MINUTES - Stellenbosch University · grievances concerning the Huis Marais massasêr performance...
Transcript of MINUTES - Stellenbosch University · grievances concerning the Huis Marais massasêr performance...
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PRESENT: Nicholas Wayne (NW); Carmen Kennedy (CK); Lungelo Mlambo (LM); Conwill van den Heever
(CV); Michael Wood (MW), Sethu Mlonzi (SM); Akua Gyan (AG); Jamie Michau (JM); Unine Odendaal
(UO); Majorie Smal (MS); Elsje-Marie Geldenhuys (EG); Steve Jacobs (SJ)
LATE WITH REASON:
LATE WITHOUT REASON: Michael Wood (MW)
ABSENT WITH REASON: Shaahid Kajee (SK); Bryan Castle (BC)
ABSENT WITHOUT REASON:
GUESTS: Donrich van Schalkwyk; Charlotte Chanel; Chelsea Prentice; Christopher de Blocq van
Scheltinga; Eduard Roos (post-graduate student); Mickail Bain
SCRIBE: Darelin Mokwena
DESCRIPTION AND DISCUSSION ACTION POINTS
1. Welcome:
NW welcomes the council and guests present
2. Items from previous minutes
LM requested that JM rectify the TSR website link on the TSR
Twitter account as the current link doesn’t connect to TSR website.
LM requested that MS provide feedback from recent Prim
Committee (PK) meeting concerning grievances concerning Mr
Johan Groenewald, Res-Ed Coordinator for Tygerberg Campus and
Resident Head of Hippokrates, and PK’s decision concerning
storage in Tygerberg residences during the Nov/Dec recess period.
LM requested that JM provide feedback on progress on marketing
for upcoming Straatfees event. LM requested that MW provide
feedback concerning the translation of the TABR constitution. LM
requested that MS provide feedback from recent PK meeting
TSR General Meeting 01 March 17h00 TSR Boardroom
MINUTES
Comment [1]:
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concerning implementation of academic criteria for prospective HK
candidates and legal process following Huis Kerkenberg, Meerhoff
and Huis Francie van Zijl grievances with outsourced MAD2 stage
design and construction company. LM requested that AG provide
feedback on Huis Francie van Zijl’s decision concerning Dr Alwyn
Louw’s, Resident Head of Huis Francie van Zijl’s, decision to ban
coitus within residence. LM requested that the guardians of
Hippokrates residence, MW and SM, provide timeline outlining
events preceding suspension of HK member, process of suspension
and events following suspension that resulted in the reinstatement
of the HK member. LM requested feedback from SK concerning the
hosting of additional open events in residences in be postponed to
next general meeting. MS volunteered to present the requested
feedback concerning the hosting of additional open events in
residence in SK’s absence. LM requested that NW provide feedback
of progress with forwarding email outlining new Tygerberg Campus
parking regulations to student body and council members. LM
requested that JM provide feedback on decision to start and
administer official TSR Instagram page. LM requested that MW
provide feedback on previously requested referendum to amend
TSR constitution. LM requested that EG provide feedback on the
acquisition of additional boards for the Tygerberg Societies Council
(TSC). LM requested that SM provide feedback concerning the
recent re-introduction to first year students. LM requested that
NW provide feedback on outcome of recent TSR Disciplinary
Committee hearing. LM requested that feedback point for BC
concerning the advertisement of new Campus Health Service hours
be postponed to next general meeting. LM requested that SM
provide feedback concerning proposed first years’ survival guide.
LM requested that MW provide feedback concerning previously
discussed TSR constitution amendment to allow for election of new
Honorary President and progress of proposed Harry Frauenstein
kleinsêr award. LM requested that UO provide feedback
concerning the distribution of Centre of Student Counselling and
Development (CSCD) cards in classes of various course year groups.
LM requested that EG provide feedback concerning proposed
extended FMHS Library hours. LM requested that NW provide
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feedback from discussion concerning FMHS tuition fees with Mr
Eben Mouton, Director of Business Management for SU FMHS. LM
requested feedback point for BC concerning feedback from
meeting with Mr Siya Duna, SU SRC representative for Sport and
Recreation, and Kieren concerning Tygerberg and Main Campus
relations with Maties Sport be postponed to next general meeting.
NW stated that next SU Rector’s Management Team (RMT) will
take place on Thursday the 3rd of March and FMHS Dean’s
Management Team (DMT) meeting was supposed to take place on
Thursday the 17th of March but will be postponed until a later date
as quorum will not be met by DMT members in attendance on
proposed meeting date. LM requested that MW provide feedback
on progress concerning the uploading of Policy Unit meeting
minutes to TSR Google Drive. LM requested that AG provide
concerning outcome of Huis Francie van Zijl’s expression of their
grievances concerning the Huis Marais massasêr performance
incident.
