Executive Meeting Minutes

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15th July 2016

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA CLUBS AND SOCIETIES CENTRE BUILDING, ALBANY STREET, DUNEDIN ON FRIDAY 15 JULY 2016 AT 3.12PM


PRESENT

Jarred Griffiths (Chair), Jesse Hall, Bryn Jenkins, Bayden Harris, William Guy, Rachel Goh, Alexia Cochrane (via facetime) and Sean Gamble

IN ATTENDANCE

Donna Jones (Minute Secretary), Charlie and Rufus Cochrane (Observers)

APOLOGIES

Mariana Te Pou, Rob Pomare and Laura Harris

Moved from the Chair

238/16 THAT the above apologies be accepted.

CARRIED U

SPEAKING RIGHTS

Moved from the Chair

239/16 THAT Donna Jones be granted speaking rights for the duration of this meeting.

CARRIED U

MINUTES OF THE PREVIOUS MEETING

Moved from the Chair

240/16 THAT the minutes of the executive meeting held on 1 July 2016 be accepted as a true and correct record.

CARRIED U

RETURNING OFFICERS’ REPORT

This report has been presented to a previous meeting and deferred for clarification of the threshold for referendum results.

The Constitutional changes failed as there wasn’t a 2/3 majority in the results. The rules state there needs to be a 2/3 positive vote for constitutional changes to pass.

There were many abstain votes cast. Legal advice we obtained said ‘abstain’ was not a positive vote.

Goh/Gamble

241/16 THAT the Returning Officers’ Report for the Referendum held 16-19 May 2016 be received and Kade Cory-Wright the Returning Officer be thanked for his fine work.

CARRIED


POLICY COMMITTEE MINUTES

Goh/Gamble

242/16 THAT the minutes from the Policy Committee meeting held on 27 May 2016 be received.

CARRIED

EXECUTIVE MEETING DATES FOR THIS SEMESTER

It was agreed that a permanent date would be helpful.  Alexia will set up a doodle poll to find a suitable day so we can forward plan.  It is hopeful this will be done by the end of next week.  There has been a pencilled booking at 3pm in room 5 for Friday thus far. 

Moved from the Chair

243/16 THAT Alexia Cochrane will compile a doodle poll for the executive to gauge a suitable executive meeting timetable for the entire semester.

CARRIED U

POLICIES FOR APPROVAL

Jarred explained there were no substantive changes made to these policies at the Policy Committee. It is mostly numbering, formatting and small grammatical and syntax changes.  As per the implementation policy, non-substantive changes are permitted. Most of changes are made to very old policies.  Jarred stated these changes were a true and accurate reflections of all policies dated 16 June 2016.

It was asked if tracked changes could be used, however it was explained that the compare button can be used when checking and comparing changes to documents.

B Harris/Cochrane

244/16 THAT the following policies be received and approved.

Accident Reporting & Rehab 1014-2008

Appointing Representatives to University Council Policy Procedure 1035-2005

Blues Policy (Recreation) 1006-2012

Capital Funds Policy Procedure 1013-2005

Charitable Donations Policy (Operational) 1001-2008

Contractors Health and Safety 1015-2008

Delegated Authority Policy (Operational) 1026-2005

Development Protocol Policy 1024-2010

Director’s Policy (Procedural) 1007-2002

Driving Policy Operations 1020-2008

Elections Policy (Procedural) 1007-2012

Emergency Communications Policy (Operational) 1005-2013

Employee participation in Health and Safety Agreement (Operational) 1009-2012

Employment Policy (Operational) 1003-2013

Equal Opportunities in Sport & Recreation Policy 1016-2007

Executive Job Description Policy 1009-2013

Executive Reporting Policy (Procedural) 1005-2010

Executive Sub-Committee Policy 1030-2005

Executive Travel Expense Policy (Operational) 1002-2013

Financial Independent Advice Policy 1028-2005

Golds Policy 1027-2010

Gradual Process Injury Prevention Policy (Operational) 1018-2008

Grants Policy and Schedules (Recreation) 1006-2013

ICT Policy (Operational) 1004-2012

Loans Policy Procedure 1007-2013

Membership Policy 1001-2006

Occupational Health & Safety Policy (Operational) 1010-2012

Parents’ Room Policy 1009-2010

Piu Piu Policy 1008-2013

Policy Implementation Policy (Procedural) 1007-2012

Post Graduate Student Representative Policy (Education) 1021-2010

Recreation Car Park Policy (Recreation) 1010-2004

Referenda Policy (Procedural) 1004-2013

Smoke Free Policy 1019-2008

Sustainability Policy (Operational) 1002-2010

Theft Policy (Operational) 1012-2009

Volunteers Policy 1003-2002

Women’s Room Policy – 1008-2010

CARRIED

EXECUTIVE ELECTIONS (2017) DATES

Discussion took place about not bombarding students with elections information as the Local Body Elections are on 8 October. 

