ISA COUNCIL MEETING HELD ON 26TH MARCH 2004 AT THE MAGWICK HALL, UNE Members Present ( see appendix 1) Member Absent Naruanard Sarapaivanich The meeting was opened and chaired by the ISA president at 7.15 pm Matters Arising 1. Acceptance of Previous Minutes The ISA president formally opened and welcomed everyone to the meeting. Rosemond Boohene agreed to be secretary for the meeting. The treasurer then moved for the previous minutes to be accepted. This was seconded by Ongami Amacha. The president, Kiprono thanked the outgoing committee for the work they put in to get the books audited, he however, reiterated that the treasurer will give more information about the issue in his report. 2. International Week The president informed the house that the new committee is unable to pay appreciation the fee because of lack of finance. He therefore apologised to the country associations who did not receive any money. In addition the amount of money contributed by the ISA to the various committee should rather be coined "start-up fee". 3. Reports 3.1 President's report (see appendix two for a full version of the report) a) Kiprono presented draft paper on the funding levels to the various associations. He lamented on the lack of funds in relation to the associations activities. He however stressed that the recognition of other students (eg those from the LTC) as ISA members is being looked into. The president told the various associations that the ISA is ready to fund them provided they fulfil certain conditions. Further, the committee needs their bank accounts since the ISA will need to write cheques to the individual association. He informed the associations that the banks may ask for the following when they are opening the bank accounts; AGM minutes, at least 2 people to act as signatories, proof of address and ID cards. b) The consultation between the ISA and the new PVCI has given the committee a lot of encouragement. According to the president the new PVCI thinks ISA should be part of Union (UNE), however there was the need to compare the ISA's constitution with that of the union. This was suspended however, until the Union's board meeting in May. c) The ISA has also good working relationship with UNESA and UNEPA, thus it has representatives on both committees/boards. d) The funding of ISA should also be looked into especially requesting for financial support from AIA because this year the association will not get the usual level of funding from UNE. e) The ISA has also set aside $2000 for grants which need to be applied for and the various associations who apply for this fund must show how the group will comply with the funding conditions. Country associations can also affiliate with the Union to get other grants. f) There was also the problem of comparing last year's budget with this year's because the 2003 budget was for the full year, whereas the 2004 budget is on semester basis. g) The president stressed the important of maintaining up to date contact information with members. Thus, he asked for feedback about ISAs activities. Members were therefore encouraged to use the form on web and also let ISA know who they are. The present committee wants to know if lack of participation is because of poor activities. h) The president suggested the posting of a membership list on the web. The house agreed that this will optional. i) The president expressed concern about the lack of service by the NLC whose website is always down or not up to date. Ann reported that most campuses have boycotted the NLC because of poor financial compliance - no audited reports, no nominations from NSW. Hence, a form of "no confidence" vote has been passed on the old executives. Ongami drew the meetings attention to the need to lobby effectively in order to get things done. The president also expressed the concern that the NLC has a very strong political agenda which might not serve the interest of international students. j) It was reported by the president that Priscilla Connor is happy to help students with English through AIA. The president tabled a motion for his report to be accepted this was seconded by Judy. 3.2 Treasurer's Report The treasurer raised the following issues in his report: a) IO is tightening up provision of funding - the second half year funding will not be released until a prepared report of how the first semester's was spent. b) $15,000 was made available for first halt of year (less than budgeted). c) The treasurer presented his report for the first 2 months, but emphasised that he cannot provide more up to date information until bank the statement arrives in the middle of April. However the association has about $14,000 in its account. d) Members also ask about reducing funds available to International Student Association. The treasurer informed the house that PVCI argued that social events should come through GSF as UNESA, UNEPA and the Union. Members argued that since international students pay full fees they should have more funding. e) The treasurer emphasised the need to provide not just financial accountability but also account for student satisfaction on activities as well. Thus, students must provide feedback on the various activities. f) The treasurer suggested the possibility of developing standard evaluation forms and asking members to complete. g) Ongami asked about possibility of investing the money not needed in the immediate future in term deposits. The treasurer however reiterated that it was very difficult to get short term interest bearing accounts - at least 3 months for a reasonable interest. h) The issue of fund raising activities was raised by the treasurer. That is, the possibility of ISA getting funds from outside (fundraising activities) eg. the International week. The president encouraged country associations to investigate running other fundraising activities and that the Union was willing to support. The treasurer moved for the minutes to be accepted. This was seconded by the social secretary. 