3. Approval previous TSR meeting minutes
LM motioned for the approval of the minutes from the previous
TSR general meeting. MS and BC seconded the motion.
4. Approval of Agenda
Additional agenda points:
7.1 CV- Feedback from Information Technology services meeting
7.2 CK- Library of the future
7.3 JM- FMHS Open Day feedback
7.4 SM- First and second years’ dance
LM reiterates that additional agenda points should be submitted to
him via email 48 hours before the next general meeting and no
additional agenda points sent via WhatsApp or SMS will be
accepted. LM motions for the approval of the agenda for the TSR
general meeting. UO, EG, CV and CK seconded the motion.
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5. Feedback
5.1. TSR Executive (NW)
NW requested that council members refer to minutes of executive
committee meeting due to time constraint and stated that the
meeting was open to guests as the SU Language Policy was
discussed. NW stated that the strategic improvement plan for
Tygerberg campus was motioned in and he would send the
aforementioned plan to council members via email soon. NW
stated that feedback on the TSR quarterly reports was given.
NW to email council on
STIP
5.2. SRC (NW)
NW stated that he will email minutes of recent SRC meeting to
council members as soon as he receives them.
- NW to email minutes of
recent SRC meeting to
council members
5.3. TABR (UO)
UO stated that the TABR poster was completed and she would
liaise with JM about locations to display the poster. UO stated that
feedback from assessments was discussed and it was agreed that
this was especially a concern for the MB, ChB course as lecturers
often wanted to safeguard questions and stipulations for supplying
students with feedback were impractical considering the large
number of students per year group. UO stated that feedback had
to be given to students within 2 weeks post-assessment and
previously liaised with the KVO and Dr Retief about multiple
options for supplying students with feedback to prevent lecturers
from being bound to a single and often impractical option. UO
stated that the points raised concerning post-assessment feedback
have gone through the KVO and she was awaiting input from the
student body. UO stated that Dr Retief has begun drafting revised
stipulations for providing students with feedback after
assessments in Afrikaans and UO offered to translate these
stipulations into English upon completion. UO stated that the
stipulations for the provision of feedback after assessments have
been discussed on panels with lecturers and students alike.
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5.4. Societies Council (EG)
EG stated that she was in the process of acquiring new portable
display boards for the TSC and has liaised with Ms Sanel Barnardo
of SU Facilities Management concerning this. EG enquired about
the possibility of including a space for the storage of the portable
display boards and equipment for societies in the proposed plan
for the renovation of the TSS. EG stated that she has previously
liaised with Ms Ronel Buchner and Ms Adri Britz and was not
successful in securing a space for the storage of the portable
display boards and equipment for societies in the TSS currently. LM
suggested the vacant space next to the TSR shop. NW suggested
that EG liaise with SU Commercial Services concerning the
possibility of utilising the vacant space next to the TSR shop as a
storage space for the TSC. EG stated that Straatfees would take
place on Wednesday the 9th of March and there would be 3 bands
performing in addition to the societies that will have stalls in the
TSS. CK stated that the presence of council members at Straatfees
is compulsory for the first hour while NW suggested that council
members remain for the duration of the entire event. NW stated
that JM ensure that the marketing for Straatfees is complete
across all mediums the next day and communication concerning
the attire for council members at Straatfees is sent to council
members. EG stated that she received feedback concerning the
progress of the TSC on Monday the 22nd of February and the
process of renovating the TSC room will begin shortly.
- EG to liaise with SU
Commercial Services
concerning the possibility
of utilising the vacant
space next to the TSR
shop as a storage space
for the TSC
- JM ensure that the
marketing for Straatfees is
complete across all
mediums the next day and
communication
concerning the attire for
council members at
Straatfees is sent to
council members
5.5. PK (MS)
MS thanked the council members for motioning in the recently
drafted PK constitution and expressed her intent to attend the
next executive committee meeting. MS stated that the academic
criteria for prospective HK candidates was discussed and the PK,
HK and Resident Heads will discuss the form from the SU Centre of
Student Communities (CSC) and will request prospective HK
candidates to withdraw their applications if they do not meet HEMI
criteria for their residence. NW questioned the process of
excluding prospective HK candidates based on HEMIS criteria as
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Tygerberg campus did not operate on the HEMIS system like Main
campus. MW enquired about NW’s statement as HEMIS criteria
has been implemented to exclude students from the residence
placement process. UO replied that Tygerberg residences used a
student’s aggregated average unlike the HEMI criteria used for
Main campus residences.
