PARSA Postgraduate Representative Council (PRC) Agenda
Meeting #9
6:15pm
27 September 2017
PARSA Office, Melville Hall
1.0 Meeting Open
1.1 Acknowledgement of Country
1.2 Attendance and apologies
Attendance: Alyssa Shaw, Avish Amin, Storm Viall, Wendy Suiter, Emma Davis, Ellen Riley, Arjun Mathilakath Madathil; Bethany Ellis, Wellington Barchue; Kim-Marie Spence; Hansika Chopra, Akeel Feroz; Darcy Jackman; Guangfeng (Simon) Zhang
Minute-taker:Zyl Hovenga-Wauchope
Chair: Alyssa Shaw (President)
1.3. Conflict of Interest
Members are asked to review the Register of Interests and notify the President if these need to be updated.
Members should declare conflicts of interest as they arise throughout the meeting.
1.4 Minutes from previous meeting
Minutes from the previous Meeting are yet to be finalised and will be made available at the next PRC meeting.
1.5 Action List
Activity / Meeting / Timeframe / Responsible / ProgressMOU – ANUSA and PARSA / Nov 2016 / 2017 / President / Draft Complete
Item 3.2
Governance Review / Nov 2016 / 2017 (extended due to consultant availability / President, General Secretary / Currently revising
Based on PRC feedback. For update in November meeting
Item 4.4
MSL project / Nov 2016 / Key milestone by O-week completed
Awaiting: integration of payments and MSL
SEEF for MSL / President, General Manager / Mostly complete
Update in agenda item 4.1
Strategic Planning / Nov 2016 / Delayed due to consultant and student engagement / President, General Manager / Stage 2 complete
Included in agenda item 4.2
Governance sub-committee: Standing orders review / November 2016 / ASAP / General secretary / For consideration by new PRC
Subcommittee memberships / Nov 2016 / Early 2017 / PRC / In progress, delayed
Education subcommittee has been active this year. Solved through the appointment of the A&E officer
Honoraria report / Ongoing / September 2017 / President / In progress, delayed
Report on officer work and recommendations for future honoraria
Long term investment options / November 2016 / 2017 / Treasurer, Financial Controller / To commence, delayed
Awaiting project critical information from the ANU
PARSA Advocacy and Policy positions / Raised 2017 / Ongoing / President / To consider at a future meeting in 2017
Completed actions:
PRC term / Nov 2016 / PRC February Meeting 2017 / PRC / CompletedFeb PRC
Honoraria review including logbook review / Aug 2016 / Summer project – for PRC February / President / Complete
Discussed at 2017 Planning Day information sent to officers by President
Walker review – constitution and electoral regulation changes / Aug 2016/ Nov 2016 / By 1 January 2017 / President, General Manager / Completed
2016
By – election / Nov 2016 / As soon as possible in 2017 / General Secretary, General Manager / Completed
Surplus spend for 2016 report / Nov 2016 / By end of 2016 / President, Treasurer / Completed
Feb PRC
Term deposit / Nov 2016 / December 2016 / Treasurer / Completed
Governance training / Nov 2016 / Early 2017 / President / Completed
Retreat availability / Nov 2016 / Before O-week / President / Completed
OGM minutes / Nov 2016 / Completed
SSAF / Aug 2016/ Nov 2016 / By end of 2017 / President / Completed
Electoral regulation: PRC term and handover / Aug 2016 / For 2017 Ideally: February/March PRC meeting / General Secretary, President / Complete (pending PRC approval)
Included in agenda item 3.3
Disputes committee / Nov 2016 / PRC February Meeting / President / Completed May 2017
Engagement and advocacy officer / Nov 2016 / ASAP / President, General Manager / Completed August 2017, following delays
2.0 Reports
2.1 President’s Report
For information, discussion and decision
[Attachment 1]
2.2 Treasurer’s Report
For information, discussion and decision
[Attachment 2]
2.3 General Manager’s Report
For information, discussion and decision
No report will be given by the General Manager at this meeting as they are currently on leave, however the President will give a brief overview of staffing
3.0 Key business
3.1 Ordinary General Meeting
For information
Verbal update on the outcomes of the OGM were given.
All proposed amendments to the Constitution were passed without Amendment.
Discussion:
- Alyssa: We would like to appoint Bethany Ellis to being the HDR rep and have a by-election next term.
- Chris: Could we run this process like we do with O-Week/Women’s Week positions?
- Alyssa: Those are employed positions and so we have to have a by-election.
- Emma: I think your recommendation is good.
- Avish: I think for continuity it is better to fill up the position and have them until the next election.
Alyssa: this is the plan I will propose to the Exec.
