Adelaide University Union Board Meeting Agenda

January 2019

23-01-2019

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Mission, Vision and Values Vision Our belief is that an educated, engaged and passionate community can change the world for the better. Mission The Union strives to enrich the student experience by ensuring:

I. that the student voice is heard and valued;

II. that the full range of student communities is fostered and engaged;

III. the health, safety and wellbeing of students which allow for development,

both individually and collectively.

Values Our values lie at the heart of what we do and our commitment to these principles will allow for our individual differences to be overcome.

• Accessible Education

The Union recognises that education is one of the most powerful determinants in a person’s life and that it must be accessible for all students regardless of social or economic status.

• Diversity

The Union recognises that within the student community there are many communities defined by gender, ethnicity, faith and economic status, etc. Each community possesses a unique student experience and we value, embrace and promote that diversity.

• Partnership & Community

The Union believes that the University experience will be richer for students if it includes interaction with a broader range of community partners, whether they be social, cultural, sporting, charitable or business.

• Professionalism

The Union recognises that the task of representation requires the highest standards of ethical behaviour, efficacy, and service, as well as management and professional skills all aimed at delivering benefits for students.

• Democracy

The Union is committed to a student organisation governed by the students of the University of Adelaide and seeks to foster and strengthen democratic decision-making processes.

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Adelaide University Union Board Meeting Agenda

For the meeting on 23rd of January 2019

In the Board Room at 6:00pm

1.Acknowledgment of Traditional Owners and Apologies OO We would like to Acknowledge that the land we meet on today is the traditional lands for the Kaurna people and that we respect their spiritual relationship with their Country. We also acknowledge the Kaurna people as the traditional custodians of the Adelaide region and that their cultural and heritage beliefs are still as important to the living Kaurna people today.

2. Declaration of Conflict of Interest OO That all directors and officers in attendance declare that they have read and considered all papers within this agenda that require decision making and have no known conflict of interest or potential conflict of interest with respect to those matters.

3. Casual Vacancy Left by Xinwei Wang OO Recommendation: That the Board resolves to fill the casual vacancy of a Student Elected Director, left by Xinwei Wang with Angus Heaton, who the Executive Officer has confirmed is the person to be appointed in

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accordance with Section 10 of the AUU Constitution. This appointment is effective immediately. 4. Unstarred Agenda Items OO Recommendation: That all unstarred items are approved.

5. Minutes of Previous Meeting OO Recommendation: That the Board accepts the minutes of the meeting of the 3rd December 2018 as a true and accurate record. Recommendation: That the Board amends the minutes of the meeting of the 12th June 2018 as recommended. 6. Matters Arising From Previous Minutes* OO

Matters Person Responsible Status

That Oscar Ong meet with Ali Amin to discuss about academic board allocation status.

Oscar Ong Completed

That Gary Sutherland add Hugh Sutton, Patrick Stewart and Tamsin Anspach to the online board induction.

Gary Sutherland Completed

7. AUU President’s Report* OO 8. Clubs Committee Chair’s Report* SW 9. Student Media Chair’s Report* HS 10. Student Radio Name Change OO

Recommendation: That On Dit Radio be renamed Student Radio. 11. Rules Concerning The Conduct of Annual Elections By-Elections and Referenda Reform

OO

Recommendation: That the Board endorses the reform structure proposed.

12. Any Other Business 13. In-Camera Items* OO

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14. Close: Next Meeting: 18/02/2018 Close of Submissions: 11/02/2018 Persons Responsible for Agenda Items: Oscar Ong (OO) Stella Woo (SW) Hugh Sutton (HS)

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To: AUU Board

Subject: Casual Vacancy Left by Xinwei Wang Date: 14/01/2019

Dear Board Directors,

At 14th of January 2019, I received an email from the Executive Officer advising that Michael Physick has completed his eligibility checks for elected AUU Board members. He advised that Xinwei Wang is no longer a student of the University of Adelaide, and as a result, he is removed from the AUU Board immediately. As a result of this, the Executive Officer have requested Andrew Klima, the returning officer of last election the name of the next eligible person to be elected to the AUU Board as a result of the 2018 AUU Board election. That person is Angus Heaton – Michael Physick has confirmed that Angus is an enrolled student of the University of Adelaide. Since Angus has ran on the elections and ended up in the next position after the last board director, plus, the position is a two year term, I see no reason for the board to reject this appointment. Thus, I recommend the board resolves to fill the casual vacancy.

