MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 1 AUGUST 2018 AT 3.02PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

Caitlin Barlow-Groome (Chair), Sam Smith, Abigail Clark, Roger Yan, Kirio Birks, Tiana Mihaere, Norhan El Sanjak, Josh Smith and Umi Asaka

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Joel MacManus (Critic Editor), Charlie O’Mannin (Critic Reporter), Chaplains: Greg Hughson, Olivia Dawson, Lyn Meinders, Amy Armstrong and Wayne Te Kaawa, Observers: William Dreyer, Laura Anderson, Matthew Schep, Sinead Gill and Sam McChesney.

APOLOGIES

            Cam Meads, James Heath

            Umi Asaka for lateness

            Moved from the Chair

381/18 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

382/18 THAT the minutes of the executive meeting held on 25 July 2018 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

There was clarity asked about the election tickets explaining that ‘ticket’ groups get more coverage owing to the number of people on a ticket but we don’t want to limit their presence (people power) as it helps with student engagement during the elections.

SPEAKING RIGHTS

            Moved from the Chair

383/18 THAT Debbie Downs, Donna Jones, Joel MacManus, Greg Hughson, Olivia Dawson, Lyn Meinders, Amy Armstrong, Wayne Te Kaawa and William Dreyer be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

GUESTS: THE CHAPLAINS

            The Chaplains were invited to introduce themselves and speak to the Executive about their roles at the University and the Polytechnic.

            It was expressed how important it is to have Executive Officers sitting on the Chaplaincy Board.

            There is a function tomorrow at 6.30pm to welcome Olivia Dawson to her new role as a University Chaplain and the Executive are invited.

HEALTH AND SAFETY

Clubs and Societies carpark - Delta misidentified a cable while working on the drainage work at the carpark. No harm came of it however it could have been dangerous.  As it is the sub-contractors responsibility they are dealing with it.

EXECUTIVE QUICK ROUND UP

            Umi arrived at 3.13pm

CANTERBURY MEDICAL STUDENTS’ ASSOCIATION UPDATE

            As attached.

            Moved from the Chair

384/18 THAT the Canterbury Medical Students’ Association update be received.

                                                                                                                        CARRIED U

POLICIES FOR NOTICE

The Panel decided to merge the Blues and Golds documents, and also add 2.1.4 OUSA Welfare Officer to the Postgraduate Committee Terms of Reference membership.

            Birks/S Smith

385/18 THAT the University of Otago Blues and Golds Awards Panel Terms of Reference version 1 be put for notice.

                                                                                                                        CARRIED

            Birks/S Smith

386/18 THAT the Postgraduate Committee Terms of Reference version 1 be amended to include 2.1.4 OUSA Welfare Officer to the membership and be put for notice.

                                                                                                                        CARRIED

NOMINATION DATES

To enable a better time frame for advertising of candidates it would be better if the nomination period was brought back to 12pm from 4pm. As long as we ensure the advertising is clear as it has been 4pm for many years and don’t want to jeopardise anyone wanting to stand.

Moved from the Chair

387/18 THAT motion 374/18 be amended to read:

THAT nominations for the 2019 Executive Elections open at 9am on 3 September 2018 and close at 12pm on 6 September 2018.

                                                                                                            CARRIED U

ELECTION FORUMS

            J Smith/Yan

388/18 THAT the Forum for Executive 2019 Elections will be held at 12pm on 12 September 2018 in the Main Common Room (MCR), President Forum included.

                                                                                                                        CARRIED

            J Smith/Yan

389/18 THAT the Forum for the Executive 2019 Elections will be held at 12pm on 13 September 2018 in the Main Common Room (MCR).

                                                                                                                        CARRIED

            J Smith/Yan

390/18 THAT a Forum for the 2019 Presidential Elections will be held on 13 September 2018 at 7pm in the UBar near the Main Common Room (MCR).

                                                                                                                        CARRIED

            It is still to be decided what positions will talk on what day.   

Discussion took place about who should be the Moderator of the Forums.  The work on the elections is done by the Executive and each year they make the final decision on who moderates. The Media are very keen to do as Critic staff have done it in the past.  Or suggested one person from Radio 1 and one from Critic.

Critic emphasised their intention of impartiality, professionalism and making the event engaging and entertaining.

There was a concern raised that perhaps the Media may not be unbiased on some candidates if moderating the Forum. Perhaps an outsider would be safer.

People like the Pints and Politics and will do this again. It was suggested that the Forums be run more formally with questions from the audience submitted in advance.

Norhan left at 3.53pm

People to bring ideas to the next meeting.

Josh left at 3.59pm

TE WIKI o te REO MĀORI

Māori Language Week is 10 – 16 September 2018.  Ideas about Te Roopu Māori and OUSA having a combined event to celebrate this week.

ENVIRONMENT WEEK

            Moved from the Chair

391/18 THAT William Dreyer is granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

William asked if OUSA could give some assistance with planning or lending equipment for this week. For example what we used for the Castle Street Clean-up.

The groups involved include Students for Environmental Action, Otago Campus Greens, Campus Community Garden, Vegan and Animal Rights Society, the Animals, Aquatic, Plants and Ecological Society.

If William can submit a list of requirements we can try and assist them.

GENERAL BUSINESS

            Recycling drinking cups – the stock has run out at reception showing this was a great idea.

            Moved from the Chair

392/18 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 4.07pm.

                                                                                                                        CARRIED U

            Moved from the Chair

393/18 THAT the meeting move out of committee of the whole at 4.11pm.

                                                                                                                        CARRIED U

            Human Library – tomorrow in the Library for 1 hour.  Great if Exec could attend.

Meeting closed at 4.24pm

Signed: ___________________________________                        Date: _________