WUPA Council Meeting Minutes - University of Wollongong

WUPA Council Meeting Minutes
- 12.30pm, Thursday, August 5 th 2010
- Building 19.G028, University of Wollongong.
Chair: Josh Parker Minutes: Josh Parker
A PRELIMINARY BUSINESS
A1 Present and Apologies.
Present: Ayemana Khan, Josh Parker, Elizabeth Limn, Alfredo Amor, Reginald Richardson,
Shondelle Bolt, Fadi Ramadan, Nathanael Siagian, Josip Matesic
Apologies: Bernadette McCormack
A2 Confirmation of Minutes from the previous Meeting
A3 Business Arising from the Minutes
B GENERAL BUSINESS
B1 Introductions
- Guests Josip Matesic, Nathanael Siagian, Shondelle Bolt and Alfredo Amor met WUPA
Council members Josh Parker, Elizabeth Limn, Ayemana Khan, Fadi Ramadan and
Reginald Richardson.
B2 Office Business
- Keys – Josh explained that he is obtaining keys to the meeting room and the tea room
and that any new members of the Council who would like a key to the office should
speak to him. ACTION - Josh will chase up Fadi’s key which Fadi still does not have.
- Proposed Customer Service Representative – Josh and Chris Monnox (WUSA President)
are meeting with Vice Principal (Administration) Chris Grange to discuss the
employment of a Customer Service Representative for the front counter of the student
hub funded at 10% by WUPA. Council members interested in the details of this proposal
should contact Josh.
Wollongong University Postgraduate Association – Council Meeting - Minutes [03/2010] – Thursday, 5 th August, 2010.
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- Joinery items – Joinery has delivered all the requested items; a new desk, a new chest
of drawers, a new meeting table and several spare book shelf pins.
- Status of desktop and printer deployment – They Printer was deployed this morning
however a port still needs to be patched for printing for it to be operable. ACTION -
Josh will chase up with Bill Langtry from ITS. Computers will arrive on Friday, 7 th August.
- Proposed purchases:
a. Whiteboard: Motion passed. ACTION Josh to purchase.
b. Camera: Motion passed. ACTION Reg to find a suitable cheap camera for the
Council to buy and then consult Josh to arrange funding. ACTION Reg to join
Facebook and become an administrator of the WUPA Facebook group to
ensure the duty of maintaining WUPA’s photographic history is in one person’s
hand rather than divided between several as currently.
c. Boom box with iPod dock: Motion passed. ACTION Josh to purchase; should
include iPod dock, radio and clock for approx. $150.
d. Brochure holders: Motion passed. ACTION Josh to purchase; to be affixed to
front count.
- Signage, pin board, whiteboard installation: ACTION Josh to arrange installation by
Carpenters.
- CAPA re-affiliation: Motion passed. Council agreed to provide $1, 000 to CAPA for 2010
re-affiliation. Furthermore, Council agreed this should become an annual commitment
with the sum indexed at 3.3% of WUPA’s annual budget. Should the budget grow or
shrink, the CAPA re-affiliation commitment will increase or decrease accordingly.
ACTION Bernadette to arrange for the $1,000 to be sent to CAPA.
- Uniforms: Shondelle said any apparel WUPA sells should be distinct from Council
apparel so that Council members stand out. Shondelle suggested we could hold a
competition with a prize for people to come up with a design for the WUPA Council
member or saleable apparel. There was no consensus on the type of apparel for
Council wear or for sale. Josh was fond of Rugby jerseys though. ACTION Elizabeth
offered to bring in some catalogues to help guide future discussions.
- Apparel to sell: Alfredo suggested that any apparel we sell should have the UOW logo
as it is more significant, recognisable and memorable than WUPA. Josh agreed with this
statement but explained that apparel sells on whether it has a cool design rather than
the specific logo’s significance referring to the amount of people who wanted to buy
FASSA tees. Alfredo suggested shirts could have a logo of all major organisations on
campus. Josh contended that each unique print adds extra expense to the shirt.
Several logos create a very expensive shirt.
- Prizes: Fadi suggested the purchase of significant prizes for events; not pens, perhaps
key chains, glasses or apparel. Reg contended that unique prizes are more fun and
Wollongong University Postgraduate Association – Council Meeting - Minutes [03/2010] – Thursday, 5 th August, 2010.
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B3 Rhizome
encourage competitive; such as a trophy. The Council decided that since it did not
currently have firm plans to hold an event involving a competition purchasing prizes
would currently be a waste. ACTION Fadi offered to research potential prizes.
- Vouchers: ACTION Josh will order a few $15 UniShop vouchers consistent with the WUPA
Council’s prior commitment to compensating contributors to Rhizome.
B4 Spring Orientation
- Event Review WUPARTY - ACTION Josh to write a draft event review and send to all
Council members for feedback, additions. Event reviews are to become a standard
process to be undertaken by WUPA after each event.