Background – August 2017
The PRC agreed to call an OGM for Tuesday, 26th September 2017 with the following constitutional changes to be presented:
- Section 27 - Stipend and Honoraria Regulation
- Section 6 - Higher Degree by Research (HDR) Officer inclusion
- Section 2 - College of Health and Medicine and College of Science changes
3.2 ANUSA/PARSA Memorandum of Understanding (MOU)
For discussion
[Attachments3, 4 and 5]
ANUSA/PARSA MOU (Sep 2017)– Attachment 3
ANUSA/PARSA MOU Revised Schedule A –Attachment 4
ANUSA/PARSA MOU Revised Schedule B–Attachment 5
PARSA has been negotiating a joint MOU with ANUSA that will articulate how the Associations can work effectively together to deliver a high level of service to ANU students. The MOU also includes dispute resolution procedures in order to ensure the resolution of future issues should they arise.
This MOU process was commenced by the previous ANUSA President in recognition of the need for the Associations to work harmoniously and have mechanisms in place to ensure this relationship continues into the future, irrespective of the relationship between Presidents at the time.
At this time the President asks the PRC for in-principle approval of the MOU noting that there will be a period of consultation for PRC members from PARSA, and SRC members for ANUSA, as well as a final check by the Associations’ Principal Lawyer.
3.32018 SSAF bid
Confidential
For discussion and decision
Background - information on mid-year, as reported in August 2017
Early indications show that PARSA has been successful bidding for three items at SSAF:
- Building blocks to construct a parents space in BKSS
- Additional money to fund the expansion of Shut Up and Write which we piloted this year
- Money for a part time, temporary events assistant role to support the Communications, Marketing and Events Coordinator
PARSA has in the past not made use of this SSAF round, so the submission and success of this bid is a wonderful sign regarding the growth of the organisation.
Motion: that the PRC provide in-principle approval for the PARSA SSAF bid 2018
Moved: Alyssa
Seconded: Hansi
Motion approved: 10 in favour, three abstentions
3.4Stipend and Honoraria Regulation
For discussion and decision
[Attachment 8]
Background
The PRC approved in-principle support of the PRC on the 29 August 2017 meeting. The PRC provided feedback at this meeting, and during the subsequent feedback period which concluded 19 September 2017. Following this the President and Treasurer met to consider these suggestions and reform the regulation to take to the Executive.
Following a meeting of the Executive, further refinements were made to take to the PRC for consideration.
The PRC is asked to consider and provide feedback into the draft regulation regarding Stipend and Honoraria payment that will come into effect should the membership accept the changes to the Constitution regarding Section 27.
Discussion: General discussion about the proposed regulation.
Motion: that the PRC approve the Stipend and Honoraria Regulation, with the following amendments
- The Honoraria pool is increased to $50k
- The Stipend amount for calendar year 2017 is as follows:
Officer / Stipend Calendar Yr 2017
President / $44,499
Vice President / $25,428
General Secretary / $8,900
Treasurer / $17,800
Environmental Officer / $4,890
International Officer / $4,890
Indigenous Australian Officer / $4,890
Social Officer / $4,890
Womens Officer / $4,890
Equity Officer / $4,890
Communications Officer / $4,890
Education Officer / $4,890
HDR / $4,890
Stipend Total / $140,637.00
Honoraria Pool / $50 000
PARSA Budget 2017 / 2018 / $190,637.00
Moved: Ellen
Seconded: Emma
Motion passes: 13 in favour, 1 abstention
3.5 Staffing
Confidential: For information and discussion
A verbal update was given regarding staffing
3.6 Handover to new PRC
For noting
The Planning Days in September had mixed attendance and PRC members that did attend are asked to complete a feedback form. The handover document is still being compiled and reviewed by staff and the President but will be made available shortly.
Background – August 2017
PARSA Staff and Executive members have met to discuss the compilation of handover documents for new members and welcome current PRC feedback on this.
Retreats will be organised for the week commencing 11 September 2017 and will likely take a different format this year in order to accommodate more student representatives and staff being involved.
4.0 Business for noting
4.1 MSL project update
For information
Events booking through MSL
PARSA has experienced some limitations and issues with the software regarding events, in particular with the PARSA Ball bookings. Although PARSA has linked a Paypal account to this system we need to test the system before use. As such we have opted to use Trybooking and are looking to trial ticket booking for the upcoming Blue Mountains trip.
SEEF through MSL
MSL has proposed a somewhat costly $9,000~ package to create a system for SEEF. After consulting with staff, and the SEEF system having undergone review and refinements this year, the gain from creating a system for this process seems unnecessary. As such, the President and General Manager have determined that bidding for a specific system through SSAF is not necessary at this time.
Background – August 2017
PARSA has experienced some limitations and issues with the software regarding events, in particular with the PARSA Ball bookings. Although PARSA has linked a Paypal account to this system we need to test the system before use. As such we have opted to use Trybooking for the short term and work with MSL on a solution.
Ensuring SEEF is set up in MSL is still in progress.
Background – February 2017
PARSA employed a casual contractor, one of our formal administration assistants, in order to deliver this project by O-week. Because of this we were able to changeover the PARSA website has been changed over to MSL and have made progress in areas that need further work.