MS stated that the SU Legal Services advised Huis Francie van Zijl,
Huis Kerkenberg and Meerhoff residences take any settlement
they get for legal action against outsourced MAD2 stage design and
construction company as the residences did not have strong case
for grievance against company. MS stated that half of the amount
paid to outsourced company for MAD2 stage design and
construction was awarded as settlement for legal action.
MS stated that rule prohibiting residences from hosting more than
one open event per annum applied to all SU residences and in light
of recent disapproval of Hippokrates Club Opening event, PK
expressed intent to have rule amended for Tygerberg cluster. NW
stated that aforementioned rule was illogical for small campus like
Tygerberg and agreed that suggested amendment to the rule for
the Tygerberg cluster was necessary. MS stated that she was
attending a meeting with Mr Pieter Kloppers, Director of SU CSC,
on Friday the 4th of March and would make the proposed
amendment to the rule prohibiting the hosting of additional open
events in residences of the Tygerberg cluster a point of discussion.
MS stated that the PK is striving to maintaining a ”future-focused”
stance by using foresight to identify future problems before they
arise instead of having to react with problems once they are
unavoidable. MS stated that the PK has already begun discussing
storage during the Nov/Dec recess period and will opt for students
to store within their residences. MS stated that she will ensure that
the issue of storage within residences over the Nov/Dec recess
period will also be a point of discussion for Friday’s meeting with
Mr Kloppers.
MS stated that the PK recently discussed the shortage of senior
student accommodation on Tygerberg campus and expressed
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concern in light of the currently incomplete new senior residence.
MS stated that last year, senior students were already registered
for placement within senior residences in 2016 and their
registration had to be reversed in as the new senior residence
would not be complete in time for them to move in at the
beginning of the 2016 FMHS academic year. MS stated that the PK
foresaw a similar situation to the aforementioned events occurring
again as construction the proposed second new senior residence
has not started. MS stated that the shortage of senior student
accommodation on Tygerberg would also be discussed with Mr
Kloppers at Friday’s meeting.
MS announced that Miss Chelsea Prentice, Primaria of Meerhoff
Residence, has recently been elected as the vice-chairperson of the
PK. NW stated that Miss Prentice is to attend TSR general meetings
in absence of MS to provide feedback from PK meetings.
5.6. Guardians (MS)
MS- Huis Kerkenberg: MS stated that she recently attended Huis
Kerkenberg’s house meeting. MS stated that in light of the
incomplete senior residence that Huis Kerkenberg residents were
supposed to relocate to by Friday the 1st of April, new dates for the
relocation of Huis Kerkenberg residents to the new senior
residence have been issued. MS stated that Huis Kerkenberg
residents are expected to relocate to the new senior residence
between Wednesday the 15th of June and Thursday the 14th of July
and the aforementioned dates correspond with the June/July
recess period. MS discouraged the HK of Huis Kerkenberg from
communicating the new relocation dates to the residents as they
clash with the June/July recess period. LM enquired whether
residents are liable for Huis Kerkenberg fees or new senior
residence fees for 2016. MS stated that the residence fees for Huis
Kerkenberg residents was previously discussed with Mr Swanepoel
and it was agreed that residents will be liable for Huis Kerkenberg
fees for 2016.
AG- Huis Francie van Zijl: AG stated that the proposed ban on
coitus within Huis Francie van Zijl could not be approved as it was
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in accordance with the residence’s constitution.
MW- Hippokrates: MW stated that Hippokrates residence’s first
house forum would take place that evening at 19h00. MW stated
that he attended the HK meeting the previous week and the HK
issued a statement to express the fact that they did not endorse
the streaking of Hippokrates residents. MW stated that he would
provide feedback concerning the dispute about access to the “Ou
Man’s Klub”, a storage room within the Hippokrates Club that was
renovated by alumni into a recreational area with restricted
access.
SK and BC absent from meeting to provide feedback concerning
Osler PSO and Meerhoff respectively.
5.7. TSR Tuesday (TSR)
NW stated that would send feedback concerning TSR Tuesday via
email to council members due to meeting time constraint.
- NW to send feedback
concerning TSR Tuesday
via email to council
members
5.8. Social Media/Twitter feedback (JM)
JM stated that the official TSR Facebook page recently achieved
1500 like and encouraged council members to keep promoting
campus calendar.
