STUDENT COUNCIL MEETING MINUTES - dusa.org.au · 1.1 The Chair, Jean-Marc Kurban formally welcomed...

DEAKIN UNIVERSITY STUDENT ASSOCIATION INC

STUDENT COUNCIL MEETING

MINUTES

2nd Meeting

21 February 2019

11:00AM VMP #39382

Waurn Ponds KA3.203

Waterfront AD5.005

Warrnambool D2.30

Student Council Meeting Minutes Thursday 21 February 2019

DEAKIN UNIVERSITY STUDENT ASSOCIATION INC

STUDENT COUNCIL MINUTES

XX MEETING

00 MONTH 2015

00:00AM

LOCATION

Indicates starred item

Indicates document attached

Indicates document absent


Deakin University Student Association Inc. | dusa.org.au | 1300 555 528 | ABN 95 022 653 791 | Reg No. A0040625Y

DUSA Student Council

Thursday 21 February 2019

Commencing at 11:00AM

Via VMP #39382

The meeting notes that it meets on the land of the Wathaurong people, the Wurundjeri people and the Gunditjmara people, and we pay our respects to their elders past and present and emerging.

Procedural Matters

1.0 Welcome

1.1 The Chair, Jean-Marc Kurban formally welcomed all in attendance and declared the meeting open at 11:02AM.

Present Jean-Marc Kurban President and Chair Tegan Whitten Vice President Amo Chakravarthy General Secretary Kristen Warren Assistant General Secretary Hamish Whitten Education Officer (arrived at 11:06AM) Josh McFarlane Welfare Officer Maryam Hasanova Community Engagement Officer Tiarnan Cleary Social Engagement Officer

Present for Debate

Vanessa Agar Queer Officer Alex Zhang Wang International Officer Lauren Hustwaite Geelong Campus Coordinator Bethany Carter Cloud Campus Coordinator Sushant Mahajan Burwood Campus Coordinator (arrived at 11:24AM)

By Invitation

Sue Rolland General Manager Tania Evans Retail Manager Robyn Barnden Services Manager Fionna Cooper Finance Manager (arrived at 11:15am with Daniel Tome from Perpetual) Gavin Hodgkinson Advocacy Manager

Observers

Cassandra Prigg Warrnambool student

Minute Taker

Annette Allen Executive Officer

1.2 Apologies

Lee Emberton Student Engagement Manager

1.3 Absent

Louise Cairney Warrnambool Campus Coordinator



2.0 Question Time

The Chair advised no questions had been received prior to the meeting, and asked if there were any questions. None were received.

3.0 Starring

3.1 The following items were starred for further discussion (including automatic starring as per

agenda):

3.2 To consider a recommendation from the Chair that all remaining unstarred reports be

received without further discussion.

3.3 To consider a recommendation from the Chair that all remaining unstarred items on the

agenda be received and that all recommendations therein be approved without further

discussion.

4.1 Accept the Minutes of the Student Council meetings dated 19 December 2018, and 24

January 2019

4.2 Actions arising from the Minutes

5.0 Presentation by Daniel Tome from Perpetual

6.0 Leave of Absence

6.1 Request for leave of absence from Vanessa Agar

8.0 Strategic Matters of Importance

9.0 Regulations and Constitution

10.0 Policy, Procedures and Systems

10.1 Monthly compliance reporting

11.0 Reports and Operational Matters

11.1 Human Resources

11.2 Finance Report and Profit & Loss

12.0 Minutes of DUSA’s Committees Received

13.0 Reports Received

14.0 General / Other Business

14.1 Student Engagement – Events Projects Outline

14.2 Map Your Future – Project Proposal

14.3 Regional Students Guide – Project Proposal

14.4 DUSA Food Stalls – Project Proposal

14.5 Conflict of Interest – Legal Advice

14.6 Semi-Autonomous Bodies & Advisory Boards (Operating Provisions)

14.7 Strategy and Working Group Policy

14.8 Membership Report

15.0 Next Meeting

16.0 Meeting Closed



Items Requiring Resolution

3.2 To consider a recommendation from the Chair that all remaining unstarred reports be received without further discussion.

