MINUTES and ACTION ITEMS - APRIL NUPSA EXECUTIVE MEETING

Transcription

1 MINUTES and ACTION ITEMS - APRIL NUPSA EXECUTIVE MEETING President & Chair: Lorna Katusiime Meeting Date: April 28, 2014 Meeting Attendees: Apologies from: Absent: Minutes taken by: Lorna Katusiime (President) Ryan Duchatel (Education Officer Research) Andrew Deane (Callaghan Satellite Representative) Abubakar Alege (International Student Representative) Erin Poulton (Vice President) Catherine Phoenix (General Executive Indigenous) Sharlene Leroy-Dyer (Ex-Officio) Next Meeting Date: May 26 Agenda Items By: May 16 Julie-Anne McCluskey (Executive Officer) 1. Apologies Erin Poulton (Vice President) Catherine Phoenix (General Executive Indigenous) Sharlene Leroy-Dyer (Ex-Officio) 2. Confirmation of the Minutes Motion That Minutes for March be accepted Moved Abubakar Alege 2 nd Steven Tran Accepted and approved Hauwa Isa (General Executive Women s) Steven Tran (General Executive Disability) 3. Business Arising from the Minutes (s) Ref s Status Who Due By 1 Equity Officer to contact Equity & Diversity Resigned Equity Open Officer 26 Executive to send through profile and photo Missing AD, Exec March 28 AA, RD 46 Executive to send through availability for Cultural Competency Open AD, ST, March 28 AA, RD 47 Office to notify Executive about Corporate Governance As applicable JM When Training available 54 Edit February Minutes Done JM March Share with colleagues about vacancies on the Executive Done Executive April 56 Item in Newsletter regarding AGM Done LK April 57 Send posters for AGM Done JM April 58 Abubakar to send through jokes for Newsletter Open AA April 1 59 Office to send through possible dates for Cultural Competency Done JM April 60 Abubakar Alege to send through availability for The Network Done AA March Send letter to Research Students of Nursing & Midwifery Done JM March Send letter to Research Students of Nursing & Midwifery Done JM March Send letter to FSHN Social Done JM March 25

2 64 Executive to send feedback on Policy document General Executive April 17 Business 5 65 Executive to send feedback on Policy document General Executive April 17 Business 5 66 Include minute publication on Agenda monthly General JM Monthly Business 6 67 Reschedule meeting with Dean of students In process JM April 68 Executive to attend office for training and information as As applicable Executive As required required 4. Enquiries summary 5. Reports Presidents Report Vice Presidents Report Education Officer (Research) Report International officer Report Campus Representative (Callaghan Satellite) Office Report Senate Ex-Officio Report President Vice President Education officer (Research) International Officer Campus Representative (Callaghan Satellite) Office Report Ex-Officio (Senate) Executive are reminded that it is a requirement of their role to supply written reports where applicable each month. These are a record of their activities and are used in reporting to the University. 6. Financial Statements for period ended March 31, 2014 Motion That the financial statements for March be accepted Moved - Steven Tran Second Abubakar Alege Approved and accepted 7. ** General Business 1. Annual Dinner The Executive were asked for ideas for the date and location for 2014 Annual Dinner. It was asked where it was held in 2013 and Lorna answered NOAH S On the Beach. This location was familiar