Systems still to come online include:
- Paypal system for booking trips and other event charges
- SEEF
- Emailing to students
Background – November 2016 meeting:
PARSA and ANUSA currently use a program called OrgSync to process SEEF and GAC (Clubs and Societies) grants, refunds, administration etc. This is an opt-in system, with students registering to use the system in order to access these administrative processes. This, in large part, has been a failing of OrgSync, which was intended to act as a hub of information for students – but which currently, few student engage with.
As the OrgSync 3-year contract is due to expire in January 2017, ANUSA and PARSA commenced searching for an alternative product that would deliver some key functions, including:
- An opt-out system with greater accessibility for students
- A program that could continue to run SEEF and GAC administrative processes
- A system that could run elections, for ANUSA/PARSA as well as Clubs and Societies
- A system that can be better integrated into ANUSA/PARSA’s work and has the potential for greater functionality, such as case management for Student Assistance Officers
This project has been led by ANUSA President, Ben Gill, and resulted in recommending Membership Solutions Limited (MSL) as one of the only viable options for ANUSA/PARSA based on our requirements. As such, negotiations for MSL have been conducted for some time.
At this stage, ANUSA and PARSA are currently reviewing and negotiating the contract with MSL, which is complicated by the role of ANU as being the key contract holder with MSL – necessary in order for the University to make available student data for ANUSA/PARSA to effectively use the system.
All going well, this contract should be completed before the OrgSync contract expires, allowing for PARSA to have a new system in place for SEEF rounds and O-week next year.
Website
As part of the MSL package PARSA will be given a website with a basic template that can be customised (to a degree) that will integrate with MSL systems. In PARSA’s case, SEEF.
PARSA will work with MSL to design this website and MSL staff will do an initial loading of content to the new site.
This means a change to our current website.
There is a risk that the new website options offered will not be suitable to PARSA’s needs, in which case we could consider a website built for us, however this could cost closer to $10,000.
In order to mitigate this, PARSA is starting discussions with MSL regarding options. A further solution is also proposed for the PRC to consider under 3.7.1 of this agenda.
SEEF – change over systems
There is some risk that should the contract not be signed before the expiration of OrgSync then there will be no system for SEEF.
In order to mitigate this risk, the General Manager is planning a manual system that could be used in the intervening period. This would likely use an online form (google forms, for example) that is embedded in the PARSA website, and rely on the new PARSA Administrative Assistant for additional correspondence. Whilst there might be additional administrative burden due to a larger emphasis on emailing etc. and therefore the overall time commitment to SEEF might increase, this is manageable.
4.2 Strategic Planning
For information
In order to advance this project and take it to the next phase – membership engagement – a working group of student representatives and staff will be formed.
Background – up until August 2017
PARSA engaged ‘For Purpose’ to undertake the Strategic Planning for PARSA. The General Manager will have primary responsibility for this project, with support from the President.
Initial Environmental mapping and the survey has been complete. The survey had a reasonable response rate of just under 11%, close to other surveys of its type such as the Student Barometer at 12%. The survey results have informed some initial ideas for the Strategic Plan.
The timeline for this project has been extended to the end of 2017.
4.3 SEEF project update
For information
As noted in 4.1 it has been determined that a SEEF specific system from MSL is not necessary, particularly given the cost.
The SEEF conference guidelines are yet to be reviewed. There has been some delays with implementing the full rebranding and application changes to SEEF due to delays from SEEF Committee members.
Background – August 2017
Following a SEEF working party the guidelines for SEEF application have been changed and SEEF itself has been rebranded. This has been a long term project this year with these 2 critical steps being successful. The remaining steps include reviewing the SEEF conferences guidelines and setting up SEEF on MSL for electronic applications.
4.4 Governance Project
For information
Background – August 2017
The PRC meeting originally scheduled for August 10 made to be rescheduled to August 29 as it was inquorate. However the members in attendance used this time to consider a presentation by Geoff Carter and consider the Explanatory memorandum and draft Constitution.
Feedback was largely given regarding the structure of the PRC and setting up a separate board.
Some key considerations:
- reducing the number of the ‘board’ in order to ensure timely and proper governance
- ensure the involvement of student representatives but also consider external expertise
- ensure PARSA is ready and responsive to future opportunities such as commercial arms that would support our need for diverse revenue streams
- ensure that our changes (i.e. current increases) to Officers and needed representatives does not impact on board numbers
- ensure that the organisation is truly student led
Background – up until August 2017
Geoff Carter has provided an Explanatory Memorandum regarding the many aspects of the PARSA constitution that need review. He will present this in person to the PRC and the Memorandum is attached.
The PRC is asked to consider the items raised, noting specific items that the PRC is for or against progressing for discussion to the PARSA membership. Noting that membership forums will be organised to discuss this Memorandum and changes to the constitution, however this may need to be done in stages e.g. planned OGM this year, and follow up in an AGM or OGM next year.
5.0 Other Business
None raised
6.0 Meeting close and next meeting
Next meeting TBD
Note: this will be the final meeting of the current PRC as changeover takes effect from Saturday, 30th September. All newly elected members will also be invited to attend.
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