RHODES UNIVERSITY – Allan Webb Hall Committee – Wednesday, 11 August 2004 Page 1
C/S-BOR-AWEBB-2003.02
RHODES UNIVERSITY
ALLAN WEBB HALL COMMITTEE
MINUTES OF A MEETING HELD ON TUESDAY, 29 April 2003
AT 19:00 IN THE HALL WARDENS FLAT.
2003.2.1 PRESENT
Messrs John McNeill (Hall Warden, Chair), Dave Archer (Winchester House Senior Student), Luke Brown (Winchester House Sub-Warden) and Matthew Charlesworth (Salisbury House Warden), Prof Roger Jacob (Hall Fellow), Ms Nicola Kane (Hall Senior Student), Messrs David Lowry (Salisbury House Sub-Warden) and Thato Mahlong (Salisbury House Senior Student), Ms Mpumi Mathibela (Canterbury House Senior Student), Messrs Thami Sibisi (Allan Webb Hall SRC Representative) and Luke Strugnell (Winchester House Sub-Warden), Mesdames Sarah Thackray (Canterbury House Sub-Warden), Anne Warring (Truro House Warden) and Desiree Wicks (Canterbury House Warden),
Secretariat: Ms Larissa Klazinga (Allan-Webb Hall Secretary)
2003.2.2 LEAVE OF ABSENCE
Mesdames Joy Chidawanyika (Canterbury House Sub-Warden) and Tendai Gwisai (Truro House Senior Student), Mr. Joseph Lin (Salisbury House Sub-Warden), Prof. Lilla Stack (Hall Fellow)
2003.2.3 OTHER MATTERS FOR THE AGENDA
ResNet was included on the Agenda. Mr. Charlesworth agreed to speak to the issue.
2003.2.4 CONFIRMATION OF MINUTES
Mr. McNeill proposed the minutes of the last meeting,
Ms Thackray seconded.
2003.2.5 MATTERS ARISING
5.1 Acquisition of a Pool Table for the Games Room:
Mr. McNeill confirmed that he would take responsibility for following up on this matter.
2003.2.6 CENTENARY CELEBRATIONS IN 2004 AND THE HALLS INVOLVEMENT
The Chairman outlined the University’s 2004 Centenary plans and extended the University’s invitation to the Hall to participate. It was noted that the University envisioned three focus times for the celebrations, Graduation in April, the Grahamstown Arts Festival in June/July and Founder’s Day in September.
Mr. McNeill suggested the possibility of hosting a concert in the Dining Hall. Old Boys and Girls reunions were also proposed.
It was decided that the matter should be raised in House meetings and any ideas generated should be presented at the next Hall Committee Meeting.
2003.2.7 FORMAL DINNER TIMES
It was unanimously agreed to change the time of formal dinners from 18h00 to 19h00, with pre-dinner drinks at 18h30.
It was further agreed that to accommodate students with tests and official Rhodes sporting commitments, a scaled-down meal for these students would be provided at 18h00.
2003.2.8 POST GRADUATE RESIDENCES AND THEIR PARTICIPATION IN THE ACADEMIC CUP COMPETITION
Mr. McNeill lead the discussion, detailing the recent history of the Academic Cup and explaining that as Truro was a post graduate residence, with a generally higher over-all pass rate, it was likely that they would consistently win the Cup. This would effectively limit the competition.
It was decided that since Mr. Charlesworth had donated an award for top post-graduate student in the Hall, it was appropriate to limit Truro’s participation in the Academic Cup.
After a brief discussion it was decided that the Academic Cup would in future be awarded to the top undergraduate academic residence.
Mrs. Wicks was tasked with investigating the possibility of having the Hall Awards listed in the Graduation Programme.
2003.2.9 HALL CONSTITUTION REPORT BACK
Mr. Charlesworth, on behalf of the Allan Webb Hall Constitutional Review Sub-Committee outlined the process followed to review the Constitution.
a. He reminded the Committee that they had requested the Sub-Committee to examine, on their behalf, the state of the Constitution at the last Hall Committee meeting.
b. He explained how the Sub-Committee had contrasted the Allan Webb Hall Constitution (which was last updated in 1992) with the recently adopted Kimberley Hall Constitution (which had been updated in 2002).
c. After comparing the changes between the two constitutions, the Sub-Committee had consulted with the Hall Warden about difficulties experienced over the last decade, especially in relation to the election of the Hall Senior Student.
