|
Minutes of the Meeting 11th January 2010, 2.00pm
Interim Executive Present – Darryl Stone (Acting President), Lyn Hartwell, Rahera Falwasser, Liam Beasley. Absent – Delaney Hall Proceedings 1. Welcome and Introductions Meeting was called to order at 2.00pm by Darryl Stone and welcomed all present. Introductions were done. 2. Agenda Agenda distributed by Darryl Stone, seconded by Liam Beasley - passed 3. Reports The report from the Association Manager was received and reviewed point by point. 4. Role, goals and limitations of the Interim Executive Council Recommendation put as a motion This Executive Committee be identified as an Interim Executive Council and assumes all the powers of an Elected Executive Council and makes the necessary Governance Decisions required to ensure that CPSA achieved the following recommendations: Agreed. Recommendation · A new constitution will be drafted and will be ready for Consultation by students by 25th January 2010. Agreed. Draft to be worked on from 11th January 2010 till 25th January 2010 in preparation for Student Consultation. Recommendation · The interim recruitment of a suitable locum to cover the Student Advocate role until a permanent appointment is made. Agreed. Joy Olson to be appointed on a fixed term contract. Joy applied and was runner up to the resigning Student Advocate Recommendation · The Recruitment and appointment of a new Student Advocate Agreed. Advocate advertisement to be done asap and aim to appoint by 1st April 2010 Recommendation · To ensure that an open and transparent election of the CPSA Vice President and 10 Student Executive members. Agreed. Recommendations · The student advocate, manager and one Student Executive will promote and run a number of Students (and one staff) Focus groups to receive feedback and response to the Draft Constitution. · The Student advocate and one Student Executive will run an open (to CPSA Members) Electronic consultation forum set up for members to give feedback and advice on the constitution. · The Student advocate and one Student Executive will run several - facilitated “open-mike” forums arranged for Students to discuss the constitution. Agreed. This will be open for students to review and comment on from 8th Feb till 1pm 26th Feb 2010. All three will be run together Recommendation · Run at least one Senate meeting held in March to: A) Ratify the decision to co-opt the 4 Student Executives to carry over until a new governance team is elected. B) to discuss the Constitution and make suggestions for amendments to the draft Constitution. C) to ratify draft Strategic Plan, Business Plan and Budget for 2010 Agreed. Meetings to be held at Sullivan Ave on the 24th March and the City campus on the 25th March Recommendation · To establish a CPSA Constitutional Working party made up of at least two Students from the working party and supervised by John Burke who will consider the suggestions and feedback provided and make the amendments they consider necessary to the constitution. This group will produce a report for CPSA members which will be posted on the CPSA Website and will be made available to members in hard copy on request by the 21st March 2010. Garth Nowland Foreman, who has already been appointed, will then review the amendments to ensure consistency, readability and that all contradictions are notified and removed. The redrafted draft constitution to be presented to the members for ratification at the AGM will be available to members by 26th March 2010. Agreed. Report to be finalised by 21st March 2010 Draft Constitution available to members by the 26th March 2010 Recommendation · A new policy manual will be produced. The Governance, democracy and membership engagement and representation sections will be written and consulted on with the Constitution. The administrative sections will be developed and written by the manager and relevant staff in consultation with external auditors and advisors as necessary. This manual will be available to the membership for review in preparation for the AGM by 26th March 2010. Agreed. Policies and Procedures to be reviewed and finalised by 26th March 2010 Recommendation · Instigate an open and transparent recruitment process for a permanent CPSA Manager with an aim to make an appointment in April 2010 to commence work in May 2010. Agreed. Recommendation · To appoint an independent Auditor to Audit the 2009 and 2010 accounts Agreed. Appoint new Auditor and retain current accountants to assist the preparation of 2009 accounts for audit. Recommendation · To review the suitability of the Current Association Lawyers and either negotiate clear guidelines, policies and procedures for the requesting of and provision of legal advice in the future Agreed. To continue relationship with current Lawyer. Recommendation · To ensure that Audited Accounts and all reports are available and the CPSA AGM is notified by 26th March 2010 and the AGM is held on the 21st April 2010 Agreed. To timelines for reports and notification for AGM · To consult on and prepare a draft Strategic Plan, Business Plan and Budget for 2010 to be ratified by the Senate Meetings (Members Meetings) on the 24th and 25th March and the AGM on 21st April Agreed Recommendation · To organise and run a CPSA Staff and Executive team building and training retreat to be run during the holiday period on Monday 12th and Tuesday 13th April. Agreed Recommendation The Interim Executive defers all decisions that are not required to achieve the above goals and ensure the day to day running of the CPSA to the Duly Elected Executive Council following the 2010 elections. All