Meeting Highlights
MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 11 APRIL 2018
AT 3.02PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, Abigail Clark, Roger Yan, Norhan El Sanjak, Umi Asaka, Josh Smith, Kirio Birks, Tiana Mihaere and James Heath
IN ATTENDANCE
Stephen Willis (Chief Operations Officer), Sinead Gill (The Otago Women’s Club), Laura Cairns (Observer), Debbie Downs (Chief Executive Officer), Charlie O’Mannin (Critic Reporter) and Donna Jones (Minute Secretary).
APOLOGIES
Lateness - James Heath, leaving early Tiana Mihaere.
Moved from the Chair
181/18 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
182/18 THAT Stephen Willis, Sinead Gill, Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
GUEST: STEPHEN WILLIS
Stephen was invited to address the meeting and explain his position with the University and he then invited questions.
Stephen provides strategic leadership, planning and management across the University’s operational functions and capital developments. He leads a team on:
- Long term Campus Planning
- Property Services
- Health and Safety advisory and compliance
- Risk audit
- Project Management
- Sustainability and Strategic Framework
- Implementation of the Student Services Review
Tiana arrived at 3.04pm
Stephen reported the University Council agreed this week to sign the international SDG Accord.
Sustainability efforts will operate at a global level at the University of Otago – it is going to be the first New Zealand University to sign the international SDG Accord pursuing the United Nations’ Sustainable Development Goals.
They are working on the reduction of greenhouse gases and the green impact program.
There has been a strategic business case to revitalise the University Union eateries and food outlets. There are plans to change the present cafeteria area. For the first time in a long time the cafés are now making money.
Caitlin asked if there was an update on the CCTV cameras. We were advised there will be some cameras live in a couple of weeks, the university are waiting on Delta to complete the installations and inform them.
A new recycling system coming to the University with a waste contract being implemented.
Stephen was thanked for his time and it was agreed it is helpful having these meetings periodically. He is more than happy to have emails or calls from the Executive.
HEALTH AND SAFETY
Debbie reported there were no incidents to report.
The Health and Safety Policy is under review. Jason Schroeder is going to assist Debbie as he is presently studying towards a health and safety qualification.
EXECUTIVE QUICK ROUND UP - many tasks being undertaken.
MINUTES OF THE PREVIOUS MEETING
Two punctuation errors to be fixed.
Moved from the Chair
183/18 THAT the minutes of the Executive meeting held on 28 March 2018 be accepted as a true and correct record with the above amendments.
CARRIED U
WOMEN’S ROOM
Sinead Gill was invited to address the meeting. Sinead noted the Women’s room policy should be updated to include gender minorities, but not exclusive to, non-binary and intersex persons.
It was explained all OUSA policies are under review through Policy Committee and they have been working through a solution. It was agreed to make this more urgent.
It was discussed a separate space would be good for Muslim women on campus.
Abigail and the Welfare Committee (WelCom) will be leading an investigation into how to best utilise the room and how to ensure everyone (all minority groups) are safe on campus.
Clark/J Smith
184/18 THAT the Women’s Room document from Sinead Gill be received.
CARRIED
COMMITTEE REPORTS
Asaka/S Smith
185/18 THAT the Distance Learning Advisory Board report of 21 March 2018 be received.
CARRIED
Asaka/S Smith
186/18 THAT the Te Whare Tāwharau Advisory Board report of 26 March 2018 be received.
CARRIED
Asaka/S Smith
187/18 THAT the Summer School & Continuing Education Board report of 26 March 2018 be received.
CARRIED
FINANCE AND EXPENDITURE MEETING MINUTES
Birks/S Smith
188/18 THAT the Finance and Expenditure Committee meeting minutes of 28 March 2018 be received.
CARRIED
POLICY COMMITTEE
Meads/Yan
189/18 THAT the Policy Committee meeting minutes of 21 March 2018 be received.
CARRIED
AFFILIATIONS
J Smith/Asaka
190/18 THAT the OUSA Cambodian Club be affiliated to OUSA.
CARRIED
J Smith/Asaka
191/18 THAT the Otago Star Gazing Club be affiliated to OUSA.
CARRIED
HYDE STREET CHARITY
Caitlin explained how OUSA wanted to donate a $1 per ticket sold to a Hyde Street related charity, a way of giving back.
Birks/J Smith
192/18 THAT OUSA donate $1 per ticket sold to the Hyde Street Party to Rape Crisis Dunedin.
CARRIED
NZUSA’S SUBMISSION TO THE EDUCATION AMENDMENT BILL
The OUSA Executive would like to endorse NZUSA’s stance and write a submission to the Education Amendment Bill before parliament and closing on Friday.
The restoration of more seats on University Council’s would be supported.
It was suggested Maori and International student representation should be a priority.
It was pointed out the Tumuaki of Te Roopu Maori used to have a seat on the Otago University Council a few years ago.
Caitlin will type a draft submission, send it around for comment and then send it off.
Tiana left at 3.54pm
MANAGERS MEETING MINUTES
S Smith/Birks
193/18 THAT the minutes of the Managers meeting held on 27 March 2018 be received.
CARRIED
CHIEF EXECUTIVE OFFICERS’ KPI’S
Moved from the Chair
194/18 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 3.56pm.
CARRIED U
Moved from the Chair
195/18 THAT the meeting move out of Committee of the Whole at 4.04pm
CARRIED U
Moved from the Chair
196/18 THAT the OUSA Chief Executive Officers’ Key Performance Indicators (KPI’s) agreed to in April 2018 be received and accepted.
CARRIED U
James arrived at 4.05pm
CHIEF EXECUTIVE OFFICERS’ FIRST QUARTER REPORTS
J Smith/Birks
197/18 THAT the 4th Quarter Service Level Agreement (SLA) funding report to the University
of Otago be received.
CARRIED
EDUCATION OFFICERS’ COMMITTEE REPORTS
Heath/S Smith
198/18 THAT the Ministry of Education NCEA reference group meeting of 19 March 2018 be received.
CARRIED
Heath/S Smith
199/18 THAT the Advisory Group meeting dated 26 March 2018 be received.
CARRIED
Heath/S Smith
200/18 THAT the Summer School and Continuing Education Board meeting dated 28 March 2018 be received.
CARRIED
Heath/S Smith
201/18 THAT the Academic Integrity Working Group meeting dated 5 April 2018 be received.
CARRIED
REFERENDUM QUESTIONS
Meads/Heath
202/18 THAT OUSA submit the following questions to the student body in the Referendum being held 14– 17 May 2018.
- Should the Otago University Students’ Association Annual Audited Financial Statements for the year ended 31 December 2017 be received and accepted?
- Should the Otago University Students’ Association Annual Report for 2017 be received and accepted?
- Should PricewaterhouseCoopers be appointed as Auditors for the Otago University Students’ Association for 2018?
- Should Anderson Lloyd be appointed as Honorary Solicitors for the Otago University Students’ Association for 2018?
CARRIED
GENERAL BUSINESS
Colleges Officer away – Norhan explained she had spoken with Debbie and Caitlin about taking leave and will be away from 21 June – 22 July.
Divisional Board Reps – were reminded by James as of next week they will need to follow the correct reporting policy
Dunedin City Council (DCC) 10 year plan submission – please get any submissions or ideas to Kirio so he can collate them and send a draft through to the Exec before the final copy is submitted.
Meeting closed at 4.15pm
Signed: ___________________________________ Date: _________