Recommendation: That the Board resolves to fill the casual vacancy of a Student Elected Director, left by Xinwei Wang with Angus Heaton, who the Executive Officer has confirmed is the person to be appointed in accordance with Section 10 of the AUU Constitution. This appointment is effective immediately.

Yours Sincerely, Oscar Zi Shao Ong AUU President

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Adelaide University Union Board Meeting Agenda

For the meeting on 3rd of December 2018

In the Board Room at 7:15pm

Meeting opened at 7.17pm 1.Acknowledgment of Traditional Owners and Apologies OO We would like to Acknowledge that the land we meet on today is the traditional lands for the Kaurna people and that we respect their spiritual relationship with their Country. We also acknowledge the Kaurna people as the traditional custodians of the Adelaide region and that their cultural and heritage beliefs are still as important to the living Kaurna people today.

2. Declaration of Conflict of Interest OO

Present: Apologies:

Oscar Ong (AUU President, Chair) Stella Woo (Clubs Committee Chair, Executive)

Hugh Sutton (AUU Vice President, Student Media Chair)

Jing Soong Goh

Patrick Kennewell Siqi (Jeffrey) Yang

Patrick Stewart Absent:

Tamsin Anspach (Executive) Xinwei Wang

Arabella Wauchope (Executive) Visitors:

Gary Sutherland (Observer) Ali Amin, Samantha Bedford

Iacovos Digenis (Observer) Minutes Secretary:

Michael Physick (Observer) Timothy Hilhorst

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That all directors and officers in attendance declare that they have read and considered all papers within this agenda that require decision making and have no known conflict of interest or potential conflict of interest with respect to those matters.

3. Minutes of Previous Meeting OO Recommendation: That the Board accepts the minutes of the meeting of the 30th October 2018 as a true and accurate record. Recommendation: That the Board accepts the minutes of the meeting of the 20th November 2018 as a true and accurate record. Recommendation: That the Board accepts both the minutes of the meetings as a true and accurate record en bloc. Moved: Tamsin Anspach Seconded: Patrick Stewart

Carried

Chair moved to Hugh Sutton. 4. AUU President’s Report OO Recommendation: That the Board commends the efforts of the AUU staff throughout 2018 and wishes everyone a merry Christmas and Happy New Year. Moved: Oscar Ong Seconded: Arabella Wauchope Questions were limited to one per person due to interest of time. Ali Amin asked regarding the status of nominations of academic board members. Action: That Oscar Ong meet with Ali Amin to discuss about academic board allocation status. Patrick Stewart asked about the board induction. Oscar Ong requested the new board directors to complete their board induction by next ordinary meeting. Action: That Gary Sutherland add Hugh Sutton, Patrick Stewart and Tamsin Anspach to the online board induction. Chair moved to Oscar Ong.

Carried

5. SRC President’s Report AA Ali Amin asked about the AUU position on RCC issue.

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Oscar Ong stated that the AUU is more focused in delivering O’Week at the moment since the AUU is three months behind the schedule. 6. Clubs Administration Policy OO

Recommendation: Regarding the power granted in Clause 21 of the AUU Constitution, this Board resolves to: Create: Clause 11.2 Duties

Clubs representatives have the same duties as directors as stipulated in clause 4 of Roles And Responsibilities Of Directors, The President And The Executive Officer. Amend: Clause 11 Clubs Representatives 11.1 Election Process The two Clubs Representative members of the Clubs Committee shall be elected in accordance with the following clauses: 11.1.1 The Returning Officer shall conduct the elections and shall have responsibility for interpreting and administering these provisions. 11.1.2 The Returning Officer will provide notice of the election to all clubs via their club’s email address (as recorded by the Clubs Administrator) no later than five business days prior to opening of nominations. 11.1.3 Nominations will remain open for at least five business days. 11.1.4 At the close of nominations, the Returning Officer will as soon as practicable determine the eligibility of nominees and notify all club Presidents of the candidates for election, as well as declare any nominees who were determined to be ineligible. 11.1.5 If there are more candidates than there are positions, the Returning Officer shall give all club Presidents no less than one week’s notice of the date on which an election will occur. 11.1.6 Only the president (or equivalent) of provisionally- or fully-registered clubs may vote in the election. 11.1.7 Where there is any question as to the re-registration status of a club the club president shall be eligible to vote in an election as long as the registration of the club has