SC01/210219:

The Student Council agrees that all remaining unstarred reports be received without further discussion

Moved: Jean-Marc Kurban Seconded: Maryam Hasanova

For: 7 Against: 0 Abstain: 0

Carried

3.3 To consider a recommendation from the Chair that all remaining unstarred items on the agenda

be received and that all recommendations therein be approved without further discussion.

SC02/210219:

The Student Council agrees that all remaining unstarred items on the agenda be received and that all recommendations therein be approved without further discussion

Moved: Jean-Marc Kurban Seconded: Tiarnan Cleary


Carried

4.1 Minutes of the Student Council Meeting The Chair advised he would move a motion to accept the Minutes of the previous two Student Council meetings held on 19 December 2018 and 24 January 2019, and asked if there were any amendments required before these minutes were approved.

The Geelong Campus Coordinator requested that the minutes of the December meeting be amended to note that the 2018 Community Engagement Officer was present in the room during the In Camera session.

11:06AM The Education Officer arrived at the meeting.

SC03/210219:

That the Minutes of the Student Council Meeting dated 19 December 2018 be confirmed as a true and accurate record of proceedings, with one amendment noting the Community Engagement Officer was in the room during the In Camera session

Moved: Jean-Marc Kurban Seconded: Josh McFarlane


Carried

SC04/210219:

That the Minutes of the Student Council Meeting dated 24 January 2019 be confirmed as a true

and accurate record of proceedings

Moved: Jean-Marc Kurban Seconded: Amo Chakravarthy


Carried



4.2 Actions Arising from Minutes

The Chair referred to the Action Sheet to update the status of action items from previous meetings.

DUSA 2018 President to circulate information to Student Council regarding the University re-structure and continued support for Warrnambool Campus The Geelong Campus Coordinator advised she had spoken to this item previously and had also circulated an email. Strike from action list.

Queer Officer and Student Engagement Manager to report back with further information

on organization of the Queer Collaborations Conference The Queer Officer advised the status of this item was similar to what had been provided in her report. A draft sponsorship form will be available soon to go out to obtain sponsors. Some inactivity in the PR team, however she has spoken with them and they are now mobilised again, so we are catching up in this area.

Some glitches with the road trip to Warrnambool to review accessibility, with changes of date, then people pulling out. This is still to be confirmed.

The ‘Queer Roll’ team at Western Sydney folded recently. This is a magazine that comes out around Queer Collaborations time. A co-convenor from QSN has stepped in to take on this task, which is great as it is one less item we have to do. Overall, a lot of progress has been made.

The General Manager advised it was now critical to get tickets available as we still don’t know yet how many people will attend. We have received support for the conference from the Warrnambool Campus Director, Alistair McCosh which is great.

The General Manager advised she is comfortable with where preparations are currently at, but getting tickets out is the important item at present.

The Queer Officer advised they did put out an expression of interest form early on but did not get much traction from this, however the social media pages are now showing a lot of interest in the conference.

The General Manager advised that she had met with the General Manager of Warrnambool Residential recently, who advised there is a clash occurring with the Saturday night accommodation as another group will be there, so getting tickets sold and having a better idea of numbers attending is now essential. Discussion ensued.

5.0 Presentation by Daniel Tome from Perpetual

11:15AM The Chair advised he would re-order the agenda and go to Item 5 as Daniel Tome from Perpetual was here to provide us with an update on our Perpetual investment.

Daniel Tome spoke to the Student Council and provided a presentation and update on the current status of the Perpetual investment.

11:24AM The Burwood Campus Coordinator arrived at the meeting.

Discussion and questions ensued regarding the investment.

Daniel advised he would send a copy of his presentation through in case anyone would like to have this.

11:54AM Daniel Tome left the meeting.

Some further discussion and questions ensued to the Finance Manager.



Action: Executive Officer to organise a time for Student Council to meet and discuss the Perpetual investment.

The Chair advised we would revert back to the action items and asked if there were any questions on the last item discussed.