5.9. Harry Frauenstein Award for Originality (MW)
MW stated that the trophy has been cleaned and will be sent for
inscription in Somerset West on Thursday the 3rd of March. MW
read the description of the award which will be read at the
commencement of the SU Kleinsêr competition: “The Harry
Frauenstein Award for Originality commemorates the work and
impact that Mr Frauenstein had on both the mans/male and
dames/female Kleinsêr competitions nationally by raising the
standard of performance, both musically and dramatically. Harry
Frauenstein led the Hippokrates dames/female Kleinsêr to 3
National victories, a feat never achieved before by a single sêr
leader. Mr Frauenstein redefined how music is written and used in
Kleinsêr, thus this award is to be given to the Stellenbosch Kleinsêr,
- MW to send award
description to the SU
Culture Committee to
verify the use of either the
Afrikaans or English
gender terms with their
Intersectionality
Committee
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either mans/male or dames/female, with the most creative,
original or ground-breaking single medley.” NW stated that MW
send the award description to the SU Culture Committee to verify
the use of either the Afrikaans or English gender terms with their
Intersectionality Committee.
5.10. Social Impact (SJ)
SJ stated that he was still in the process of receiving feedback from
the Community Morning that took place during the MAD2 period
as the link to submit feedback from students involved was edited
and had to be corrected. SJ stated that the proposed dates for
residence community projects have been submitted and Meerhoff
residence already participated in a community clinic on Monday. SJ
stated that volunteer training recently took place and the
proposition for community interaction to be performed as a cluster
was approved. SJ stated that he would liaise with JM concerning
advertisement of larger community interaction opportunities. SJ
stated that Maties Gemeenskap Diens (MGD) has already held
three clinics this year and received an unexpectedly large amount
of allied health student volunteers. SJ stated that the MGD
management team meeting would take place on Wednesday the
2nd of March and the primary health care review would be
discussed at the upcoming meeting. SJ stated that there would be
a Social Impact portfolio meeting on Monday the 7th of March and
an Advisory Board meeting on Wednesday the 16th of March. SJ
stated that there were challenges with obtaining input from
medical practitioners and faculty members. JM offered to liaise
with SJ about obtaining buy-in from faculty for social impact
portfolio.
5.11. SUSPI loading and bursaries (SJ)
SJ stated that bursary students had been unable to load a SUSPI
gym subscription onto their student accounts as their student
accounts had been blocked to prevent them from loading a gym
subscription. SJ stated that he previously liaised with faculty
financial staff concerning the aforementioned problem and the
reason given for blocking bursary students’ accounts from loading
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gym subscriptions was the difference between the amount payable
for the gym subscription at the end of the year and the amount
that the students’ bursaries actually paid to settle their student
accounts. SJ stated that students on partial bursaries were not
accommodated and were required to provide proof that
aforementioned difference could be settled or that their bursary
covered extra-mural activities. NW thanked SJ for undertaking an
extraordinary task on behalf of the council.
5.12. Tygerberg Printers (CV)
CV stated that he would provide full feedback concerning the
printers on campus via email to council members due to the
meeting time constraint. CV stated that the process of replacing
the printers has already begun and proposed locations for
additional printers included area surrounding Torrador; area
outside of Cups & Saucers; and the TSS. CV stated that he had the
proof of ordering the new printers for the printer replacement
process.
5.13. Boom Gates (CV)
CV stated that he attended a meeting with campus security on
Monday the 29th of February to discuss security guards at the
entrance to campus and the shortage of security staff on campus.
CV stated that the security guards at the entrance to campus were
category C security guards and explained that category C security
guards have little to no formal training in security. CV stated that
the proposal to upgrade security guards at the entrance to campus
to category B security was made and explained that category B
security guards have received formal training in security. CV stated
that the proposal to have USBD security guards at the entrance to
campus was made as they are more concerned with the safety of
students than outsourced security guards. CV stated that from
Monday the 7th of March, the booms at the entrance to campus
will not be opened to visitors and all visitors will have to park their
vehicles in P1 or P11 while registered students swipe their cards to
gain access to campus. NW agreed with the proposal to have
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insourced security guards at the entrance to campus.
5.14. Fedics Feedback (CV)
CV stated that he would provide full feedback from the meeting he
attended with Fedics that day via email to council members due to
meeting time constraint. CV stated that disciplinary action against
a Fedics staff member will have to be taken after the staff member
was caught stealing a computer and food from the TSS Fedics
branch. CV stated that the aforementioned staff member will be
removed from their post as result of their misdemeanour. CV
stated that there will be a slush puppy machine as from next week
and the sale of soft serve has been considered for the summer
months. CV stated that a new cashier has been hired to alleviate
the problem of long queues. NW stated that although a Fedics
member was facing disciplinary action, there have been three
previous instances when Fedics employees presented lost cell
phones to Ms Adri Britz after finding them in the TSS. JM enquired
about the possibility of new, healthier food options at the TSS. CV
requested that JM and any other council members email him
concerning possible new food options at the TSS.