decisions made by the Interim Executive Committee should be ratified by the duly Elected 2010 CPSA Executive Council. Agreed The above recommendations were all put as agreed by the Interim Executive Council as a single motion by Darryl Stone and Seconded by Liam Beasley. – Passed 5. Legal and External Consultancy Services Recommendations A. The CPSA Interim Executive Council approval is required and a clear meeting minute recorded outlining the particular issue and advice sought prior to any CPSA Executive and or staff member incurring costs to CPSA Members by seeking advice from the CPSA Lawyers, Accountants and or any other provider of external professional advice. B. All legal advice sought and received must be in writing and must be provided to the Interim Executive Council for consideration prior to any action being taken. Note: No approval will be granted for costs that the Interim CPSA Council believes to be of a personal nature or is designed to assist the achievement of a personal agenda. C. Sarah Townsend of Duncan Cotterill be advised in writing that an Interim Executive Council minute approving outlining the issue and the advice sought must be supplied with a CPSA Goods Order number before any cost is incurred and legal advice or opinion provided. If this is not done CPSA will not accept any liability for any unapproved costs incurred. D. The use of consultants must be approved by the Interim Executive Council prior to any approach being made to any particular consultant. The consultancy briefing papers need to be approved by the Interim Executive Council prior to any approach to potentially suitably qualified Consultants being made. Quotes (generally 3) and Resumes must be obtained from suitably qualified external consultants and submitted to the interim Executive Council for selection and approval of any contracts. Consultancy work can only begin after Interim Executive approval has been granted. Agreed. Recommendation A) B) C) and D) be accepted and notice given to Legal and External Consultancy Services Put by Darryl Stone Seconded by Liam Beasley. Agreed
6. Contact with and the Negotiation of Contracts and or strategic agreements with CPIT Senior Management. Recommendation A. The CPSA Interim Executive Council approval is required and a clear meeting minute recorded outlining the mandate including particular issue to be discussed, the desired and minimum outcomes prior to any CPSA Executive and or staff member incurring costs to CPSA members or entering into any agreements that potentially create a liability and or change the nature of the agreements, including the MOU, with CPIT Senior Management and or the CPIT Council. B. That no CPSA Staff Member or Executive communicate personal opinion as CPSA policy or opinion to CPIT Senior management or the CPIT Council without prior approval from the Interim CPSA Executive Council. C. The CPSA President or Vice- President represent the CPSA Executive on the CPIT Council and that ALL public CPIT Council meeting minutes and Correspondence between the CPSA President and the CPIT Council be distributed to the Interim CPSA Executive at the immediate next meeting. Agreed. A) B) C) Put by Darryl Stone Seconded by Lyn Hartwell 7. Account Signatories. Eugine Riwaka be removed as an account signatory Also noted that a new executive Board member be appointed as account signatory at AGM/ executive council first meeting Put by Darryl Stone Seconded by Lyn Hartwell - Agreed 8. President’s Salary Recommendation: · A contract is prepared outlining the role, limitations and terms and conditions and notifying the potential for change following the Annual General Meeting. The salary rate should be set at $28,000.00 Pro Rata to a standard 40 hour working week establishing a basic hourly rate of $13.46. Any adjustments negotiated should be made to the Pro Rata Hours rather than the Gross Salary available with a minimum of Pro Rata to a standard 35 hour working week. Giving a range to negotiate between $13.46 and $15.38 per hour. Any bonuses negotiated must only be paid with the approval of the CPSA Senate. Put by Darryl Stone Seconded by Liam Beasley - Agreed
9. CPIT Council Honorarium Recommendation: · Should a position be retained for the CPSA President on the CPIT Council the honorarium gained for this role must be declared to the CPSA Executive and the Membership and taken into consideration when negotiating any Presidential salary or honorarium. Initial agreement was that the Honorarium should be paid directly to CPSA who pays the President to attend. Ralph Knowles however advises that the CPIT Council honoraria must be paid to the person attending the meeting. Apparently the same request was made by the Union rep and was declined in accordance to the legislation. To be discussed further 10. CPSA Legal Support. Recommendation · The Interim Executive Council assess and forecast potential future requirements; review and evaluate this relationship and the service provided by Sarah Townsend of Duncan Cotterill and either, establish clear guidelines, policies and procedures for a future ongoing Relationship, or seek the services of an alternative legal firm and terminate the relationship. Stay with Duncan Cotterill with a letter going to them as agreed in item 5 stating policies from here on in. Put by Darryl Stone Seconded by Rahera Falwasser - Agreed 11. General Business Approval for Darryl Stone to attend National Conference for Student Association. Travel, Accommodation, food and conference fees to be paid by CPSA so he can attend. Put by Rahera Falwasser Seconded by Lyn Hartwell – Agreed |
