DRAFT CPSA AGM MINUTES

Minutes from the CPSA AGM.

D Block Lecture Theatre Avenue Campus

Present
Darryl Stone (President) and 59 other students.  (Attendance register attached)
Apologies:  Ray Barrow, Tahi Collier, Kiriana Huria
Others Present:
Manager: Dave Marra, Association Manager (Minutes) Joy Olson Student Advocate, Olivia Amos, Receptionist.

Proceedings

1.    Karakia

2.    Welcome and Introductions
The meeting was opened at 12:20pm by President, Darryl Stone, and he welcomed all present.
The apologies were noted.

3. Adoption of Agenda
The draft agenda, as distributed, was agreed.
Moved, Seconded Unanimous

4. Confirmation of Minutes
Minutes of the Annual General Meeting of 1st July 2009, were tabled.

MOTION: To adopt the minutes of Annual General Meeting of 1st July 2009.
Seconded and Passed.
There were no matters arising.

5. Reports
5.1 Past President’s Report for 2009  (see below)
The past Presidents report was tabled by Darryl Stone as the Acting President at the end of 2009 following Marty Miller’s and Delaney Halls resignations.  Darryl Stone summarised his Report.

MOTION: The 2009 Past President’s Report be  accepted as tabled.
Seconded and Passed.
There were no matters arising.


5.2 Financial Reports for 2009
The audited financial reports were tabled and summarised by David Marra, the CPSA Staff Manager

MOTION: To adopt the audited financial reports for the year ending December 2009.
Seconded and Passed.

MATTERS ARISING:  Francine Spencer questions the accuracy of the Manaaki Akonga meeting fees and revenue figures included in the report.  David Marra explains that these accounts were consolidated so were a summary of income and expenditure.  David Marra and Francine Spencer agreed to meet at a date following the AGM to discuss.

5.3 Interim Report for 2009 (see below)
Darryl Stone tabled his interim report for 2010.   He outlined CPSA’s position as from the beginning of 2009 which left CPSA with no elected Governance and potentially no Manager or Student Advocate.   He also explained that there was no strategic plan business plan or budget for 2010.  He acknowledged the newly elected Student Executives and Vice-President noting that this was among the most representative Student Executive Councils in CPSA’s recent history.   He introduced the newly devised CPSA Mission Statement, which all at the meeting read together out loud. 

FURTHER TO THE PRESIDENT’S WRITTEN INTERIM REPORT:  Darryl Stone presented an idea to introduce an embargo of all CPSA Grants due to a lack of mandate, issues of equity and inconsistent and contradictory grants policies and procedures.   

MOTION: To receive the President’s Interim Report for 2008. 
Seconded and Passed 58 for and Fran Spencer and Rahera Falwasser Abstaining.

MATTERS ARISING: Rahera Falwasser mentioned that the President had overlooked the interim Executive Council which oversaw the Governance of CPSA  from January to mid February in his report.

The discussion following the motion included issues around CPSA’s ability to cater for members who are facing immediate hardship that is affecting their ability to attend events that would enhance or complete their study.  A further matter was raised with respect to a decision by the Student Executive Council at their meeting on the 30th April deciding against the embargo but asking the Grants Sub-Committee to consider grants weekly while reviewing policies and procedures.  The meeting was advised that the Executive Council had made a mistake in that there is no Grants Sub-Committee at this time, but there is a Grants Review subcommittee that is mandated by the Student Executive Council to review grants policies and procedures.  Issues regarding the lack of mandate, issues of equity and inconsistent and contradictory grants policies and procedures were revisited.  The President was challenged on his ability to implement an embargo as a decision maker independently from the Student Executive Council.  The President then put the following motion to the members present to vote on.

MOTION: That an embargo is to be placed on all grants.
Seconded and Passed 56 for and 3 against and 3 abstentions.


