Meeting Highlights
MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 28 MARCH 2018 AT
AT 3.00 PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Sam Smith, Tiana Mihaere, Josh Smith, Abigail Clark, Norhan El Sanjak, Roger Yan, Kirio Birks, Umi Asaka and James Heath
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Joel McManus (Critic Editor), Charlie O’Mannin (Critic Reporter) and Kerry Buchan (150th Project Coordinator)
APOLOGIES
Cam Meads
Umi Asaka and James Heath for lateness
Moved from the Chair
163/18 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
164/18 THAT Debbie Downs, Donna Jones and Kerry Buchan be granted speaking rights for the duration of this meeting.
CARRIED U
Roger arrived at 3.02pm
Kirio arrived at 3.02pm
HEALTH AND SAFETY
No issues within OUSA workplace this week. However, there were two external accidents where OUSA staff assisted injured people. One person fainted outside the clubs and societies centre and a person was hit by a cyclist on the new cycleway on Cumberland Street after walking in front of a cyclist. Debbie urged people to be cautious when stepping off the footpath as the cyclists are travelling fast.
MINUTES OF THE PREVIOUS MEETING
Laura Cairns was granted speaking rights
Hahna was spelt incorrectly.
Moved from the Chair
165/18 THAT the minutes of the Executive meeting held on 21 March 2018 be accepted as a true and correct record with the above amendments.
CARRIED U
MATTERS ARISING
Pride Week – Hahna appreciated the offer of help but suggested at this stage she has everything covered. Although was happy with people having a banner on their email signature and Caitlin will ask Marketing and Communications to change the profile on our Facebook page during Pride Week.
Hahna suggested the Executive could do something during Diversity Week starting 30 July.
WELFARE COMMITTEE MINUTES
It was confirmed Thursdays in Black stall wasn’t going to be held in the Clubs and Societies Building.
Clark/Birks
166/18 THAT the Welfare Committee (WelCom) meeting minutes dated 16 February 2018 and 22 March 2018 be received.
CARRIED U
AFFIX THE COMMON SEAL TO OUSA/CHRISTCHURCH MEDICAL SCHOOL MOU
Moved from the Chair
167/18 THAT the Common Seal be affixed to the Memorandum of Understanding document between the Christchurch Medical Students’ Association and the Otago University Students’ Association (OUSA).
CARRIED U
UNIVERSITY 150TH CELEBRATION
Kerry Buchan arrived and was invited to address the meeting. She firstly handed out brochures advertising the Wild Dunedin: NZ Festival of Nature 20-25 April 2018 and suggested we all attend the events.
James and Umi arrived at 3.13pm
It was explained how the University hope to celebrate 150 events during next year. It was suggested OUSA could hold celebrations for students during Easter 2019. The OUSA history book will be launched at the celebrations too.
It was hoped OUSA could be part of the colours ceremony marching to the Octagon on 16 March – banners and colours aplenty.
It was hoped a special 150th branding on the graduation certificates in 2019 and perhaps a medal to mark the occasion. Still to be finalised.
Queen’s Birthday Weekend there will be a formal dinner marking the anniversary of the signing of the Charter. Kerry suggested to Donna to invite previous Presidents to keep this weekend.
Kerry hoped OUSA would set up a working committee to get involved in the celebrations next year. Key dates of events were submitted to the Executive.
STUDENTS FOR ENVIRONMENTAL ACTION PLANS
Abigail met with a member of this group to take a plan to the DCC on getting compost bins around Dunedin and hoped OUSA would support this.
Caitlin explained the University and the DCC were working on a proposal and are re-evaluating recycling and all waste around Dunedin.
Abigail offered to talk to the University further on this.
DUNEDIN CITY COUNCIL 10 YEAR PLAN SUBMISSION
The DCC are presently asking for submission. Would OUSA like to do a submission? It was suggested perhaps a Facebook post could be done to invite ideas from the student body.
Norhan left at 3.39pm
Open submissions close 9 April, information to Kirio by 6 April and he will collate them.
Norhan returned at 3.40pm
ANZAC DAY CEREMONIES
The Secretary requested the Executive send their availability to her via email for the event on 25 April.
There will be poppies delivered to the office to sell on Poppy Day 20 April if the Executive wanted to sell them outside OUSA. Donna will also have the poppies available at the event on 25 April.
STUDENT NUMBERS
For noting - as the attached the enrolment stats as at 31 March are:
17,405 EFTS. This is 322 EFTS more than the same time last year.
Overall growth EFTS in Health Sciences 197, Humanities 81, Sciences 116, Commerce 72 – a decline. Māori enrolments up by 189 students, Pacific enrolments up by 45 students and International full-fee enrolments are up 81 EFTS.
CAMPUS MARAE
Tiana Mihaere addressed the meeting to explain that after the Te Roopu Māori SGM last month there was a push to build a local Marae on campus. The University of Otago is the only campus without a Marae.
There are Māori grievances from the past which has prevented this from moving forward over the years however Te Roopu Māori are keen to have a Marae built.
This could be a question put to the student body via the next Referendum.
Umi offered to gauge ideas from International students as well.
EXECUTIVE FIRST QUARTER REPORTS
Moved from the Chair
168/18 THAT Abigail Clark’s first quarter report be accepted and her honorarium continue to be paid.
CARRIED U
Moved from the Chair
169/18 THAT the Sam Smith assume the Chair at 3.55pm
CARRIED U
Caitlin would include the information from the University Book Shop meetings in her report in future.
Moved from the Chair
170/18 THAT Caitlin Barlow-Groome’s first quarter report be accepted and her honorarium continue to be paid.
CARRIED U
Moved from the Chair
171/18 THAT Caitlin Barlow-Groome resume the Chair at 3.58pm
CARRIED U
Moved from the Chair
172/18 THAT Sam Smith’s first quarter report be accepted and his honorarium continue to be paid.
CARRIED U
Moved from the Chair
173/18 THAT Norhan El Sanjak’s first quarter report be accepted and she be paid her honorarium.
CARRIED U
Moved from the Chair
174/18 THAT Roger Yan’s first quarter report be accepted and he be paid his honorarium.
CARRIED U
Moved from the Chair
175/18 THAT James Heath’s first quarter report be accepted and his honorarium continue to be paid.
Heath: Abstain
CARRIED U
Moved from the Chair
176/18 THAT Umi Asaka’s first quarter report be accepted and her honorarium be paid.
CARRIED U
Moved from the Chair
177/18 THAT Cameron Meads’ first quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Cam to add the sub clauses that are missing and re-submit to the Secretary. Donna will notify him.
Josh spoke to his report:
He has been asked to re-submit it as there are anomalies, clauses missing, goals aren’t measureable and emoji’s to be removed.
Report to be re-written and deferred to next executive meeting.
Moved from the Chair
178/18 THAT Kirio Birks first quarter report be accepted and his honorarium be paid.
CARRIED U
GENERAL BUSINESS
Welfare Officer away – Abigail will be away until 11 April.
HUAG meeting on 10 April – Abigail has arranged with them for Kirio to attend in her absence. All necessary papers have been given to Kirio.
Christchurch Medical School visit – Caitlin is meeting with them next Thursday and Friday.
Tiana Mihaere (TRM) advised she will be leaving the Executive meetings early for the next five weeks as she has classes.
Moved from the Chair
179/18 THAT the meeting move into committee of the whole for reasons of personal privacy at 4.41pm.
CARRIED U
Moved from the Chair
180/18 THAT the meeting move out of committee of the whole at 4.50pm.
CARRIED U
Meeting closed at 4.51pm
Signed: ___________________________________ Date: _________