6. Points of Information
6.1. Prim Committee Constitution (MS & Prims)
NW expressed his agreement with the recently drafted Prim
Committee (PK) constitution as it didn’t contradict the Tygerberg
Students’ Union (TSU) constitution and allowed the PK to be in
alignment with the TSU constitution while ensuring that the PK
functions independently as a statutory body under the TSU. CK
enquired about point 6.1 in the PK constitution that prohibited any
member of the TSU outside of the PK to lodge a complaint against
a member of the PK. Mr Christopher de Blocq van Scheltinga,
Primarius of Hippokrates residence, replied that the clause served
to ensure that prims hold one another accountable within the PK.
MS agreed with Mr De Blocq van Scheltinga’s statement and added
that the clause was the basis of internal discipline within the PK. CK
enquired about an external disciplinary processes as the PK
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functions as a statutory body under the TSU regardless of TSU
members outside of the PK having no involvement in internal
disciplinary processes. Mr De Blocq van Scheltinga replied that
similar to any statutory body functioning under the TSU, the PK
would be held accountable to the Tygerberg Student Parliament
(TSP) and the TSP would therefore facilitate any external
disciplinary processes.
NW enquired whether Huis Ubuntu had a representative on the
PK. MS replied that due to the fact that the elections and
leadership term for the residence Huis Ubuntu house began in
January, there would be no representative from Huis Ubuntu on
the 2015/2016. MS stated that she previously liaised with Mrs
Christine Groenewald, visiting head of Huis Ubuntu house, about
the addition of and Huis Ubuntu student leader on the PK for next
term and that she would follow-up with Mrs Groenewald
concerning this. UO offered to assist MS with liaising with Mrs
Groenewald concerning the addition of the head of Huis Ubuntu’s
house committee on the PK for next term of the PK. Mr Donrich
van Schalkwyk, Primarius of Huis Kerkenberg residence, stated that
according to legislature, the involvement of senior or postgraduate
residences in the PK was optional as the student leadership for
senior or postgraduate residences didn’t operate on the same
system as junior or undergraduate residences. UO stated that as
previously mentioned by MS, elections for the new leader of the
Huis Ubuntu house committee had recently taken place in the
month of January and the newly elected leader was Nicole
(surname pending). Chelsea Prentice, Primaria of Meerhoff
residence, emphasised the fact that senior or postgraduate
residences’ didn’t have the same student leadership structures as
junior or undergraduate residences and had the option to be in the
PK or not. NW stated that having a representative on the PK would
be advantageous for senior or postgraduate residences as they
would have voting rights on the PK.
MW suggested an amendment to point 8.1 which states that “Any
amendment to the constitution must be passed by a two-thirds
majority of all the members of the Tygerberg PC”. MW stated that
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the aforementioned clause prohibited the TSR from affecting
change on the PK and made the PK function separately from the
TSR unlike other ex-officio bodies. NW stated that the
aforementioned clause did in fact isolate the PK but the TSU
constitution still trumps the PK constitution and any clauses within
the PK constitution that contradict the TSU constitution would
have no effect. NW stated that it would be important to amend
point 8.1 as ex-officio amendments are efficient but any changes
that contradict the TSU constitution would be negated regardless.
MW suggested an amendment to that section 77 (1) (which
outlines the constitutions, rules and regulations for the PK) which
states that “The Tygerberg Prim Committee may, upon approval by
the Tygerberg Student Representative Council, accept any
constitutions, rules or regulations, or amendments thereto, that
organise its activities”. MS stated that the vision of the PK is to
create and ex-officio body that would function alongside the TSR
but maintain accountability to the TSU. MS stated that the PK
wanted to steer away from their former accountability to the TSR
and similar to the TSR, be accountable to the TSU through the TSP.
NW agreed with the fact that the PK needed to be empowered
with the ability to make decisions independent from the TSR. MS
stated that the PK constitution can be amended. UO enquired
whether the MS’ position on the TSR as the chairperson of an ex-
officio body didn’t conflict with her role as chairperson of the PK.
