Allan Webb Hall Committee

HiC/S-BOR-AWEBB-2008.04

RHODESUNIVERSITY

ALLAN WEBB HALL COMMITTEE

MINUTES OF A MEETING HELD ON TUESday, 14 OCTOBER 2008

AT 19:00 IN THE HALL WARDENS FLAT.

2008.4.1 PRESENT

Messrs J McNeill (Hall Warden, Chair), M Mostert (Salisbury House Warden),

T Ellis (Salisbury House Sub-Warden), R Starkey (Salisbury House Sub-Warden),

M Downard (Winchester House Sub-Warden), B Smith (Winchester House Senior Student), N Hodgson (Winchester House Sub-Warden), Mesdames A Mdee (Truro House Sub-Warden), K Usher (Truro House Sub-Warden), A Warring (Truro House Warden), M Appel (Canterbury House Sub-Warden), L Kampi(Canterbury House Sub-Warden), L Dhlamini (Canterbury Annex Sub-Warden), C Garson (Canterbury Annex House Sub-Warden), Mr BG Guruwo (Hall SRC Representative 2008),

Mesdames R Büchner (Associate Hall Fellow), P Jali (Canterbury House Senior Student), J Dlamini (Truro House Senior Student), D Wicks (Canterbury House Warden), Messrs K Kambani (Salisbury House Senior Student) and R Wilsenach (Hall Senior Student), Prof S Radloff (Hall Fellow) and Prof S Daya (Hall Fellow).

Secretariat: Ms T van Wyk (Allan-Webb Hall Secretary).

2008.4.2APOLOGIES

All committee members were present

2008.4.3 OTHER MATTERS FOR THE AGENDA

Food Representatives
Breakfasts

2008.4.4CONFIRMATION OF MINUTES

The committee confirmed the minutes of the previous meeting dated 5August 2008.

2008.4.5HALL WARDEN’S FORUM

5.1 DoS/ Hall Warden’s Meeting Report Back

There was a concern raised with regards to the security on campus. It was noted that 90% was student-on-student theft and tail-gaiting was also an issueof security. It was encouraged that students be more aware and vigilant of their surroundings.

Magnetic doors are to be implemented in the near future on the front access doors to the residences.

5.2 Board of Residence Meeting Report Back

This meeting will only take place on Thursday, 16 October 2008.

2008.4.6 MATTERS ARISING

6.1Allan Webb Adventure

Approximately R 5,000.00 was raised from the AWA event which will be used for a jungle gym for the Sun City Nursery School project. R 53,000.00 donations were given towards prizes and running costs of the event for the Allan Webb Adventure. Mathias Chirombo has been re-elected as Chairman for the Allan Webb Adventure Committee. New committee members are now being recruited.

Mr McNeill & Mrs Wicks congratulated all who participated and assisted with the successful event held. It was noted that just over 100 students from our Hall either participated or assisted with the event.

2008.4.7 EXAMINATIONS & SOCIAL FUNCTION CUT OFF PERIOD

No functions one week prior to swot week, besides the Leaver’s Dinner, and 2 weeks prior to the examinations are to be held.

2008.4.8MERIT SCHOLARSHIP AWARDS

A meeting was held on Monday, 13 October 2008 and 2 candidates have gone beyond the call of duty. These 2 candidates will be recommended to the Financial Aid Administrator.

Thank you to those who attended the meeting.

2008.4.9 HALL AWARDS

The closing date for nominations is on the 15 October 2008. It was encouraged that students recognize those who are outstanding achievement and endeavour. The onus is on the Senior Students to get the nominations.

Allan Webb Hall as well as Canterbury House has been nominated for the Community Engagement Award.

2008.4.10FUNCTIONS

10.1The Leaver’s Dinner takes place on Wednesday, 22 October 2008. Awards will be presented and two VIP guests will be there, this includes the VC and the DoS. It was encouraged that all students be seated by no later than 18h55. Those students, who are writing tests, may sneak in once they have completed their tests.

2008.4.11REPORTS FROM THE SRC REPRESENTATIVE

11.1From the SRC by-elections one candidate for Allan Webb Hall has been nominated, Sydney Lusinga of Winchester House. The elections that will take place will be electronic. The SRC are liaising with the IT division regarding this matter.

2008.4.12REPORTS FROM SRC REP

A Student Forum will take place on Wednesday, 6 August 2008 and any items for the agenda are to be given to Mr Guruwo. The SRC Grazzle will take place on Monday, 18 August 2008 in the Canterbury Common Room at 12h30 and again at 17h00. The Student Union Building will be re-named, the Bantu Stephen Biko Building.