The General Secretary requested a timeline on ticket sales for the Queer Collaborations Conference at the next Student Council meeting.

The Vice President asked whether the Queer Officer needed any assistance with organising the conference. Both confirmed they would discuss this off-line.

The Chair (2018) to form a sub-committee early in 2019 to consider recommendations

for DUSA Honorary Life Membership The Geelong Campus Coordinator updated this item advising the first meeting was held on 14 February to establish the framework. The committee will review and accept nominations and then follow a process to assess each nomination. The committee will comprise of two recent life members, the General Manager, President and a member of the Executive. They will assess the nominations and then bring them to Student Council for voting. The next committee meeting is scheduled for 21 March.

Add the President and Vice-President to the ‘Honorary Life Membership’ Committee The Geelong Campus Coordinator confirmed this had been done. Strike from action list.

Social Engagement Officer to review the current board grant guidelines and report back to Student Council The Social Engagement Officer advised that after speaking with clubs executives, it was apparent that many were unaware of the eligibility to obtain clubs grants, and were also unaware of the process.

Issues had also been raised regarding the time-line for board grants. One club had advised they required funding to attend an interstate debating trip, after exhausting their clubs funds for the year, and they had to purchase tickets within a certain timeframe. As it was the end of the year and DUSA had finished for the year, they were unable to submit an application and had to pay for this themselves. They are asking whether they can receive board grant funding to reimburse them for this.

Questions ensued.

The Chair advised this opens up the question of timings with receiving and approving board grant applications and when Student Council meetings are scheduled. It may be worth establishing a guideline specifically for board grant applications which have very tight time-lines.

Discussion ensued.

The Vice President provided information on how board grants are handled by our clubs officer at Geelong, and the information and timeline he provides to the clubs. She agreed the application form could be improved to ensure a higher standard of applications were received. It was suggested that more urgent applications go to the Executive Meeting, and if that meeting deems it a valid application, they call an interim Student Council meeting to vote on the application.

The Vice President reiterated that the application form still needs some work as it is confusing.



The Chair requested this action item be amended to read ‘the Social Engagement Officer investigates potential changes to board grant guidelines and reports back to the Student Council’.

General Manager to write a brief to submit to the lawyers and provide this to the

Executive Committee before obtaining legal advice The Chair confirmed this has been done and received. Strike from action list.

The Vice President asked if the additional advice requested had been received. The General Manager advised this had not been received yet and she would follow this up.

Amend our current conflict of interest form to specify ‘clubs memberships’ and relationships with other Student Council members, and also implement the requirement for the General Manager to complete a conflict of interest form The Executive Officer confirmed the form had been amended to specify clubs memberships and the General Manager had also completed a form.

Action: Executive Officer to re-send the amended conflict of interest form to all Student Council so they can determine if they need to re-complete their forms.

6.0 Requests for Leave of Absence

The Chair advised that a request for leave of absence had been received from Vanessa Agar and he would now move a motion to approve this leave.

SC05/210219:

The Student Council approves a leave of absence for Vanessa Agar for the period 8 July to 5

August (inclusive)

Moved: Jean-Marc Kurban Seconded: Kristen Warren


Carried

7.0 Board Grant Applications

The Chair advised no applications had been received for this meeting and he would move to the next item.

8.0 Strategic Matters of Importance to Members

8.1 The Chair advised no items had been received and asked whether anyone had anything they would like to raise under strategic matters.

The Chair advised it appears to have been confirmed that a new building is to be erected next to the library at Burwood campus, and this will be a research building, with learning spaces and there will be the opportunity for a commercial space on the bottom level. He has spoken with some academics who have advised DUSA should make an application for some of this space. However, applications won’t be considered until 2020.

The Chair advised Deakin are to go carbon-neutral which is very good to see.

The Chair advised the Waterfront carpark is to be turned into an Expo building, and this has created a lot of concern around parking availability. However, there is a plan to introduce another 800 car parks.



The Chair advised he has had discussions with the library at Burwood as they want to be more

involved with our Campus Committee, to be able to information share with us. The library have also introduced an upgrade to their facilities and services, with more security, additional toilets and changing spaces for disabled people.