B5 Treasurer Update
- More petty cash needed especially for printing and small items: There was plenty of
petty cash available at time of meeting.
- Mini budget: ACTION Josh to arrange a future meeting among key Council members
to determine budget for the rest of the semester.
B6 Activities Officer Report
- Foosball table: No foosball table has as yet been acquired. There was council concern
that the area out the front was insufficient for the foosball table. Josh contended that
WUPA was well within its rights to free up space by removing lounges from the area
since WUPA owns them. The decision to purchase a foosball table was put on hold until
the question of the hiring of a Client Service Representative was resolved. A Client
Service Representative could ensure the foosball table was secure and bring it out
each day.
- Regular events: The Council decided Women’s Wednesdays and Fridays@UniBar will
serve as regular events for postgraduate students.
- Future Events, some ideas:
a. Australian 2010 election observer mission: Reg explained his intention is to host
an observer mission at a local polling station on Saturday, August 21 st election
day. ACTION Josh will contact Ann from the Australian Electoral Commission on
Reg’s behalf concerning how to achieve such an event. Josip will be working at
Thirroul branch. He may be able to assist us if Ann cannot.
b. Food Safari/Cultural awareness event during International Week: The Council
approved of this idea by Reg but no formal date was set. International Week
(starting August 23 rd ) was thought to be an appropriate time to hold the event
Wollongong University Postgraduate Association – Council Meeting - Minutes [03/2010] – Thursday, 5 th August, 2010.
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ut it was agreed it could be held later if necessary. No Council member
decided to take this event on as yet.
c. Women’s Wednesday, Fridays@UniBar, Movie Magic ACTION Fadi to arrange a
movie night on a university day in the meeting room. A DVD will be required
and WUPA’s DVD player will have to be hooked up to our TV. We can borrow
couches from the front counter and the Media Office for this event. ACTION
Alfredo offered to lead the Fridays@UniBar and send Josh a description of the
event for promoting.
d. Hang Dog: ACTION Fadi to check the group pricing, transport options and
availability of Hangdog and approach the Council with his proposal at the next
meeting so we can begin promoting if appropriate.
e. ? Trip: Fadi suggested a trip to some place and wanted to know what the
budget for such a trip would be. The Council decided that events should come
before the Council with detailed budgets before funding would be allocated.
Event budgets should detail the price per head associated with changes in the
amount of attendees.
- Upcoming events: No events are 100% planned yet. It was decided that the detailed
planning of events should be made in separate meetings with only the Council
members concerned to avoid distractions to general Council meetings.
B7 Media Officer’s Report
- Regular events
B8 Vice President (Coursework)’s Report
- Nothing to report.
B9 International Student Officer’s Report
- Nothing to report.
B10 Thoughts from guests
- The guests had no additional issues comments.
B11 WUPA website
- Status, Editing
- Transparency, Accountability – The constitution, minutes and past annual reports will be
uploaded to the website. ACTION Josh to consult Robin (web developer) about setting
up an appropriate page.
Wollongong University Postgraduate Association – Council Meeting - Minutes [03/2010] – Thursday, 5 th August, 2010.
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B12 Constitution and Electoral Regulations
- University Council meeting August 6 to vote on Electoral Regulation changes passed
by the WUPA Council.
- Changes to Constitution: ACTION Josh will consult Pete Randles from Corporate
Governance for guidance on changing the constitution.
B13 Future Direction
- Representation at external campuses: Council concluded that representing students at
the University of Wollongong external campuses is extremely difficult due to the
expense in terms of time and finances for Wollongong Council members to attend the
other campuses. The current instability of the Wollongong Council’s office space
means there is little free time available to spend at other campuses. ACTION Josh will
contact external campus Heads for advice on representing students at their campuses
and any temporary facilities they can offer WUPA Council members travelling there.
B14 Council nominations
- Josip Matesic nominated himself for Vice President (Research): Motion passed.
- Shondelle Bolt nominated herself for Koori Officer: Motion passed.
- Alfredo Amor nominated himself for General Representative: Motion passed.
- Nathanael Siagian nominated himself for General Representative: Motion passed.
C OTHER BUSINESS
C1 Other Business
- It was suggested that the Council meet ever fortnight rather than 3 weekly, or monthly
to shorten meetings to an hour. The chairing of the meeting will be tightened also to
reduce the length of tangents. This shall be trialled at the next meeting.
C2 Next meeting – Wollongong University Postgraduate Association (WUPA) general meeting
- The next meeting was set for Thursday, 19 th August, 2010 at 12.30pm.
Meeting was adjourned at 2.10pm.
Wollongong University Postgraduate Association – Council Meeting - Minutes [03/2010] – Thursday, 5 th August, 2010.
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