Mr. Charlesworth then outlined the proposed changes that the Sub-Committee had recommended:
9.1 He brought the attention of the Committee to the more stringent eligibility requirements for election onto House Committee and for the posts of Hall and House Senior Student. One member of the Hall Committee objected to the severity of the clause, and after discussion, the Hall Committee agreed to alter the eligibility clauses.
9.2 He explained the clarification of the procedures for the election of the Hall Senior Student
9.3 He explained the rationale for including sections about the Hall SRC Representative.
9.4 Finally, he pointed out the changes that were necessary in updating the Constitution to refer to the Student Disciplinary Code.
9.5 He also pointed out the need to make certain grammatical and typographical changes to the Constitution.
The Hall Committee, after hearing Mr. Charlesworth’s presentation AGREED to recommend the Constitution, subject to the modification of the eligibility clauses to include a two-tiered disqualification period - a period of a year for a lesser offence and a period of three years for more major offences. Mr. Charlesworth agreed to make the changes and bring the document back to the Committee. It was agreed that once the changes decided upon had been effected, the revised Constitution should be submitted to the BoR for ratification.
(It was later decided that it would be unwise to send the revised constitution to the BoR until the Hall Committee has ratified the amendments. Consequently the revised constitution will only be submitted to the BoR after final review by the Hall Committee next term.)
The Hall Committee thanked Mr. Charlesworth and the sub-committee for all the hard work they put in on this project.
Please see Annexure 1 for a detailed list of the proposed changes.
2003.2.10 HALL BALL AND OTHER FUNCTIONS
After a review of the budget and financial statements of the organiser it was agreed that the Hall Ball should take place on 10 May 2003 as scheduled.
Members of the Hall Committee were strongly encouraged to attend.
It was agreed that notices for all Hall functions should be posted one week prior to the event, clearly stating the date, time and venue.
Email communications were deemed to be an effective means of communication and it was agreed that reminders for Hall Committee meetings would be sent via email seven days prior to the meeting.
2003.2.11 FOUNDER’S CHALLENGE
Mr. McNeill reminded the Hall Committee that the Founder’s Challenge would take place on Sunday the 11th of May. He strongly encouraged all the members of the Hall to support the event.
Taking our lead from Founders Hall, it was decided in principle to investigate the revival of the “Allan Webb/Winchester Mile”. It was felt that not only would this raise the profile of the Hall, but it would form a healthy alternative to alcohol based events that formed the majority of Rhodes University social functions.
2003.2.12 BANK INTEREST VS. BANK CHARGES
Mrs. Wicks explained the current process followed in the management of the Hall bank account and argued that the policy should be changed so that the Hall kept all interest accrued to off-set the bank charges.
It was decided that this issue should be discussed in the residences at house meetings and if no objections were raised the item would be passed.
If there were objections from the houses the matter would be re-opened at the next Hall Committee meeting.
2003.2.13 FEEDBACK FROM BOARD OF RESIDENCES
Mr. Charlesworth gave a detailed account of the issues discussed at the Board of Residences (BoR). This account is reflected in the points below:
13.1 The Centenary Committee has been constituted.
13.2 The majority of Allan Webb Hall’s recommendations were accepted and were reflected in the BoR Standing Orders.
13.3 It is a possibility that Orientation Week will be shortened by the Orientation Week Committee.
13.4 The Residence budget is tighter this year than in previous years due to among other things rising food prices.
13.5 A Disciplinary Sub-committee was constituted.
13.6 It was decided that Capital Hall Grants can now be spent on Office equipment for the Hall Secretary’s Office.
13.7 R250 will be paid to Halls for each conference the Hall is used for.
13.8 The residences will be assessed and re-graded in an effort to grow the residence budget.
13.9 The Allan Webb House Wardens recommended that all the houses in the Hall be given a “B” grading, though in the case of Truro the residence would need significant maintenance before it could justify such a rating up-grade.
13.10 The board noted that Housekeeping standards were on the decline throughout the residence system. The Hall Committee felt that this was not reflected in the housekeeping standards of the Allan Webb Housekeepers. It was agreed that the Housekeeping in Allan Webb Hall is of a consistently high standard, though maintenance delays were considered to be an on-going problem.
13.11 The BoD re-iterated that Fire Safety notices must be posted in all residence rooms.
13.12 A report on Alcohol use on Rhodes Campus was presented.
13.13 The issue of Warden’s collecting students from police lock-up was referred to a sub-committee who will report at the next Board of Residences meeting. There was however, considerable opposition to the idea from certain members of the Board.