not been ceased in accordance with Section 7. 11.1.8 Voting shall remain open to club presidents between the hours of 10:00am and 4:00pm on the day of the election. 11.1.9 A club president may request a proxy form from the Returning Officer and may nominate a proxy who shall be eligible to vote in their place in the election. All proxies must be a student or staff member of the University of Adelaide. 11.1.10 As soon as practicable after the election is concluded, the Returning Officer will cause the votes to be counted. 11.1.11 Following counting of votes, the Returning Officer will provisionally declare the results of ballot in a report to be provided to the Clubs Committee (or, in the case of the first annual election under this Rule, to the Board of the AUU), which may, not less than

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14 days after the declaration of provisional results, resolve to declare the results contained in that report to be the final results. 11.1.12 Any appeal regarding the conduct or outcome of the elections may only be made to the AUU Board and must be made in writing to the AUU President within 7 days of the declaration of provisional results. and authorizes the EO to alter the Master Copy accordingly. MOVED TO IN-CAMERA 7. Any Other Business 8. In-Camera Items OO

9. Close: 8:28 pm Next Meeting: TBA Close of Submissions: TBA Persons Responsible for Agenda Items: Oscar Ong (OO) Ali Amin (AA)

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To: AUU Board

Subject: Minutes of Previous Meeting- 12th June 2018 Date: 02/01/2019 Memorandum

Dear Board Directors,

During the 12th June 2018 board meeting, there was a procedure error done the chair at the time. From the minutes, item no. 8 Books Not Bomb where the motion reads: “That the AUU supports the NUS Education department’s “Books not Bombs” campaign, by promoting the “National Days of Action” (NDA) called by that department in the future. This promotion will include, at least, a social media post for each NDA and the inclusion of NDA promotion leaflets on AUU stalls in relevant periods” has already been dealt with and the resolution was to: “move it to the next meeting”. However, Jack Crawford raised the motion again in Any Other Business and the chair at the time allowed the motion, with amendments to be voted on. The previous Chair’s move in breach of clause No. 30 of the Standing Orders of Board which reads: 30. Matters Already Dealt With Motions relating to matters already dealt with at that Board meeting or reversing a previous resolution of that Board meeting or substantially restating a motion defeated at that Board meeting must not be considered. Thus, I will rule the matter as already dealt with and the motion should be treated as never passed unless the board wish to discuss the motion again. The minutes of the meeting will need to be amended to reflect the changes to the judgement. Recommendation: That the Board amends the minutes of the meeting of the 12th June 2018 as recommended. Yours Sincerely, Oscar Zi Shao Ong AUU President

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To: AUU Board

Subject: AUU President’s Report Date: 18/01/2019 1. Rules and Policies I am currently looking into the current rules and making some administrative changes, ensuring it has the correct references. I will inform the changes to the board if I made any changes. 2. Member's Lunch- Board Presence I am currently working with Tiahna to increase Board Presence and engagement with our students. We have determined the date for the board presence in member lunch be 10 May 2019 at the Maths Lawns 12pm-2pm. 3. 2019 Meeting Dates The 2019 meeting dates has already been determined and made available in the AUU website. I have also informed and invited the SRC President and Student Media to all the ex-camera meetings. 4. Meetings with the Executive Officer I have been regularly meeting up with Gary after the union staff came back to work in a frequency of once per week to talk about the progress of O’Week preparations and general direction of the AUU this year. 5. Meetings with the University Meeting with Ian Thomson (17/01) This was my first meeting with Ian. We talked about the general direction of the AUU is taking this year. Significant progress has been made to ensure students issues are addressed I also aim to maintain good relationship with the university. One of the few notable points are:

a. No More Metro Fines for not Bringing your Student Card

I have raised concerns around the issue where our students get fined when they forgot to bring their students card when using the metro services. We agreed that something

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needs to be done and we are now working together to deliver a virtual card service which will be implemented in the new Adelaide University App.

b. Clubs Spaces for Medical Students During O’Week

I raised concerns around the limited space for Medical Students during O’Week. We both agreed the importance of clubs and that there should be spaces for Medical Clubs during O’Week in AHMS. We are working together to ensure there will be a space for Medical Clubs during O’Week.

