Last Exec Minutes from 2009

Executive Council Minutes: Wednesday 1 December, 2009

6:00pm, CPSA Offices, CPIT City Campus

Present:  Eugene Riwaka, Darryl Stone, Sam Stuart

Apologies:  Delaney Hall, Bradley Ranger

Association Members Present: Liam Beasley, Sam Logan, Haydon Richards, Fran Spencer, Rahera Falwasser, Raewyn Wikatene.

Others Present:  Manager: Dave Marra, Minute Secretary: Garth Nowland-Foreman, Events & Marketing Officer: Marcus Puentener, and Bob Reddock (JP)

Proceedings

1. Welcome and Introductions

The meeting was called to order at 6:23pm by Vice President, Darryl Stone on his arrival, and was started with a karakia by Eugene Riwaka.  The acting President, Delaney Hall, had advised Executive Council members that she had had to return urgently to South Africa for family reasons. 

MOTION: To approve Delaney Hall’s request for leave of absence from 29 November until her return from South Africa.  Seconded and Passed.

It was noted that as a result the Vice President, Darryl Stone, would be acting as President.  He indicated that he was willing to act in that position around his employment requirements, but would not seek any payment above his honorarium as Vice President.

2. Adoption of Agenda

MOTION: To adopt the draft Agenda as distributed, with slight rearrangement of the order to allow the items relating to Marcus’s work to be discussed first.  Seconded and Passed.

3. Confirmation of Minutes

MOTION: To confirm the Minutes of 18 November Executive Council Meeting, as distributed at the meeting, with the correction of the spelling of Haydon Richard’s name.  Seconded and Passed.

4. Reports

As this was a Special Meeting, no reports were received.

5. Major Items

It was noted that the major item for discussion would be discussed at Item 7.2 during the Public Excluded session of the meeting.

6. Other Matters

6.1 CPSA Logo

Work had been undertaken on the Executive Council’s preferred design.  Marcus explained the rationale for the design and its practical advantages for various printing formats.

MOTION: To confirm the ‘rough yellow dot’ design as finalised, with the strap-line “supporting your success” where required.  Seconded and Passed.

6.2 CPSA Promotional Products

Marcus explained that he had arranged for the wall planner to be printed at no cost to CPSA (costs covered by advertising), and had negotiated for CPIT to contribute $2,000 which would be approximately half the 76 cent cost of 5,500 ‘flag pens’ (reducing the outlay to the same as for the most basic pens available).  Marcus also identified that if CPSA went ahead with purchase of the branded satchel bags, caps, pencils lanyards, rulers and pencil case (as previously discussed), it would cost up to $16 per student.  Instead he recommended a branded thermal mug, which could have more universal appeal and cost $2.74 each.  This could also be linked to plans for free cocoa or soup, and provide a more ecologically responsible method of distribution.  It could also be possible to renegotiate the deal with campus café to offer a discount to student providing their own mug.  Issues of stock control and distribution still needed to be finalised, but options could include selling them and making a small profit for the Association or to giving them away in exchange for students providing their cell phone number to collect a student text data base for getting student feedback, for notices of events, meetings etc.

MOTION: To rescind the decision of Executive Council of 14 October to purchase branded satchel bags, caps, pencils lanyards, rulers and pencil case, and to authorise the purchase of 5,500 branded ‘flag pens’ and 5,500 branded thermal mugs.  Seconded and Passed.

It was agreed that options for distribution of the thermal mugs could be decided at a later time.

Marcus also recommended the purchase of six footpath signs with the new logo to promote Association activities, as a more effective alternative to trying to get more posters up.  The cost would be approximately $3,000.

MOTION: To authorise purchase of six footpath signs with new logo, at total a cost of approximately $3,000.  Seconded and Passed.

6.3 2010 Events

Sam Logan tabled a draft proposal for 10 monthly themes, and for major events to be held throughout the year for each of the themes.  He suggested greater use of students and schools to provide catering, music, and other entertainment etc where-ever possible to arrange.  This was agreed, but it was noted that sometimes there were practical obstacles in doing so.  Fran suggested that Maori Language Week also be added to the list of Other Events.  Sam also suggested that Executive Council members could have T shirts with the new logo to promote visibility of the Association at each event or activity.  There was strong support for such a plan and for building on existing events where-ever possible.  The meeting agreed that Marcus and Sam Logan should develop an events plan for 2010 to bring back to the Executive Council, to ensure it was built into the 2010 budget.

Marcus Puentener left the meeting at 7:18pm

6.4 Donation to Crime Watch

John Burke from Crime Watch had continued to be of great assistance to the Association, again acting as returning officer for the elections and for the Special General Meeting. 

MOTION: To authorise payment of a donation of $1,500 to Canterbury Crime Watch.  Seconded and Passed.

6.5 Additional Account Signatory

It was noted that the wages schedule can be approved ahead of time for payment on the specified dates.  However it was still agreed that it would be sensible to approve at least one additional signatory over this period when there were fewer Executive Council members around.  It was noted this would be a time-limited arrangement.

MOTION: To authorise the Acting President to approach John Bourke (or failing his agreement another suitable, independent person) to operate as an additional signatory on CPSA accounts up to 30 April 2010.  Seconded and Passed.

7. Public Excluded:

MOTION: To exclude the public from the meeting for discussion of Item 7, for reasons of privacy as the item involves discussion relating to staffing and contracting matters.  Seconded and Passed.

MOTION: To agree to the Manager, Minute Secretary, Sam Logan and Bob Reddock remaining for discussion of the Item 7.  Seconded and Passed.

It was reported back from the Public Excluded Session that:

• The Manager was authorised to negotiate an employment contract with the Student Advocate for up to 35 hours per week, throughout the year;
• In the light of additional information, the Executive Council reversed the Grants and Hardship Committee’s earlier decision to decline an application from Rahera Falwasser and approved a grant of $500;
• It was agreed to co-opt up to three additional students to the Executive Council until the 2010 elections, noting that this would need to be ratified by the next Senate meeting able to be held; and
• It was agreed to engage Dave Marra on a time limited project for up to 35 hours per week from 1 January to 30 April 2010 to assist the Association do all required to set itself up to effectively operate in 2010 and beyond, noting that specific tasks and milestones would be negotiated in line with the dot points in the Manager’s proposal of 17 November. 

Next Meeting

It was noted that the Acting President would call the next meeting at a time and place to be determined.

The Meeting was adjourned at 9:00 pm.