The Assistant General Secretary advised the gym at Warrnambool was renovated during the summer break and is due to be open again for O’Week.

The Chair advised the installation of traffic lights at Waurn Ponds is now complete, however they are not yet operational.

The Chair advised we have contacted PTV regarding Myki and are waiting to hear back from them.

9.0 Regulations and Constitution

The Chair advised there were no amendments to the regulations or constitution and he would move to the next item.

10.0 Policy, Procedure & Systems

10.1 Monthly Compliance Reporting – February The Chair advised the status of financial and insurance compliance reporting due in February had been provided in the agenda, and unless there were any questions regarding this he would move on to the next item.

11.0 Reports and Operational Matters

The Chair advised that he would refer to the General Manager to provide an update on Human Resources and then Finance.

11.1 Human Resources The General Manager spoke to this item and advised we had received two resignations recently. James from Advocacy has taken up a position in safer community at RMIT. We have adjusted our resources and will be advertising for a full time person to take up this position.

One of our long term bookshop staff, Luke has decided to have a sea change and move to Torquay. He is also studying psychology in the cloud, so this is a good move for him. We are not filling this vacancy at present, however the Retail Manager will monitor staffing and make a decision later if we require this role to be filled.

11.2 Finance Report & Profit and Loss The Finance Manager spoke to this item and advised there was nothing further to report from the written report that had been provided with the agenda.

The Finance Manager took questions regarding the finance report.

The Finance Manager advised the auditors were in the office last week, and the draft figures had not changed as yet. However, the auditors will finalise shortly and provide their completed report in due course.

12.0 Minutes of DUSA Committees The Chair advised the Minutes of DUSA’s Committees received this month were from the Executive Committee for its meetings held on 18 January and 29 January 2019, and he would now move a motion to endorse these minutes.

The Chair advised that the Cloud Campus Committee had a phenomenal turn out for their first campus meeting. 10 Cloud students in total attended, with 7 of them being Committee members.



Congratulations should also to the Burwood Campus who reached quorum for the first time in a long time, and congratulations also to Geelong who also reached quorum for their first meeting.

SC06/210219:

That the Student Council receive the Minutes of DUSA’s Committees and resolutions therein be endorsed as decisions of DUSA



Carried

13.0 DUSA Reports

The Chair referred to the reports received and asked if any Student Council or Managers would like to speak further to their reports, or if anyone had any questions regarding the reports.

The Vice President requested further information from the Advocacy Manager on his report relating to the Counselling Service.

The Advocacy Manager advised that the framework is currently being developed.

The Geelong Campus Coordinator queried the issues experienced recently with our website and PACE.

The General Manager advised the volume had tipped the website over the edge and this had caused the issues experienced. She met with PACE on Monday and are working through the issues that had occurred. They were taking responsibility for the problems and are working to solve them.

The General Manager advised the attitude of students was very good in general, so no significant reputational damage had occurred.

The Chair advised he would now move a motion to accept all reports.

SC07/210219:

That the Student Council receive all presented and written reports

Moved: Jean-Marc Kurban Seconded: Maryam Hasanova


Carried

Items for Discussion / Decision

14.0 General / Other Business The Chair advised the Student Engagement Manager was to speak to the Events Projects Outline.

14.1 Student Engagement – Events Projects Outline

The General Manager advised the Student Engagement Manager would dial in later as soon as he was available.



The Welfare Officer spoke to this item and provided a brief outline of the proposal. It was intended to be trialled last year, but did not get off the ground so we are putting it forward again this year. The proposal is around students with disabilities and providing more representation to this particular group, and also how Deakin can support them going forward etc.

They are also looking to expand the project potentially into high schools in the vicinity of Deakin to hopefully get them to run sessions to bridge the gap for students to get to University.

Discussion ensued.

12:41PM The Student Engagement Manager joined the meeting.

SC08/210219:

That the Student Council approves the Map Your Future project proposal as submitted



Carried

14.1 Events Project Outline

The Student Engagement Manager spoke to this item and asked whether there were any current concerns with the DUSA Ops portal and whether there had been any challenges.

