MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 18 JULY 2018 AT 3.03PM IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, Abigail Clark, James Heath, Josh Smith, Kirio Birks, Umi Asaka, Tiana Mihaere and Roger Yan
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Joel MacManus, (Critic Editor) Charlie O’Mannin (Critic News Editor), Sinead Gill (Observer), Laura Anderson (Observer), William Dreyer (Observer), Katie Plant (Observer) and Joanna Bishop (Observer).
Norhan El Sanjak
Tiana Mihaere for leaving early
Moved from the Chair
369/18 THAT the above apologies be accepted.
MINUTES OF THE PREVIOUS MEETING
Motion 364/18 incorrectly recorded. OUSEZ Not disaffiliated - affiliation declined.
Roger Yan was present.
Moved from the Chair
370/18 THAT the minutes of the executive meeting held on 11 July 2018 be accepted as a true and correct record with the above amendments.
Moved from the Chair
371/18 THAT Sinead Gill, Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
HEALTH AND SAFETY
Lift installation concept drawings in Debbie’s office for your perusal.
A rowing club coach received a non-serious residual shock from a light switch. The switch has been fixed.
EXECUTIVE QUICK ROUND UP
There was a lengthy discussion to determine this affiliation wasn’t setting a precedence and wasn’t excluding a certain demographic. Each affiliation should be taken on a case by case basis and be mindful the executive have discretion.
One of OUSA’s core values is inclusiveness.
It was requested that three changes be made to their constitution to reflect more positive language.
Membership is explicitly cis-male excluding in order to create safety, security of idea sharing, and to stress the importance of women and gender minorities learning to empower and support one another, without seeking male validation. While the club acknowledges there are many fantastic cis-male allies who support the general messaging of the club, it is an acknowledgement that almost all spaces are male centric and male dominant. This space must therefore be inherently and uncompromisingly feminine. There may be some events that are inclusive of allies.
This is in accordance with the University’s Ethical Behaviour Policy, under: Appendix 1, 2c (discrimination): “Actions by the University constituting affirmative actions and policies to assist or advance a particular group are not discrimination.”
372/18 THAT the Women’s+ Club be affiliated to OUSA with the above amendments to their constitution.
FINANCE AND EXPENDITURE (FEC) MEETING MINUTES
373/18 THAT the minutes of the Finance and Expenditure meeting held on 11 July 2018 be received.
ELECTION 2019 DATES
374/18 THAT nominations for the 2019 Executive Elections open at 9am on 3 September 2018 and close at 4pm on 6 September 2018.
375/18 THAT voting for the 2019 Executive Elections open at 9am on 17 September 2018 and close at 4pm 20 September 2018.
376/18 THAT voting for the 2019 Executive Elections be by electronic means only.
ELECTION REVIEW COMMITTEE MEETING MINUTES
It was noted that Abigail Clark was present at this meeting.
377/18 THAT the minutes of the OUSA Elections Review Committee meeting held on 29 May 2018 be received.
Clarity was requested on funding candidates – No endorsement of a candidate is permitted by OUSA staff and/or affiliated clubs.
As stated in the minutes there has been robust discussions about election tickets running in the elections.
Some disclosed they approved tickets as it gave them confidence to run alongside others. However, it was said it is hard on an individual running against tickets.
Perhaps the President and Vice President shouldn’t run on a ticket as they should have an independent platform when running.
After a debate and a straw poll it was agreed tickets should remain but with a limit on the amount of candidates who run on a ticket. These recommendation will go back to Policy Committee and then back to Exec.
ALTERNATIVE VOTING (AV) SYSTEM
Core Development sent an estimate proposal to the Executive to build a new system to manage alternative voting for the OUSA Elections as requested.
378/18 THAT the OUSA Executive approve the payment to Core development for the development of the Alternative Vote System for the OUSA Election from the Capital Budget.
As attached. The author of this complaint had enquired as to the process of lodging a complaint about an executive officers’ report being inadequate and it being accepted by the Executive. There should be accountability!
Sinead expressed as a Postgraduate student she was insulted by the contents of the Postgraduate Officers’ report.
Kirio said better reporting documents and templates should be available and he asked what the executive thought of the report.
Kirio has submitted a confidential document to the executive responding to this complaint.
It was stipulated there were two complaints to respond to. The contents of the Postgraduate report and the Executive accepting it; if it was inadequate.
Tiana left at 3.55pm
It was discussed to set up a complaints process in future to deal with these matters. Caitlin offered to look into this.
Cam will collate a document for the executive and Kirio will submit his response to the next meeting.
BLUES AND GOLDS AWARDS
OUSA Outstanding Contribution to the Dunedin Community Award and OUSA Outstanding Member of the Community Award -
In 2016 two volunteering awards were given out for student’s contribution to the community. These awards were awarded that year as a one-off. Abigail recommends they be re-introduced as they are an excellent award for volunteers. Noting there are many sporting awards given out and least non-sporting awards.
The Blues and Golds budget has been set for this year so Abigail offered to contribute to these awards from the Welfare budget. It was stipulated it would have to be a one-off as it hasn’t been budgeted for. It was suggested in future they could apply for extra funding if this category was to be re-introduced.
It was agreed these awards could be included this year.
POLICIES TO DELETE
As attached, the following three policies are no longer in use.
379/18 THAT the Postgraduate Student Representative Policy Education 1021-1020, the Delegated Authority Policy 1026-2005 and the Appointing Representatives to University Committees Policy 1035-2005 be deleted.
Charity Boxing Event –
380/18 THAT Caitlin Barlow-Groome be commended on her win in the Charity Boxing match held on 13 July 2018 and her success in raising $2,100 for the Sophie Elliott Foundation.
OUSA Carpark – a reminder there will be plumbing repairs being undertaken in the carpark next week and there will be no parks available.
Marketing and Communications – this department is extremely busy and with three weeks left to the Manager leaves there will be no new work undertaken.
Cultural Carnival – This event is happening on Sunday and Umi is requesting help moving furniture on Saturday evening please.
RA positions – Roger is working a submission and requests your input please.
President away – Caitlin is away attending University workshops and NZUSA 19-24 July. She is contactable via social media or email.
Meeting closed at 4.12pm
Signed: ___________________________________ Date: _________