The Annual General meeting closed at 12.50pm  

2009 CPSA Presidents Report to the 2010 Annual General Meeting.

The task of providing the 2009 President’s Report has fallen on my shoulders as the last one standing at the end of 2009.  I was elected by the Senate to fill a Student Executive Councilor position in June last year. I was then elected by the Executive Council to Acting Vice-President when Marty Miller 2009 President resigned and Delaney Hall the 2009 Vice-President stepped into the role of Acting-President.  

 In October Sam Logan, the only Nominated 2010 Student Executive, resigned and  Delaney took emergency leave to travel to South Africa as her father was ill leaving me holding the reins as Acting President with no 2010 Executive Members and 3 remaining 2009 Executives. 

I was nominated by the Student Executive Council to continue in the role of Vice-President and Acting President until Delaney Halls return when an election could be held.  

In February of this year we discovered via the Association Lawyer that Delaney Hall had resigned as the 2010 President on 29^th November 2009 the day before she left for South Africa.

Marty Miller wanted equity between the Sullivan Avenue and City Campuses. During Marty’s short term a great deal was achieved to address the inequity issues between the City and Sullivan Avenue Campuses with CPSA making considerable investment in resources for Sullivan Avenue Students.

In the first half of 2009 considerable gains were made under Marty’s leadership to resolve the accounting issues and the serious lack of proper accounting, financial management and administration controls, policies and procedures.  2007 and 2008 Audited Accounts were produced in May and passed at the 1^st July AGM. During this same period a number of irregularities were discovered and resolved. 

Marty Resigned the Presidency in September due to ongoing health problems and ongoing family commitments.

Delaney led CPSA through a challenging period during which there was a serious breakdown of Governance and Staff Relationships  that lead to a Special General Meeting late in  October 2009 in which a motion to dismiss the Student Executive Council failed.

Darryl Stone

Acting CPSA President 2009

2010 CPSA Presidents Report on the Annual Plan to the 2010 Annual General Meeting.

The 2010 year commenced with no Elected Executive Council nor a Vice-President or a President following the melt down of the 2009 CPSA Executive Council at the end of 2009.

CPSA has begun 2010 with no clear strategic goals, no Strategic plan, no business plan and no budget.

CPSA was also at risk of being left with no manager and no Student Advocate due to the Student Advocate’s resignation and the Manager’s Fixed term Contract Coming to an end on the 31^st December 2009 with no recruitment and appointment strategy.

David Marra agreed to undertake the role of Association Manager on a fixed term contract and Joy Olson was employed as a locum in the Advocate Role until the 30^th April. 

 The 2010 Election saw the nomination and election of a new President, Vice-President and Student Executive Council who are currently in the process of appointing an Association Manager  and Student Advocates.  CPIT Human Resources Services have generously agreed to assist with this process to ensure transparency and proper process. 

This year the Student Executive Council is far more representative of the student community than ever before.  Following a very 2 day positive Executive and Staff workshop a clear new direction had been set and a draft strategic plan produced for amendment and ratification at the next Executive Council Meeting for Presentation to the Senate meetings on the 23^rd and 24^th June. 

A new simplified Mission Statement (CPSA exists to meet the needs of student members through activities that benefit the entire student community using a process of consultation, communication and action!)  Guide lines (Organisational Culture) and Values statements are available to members from the CPSA HQ.

Immediate priorities for 2009 are to stabilize the organisation’s Governance and Operations, to improve communication and build new functional relationships with all CPSA Members and CPIT and its contracted services.  

During this year the Student Executive Council will be consulting with members to revive the CPIT Constitution and Policies and Procedures manuals with an aim to amending them at the September General Meeting.

This year CPSA is committed to listening to members.  We are holding regular membership meetings at which your class Representatives has speaking and voting rights.  We have Suggestions boxes for you to post your suggestions and the Student Executive Council are keen to hear from you.  Executive meetings are mostly open to the membership.  Look out for the notices and contact me if you have something that you want put on the agenda. 

2010 will be a year of change.  You are welcome to jump on board and part of the change.