Questions and discussion ensued regarding issues being experienced.

The Student Engagement Manager advised he had spoken with ambassadors regarding the issues. He had noticed that a limited number of Student Council and Reps had registered via the portal, so obviously issues had been experienced here.

The Student Engagement Manager advised he will send some information to the General Secretary and President to distribute to Campus Coordinators. Due to the current O’Week preparations, he will not have the capacity to go through the wider Student Engagement activities today. The portal will be good to go this afternoon and he expects to see everyone registered then.

12:47PM The Student Engagement Manager left the meeting.

14.3 Regional Students Guide – Project Proposal

The Welfare Officer spoke to this item and advised this is a bridge for regional students who are moving away from their area, and will provide information on scholarships, DUSA services, Deakin services, public transport etc. He has spoken to Sophie from Marketing and they had decided against a printed version of the guide, but will have the guide available on our website, Which will be easier to maintain and will be more accessible. The content is not established yet, it is more around the concept at present. Awareness of the guide will be spread by the Regional Students Society on campus at Burwood. We will also provide information during O’Week, use our social media channels, and will look at developing a post-card or business card size printed material with information about the guide.

It was suggested to engage with Residential services regarding the guide. The Welfare Officer confirmed he intended to do this.

The Chair asked the Welfare Officer to confirm whether the project proposal submitted had no current scope for printed material. The Welfare Officer confirmed that after discussions with Marketing it was decided not to do this at present, but there was scope to have this included further down the track.

14.2 Map Your Future – Project Proposal



SC09/210219:

That the Student Council approves the Regional Students Guide project proposal as submitted



Carried

14.4 DUSA Food Stalls – Project Proposal The Social Engagement Officer spoke to this item and advised the idea for this was to have semi-autonomous weekly food stalls across campuses, similar to what we used to do. However, these stalls would be run by clubs executives and not by DUSA. This would provide clubs with greater opportunity to engage with students. He has been working with the Student Engagement Manager on this, and the idea is to have a portal with available dates that clubs can select to run their food stall. They are looking at having three different food packs, and the Student Engagement Manager is in talks with Deakin regarding their food charter. The timing is to commence in early April.

SC10/210219:

That the Student Council approves the DUSA Food Stalls project proposal as submitted

Moved: Jean-Marc Kurban Seconded: Tiarnan Cleary


Carried

14.5 Conflict of Interest – Legal Advice The General Secretary advised he would like to discuss this item later in the meeting.

14.6 Semi-Autonomous Bodies & Advisory Boards (Operating Provisions) The Chair spoke to this item and asked if everyone had read this document. The premise of these provisions is to provide a universal framework for any semi-autonomous body or advisory board within DUSA which we might want to commission, for example, an education committee composed of different faculty heads and others. Instead of creating governing documents and terms of reference for each body, we would utilize the one universal document which would uphold a standard of conduct for all DUSA bodies.

The Chair asked if there were any questions or comments on this item.

SC11/210219:

That the Student Council endorses the Semi-Autonomous Bodies & Advisory Boards Operating Provisions as submitted

Moved: Jean-Marc Kurban Seconded: Amo Chakravarthy


Carried

14.7 Strategy and Working Group Policy

The Chair spoke to this item and advised this outlines how a strategy group would carry out a project. We may have several project groups operating at one time, and it is important to have a consistent way of working within all groups. The Chair asked if there were any questions or comments regarding this policy.



SC12/210219:

That the Student Council endorses the Strategy and Working Group Policy as submitted

Moved: Jean-Marc Kurban Seconded: Kristen Warren


Carried

14.8 Membership Report The Chair advised a Membership Report had been provided for information only, and if anyone had any questions regarding this they could direct them to the General Manager after the meeting.

The General Manager advised this report is now out of date, and she provided some updated membership statistics as at today, noting that memberships were going very well. Renewals are currently up by 27% on last year. Gold Memberships are up by 22%, and DUELI are up by 106%. We currently have 11,680 members as at today.