13.14 The Houses within Nelson Mandela Hall were renamed as follows: Stanley Kidd 1, 5 & 6 will collectively be known a Helen Joseph House, Stanley Kidd 2, 3 & 4 will remain Stanley Kidd, Stanley Kidd 7 will change to Ruth First House, Stanley Kidd 8 will change to Victoria Mxenge House and Stanley Kidd 9 will be known as Guy Butler House.
2003.2.14 REPORT BACK FROM THE HALL WARDENS’ MEETING
Mr. McNeill felt that all the relevant issues discussed at the Hall Warden’s Meeting had already been explored by Mr. Charlesworth in his report on the BoR.
2003.2.15 SECURITY IN RESIDENCES
Due to security breaches in various residences management proposed the fitting of padlocks to residence rooms.
The Hall Committee noted that there could be several problems with this proposed plan of action including fire hazards, loss or unreported lock changes and pranks played by students that could trap students in their rooms and necessitate the intervention of a locksmith. It was also noted that is solution would be aesthetically unappealing.
The Hall Committee agreed that the optimum solution to the security problem would be the proper maintenance of locks and the replacement of problem locks.
Mr. Charlesworth suggested that the university consider modern technologies like card-keys or Dallas chips as a viable solution to the security problem.
2003.2.16 “GIVE 5”
Mr. McNeill explained the proposed “Give 5” project. 1st Year students would be encouraged to give a donation of R5.00 to Rhodes University, which they would double every year there after i.e. R10.00 in the second year, R20.00 in the third year, R40.00 in their first year of work etc. The idea is to foster philanthropy among future alumni.
The University has agreed in principle to allow for the “ring-fencing’ of donated money i.e. a person may specify that their donation be used exclusively for sport of a particular faculty or a Hall/House of their choice.
It was noted that there was a glaring dichotomy between this and the University’s stated policy of “no direct fundraising from students”.
The Hall Committee agreed in principle to support this initiative.
2003.2.17 VOTER REGISTRATION FOR THE 2004 NATIONAL ELECTIONS
Ms. Klazinga and Mr. Charlesworth were tasked with organising a voter registration day for the Hall.
2003.2.18 XENOPHOBIA IN RESIDENCES
Mr. McNeill enquired whether Xenophobia was prevalent in Allan Webb and after a brief discussion it was concluded that while minor, isolated instances of Xenophobia do occur from time to time it was not pervasive in the Hall. It was felt by the Hall Committee that Xenophobia was not a problem in the Hall.
2003.2.19 HALL & HOUSE BANNERS
Mr. McNeill briefly explained the thinking behind the commissioning of a banner for the Houses and the Hall. It was decided that the ides was a good one and that the project should continue.
The task team to design and commission the banners will consist of Messrs. Brown, Charlesworth and McNeill and Mesdames Klazinga, Warring and Wicks.
2003.2.20 ANY OTHER BUSINESS
ResNet
Mr. Charlesworth reported that a profit was made by the ResNet project. He explained the planned roll-out of ResNet to residences that do not currently have the facility and reported that if current targets are met all the residences will be equipped by the end of 2004.
It was proposed that Truro apply for wireless connection and Mr. Charlesworth estimated that they could be linked to ResNet as early as the first semester of 2004. Canterbury was scheduled for completion by the end of 2004.
The Hall Committee thanked the Hall ResNet reps and Mr. Jacot Guillarmodfor their excellent work on the project to date.
LK/2004-08-11
Annexure 1
Amendments to the
Allan Webb Hall Constitution
In summary, there are four material ammendments affecting
· the eligibility of Committee members – points 4,13 and 19
· the election procedure of the Hall Senior Student – point 6
· the inclusion of the Hall SRC Representative – points 9-12
· discipline – point 23
which are discussed – and then there are some minor points and some corrections in terms of the grammar and style.
1. In clause 3.7 DELETE ‘of’ and REPLACE WITH ‘in the’ so that the clause reads
‘3.7 The SRC Representative of the Hall, if resident in the Hall.’
2. In clause 7.5 DELETE ‘students’ and REPLACE WITH ‘members’ so that the clause reads
‘It is expected that Fellows, Associate Fellows and any Honorary Life Fellows, act as advisors to the members of the hall…’
3. INSERT Clause 9.2, re-numbering Clause 9 to 9.1.
‘9.2 If the Senate or the Council is of the opinion that the repeal or alteration of any of the rules made in terms of 9.1 above is necessary, they may, after giving the Hall Warden an opportunity to state his/her views, repeal or alter such rules.’
4. INSERT Article 10 “ELIGIBILITY FOR NOMINATION OR ELECTION AS SENIOR STUDENT OF THE HALL” and the clauses below and re-number Constitution accordingly.