3.3 Social Secretary The social secretary outlined and deliberated on the following activities: a) Farewell party - this was very successful but too many people attended and there was not enough food to cater for all these people. One of the reasons he gave for this situation was that members did not RSVP their intentions. Thus, the committee catered for 100 people, but about 150 people attended and therefore there was the need to make a new order for food. b) O'week - A membership list was needed and also members should be encouraged to register their email address; pink registration slips was distributed. He emphasised that because of privacy concerns the association cannot get the list of all members from the university and therefore there was the need for the association to compile the list themselves. c) Welcome party - to solve the catering problem the social secretary insisted that members should RSVP if they will be attending a particular function. Less than 100 people attended the welcome party, that is, approximately 109 people (including partners and children). d) Loss of common room - problem with provision of email access for new students before UNE accounts set up. Felt need to get common room and computer - hope to bring proposal for this to next meeting. e) Autumn festival - because of the 50th anniversary of UNE, ISA was invited to join the UNE in the festival. Country associations were asked to inform the social secretary whether or not they will participate in the parade. ISA will provide transport and light refreshments. Fliers will also be sent to all students. Bangladesh students asked that flags should be provided, they were, however, told that the ISA already has the flags from the various countries. The social secretary moved for the report to be accepted and this was seconded by treasurer. 4. Any other business a) The following activity sheets were handed out; language skills programme and also ISA members who want to do new things were encouraged to contact the ISA. b) Subcommittees- It was also agreed that the ISA needed a lobbying committee to develop policy on issues relevant to international students. Committees were also needed for academic, social welfare and exchange students. c) PVCI - if not willing to put something in do not get anything out. Suspend this until use internet to invite people to participate. d) It was also decided that there was the need to find out where people want to go during the coach trip. e) Work visas - members lamented that the processing of work visas were very slow. ISA committee will investigate this problem through the IO. f) Children's education - prospective overseas students should be given clear information regarding childcare/children's education available/not available to them while at UNE. That the internet information to students should be correct. g) The members reiterated the need to send the agenda in advance before council meetings. h) Financial report and minutes should also be sent advance. This will provide members the opportunity to ask questions if any. i) During the autumn festival members will walk with the UNE, but with own banners; country flags and national costumes. j) It was decided that the next meeting will be held on the 4th of June 2004. The meeting ended at 8.35 pm. Secretary Rosemond Boohene APPENDIX 1 Members Present at the ISA Council Meeting Held on 26th March 2004 Name Country Assoc/Club Rungano Mjawe Zimbabwe UNESA Ann Leog Singapore Singapore Amacha Ongami Uganda AFSA Galia Khusnutdinova Uzbekistan Inter Office Carina Maria Bossu Brazil Brazil Benjamin Villa Mexico UNEPA Aminul Islam Bangladesh BSA Anuj Roy Bangladesh BSA Dennis Wang China CSA Zulfika Ismail Sri Lanka UNEPA Rie Kage Japan Japan Judy Redman Australia AIA Xiaoyun Qiang China CSA Karma Tshering Bhutan Bhutan Namgay Lhamo Bhutan Bhutan Kinzang Dorji Bhutan Bhutan Michael K Muchiri Kenya AFSA Kiprono Lang'at Kenya ISA Alexandr Akimov Uzbekistan ISA Rosemond Boohene Ghana ISA Yuji Goto Japan ISA APPENDIX 2 UNE ISA PROPOSED SUPPORT TO MEMBERS It has been observed that most international students at UNE struggle at the beginning of each academic year to get their groups together. Out of the many reasons, the main one that concerns us all is finance. In view of this situation, this proposal is therefore submitted to help kick-start any international student club at the beginning of each academic year. ISA Funding at the beginning of each Academic Year It is therefore recommended to your consideration and deliberation on the need for ISA to provide some form of financial assistance to each club. It is envisaged that subject to funding availability, this initiative will be carried out yearly. Funding amount Concerning funding amount, it has been noted that there is variances in the number of members per association. As such, it has been proposed that allocation to each club be made on the basis of current membership as follows: 1. 0-10 $ 100 2. 11-20 $ 150 3. 21-30 $ 200 4. 31+ $ 250 -300 Max. A $100 top up to the above kick-start fee to be awarded to the first association/club that fulfil the following conditions 1. A list of all UNE international students and associates who are members of the club is submitted to ISA at the beginning of each academic year (or where necessary, each semester). 