NW stated that she was in advantageous position as chairperson of
the PK serving on the TSR as she could vote against motions
proposed by the TSR that would impact the PK unfavourably and
ensure that the mandate of the PK serving the best interests of
residents will not be jeopardised. NW emphasised the importance
of the ability of ex-officio bodies represented on the TSR to release
statements independent of the TSR. MW enquired whether the PK
constitution would not affect the TSR’s relationship with all ex-
officio bodies. NW replied that the TSR’s relationship with ex-
officio bodies should be discussed by the Policy Unit and
emphasised that although the PK have the ability to take decisions
or release statements independently, the PK is still accountable to
the TSP as a statutory body functioning under the TSU. MW stated
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that the PK’s independence will not be compromised as the Policy
Unit serves the entire TSU and is not confined to the TSR. Miss
Prentice enquired about changes in residence constitutions that
aren’t proposed to the TSR before their implementation. MW
replied that the residence constitutions only affect the students
residing within a particular residence and not the entire student
body so any proposed amendments to the residence constitutions
do not require approval from the TSR. Miss Prentice stated that
the role of prims was confined to their respective residences and
enquired about the function and roles that prims were expected to
fulfil on the PK. MW stated that the PK functioned as an extra layer
of accountability for prims and the PK oversees any changes that
may affect the students living within the respective residences. Mr
Van Schalkwyk suggested that the position of the PK chairperson
on the TSR should be reviewed due to the misconception that the
chairperson of the PK functions as a member of the TSR on the PK
to serve the interests of the TSR. Mr Van Schalkwyk added that the
misconception about the role of the chairperson of the PK as a
member of both the TSR and the PK created problems during the
PK constitutional review and enquired about the role of the
chairperson of an ex-officio body on the TSR. NW stated that the
PK would have to be vigilant for any contradictions with the TSU
constitution and the TABR and TSC may not have the same
problems with their respective constitutions. NW agreed that the
roles of the chairpersons of ex-officio bodies that serve as
members of the TSR should be reviewed and it was unnecessary to
strictly define the role of the PK chairperson on the TSR. NW stated
that the PK chairperson’s involvement in TSR events was not
mandatory but the PK chairperson could participate in TSR events
at their own discretion as their primary responsibility was to the
PK. NW added that he was happy with the recently drafted PK
constitution. Mr Mikhail, prim of Osler PSO, enquired about the
resolution for the stated differences between the TSU and PK
constitution. MW replied that either the TSR or the PK constitution
had to be amended. NW stated that the TSR constitution will
change as the independence of the PK of the ex-officio body
should not be compromised. MW enquired whether the
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aforementioned amendment of the TSR constitution to rectify
differences between the TSR and an ex-officio body’s constitutions
will apply for all ex-officio body constitutions. NW stated that the
amendment of the TSR constitution to rectify differences between
the TSR and an ex-officio body’s constitutions should be discussed
with the TSR Policy Unit and expressed his willingness to revise the
TSR constitution in the event of contradictions. LM enquired
whether amendments to an ex-officio body’s constitution should
be approved by SU Student Court. NW replied that changes to an
ex-officio body’s constitution needed to be approved by the TSR
first. MS added that changes to the PK constitution didn’t require
approval from the SU Student Court and NW explained that only
additions, not reviews or amendments, needed the approval of the
SU Student Court. NW read the motion for the approval of the
recently drafted PK constitution. CV and MW seconded the
motion.
6.2. Policy Unit feedback and motions (MW)
NW stated that the recently drafted Tygerberg Postgraduate
Student Council (TPSC) will be discussed. NW stated that the role
of ex-officio bodies and how the Tygerberg Student Union (TSU)
should ensure that the constitutions of ex-officio bodies do not
contradict the TSU constitution. NW stated that the representation
of ex-officio bodies on the TSR can always be increased
proportionally to accommodate more representatives but can
never be decreased. MW enquired about section 20.1 of the TPSC
constitution which states “The term of office of the TPSC starts on
1 October in the year that the TPSC members were elected subject
to section 25”. Eduard, representative for the TPSC, replied that
there had been doubts about the beginning of the new term of
office and stated that this section could be discussed. NW stated
that the new term of office for the incoming TPSC should be
adjusted to September of each year as this date corresponds to the
term of the Election Convenor. EG stated that the availability of
postgraduate students to run for election to the TPSC should be
ensured as final year postgraduate students often do not return to
the SU FMHS the next year due to the opportunity to further their
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studies in an alternative academic institution. Eduard stated that a
change had to be made to the TSR constitution to allow first year
masters or first and second year doctoral students to be eligible for
election to the TPSC. NW stated that the TSU constitution could be
amended with respect to the TPSC. MW enquired about the role of
the TPSC chairperson on the TSR. NW replied that the role of the
TPSC chairperson on the TSR would be outlined under the “TPSC
chairperson” section of the TSR constitution. MW enquired about
section 55.1 which states “The provisions of this constitution come
into effect the latest and when this constitution is ratified by
Student Court” and whether this procedure only had to be
followed to ratify the TPSC constitution for the first time or
whether the clause would apply to all amendments to the TPSC
constitution. NW stated that this would not apply to all
amendments to the TPSC constitution but the TPSC constitution
would have to be ratified by the SU Student Court for the first
time. LM enquired whether the removal of a clause from the TPSC
constitution needed to be approved by the SU Student Court. NW
replied that the removal of a clause from the TPSC constitution
needed to be approved by the SU Student Court as the TPSC,
functioning as an ex-officio body, had to ensure that they were
accountable to the TSU at all times. Eduard stated that the TPSC,
functioning as an ex-officio body under the TSU, were accountable
to the Tygerberg Student Parliament (TSP). MW stated that the TSP
would ensure that the TPSC’s role, as an ex-officio body
functioning under the TSU, would be fulfilled. Eduard requested
that council members search for the clause mentioning the TSP in
the TPSC constitution document to receive clarification on the
TPSC’s accountability to the TSP. NW requested that it be ensured
that the presence of a clause outlining the TPSC’s accountability to
the TSP was present in the TPSC constitution. MW stated that the
TPSC constitution had to be compared to the TSR constitution. NW
stated that any contradictions to the TSR constitution must be
noted before the ratification of the TPSC constitution by SU
Student Court.