3 to several of the Executive who thought that it would be a good place to hold the Dinner again this year. For the others, it was explained about the location and its proximity to the beach. It was further pointed out that there were photos of this on our Facebook page from 2013 if Executive wished to familiarise themselves. We also spoke about who came to the Dinner students, University staff and Senior University management hence the need to ensure there were no clashes with other University functions such as Singapore Graduation. The date was then discussed and again the Executive asked when it was held in Julie said November 24 and they looked at dates of a similar time. One of the Executive asked why it was held at the end of the year and Lorna explained that it is a celebration and recognition of the year s achievements. Lorna also spoke about the awards presented at the Dinner (SOYA, TOYA, OTOYA and Faculty awards). After some discussion and after looking at the date for Singapore graduation, it was decided to try for the weekend of November 14 or November 28. NOTE: Julie subsequently contacted NOAH S On the Beach and the only available date of those times was November 16. As per instructions from the meeting this was then booked. 2. Banking To ensure NUPSA is following the best practice financial management and allow NUPSA funds to work for NUPSA a high yield online savings account was set up last year to operate as a cash management account. There are currently no funds in this bank account all our money is sitting in the NUPSA operating account which doesn t earn interest for NUPSA. With this in mind the Executive are requested to approve the following schedule of transactions. 1. Transfer of funds from the Operating Account to the Cash Management Account. 2. Transfer all SSAF payments to the Cash Management Account, and request future SSAF payments are paid directly to the Cash Management Account. 3. Approve that monthly draw-down of funds to the operating account to occur in line with the NUPSA operating Budget on an ongoing basis. Additional draw-down of funds to the operating account would require the approval of the Executive. Voting: Item 1-6 for 0 against Item 2-6 for 0 against Item 3-6 for 0 against Carried 3. NUPSA Handbooks Executive were shown as part of the meeting documents two of the proposed handbooks that NUPSA will be working on this year. The Executive were asked about providing content for these and that the Project Officer would be in contact where applicable. An additional booklet had been proposed for creation and publication Top Tips or the things I wish I had known before I started my postgraduate journey This would be made up from ideas and suggestions from the Executive as well as other students and as such the Executive were asked to send through content to the office this month. 4. Social Club 4.1. Bushwalking/Biking/Hiking club A copy of the Bushwalking/Biking/Hiking Club affiliation documents was included with the meeting documents and Executive were asked if the approve the Bushwalking/Biking/Hiking Club becoming a NUPSA affiliated association. Voting 5 for 1 against Carried

4 4.2. Nursing Report For noting only 5. Policy Documents 5.1. Recruitment Policy A copy of the Recruitment policy document was included in the meeting documents and the Executive were asked for feedback on this policy during the month. As there was objections this was then tabled. This will now be signed by Lorna Katusiime and published on Blackboard Policy A copy of the policy document was included in the meeting documents and the Executive were asked for feedback on this policy during the month. As there was objections this was then tabled. 6. Publication of Minutes A copy of the Meeting Minutes policy document was included in the meeting documents and the Executive were asked for feedback on this policy during the month. As there was objections this was then tabled. Executive were then asked to look at March Minutes and decide if there is anything not to include before publishing. It was decided that there was one line to be removed from General Business Other Business Lorna then asked if there was any further business and Abubakar asked about the AGM and the payment to the Executive. Julie explained that there was no wage or honorarium as per the SSAF document but there was allowance for genuine expenses upon approval from the Executive and only upon providing correct receipts. Hauwa asked about attending Graduation in Singapore and Lorna explained that there was no provision in the SSAF for this but it could be included in the 2015 proposal. There was then some discussion on the SSAF proposal and how it was decided upon by the previous year s Executive but was to be enacted by the current Executive. Lorna then suggested that if you were thinking of staying on the Executive in 2015, being a part of the SSAF working party. It was then pointed out that Executive were not guaranteed to be on the Executive and Lorna then pointed out that Julie would be on the SSAF working party and also at the meetings next year and so would be able to explain the ideas of the 2014 group. Next meeting o April 28 Meeting closed: 1.25pm New Actions Ref s Status Who Due By 69 Book NOAH S On the Beach for Annual Dinner Done JM May 2 70 Book date for Annual Dinner Done JM May 2 71 Organise banking as per meeting instructions JM May 72 Project Officer to contact Executive re content for PO As handbook applicable 73 Executive to send through content for Tip handbook All May Executive 74 Send letter to Social Club Done JM May 2 75 Sign and place Policy document on Blackboard LK & JM May 2 76 Sign and place Policy document on Blackboard LK & JM May 2 77 Sign and place Policy document on Blackboard LK & JM May 2

5 78 Edit minutes as per instructions and publish on website Done JM May 2 Outstanding Actions Ref s Status Who Due By 1 Equity Officer to contact Equity & Diversity Resigned Equity Open Officer Executive to send through availability for Cultural AD, ST, AA, May 5 46 Competency RD, HI, AK, JW 47 Office to notify Executive about Corporate Governance As applicable JM When Training available 58 Abubakar to send through jokes for Newsletter AA May 2