th May 2014 Meeting 14/039 Moved: Chair THAT the minutes of the WSU Board meeting held 20th May 2014, as read, be signed by the Chair as true and correct record.
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Correspondence (Tabled) From Gabriel to WSU re: resignation 14/040 Moved: Catherine – Seconded: Shaun THAT resignation be accepted.
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9. Conflicts Register Sam no longer MCSA Rep.
10. Progress Reports: (Aaron) Briefing. 11. Board Vacancies (Aaron) 11.06am – 14/041: Moved Catherine: Seconded: Shaun THAT meeting move into Committee to discuss vacancies. David West, Maria Huata and Ropu members to remain. 12.37pm Move out of Committee. 14/042: Moved: Shannon – Seconded: Roy THAT Steffan van Lieshout be appointed VP Maori. 14/043: Moved: Catherine – Seconded: Johnny THAT Kate Lunn be appointed to the vacancy created by Gabriel’s resignation. 12. WSU Appointments: (Aaron) Briefing – Directors information. Aaron to prepare a briefing for the next Board Meeting re: Directors of U Leisure. 13. Financial Report (Tabled)
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14. WSU Van: (Aaron) Briefed – SCBFT Funding has been approved. 14/044 Moved: Shaun – Seconded: Roy THAT we accept the funding and take the van with signwriting. 15. Scholarships (Aaron) Briefed on recent changes to timings of application and make-up of selection panels. 14/045 Moved: Roy – Seconded: Shannon THAT Catherine be appointed to the scholarships committee. 16. Re-O (Aaron) Briefing by David West. 17. SCBFT (Aaron) Update on funding proposal approved yesterday. 18. BOP Polytech (Aaron) Deferred to next meeting.
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General Business Johnny – Amber has asked for some help with a project Tuesday next week. Roy – Noted the new office with thanks.
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1.00pm Meeting Closed Next meeting date - to be advised. Minutes Confirmed:........................................... Dated: ...../...../.....
MINUTES OF MEETING
Date: Tuesday 20th May 2014
Venue: Guru’s
Time: 5.07pm
Present: Aaron Letcher, Catherine Monckton, Daniel Farrell, Roy Mazorodze, Johnny Ryan,
Zanian Steele, Simba Marama-Lyon, Shannon Stewart, Sam Marelich
Apologies: Shaun Letcher
Gabriel Paikea for late arrival (out of town)
Attendance: David West
Subject Whom By When Apologies 14/034 Moved: Catherine – Seconded: Johnny – THAT apologies be accepted. Minutes of 30th April 2014 Meeting 14/035 Moved: Daniel – Seconded: Roy THAT the minutes of the WSU Board meeting held 30th April 2014, as read, be signed by the Chair as true and correct record.
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Correspondence (Tabled)
1. From Nirmala & Roy Withers to WSU re: Pool Party. 2. From NZUSA to WSU re: membership.
14/036 Moved: Chair THAT the correspondence as tabled be accepted.
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9. Conflicts Register – Aaron (tabled) This will now be a standing item on the agenda for each meeting. Any additions or alterations to be advised to the President.
10. Progress Reports: (Aaron) (tabled) The President briefed the Board on a report he has developed to help keep track of on-going WSU projects. This will now be a standing item on the agenda for each meeting. 11. Engagement Plan (Shannon) Thanks for those who have put themselves on the roster to help at Level 0. Directors to send timetables to Shannon who will put out a new roster each week. If anyone is sick or can’t turn up please contact Shannon as soon as possible. 5.37pm Gabriel arrives 12. Directors Strategy Day: (Aaron) A discussion regarding getting the Directors together to spend some time working together on shared visions and goals for the organisation. Sunday 25th May was suggested. Shannon to run a doodle-poll.
13. – Maori Representation: (Aaron) 14/037 Moved: Chair THAT the meeting move into Committee at 5.50pm to discuss Maori Representation, the Foodbank proposal, a Financial Briefing and BOP Polytech. David West in attendance. 8.00pm – Moved out of Committee
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General Business Roy – A request to advertise the extended hours at Library labs opening earlier at 8.15am. Catherine – Raised Lightwire issues – can’t get connection. Aaron to raise with ITS.
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8.05 pm Meeting Closed Next meeting date - to be advised. Minutes Confirmed:........................................... Dated: ...../...../.....
MINUTES OF MEETING
Date: Wednesday 30th April 2014
Venue: WSU Meeting Room
Time: 3.08pm
Present: Aaron Letcher, Shannon Stewart, Johnny Ryan, Sam Marelich, Roy Mazorodze,
Shaun Letcher, Zanian Steele and Catherine Monckton on Skype
Apologies: Gabriel Paikea and Daniel Farrell for lateness
Attendance: David West, Wi Ching Phee, Mark Savage
Subject Whom By When Apologies 14/025 Moved: Shannon – Seconded: Shaun – THAT apologies be accepted. Minutes of 24th March 2014 Meeting 14/026 Moved: Roy – Seconded: Zanian THAT the minutes of the Board meeting held 24th March 2014, as read, be signed by the Chair as true and correct record.
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Matters Arising None Members None Correspondence None.
9. Conflicts Register – Aaron Suggest a standing agenda item at the start of each meeting where conflicts are noted. 14/027 Moved: Zanian – Seconded: Sam THAT a Conflicts Register be introduced.
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10. Financial Report (tabled) 11. David West presented the report and an activity report to go with it. 12. Foodbank Report - Sam Monday 12th May to have space etc sorted. 12.57pm – Daniel arrives. 13. – First Quarter Directors Reports (tabled) 14/028 – Moved: Roy – Seconded: Zanian THAT Directors Reports for March be accepted. Presidents Report (tabled) 14/029 – Moved: Aaron – Seconded Roy THAT Presidents Report for January, February and March 2014 be accepted. VPs Report (tabled)
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14/030 – Moved: Shannon – Seconded Daniel THAT Vice Presidents Report for January, February and March 2014 be accepted.
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14. University Council Changes – Aaron 14/031 – Moved: Daniel – Seconded: Shaun – THAT WSU make a submission to the Select Committee in relation to the Education Amendment Bill No. 2 (Aaron to action) supporting student representation to be preserved on Council.
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15. Club Affiliations – Aaron Discussion on new clubs. 14/032 – Moved: Zanian – Seconded: Roy – THAT the Club Affiliations as tabled be approved.
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16. Engagement Plan Update – Aaron Directors to indicate to VP availability for roster.
General Business BOP Polytech – Roy 14/033 – Moved: Shaun – Seconded: Roy – THAT the President work with the GM to prepare a written proposal regarding the offering of services at BOP Polytech by 6th June 2014. Email Issues – Aaron Discussion on technology issues. Projects – Roy Can we have a list of projects on the go. Aaron and David to organise.
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2.24pm Meeting Closed Next Meeting date - 20th May 2014 at 5.00pm. Minutes Confirmed:........................................... Dated: ...../...../.....