MW proposed that section 98 (2) (which states that “a referendum
takes place during a Tygerberg Student Representative Council
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election, as described in Schedule 1, and is organized by the
Election Convenor(s)”) be altered to accommodate referendums
that cannot wait until TSR election period as they concern time
sensitive issues. NW agreed with MW and stated that current
section 98 (2) clause couldn’t remain unaltered as ne ex-officio
body has been created and referendum outside of TSR election
period is required as a result of this. LM enquired about the
definition for “time sensitive issues”. NW replied that “time
sensitive issues” referred to all processes that required a
referendum as not done previously by TSR. JM enquired whether
referendums would be held at the TSR chairperson’s discretion.
MW replied that all referendums would have to be approved by
the TSU first and votes from the student body were required. MW
motions for alteration of section 98 (2) to “A referendum takes
place during a Tygerberg Student Representative Council election
as described in Schedule 1, unless the issue is time sensitive and
cannot wait until a Tygerberg Student Council Election, and is
organized by the Election Convenor(s).” NW and UO seconded the
motion. 10 council members present agree with motion (namely
NW, LM, CK, CV, SM, AG, EG, MS, JM and UO).
MW proceeded with the referendum which read as follows: “This
referendum is to change a fundamental part of the TSU
constitution to fall in line with Stellenbosch main campus
constitution, to be inclusive to all students registered on Tygerberg
campus and not just undergraduate students. It is also to establish
the Postgraduate Student Council (TPSC) to ensure that
postgraduate students are properly represented on Tygerberg
Campus and ensuring that their needs are accommodated for. The
chair of the post graduate student council will sit on the Tygerberg
Student Council as an ex officio member.” MW stated that chapter
1 section 1 (4) would be amended to include all students registered
at the SU FMHS. MW stated that an addition to section 3 (which
outlines the bodies constituted by the TSU constitution) would be
made to include the TPSC and a similar addition to include the
TPSC would be made to section 3 chapter 3 19 (which outlines the
composition of the TSR). MW stated that an additional chapter
(namely, Chapter 9- The Tygerberg Postgraduate Student Council)
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would be added to the TSU constitution and an addition to section
94 (which outlines the election process for the chairpersons of ex-
officio bodies) would be made to include the election of the TPSC
chairperson.
NW stated that if points raised for the amendment of the TPSC
constitution were too lengthy or were not plausible for voting then
additional points to the should not be raised. MW enquired
whether the aforementioned points for the amendment of the
TPSC constitution were sufficient. CK replied that the points raised
for the amendment of the TPSC constitution were sufficient. NW
requested that MW provide background information prior to the
referendum. MW enquired whether points raised for the
amendment of the TPSC constitution could not be motioned in
prior to referendum. NW disagreed with suggestion of motioning
in points raised for the amendment of the TPSC constitution as
success of referendum could not be guaranteed.
MW stated that he received the completed translated copy of the
TABR constitution the day before and would like to motion in the
constitution as there were no amendments to make to the TABR
constitution. MW enquired about which version of the TABR
constitution, the English or the Afrikaans version, would be
referred to as the official TABR constitution. LM stated that it
would be unfair and perhaps irresponsible to motion in TABR
constitution as the TABR constitution has always been in Afrikaans
and council members have not had a chance to peruse through the
recently translated TABR constitution. UO agreed with LM and
stated that the TABR constitution amendment process for has
begun. UO added that there have been no proposed amendments
to the TABR constitution made thus far and there would be a
backlog considering points raised for the amendment of the TABR
constitution. NW stated that the motioning in of the recently
translated TABR constitution would not take place. MW suggested
that the motioning in of the TABR constitution take place as the
issue was time sensitive so a referendum could take place in
accordance with the conditions for referendums outlined by the
TSU constitution. UO suggested that the translation of the TABR
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constitution be motioned in prior to the TABR constitution
amendment process. NW stated that the TABR, functioning as an
ex-officio body under the TSU, would undertake the amendment
process of their constitution independently. MW stated that
another motion would be required for the amended TABR
constitution.
