Advisory Committee for the Student Services Fee Meeting — Minutes #146

Thursday 19 June 2pm – 3pm, HU206

Chair: Kirsty McClure

Committee Members	Kirsty McClure, Stephanie Hunter, Liban Ali, Josh Robinson, Kaea Hudson, Simon Johnson
Invited Attendees	Christine Moore, Matt Tucker, Clinton Tucker
Apologies	Meegan Hall, Aria Ngarimu
Papers	Minutes, May 2025; Timeline 2026 SSF V2; ACCSF Paper – Clubs; Finance Options paper; Proposal for VUWSA to manage PG

1. Welcome
2. Minutes of the previous meeting: read and accepted.
3. OPEN ACTION POINTS

#	Actions	Responsible	Open/Close
[Out of Scope]

Proposal for Clubs funding — Simon

• Simon proposed a $40k increase to reflect the growth in student clubs.
• Current allocation: $210k, with $60k to UTSNZ, $150k to general club grants.
• Group discussion:
  • Historical funding has remained static despite club growth.
  • Need for clearer reporting and cost codes.
  • Comparison with other universities visited, VUW higher than many.
  • Concerns about equity and funding criteria, Liban suggested tightening funding criteria to ensure equity across clubs.
• Group decision to take proposal off table pending:
  • A breakdown of current allocations.
  • Review of funding criteria.

7. Any other business

[Out of Scope]

---

Memo — Request for increased clubs funding

TO	ACCSF
FROM	Simon Johnson, Director Campus Operations
DATE	27 May 2025
SUBJECT	Request for increased clubs funding

Purpose

To seek ACCSF approval to increase the Student Services Fee (SSF) allocation to Student Clubs from $210,000 to $250,000 for the upcoming funding cycle and then to increase the allocation annually in line with any percentage increase to the SSF

Background

The current SSF allocation for Student Clubs stands at $210,000, of which:

• $60,000 is earmarked for University and Tertiary Sport New Zealand (UTSNZ) participation.
• $150,000 is allocated for general club and individual student funding.

This level of funding has remained static despite a notable increase in the number of active student clubs and a growing demand for financial support.

Rationale for Increase

• Insufficient Funding to Meet Demand: The current allocation is no longer adequate. The number of clubs has increased, yet the funding pool has not grown proportionally. In 2024, 2–3 clubs were unable to receive funding, and this number is expected to rise in 2025, with nearly all funds exhausted after just two funding rounds.
• Rising Operating Costs and Declining External Funding: Clubs are facing higher operating costs (e.g., venue hire, equipment, transport) and reduced access to external sponsorships and grants.
• Increased Individual Grant Applications: There has been a surge in applications for small grants (under $1,000) to support students participating in international sport, leadership programs, and other co-curricular opportunities. These experiences are vital for student retention.
• Enhanced Support for Student Clubs: The proposed increase will enable a greater level of financial support and grants are available to clubs, ensuring that a greater proportion of students have access to the benefits that clubs provide.

Recommendation

That ACCSF approve an increase in the Student Services Fee allocation to Student Clubs from $210,000 to $250,000 effective from 2026 and agree in principle to increase the allocation annually in line with any percentage increase to the SSF approved by the Univeristy Council.