B Harris/Goh

245/16 THAT nominations for the 2017 Executive Elections open at 9am on 5 September 2016 and close at 4pm on 8 September 2016.

CARRIED

B Harris/Goh

246/16 THAT voting for the 2017 Executive Elections open at 9am on 19 September 2016 and close at 4pm on 22 September 2016.

CARRIED

B Harris/Goh

247/16 THAT voting for the 2017 Executive Elections be by electronic means only.

CARRIED

GRANTS COMMITTEE MINUTES AND RECOMMENDATIONS

Moved from the Chair

248/16 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 3.39pm.

CARRIED U

Moved from the Chair

249/16 THAT the meeting move out of Committee of the Whole at 3.42pm.

CARRIED U

Moved from the Chair

250/16 THAT the minutes of the Grants Panel Meeting held on 15 June 2016 be received.

CARRIED U

Moved from the Chair

251/16 THAT the following recommendations from the Grants Panel Meeting held on 15 June 2016  be approved with the exception of the Otago University Hong Kong Students’ Association grant of $800.00.

University Of Otago Assn Football Club $900.00

Otago University Water Polo Club $300.00

Otago Overseas Christian Fellowship $500.00

Otago University Literary Society $1000.00

Shaun Markham $200.00

Naomi Ireland $350.00

Paris Pidduck $150.00

Felix Mouttaki $750.00

Abigail Clark $500.00

Bryce Abernethy $750.00

Bokyong Mun $150.00

Pearl Pan $80.00

Aysu Shanin $150.00


                                                                                                                        CARRIED U

After consultation with the Recreation Officer and the International Student Officer it was agreed to defer the Otago University Hong Kong Students’ Association grant pending a further meeting.

ITAC APPOINTMENT AMENDMENT

Sean Gamble was appointed to this committee last semester (sc32/16) however it clashes with his university classes this semester.

Gamble/Jenkins

252/16 THAT William Guy be appointed to the Information Technology Advisory Committee (ITAC) for 2016 replacing Sean Gamble.

CARRIED

Sean will notify the division. 

CULTURAL CARNIVAL

Rachel updated the Executive on the planning of this Carnival being held in the Link on 30 July. There are 11 groups who have responded but she is still waiting to hear from Te Roopu Maori and the Pacific Island Centre.  Donna will follow this up.

Jarred wanted to commend Rachel on her hard work and offered that the executive will be happy to help out at this event where needed.

Further updates at the next executive meeting.

INTERNATIONAL STUDENT FEES INCREASE

The University Council announced an increase of 4% in International Fees at the meeting this week.

As attached Rachel our International Student Officer compiled data and graphs of International student fees over the past 10 years.  She was praised for the time and work she put into this.

Jarred said this issue was not about opposing the University’s decision per se but the fact that OUSA opposes, and continues to oppose all fee increase for students.

Rachel was keen to ask for more statistics from the university.

It was agreed that the executive members have personal conversations about the impact this will have on students as many come here for cheaper fees.

Moved from the Chair

253/16 THAT the International Officers’ report on International Fees be received.

CARRIED U

FINANCE AND EXPENDITURE (FEC) MINUTES

Jesse went through the minutes and highlighted any main points.

Hall/Guy

254/16 THAT the Finance and Expenditure (FEC) meeting minutes of 31 May 2016 be received.

CARRIED

GENERAL BUSINESS

Bottle Buy Back – all encouraged to help out this Friday.  The Proctor and OUSA have donated money to this worthy cause. The truck and bins have been ordered.

Local Body Election Campaign – some of the executive will be going to Cumberland College to encourage students to enrol -  #Goal to Enrol = 5000 students.

There will be publicity about difficulties with the DCC in having a polling booth on campus for the local body elections this year.  This is very disappointed that the DCC don’t want to engage students in local body elections with booths on campus.

Next Friday 3pm in Room 5 is the tentative date for the next meeting.


Meeting closed at 4pm