MW enquired about the sponsorship agreement form. LM
enquired whether there was not a single document utilised by all
statutory bodies of SU to request sponsorships. MW replied that
he was unsure as the sponsorship agreement form was undertaken
by the 2014/2015 Policy Unit. NW stated that the sponsorship
agreement form served to protect TSR against legal action from
form sponsors and covered the sponsorship of personal items and
not strict financial sponsorships. MW stated that the sponsorship
agreement form would cover small sponsorships.
7. Points of Discussion
7.1. Information technology feedback (CV)
CV stated that he recently attended an SU Information Technology
Services meeting on Main campus with representatives from
PricewaterhouseCoopers Solutions, New York University and
Nelson Mandela Metropolitan University. CV stated that problems
concerning the boom gates, Inetkey, SunLearn, e-registration
portal, meal booking services and WiFi coverage were discussed.
NW stated that he would mention the aforementioned information
technology problems at the next RMT meeting.
7.2. Library of the future (CK)
CK stated the she attended a meeting to discuss the renovation of
the FMHS Library that day. CK stated that Eduard Roos attended
the meeting too to afford the post graduate students an
opportunity to give input to the proposed plan for the renovation
of the FMHS Library. CK stated that the proposed date for the
commencement of the renovation of the FMHS Library was either
the beginning of either June or July 2016 but would have to be
postponed to January 2017. CK stated that a separate, closed-off
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24-hour area was proposed in addition to open areas that would
operate during normal library hours. CK stated that the architects
were in the process of adjusting the design according to the
suggestions made for the improvement of the FMHS Library. CK
stated that in light of the postponed commencement of the
renovation of the FMHS Library, access to WiFi across the library
should be achieved this year already as the reason given for the
lack of WiFi access across the library has always been the pending
commencement of the FMHS Library renovation.
7.3. Open Day feedback (JM)
JM stated that the recent SU Open Day, which took place on
Saturday the 27th of March, was a success. JM stated that Ms
Bester expressed her interest in getting faculty involved in projects
like the food drive for needy FMHS students as 2016 marks the 60th
year since the establishment of the SU FMHS. JM stated that the
FMHS students that served as ambassadors and assisted during the
campus tours are yet to be remunerated. NW thanked UO for
addressing the prospective FMHS students and JM for organising
the students that served as ambassadors during the open day.
7.4. First and second years’ dance (SM)
SM stated that the annual first and second years’ dance would take
place on Tuesday the 15th of March and all proceeds generated
from ticket sales would go towards the Tygermatie4Tygermatie
fund and the campus food pantry. SM stated that he has created a
Facebook event to market the upcoming dance. NW stated that
the official TSR Facebook page should be used to create events and
enquired whether members have budgeted for the marketing of
their portfolio events.
SM stated that plans for the proposed first years’ survival guide has
been discontinued due to time. UO suggested that SM continue
the first years’ survival guide as a running document for the 2016
first years. CK stated that all relevant information that would have
been stated within the first years’ survival guide should be posted
on the TSR website. JM stated that the link to the TSR calendar has
21
been pinned on the top of the official TSR Facebook page and
added that residences do supply their prospective first year
residents with some essential information within the residence
prospectus. NW enquired about the attendance of council
members at the first and second years’ dance. CK replied that
attendance would not be mandatory and council members could
attend the first and second years’ dance at their discretion.
8. Additional and General Points
8.1. NW stated that he previously liaised with Mr Frans Jacobs and the
RMT concerning the private security guards on campus and the
private security guards would not be returning to campus. NW
stated that the money used to pay the private security company
for their services should be channelled towards training the
security on campus.
LM stated that there would be a sitting of the TSP on Wednesday
the 16th of March and all council members are mandated to be in
attendance. LM enquired about providing students with an
opportunity to register to vote in the upcoming local elections. NW
replied that LM should liaise with Ms Adri Britz concerning the
provision of voter registration services on campus.
Eduard enquired about the access through boom gates to the
FISAN and Clinical Buildings for postgraduate students that are
working after hours and park in these areas. CV stated that all
postgraduate should have access to the P5 parking bay according
the new parking plan. NW stated that Eduard should liaise with CV
concerning any problems that postgraduate students may have
concerning their designated parking areas.
9. Man/Woman of the meeting
9.1. Due to a tie in the votes, MS and MW were the woman and man of
the meeting respectively.
10. Closing
NW closes the meeting at 19h00
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.................................... …………………………………. Nicholas Wayne Lungelo Mlambo
Chairperson Secretary
……………………………..
Date