Meeting Highlights
MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 2 MAY 2018
AT 3.03PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, James Heath, Abigail Clark, Josh Smith, Umi Asaka, Norhan El Sanjak, Kirio Birks, Roger Yan and Tiana Mihaere
IN ATTENDANCE
Charlie O’Mannin (Critic News Editor), Joel MacManus (Critic Editor), Laura Cairns (Observer), Monique Mullholland (Observer), Sinead Gill (Observer), Debbie Downs (Chief Executive Officer) and Donna Jones (Minute Secretary)
APOLOGIES
Tiana Mihaere for lateness and leaving early
Moved from the Chair
224/18 THAT the above apology be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
225/18 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
There haven’t been any issues at OUSA, however a person was thrown to the ground at the Hyde Street Party. RU OK assisted them and they were helped by St John staff.
MINUTES OF THE PREVIOUS MEETING
Meads/Clark
226/18 THAT the minutes of the executive meeting held on 27 April 2018 be accepted as a true and correct record.
CARRIED
MATTERS ARISING
New Chaplains – Abigail has spoken to Greg Hughson about gift ideas, good suggestions were given so Abigail will follow these up.
ASKOtago – Kirio updated us that they are hoping to get more students on the panel.
It is intended that this help desk will work on a triage system to get students assisted as soon as possible. Rachel Currie has emailed OUSA about this since.
Tiana in at 3.14pm
EXECUTIVE QUICK ROUND UP
Everyone have been busy in their areas and have plenty to look forward to.
MEMORANDUM OF UNDERSTANDING OUSA/TRM
As attached.
Moved from the Chair
227/18 THAT the common seal be affixed to the Memorandum of Understanding between the Otago University Students’ Association (OUSA) and Te Roopu Māori (TRM) dated 17 April 2018.
CARRIED U
ANNUAL REPORT 2017
Moved from the Chair
228/18 THAT Joel MacManus be granted speaking rights for the duration of this meeting.
CARRIED U
Joel pointed out there was an error in the report and the meeting agreed. The Secretary will ask if Hugh would agree to the correction.
Also a couple of family names were missing.
Asaka/Clark
229/18 THAT the 2017 Annual Report be received and accepted with three corrections agreed to by Hugh Baird.
CARRIED
COMMERCE DIVISIONAL BOARD REPORT
S Smith/Birks
230/18 THAT the Commerce Divisional Board reports of 18 March 2018 & 18 April 2018 be received.
CARRIED
DIVISIONAL BOARD REPORTS
Heath/Yan
231/18 THAT the Humanities Divisional Board report of 18 April 2018 be received.
CARRIED
Heath/Yan
232/18 THAT the Science Division Board report of 16 April 2018 be received.
CARRIED
ELECTIONS REVIEW COMMITTEE
Meads/Birks
233/18 THAT the minutes of the OUSA Elections Review Committee meeting 17 April 2018 be received.
CARRIED
ELECTIONS REVIEW COMMITTEE APPOINTMENT
Meads/S Smith
234/18 THAT Laura Cairns be appointed to the Elections Review Committee for 2018.
CARRIED
POLICY COMMITTEE MINUTES
Meads/Yan
235/18 THAT the Policy Committee meeting minutes of 11 April 2018 be received.
CARRIED
ICOM MEETING MINUTES
Asaka/Heath
236/18 THAT the Minutes of the ICOM meetings held on 13 and 16 April 2018 be received.
CARRIED
COLLEGES COMMITTEE APPOINTMENT
El Sanjak/Meads
237/18 THAT Caitlin Barlow-Groome, Logan Voullaire, Alex McCracken and Robbie Brigham be appointed to the Colleges Committee for 2018.
CARRIED
STUDENT JOB SEARCH QUARTERLY MEMBER UPDATE
Moved from the Chair
238/18 THAT the Student Job Search January - March quarterly member update be noted.
CARRIED U
NZUSA UPDATE
Moved from the Chair
239/18 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 3.40pm.
CARRIED U
Moved from the Chair
240/18 THAT the meeting move out of committee of the whole at 3.46pm.
CARRIED U
AFFILIATIONS
J Smith/Asaka
241/18 THAT the Generation Vote Club be affiliated to OUSA.
CARRIED
J Smith/Asaka
242/18 THAT the Vietnamese Students’ Association be affiliated to OUSA.
CARRIED
APPOINTMENT TO FRANCES HODGKINS, ROBERT BURNS & CAROLINE PLUMMER FELLOWSHIP COMMITTEES FOR 2018
Clark/Heath
243/18 THAT Josh Smith be appointed to the Caroline Plummer Fellowship Selection Committee for 2018
CARRIED
Clark/Heath
244/18 THAT Kirio Birks be appointed to the Frances Hodgkins Fellowship Selection Committee for 2018.
CARRIED
Clark/Heath
245/18 THAT Sam Smith be appointed to the Robert Burns Fellowship Selection Committee for 2018.
CARRIED
CHIEF EXECUTIVE OFFICER MARCH REPORT
Moved from the Chair
246/18 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 3.51pm
CARRIED U
Moved from the Chair
247/18 THAT the meeting move out of committee of the whole at 3.52pm
CARRIED U
S Smith/Meads
248/18 THAT the Chief Executive Officers’ March Report be received.
CARRIED
GRADUATION PARADES FOR MAY
Caitlin and Cam will be mace bearers.
Josh, Abi, Tiana and Roger offered to carry banners. Please assemble at OUSA around 11am to walk over to Dent School for parade at 11.30am sharp.
TERTIARY OPEN DAY EXPO STAND AND BBQ
Comms and Marketing will get posters and leaflets to help decorate the OUSA stand. Donna has contacted other areas of OUSA to have their advertising taken to the Expo stand by 9am 7th. BBQ food has been ordered by the Union and the Exec will cook from 11am onwards.
GENERAL BUSINESS
Job Description updates – please get your timetables/diaries to Cam by the weekend so he can put these together.
Referendum 14-17 May – it was suggested a big push by lecture bashing, College visits with Ipads for voting. A roster will be set up to cover these tasks. Donna will ensure the tablets are charged.
International Cultural Clubs – there’s a function in the Harry Evison Lounge 12 May from 3-5pm and the Exec are invited.
Executive members on leave –
- International Officer – attending an overseas conference: 22/6-27/6
- Te Roopu Maori Tumuaki - 20/6-06/7
- Finance Officer - 20/6-27/6
Moved from the Chair
249/18 THAT the meeting move into Strict Committee at 4.01pm for reasons of personal privacy.
CARRIED U
Moved from the Chair
250/18 THAT the meeting move out of Strict Committee at 4.13pm.
Meeting closed at 4.14pm
Signed: ___________________________________ Date: _________