c. MyUni Course Materials

I raised concerns in regard to the MyUni course content that releases late. It is vital for our students to have access to the materials at least two weeks before university starts to better prepare themselves. Ian will be investigating into the issue. Meeting with Dave Lamb & Michael Physick (22/01) We have planned meetings for the year, with a frequency of once per month. 6. Meetings with Board Directors I have met up with several board directors over the break to discuss their concerns and what they hope to achieve this year. As always, I wholly encourage all of you to get in contact with me through any medium if you have any questions, suggestions or concerns about matters related to the AUU Board. I will always strive to make myself available at times that are convenient to yourselves. 7. SRC I have been maintaining contact with Ali and having regular catch-ups. The SRC is working in filling the committees spot and the Counter Guide at the moment. 8. O’Week Volunteering I will be passing around a O’Week volunteering form for board directors to fill out their preference of volunteering during O’Week. Yours Sincerely, Oscar Zi Shao Ong AUU President

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To: AUU Board Subject: Clubs Committee Chair’s Report Date: 14/01/2019 Dear Board Directors, I have begun communication with Caprichsia Winkler, Clubs Administrator, and Andrew Klima, Clubs Manager as well as the greater committee to organise a calendar of meetings throughout the year. The Clubs Committee was able to use the remaining funding to establish a grant program for clubs’ T-shirts and training programs. I am proud to say that the Clubs Committee have done a fantastic job in 2018, in dividing the grant money in a fair, transparent, and efficient manner. I look forward to chairing the clubs committee in this new year and bring the committee to greater heights. The new clubs’ rules are now in effect, allowing a more efficient grant approval process. The Clubs Committee’s meeting frequency will be reduced to one per month, due to the efficient process. There were still concerns around clubs regarding the RCC issue, the clubs staff are in constant contact with the clubs to ensure their concerns are correctly addressed. If anyone has any questions/suggestions, please contact me and we can organise to discuss your concerns. Yours Sincerely, Stella Woo Clubs Committee Chair

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To: AUU Board

Subject: Student Media Chair’s Report Date: 15/01/2019 Dear Board Directors, I have begun communication with OnDit, On Dit Radio and Kearin Hausler to organise our first meeting of the year. I will soon organise a calendar of meetings for the year. If you have any comments in regard to Student Media, please don’t hesitate to contact me. Yours Sincerely, Hugh Sutton Student Media Chair Vice President

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To: AUU Board

Subject: OnDit Radio Name Change Date: 15/01/2019 Memorandum

Dear Board Directors,

During the board meeting of 14th August 2018, the board passed the motion which read: That On Dit be renamed On Dit Magazine and Student Radio be renamed On Dit Radio; and that all Rules concerning On Dit and Student Radio are altered to reflect this. After discussing with the current and previous Student Radio Directors, I was informed that there were limited consultations by the FUTURE OF STUDENT MEDIA STRATEGY COMMITTEE. The directors informed me their intent to use the name of Student Radio instead. I have had discussions with Kearin as well and he supported the idea of changing the name back to Student Radio. If anyone has any questions/suggestions, please contact me and we can organise to discuss your concerns. Recommendation: That On Dit Radio be renamed Student Radio.

Yours Sincerely, Oscar Zi Shao Ong AUU President

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To: AUU Board

Subject: Rules Concerning The Conduct of Annual Elections By-Elections and Referenda Reform

Date: 16/01/2019 Memorandum During the meeting of December, the Executive endorsed the reform of Rules Concerning The Conduct of Annual Elections By-Elections and Referenda based on the recommendations of the Election Tribunal. I had spoken to Andrew previously regarding the elections rules and he had some opinion in the existing rules around social media. The rule was last amended in 2016 and I think it is time for us to review it again. Thus, I proposed the following structure: Consultation Phase: The president will receive input from three sources

1. Consultations with Election Tribunal

2. Consultations with the Returning Officer from the most recent elections

3. Consultations with Board Directors

Draft Phase 1. The president will consolidate all the information from consultations and draft

the proposed amendments to the rules

2. The draft version will be sent to the Election Tribunal for review and formalise

the wordings

Formalising Phase 1. The executive will comment on the draft and make further amendments if

required

2. The amendments will be presented to the board

The consultations with board directors will be done in a voluntary way, if board directors have any concerns, comments or idea, please contact me and we can organise to discuss your concerns. Recommendation: That the Board endorses the reform structure proposed. Yours Sincerely, Oscar Zi Shao Ong AUU President