Questions and discussion ensued.

The Chair advised he would now move the meeting In Camera.

1:06PM The student observer left the meeting.

SC13/210219:

That the Student Council meeting move In Camera at 1:06PM

Moved: Jean-Marc Kurban Seconded: Hamish Whitten


Carried

SC14/210219:

That the Student Council meeting move Out of Camera at 1:27PM

Moved: Jean-Marc Kurban Seconded: Tegan Whitten


Carried

The Chair advised Chris Jones and Karly Lovell would be joining the meeting at 1:30PM to

speak to the Student Council.

1:28PM Chris Jones, Karly Lovell and Emma Connan from Deakin joined the meeting at Waterfront Campus.

1:29PM The Finance Manager left the meeting. Chris Jones spoke to the meeting advising he wanted to do a general introduction and provide a channel for the Student Council to address any issues with the university. Chris outlined which portfolios come under his area and who was in charge of the various areas. He hoped that this would provide a forum for anyone to put issues on the table regarding services provided by the university, so that we could work together on any issues.



The Chair advised the initial issues for discussion today would be transport at Burwood and Library access at Waurn Ponds.

The Chair advised the 24 hour access to the library at Burwood campus has been excellent and well utilized, and it was very important to provide equity between the campuses.

The Vice President spoke to the 24/7 computer-lab space and the issues being experienced with this, and advised the introduction of 24 hour access to the Waurn Ponds library was imperative.

Discussion ensued.

Chris Jones addressed the questions raised regarding 24/7 access to the library and stressed that safety was the most important issue here.

Karly Lovell provided an outline on the research done via workshops and focus groups before any decisions regarding access had been made.

Chris spoke further to access, services and facilities that will be available on campus.

The Chair provided some information on feedback he had received from students regarding facilities.

Further discussion ensued.

Chris noted that he had received some good feedback from this meeting to take away.

Transport The Chair advised the second item for discussion was transport, looking for something along the lines of a shuttle bus which would provide better access to campus for students based in South East areas to get to Burwood. Chris advised this is a constant and ongoing issue being discussed with Transport Vic. PTV advised that connectivity between Box Hill transit interchange to our campus was a priority. However, the South East side, such as Chadstone and Holmesglen plus other areas, was not as user friendly to connect to Deakin.

The University had advised them that the 903 Smart Bus service which runs every 7 mins. in peak period time and currently travels up Warragul Road, could be re-routed to travel along Burwood Highway and up Elgar Road, and this would provide excellent connectivity to Burwood Campus. They have been lobbying for a few years to convince PTV to re-route this bus and this is a number one priority.

The Chair asked whether they are lobbying to the Minister. Chris confirmed lobbying is done at the highest levels, and they are keen to ramp this up again to see if it gets traction.

The Chair confirmed that it would be good for the University and DUSA to work together to lobby on this issue.

Chris advised they would be delighted to join forces on this issue to get some action. The Chair asked the Student Council if they had anything further they wanted to raise with Chris.

The Vice President spoke to vending machines in bathrooms to provide pads, tampons and condoms, and the University stance of not wanting these in all bathrooms.



Chris advised they have had feedback from some students that they don’t want to be confronted with condom machines in all bathrooms. He suggested we look at spaces that are not in toilet facilities, such as DUSA areas or other 24/7 accessible spaces.

Discussion ensued.

The Vice President advised she would send through a more comprehensive proposal to Chris for consideration.

The Queer Officer raised the issue of availability of all products in all bathrooms to ensure accessibility of products to transgender students.

The Chair thanked them for attending the meeting and speaking to us.

2:18PM Chris Jones, Karly Lovell and Emma Connan left the meeting.

Items for Noting 15.0 Next Meeting

The Chair advised that the next meeting of the DUSA Student Council would be held on Friday 22nd March by attendance at Warrnambool Campus.

16.0 Close of Business

There being no further business, the Chair declared the meeting closed at 2:20PM.

STUDENT COUNCIL MEETING MINUTES - dusa.org.au · 1.1 The Chair, Jean-Marc Kurban formally welcomed...

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