MINUTES OF THE OUSA EXECUTIVE STANDING COMMITTEE MEETING HELD ON TUESDAY 31 OCTOBER 2017 AT 4. 01PM HELD IN THE EXECUTIVE BULL-PEN MEETING ROOM, CUMBERLAND STREET, DUNEDIN

PRESENT
William Guy (Chair), Cody Kirby, Bryn Jenkins, Danielle Pope, Caitlin Barlow-Groome, Lucy Northwood, James Heath and Eden Iati
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Joe Higham (Critic Executive Reporter), Laura Cairns (Observer), Roger Yan (2018 Executive elect), Abigail Clark (2018 Executive elect), Kirio Birks (2018 Executive elect) and Umi Asaka (2018 Executive elect).
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc457/17THAT Caitlin Barlow-Groome, Lucy Northwood and Eden Iati be co-opted onto the
Standing Committee of the Executive for the duration of this meeting.
CARRIED U
APOLOGIES
Hugh Baird
Moved from the Chair
sc458/17THAT the above apology be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc459/17THAT Debbie Downs, Donna Jones, Laura Cairns and Joe Higham be granted
speaking rights for the duration of this meeting.
CARRIED U
Eden arrived at 4.05pm
HEALTH AND SAFETY
Debbie said there were no health and safety issues to report.
EXECUTIVE QUICK ROUND UP
The Executive did a quick round up.
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
sc460/17THAT the minutes of the executive meeting held on 24 October 2017 be
accepted as a true and correct record.
CARRIED U
BANKING SIGNATORIES
The Secretary explained there could be a shortage of signatories later in the year with people leaving so under the constitution we can appoint another Officer.
Moved from the Chair
sc461/17THAT Caitlin Fenella Barlow-Groome be appointed as a bank signatory for all
OUSA Accounts henceforth until 31 December 2017.
CARRIED U
Moved from the Chair
sc462/17THAT Caitlin Fenella Barlow-Groome be appointed as a bank signatory for all
OUSA accounts from 1 January 2018 until 31 December 2018.
CARRIED U
Moved from the Chair
sc463/17THAT Cameron Alexander Lloyd Meads be appointed as a bank signatory for all
OUSA Accounts from 1 January 2018 until 31 December 2018.
CARRIED U
Moved from the Chair
sc464/17THAT Samuel James Smith be appointed as a bank signatory for all OUSA
accounts from 1 January 2018 until 31 December 2018.
CARRIED U
Moved from the Chair
sc465/17THAT Cameron Alexander Lloyd Meads be authorised to access OUSA’s accounts
with the Inland Revenue Department (IRD) from 1 January 2018 until 31 December
2018.
CARRIED U
Moved from the Chair
sc466/17THAT Samuel James Smith be appointed to access OUSA’s accounts
with the Inland Revenue Department (IRD) from 1 January 2018 until 31 December
2018.
CARRIED U
Moved from the Chair
sc467/17THAT Caitlin Fenella Barlow-Groome access OUSA’s accounts
with the Inland Revenue Department (IRD) from 1 January 2018 until 31 December 2018.
CARRIED U
INTERNSHIP COORDINATOR POSITION
As attached.
It was explained that the purpose of this position is to establish and coordinate the Student Internship Programme and offer support to the operations of OUSA. This position would add wealth, value and substance and assist students.
It was anticipated this position would start in January 2018 and would be part paid and part volunteering. The internship coordinator will design and set up the logistics of this position.
There will be no budget oversight attached to this position.
It was agreed after 6 months there will be a written report from the CEO to the Executive on how this position is progressing as part of her KPI’s.
Heath/Barlow-Groome
sc468/17THAT OUSA fund the establishment of an Internship Coordinator position from the
2017 extra Service Level Agreement (SLA) funding with a review after six months by Chief Executive Officer (CEO).
CARRIED
FINANCE AND EXPENDITURE MINUTES
Referendum question passed recently, although not binding = should OUSA become a living wage employer? FEC suggested the ‘living wage’ be acquired after a certain period of service with OUSA. A proposal on this will be submitted to the Executive in future.
Kirby/Jenkins
sc469/17THAT the minutes from the Finance and Expenditure Committee Meeting held on 24
October 2017.
CARRIED
APP
Barlow-Groome/Northwood
sc470/17THAT the meeting move into Committee of the Whole for reasons of commercial
sensitivity at 4.20pm.
CARRIED
Barlow-Groome/Northwood
sc471/17THAT the meeting move out of Committee of the Whole at 4.27pm.
CARRIED
Barlow-Groome/Pope
sc472/17THAT OUSA agree to fund the development of a discounter App up to the cost of
$30,000.
CARRIED
DIGITAL SCREENS
Barlow-Groome/Pope
sc473/17THAT OUSA agree to contribute up to $22,000 towards the purchase of Digital
Screens providing placement permission is given.
CARRIED
AFFILIATION
This affiliation was presented at a previous meeting but the executive requested alterations to the constitution be undertaken first. As attached this has been done.
Barlow-Groome/Heath
sc474/17THAT the Politics Students’ Association of the University of Otago be affiliated.
CARRIED
GENERAL BUSINESS
NZUSA Vice President Candidate – Laura Cairns was invited to the meeting to express her intention to stand for NZUSA Vice President in the up and coming elections. It would be positive having representation from Otago at NZUSA.
Some expressed concern that others haven’t been given the opportunity to run for election as it hadn’t been advertised sufficiently and the Executive had not been presented with enough information.
Moved from the Chair
sc475/17THAT Kirio Birks be grants speaking rights for the duration of this meeting.
CARRIED
It was suggested an advertisement be put on the OUSA Facebook page and then all applicants can come to the next executive meeting on 14 November. Applications close on 8 November.
William said he would have an advertisement placed on Facebook.
Executive leaving early – there are some executive members leaving Dunedin soon and this will leave signatories for accounts light, quorum for meetings perhaps being difficult to reach and some executive members remaining in Dunedin working longer hours. It is envisaged some will be working externally and can ring in to meetings.
Danielle offered to take on extra tasks if necessary.
Kirby/Barlow-Groome
sc476/17THAT the meeting move into committee of the whole for reasons of personal privacy
at 5.01pm.
CARRIED
Moved from the Chair
sc477/17THAT the meeting move out of committee of the whole at 5.07pm.
CARRIED U
The next Executive Reporting meeting is 23 November and it is only appropriate for these discussion to happen at Executive report time it was claimed.
Planning Week – Debbie advised the planning week is 20 November and there is a final meeting on 24 November. She is inviting both executive to attend should they desire.
Next Executive meeting – 14 November 2017 at 4.00pm in the Otago Room of the Clubs and Societies building.

Meeting closed at 5.14pm