2008.4.13HALL AND HOUSE NOTICE BOARDS

Mr McNeill recommended that the Dining Hall notice boards only advertise Hall related matters. Any other notices are to be displayed on the House notice boards. The onus is on the houses as to how they manage their notice boards. This was agreed upon by the Hall Committee.

All SRC notices are to be advertised in the residences, and not in the Dining Hall.

A notice board has been requisitioned to be placed at the bottom of the staircase leading from the St Peter’s Lawns to the dining hall.

Salisbury House is making use of the “R U connected” which is an electronic notice board. Mr Mostert says that it has its advantages as well as its disadvantages. It is not properly used as yet and therefore we will have feedback in 2010 as to the operational manner of this version of displaying notices.

2008.4.14ROLE OF SRC RESPRESENTATIVE

There are two options namely:

(a)Continue with the status quo of elected SRC representatives

(b)Allow the Hall Senior Student to liaise between the Hall and the SRC

The SRC have prepared documentation regarding the above however these were not available. There was a finding that only two (2) Halls were not in support of (b) above.

It was agreed that this matter be deferred until a later stage once there are firm facts at hand.

2008.4.15GUEST GROUPS HAVING MEALS IN DINING HALL

There was a great deal of dissatisfaction regarding the size of the various external groups that have been eating in our Hall. There was a general feeling that their behaviour as such was intolerable.

It was agreed upon that in future, should external groups wish to dine in our dining hall, that the size of the group be no more than 20 people for the duration of their stay. The organizer that arranged for the external group to dine in our dining hall should dine with the group for the first few meals in order that they can instil functional behaviour and explain our rules.

2008.4.16ORIENTATION PROGRAMME 2009

The Orientation week starts on the Wednesday, 4th February 2009 which is similar to the programme we had this year.

Winchester & Salisbury House will be going to Hogsback for their House Committee Training.

Truro, Canterbury and Canterbury Annexe will remain in the vicinity of Grahamstown, Fairbairn Hobiton.

2008.4.17DATES FOR FORMAL DINNERS

It was requested by the Hall Committee that the days and dates for Formal Dinners be changed back to their usual slot before the Load Shedding took place. Ms van Wyk will make the necessary changes with Catering.

2008.4.18ALTERNATIVE STUDY VENUES: NUN’S CHAPEL

The Library will be open and operational as per normal.

There is no need to arrange alternative study venues.

2008.4.19CANTERBURY ANNEX 2009

The Canterbury Annexe will be a separate residence to Canterbury House. A House Committee has been elected for the Annexe and a House Warden has been elected. Hopefully by the end of October we will know if she has accepted the offer.

2008.4.20RESIDENCE BARS

The motivation from Salisbury & Winchester House has been forwarded to the Dean of Students. The Licence Law has changed since then and in effect, any property owned by Rhodes University is now covered at large.

The guidelines are in the process of being finalised and in 2009 bars may operate in the residences, be it female or male residences. It is not envisaged to have a cash bar but more a ticket system where a pre-order is placed.

2008.4.21SWIMMING POOL ACCESS

It was reminded that students are to please use the side door of the swimming pool entrance and not through Winchester House. All the residences have access to the swimming pool key. Canterbury Annexe will need their own key in 2009.

2008.4.22ALLAN WEBB WEBSITE

The Allan Webb website is under construction however the photo gallery is available to view.

A request was made not to send mass e-mails via our list serve addresses. Notices need to be made rather.

It was also mentioned that we do not give contact numbers of students out to other people.

2008.4.23OTHER MATTER FOR THE AGENDA

23.1 CONTINENTAL BREAKFASTS

The University is looking at implementing two (2) options for the breakfasts namely:

(a)Normal breakfast with hot foods

(b)Continental breakfast with fruit salads, breads, yoghurt etc

It was agreed that there is a willingness to at least try this option.

23.2FOOD REPRESENTATIVES

It was requested that the food representatives be specific in terms of dates and times of certain incidents and to diarise the dates and times of the food representative meetings. It is best to confront the kitchen manager relating to food aspects once they arise.

It was suggested that a comments book be placed in the dining hall.

2008.4.24ANY OTHER BUSINESS

The University is looking at entertaining local learners from disadvantaged backgrounds pairing up with students. This is in aid to show the learners what student’s life is all about. It was agreed that this is a great idea however an indemnity form needs to be in place. There was a concern of security raised. To combat this it was suggested that there be 2 students : one learner.
There will be a residence review in 2009. Rhodes University would like the Hall and house to revise their motto, ethos and values. It was suggested that the House’s take this item back to their House meetings as each residence has it’s unique culture and ethos.

This meeting ended at 20h30 on Tuesday, 14 October 2008.

TvW/22 June 2009