MINUTES User Group Committee Meeting Tuesday, 07 March :45 Fabia II, Emperors Palace

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1 1. Welcome Juanita welcomed those present including the new representative for GIMPA, Mr Aser Boakye-Boamah 2. Apologies Krish Jewnarain (DUT) Proxy, Vikesh Ravjee was present 3. Minutes of the 2016 ITS Integrator held on Tuesday, 15 March 2016 at the Emperors Palace Convention Centre and the Agenda for this meeting were included in the Conference booklet. Proposed: Trevor Maistry (UKZN) Seconded: Cedric Stevens (UFH) 4. Matters arising from the minutes - not dealt with in the agenda There were no matters arising. 5. Report back on requested Specialist Working Team (SWT) Workshops for 2016 Student On-line Application Wizard SWT met on the 10 & 11 May 2016, as the institutions were needing the changes made before the 2016/17 application process began. Adapt IT has indicated that the On-line Application Wizard will become part of the standard system, but it will be made available as an additional module which prospective clients will have to purchase. Unfortunately there were only 4 clients that agreed to contribute to the initial development.

2 Full feedback from this SWT was provided in Session 8 on Monday, 6 March 2017 in the Student track. Sierra SWT: interface with the Finance system It was decided that a formal SWT cannot be convened for the Sierra Application as - at this stage, there are only a few ITSIUG member institutions on the system. If these members feel that they still wish to hold a workshop, they should contact Adapt IT directly. 6. Requested SWT Workshops Residence Application and Registration (CPUT) Student Attendance Module at TVET Colleges (False Bay) 7. Conference 2017 matters Members were welcome to table matters pertaining to the planning and implementation of Conference Cocktail Function was too soon after lunch. No Juice and Water for non-drinkers was not made available at the Cocktail Function. No Halaal meals were made available. It was clearly explained that we can make Halaal meals available however, they come at an additional cost which will be for the delegates expense. 8. ITS User Group Committee matters referred from the Annual General Meeting 8.1 Financial Matters there were no matters arising 8.2 Changes to the Constitution Juanita requested that there be continuity for the Chairperson.

3 8.2.1 The following clause was proposed and agreed upon: Item To qualify to be elected to the Chair the nominee should have served for at least one (1) year on the Executive Committee. 9. Conference 2018 Venue EXCO have investigated other Conference venues with due consideration given to facilities that can take our numbers in the required 5 track configuration and that have suitable safe access to accommodation within the complex, plus viable flight options and shuttle service i.e. no Car Hire required. At this point in time Emperors Palace Convention Centre is still the most suitable venue for the annual ITSIUG Conference. Accordingly, EXCO proposed Emperors Palace Convention Centre for Conference In discussion, a repeated appeal was received from Richard Boapea of the University of Ghana for the committee to please take into consideration the needs of the many delegates travelling from outside of South Africa who find it more cost effective to attend Conference at a fixed venue in South Africa. Further to this, he also mentioned that if it was decided to settle on a fixed conference venue Ghana may consider purchasing property in Johannesburg to accommodate their delegates. Nevertheless, EXCO was requested through a show of hands, to investigate Durban and Cape Town ICCs but take note of the very considerable concerns expressed by many of the Member Institutions and in particular those outside of South Africa that they would prefer a fixed venue such as Emperors Palace. 10. Urgent matters No urgent matters were tabled for consideration.

4 11. Election of the 2017/2018 Executive Committee 11.1 Chairperson Juanita Frans had completed another 2 year of term of office, of which 1 year was in the capacity of Chairperson. In terms of the Constitution it was required that we call for nominations for the position of Chair. All members of the User Group Committee were eligible to stand, including the current Chair and all existing members of the Executive Committee. Nominations: Juanita Frans (NUST) Andre Groenewald (EWC) Juanita Frans was duly elected for a further 2 year term General Members There were 2 positions to be filled as: Ben Ruhinda had resigned during Andre Groenewald had completed his 2 year term of office. He indicated that he was willing to stand again. Nominations: Andre Groenewald (EWC) - Accepted Proposed: Juanita Frans, Seconded: Richard Boapea Cedric Stevens (UFH) - Accepted Proposed: Val Robberts, Seconded: Trevor Maistry Trevor Maistry (UKZN) Declined Proposed Tony Masunyane

5 12. General Andre Groenewald was duly re-elected for a further 2 year term of office and Cedric Stevens was elected for his first 2 year term of office Membership Fees The Treasurer proposed the current fee of R5,000 be carried forward for 2018 with no increase applied. The proposal was accepted Reinstatement of Membership Andre Groenewald (EWC) raised his concern, that the change in wording of clause of the Constitution, which had been approved at the AGM on Monday, 6 March 2017, would be counter-productive to increasing membership. The clause read as follows: Re-instatement of Membership If membership is suspended, to be re-instated as a member, the institution would have to pay all outstanding years membership fee/s and the current year s fee. Andre s alternative proposal was agreed as follows: Re-instatement of Membership If membership is suspended, to be re-instated as a member, the institution would have to pay 50% of the prior year s membership fee and the current year s fee. With no further matters to discuss, the meeting closed at 16:45. Chairperson: Date:.