2. A bank account is provided. Support for Approved Events Following recent consultation with Pro VC (International) and the manager International Office, the ISA committee was encourage to seek for supplementary funding from other organizations within UNE. The committee considered this a noble idea and has undertaken to explore possibilities of affiliating ISA to the UNE UNION. Furthermore, with the current good working relationship between ISA and UNESA as well as UNEPA, the committee shall endeavour to engage the two bodies regarding funding possibilities. ISA shall also discuss with AIA their position in providing support (financial or otherwise) to international students' clubs/association. (The committee will also encourage and facilitate the affiliation of each club with the UNE UNION) In the mean time, the committee is continuing with its commitments of providing small grants to its affiliates (members) to carry out some of the approved activities/events they planned to do from time to time during the year. In general, ISA's grants will not support full funding of any activity. To this end, the treasurer has set aside a maximum of $2000 as grants to be awarded in total to all clubs in this semester 1. Funding conditions How the money will be spent will be at the discretion of the executives of club/association. However, ISA provide support only to events to which all members have equal access without any kind of discrimination and if the following additional conditions are fulfilled. (To be read together with conditions 1 & 2 stated earlier): 3. Semestral report on the progress of each club is submitted to ISA. 4. ISA's aims and objectives are adhered to and ISA activities are supported 5. All ISA meetings and forums are attended. 6. Continuos dialogue is maintained with ISA. 7. Application for grant is submitted at least 15 days prior to the activity detailing proposed budget of the event. After the event occurs, a short report including the number of participants and the actual expenditures should be submitted to ISA within 30 days. ISA Membership/Registration Form Activation of ISA membership, being a new concept introduced by ISA committee in co-junction with the Student Support Officer at the start of the semester, we have found the information very valuable. We are now able to maintain a confidential database of ISA members as well as collect individual student's concerns/preferences, hence, we now able to plan our events with an idea of who and what our members need. The form is now available online at http://www.une.edu.au/isa/regist.html and international students are asked to use the form to NOTIFY the Student Support Officer of ANY CHANGES in their contacts (postal address in Armidale, phone and e-mail). Members are also encouraged to send online feedbacks - suggestions, comments and/or any issues requiring attention. The feedback form is available at http://www.une.edu.au/isa/main.htm members can also write to isa@pobox.une.edu.au Note: ISA is obliged under the University privacy policy to keep all personal details confidential. Although we require members to identify themselves when sending feedbacks (to enable us respond or collect more information), any information received shall be attended to or addressed anonymously unless it is absolutely necessary to mention names. Members list The committee is seeking approval from the members who wish to have their names published on the ISA Web. (Only the name and country of origin/in the case of exchange students we may add the Uni they come from?) Going on Exchange Program According to the Australia's Department of Education and Training, overseas students may be allowed to go on exchange to a 'third country' if it is part of the course requirements. For more details contact Ali Norman at the International Office. NLC The National Liaison Committee of International Students in Australia has been on contacting us of late regarding the current situation in the NLC NSW Branch. There was to be a by-election early this month (March) but by the close of nomination period, no one had submitted the nomination papers to the returning officer (see the correspondence tabled). The NLC representative are therefore looking at visiting NSW campus (in the main cities) during Easter break to find out what is going on. UNE ISA has been invited to attend the yet to be announce meeting. We are, therefore, asking any member with interests in NLC activities to contact us any time now. We as a committee believe that NLC has not been up to scratch in their service delivery and that international students in regional campuses like UNE have been marginalised and neglected yet we contribute financially to the NLC's budget. NLC hardly consults us when decisions are been made. Furthermore, their delay in releasing their yearly reports, especially the auditor's report leaves a lot to be desired. And even when the financial report was finally released, there were discrepancies - the auditor's report that was also signed by the NLC honorary treasurer indicates an audited report for the year ending May 2002 yet the book that was supposedly audited was for the period ending May 2003 (see tabled correspondence). The committee's intension, therefore, is to seek to engage the NCL representatives in a dialogue to map out where we go from here with NLC. In conclusion, the committee shall continue to keep the member posted on issues of importance to them. To be able to effectively do this, the committee asks: Are you getting the support you need? Having problems with your studies/tutorials? Any challenge? Do you need help with your English? Are you unhappy with your college/flat/town life? Do you have problems contacting your family back home? Homesick? Do you have access to computers? We need to hear from YOU! Send us feedbacks. Tell us. ISA is your Voice and can facilitate linkages!! Kiprono Lang'at March 26th 2004, ISA Council Meeting 7 1