MINUTES OF THE EXECUTIVE MEETING HELD ON FRIDAY 9 FEBRUARY 2018 AT 2.06PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, Abigail Clark, James Heath, Roger Yan, Kirio Birks, Umi Asaka, Josh Smith and Tiana Mihaere

IN ATTENDANCE

Charlie O’Mannin (Critic reporter), Esther Maihi (Minute Secretary) and Debbie Downs (CEO)

APOLOGIES

            Norhan El Sanjak (for lateness)

            Moved from the Chair

38/18   THAT the above apology be accepted.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

39/18   THAT Debbie Downs, Charlie O’Mannin and Esther Maihi be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS MEETING

            Donna Jones was present and granted speaking rights.

            Sinead Gill’s name was misspelt.

            Moved from the Chair

40/18   THAT the minutes of the Executive Meeting held on 31 January 2018 be accepted as a true and correct record with the above amendments.

                                                                                                                        CARRIED U

MATTERS ARISING

            A discussion was held regarding motion 37/18 THAT Caitlin Barlow-Groome apologises for splitting her vote at congress even though the 2017 executive had endorsed a particular candidate. It was argued that this motion should not have been brought up and moved during General Business and further action may be needed pending correct documentation.

            Heath/Smith

41/18   THAT the Executive commits to addressing this issue and potential constitutional repercussions going forward, and to clarify that if a constitutional breach happened the previous motion (37/18) would not be accepted as a full remedy.

                                                                                                                        CARRIED

            Debbie arrived at 2:26pm

            Roger left at 2:43pm

HEALTH AND SAFETY

One incident of a staff member carrying large boxes and tripping on the stairs resulting in skinned knees – proper incident reporting took place.

Reminder to the Executive about their Safety Officer training being held on Tuesday 13 January, 2pm in the Otago room. This is extremely important as the Executive and CEO are liable for any incidents regarding Health and Safety in the workplace.

Roger returned 2:45pm

EXECUTIVE QUICK ROUND UP

The Executive shared their current activities.

Abigail left at 2.58pm

An Executive Retreat begins next Saturday, taking place at Araiteuru Marae, Shetland Street, Kaikorai on February 10th and 11th. It starts with a Powhiri at 7pm on the 10th and ends on the 11th with a Poroporoaki at 3pm.

PRESIDENTS JANUARY REPORT

            8 hours per week to be amended to 8 hours per day

            Moved from the Chair

42/18   THAT the Presidents Report for January 2018 be received.

                                                                                                            CARRIED U

NZUSA REPORT

            Sam reported that the conference was fantastic and recommends reading over the report as a lot of the information is useful and enlightening. The conference addressed a range of pressing student issues such as housing and mental health among others.

            Smith/Heath

43/18   THAT the NZUSA Congress Report, by Sam Smith – 26-27 January 2018 be       received.

                                                                                                                        CARRIED

COMMITTEE REPORTS

Heath/Meads

44/18   THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 3:01pm.

                                                                                                                        CARRIED

            Moved from the Chair

45/18   THAT the meeting move out of committee of the whole at 3:02pm.

                                                                                                                        CARRIED U

            Norhan arrived at 3:02pm

            Moved from the Chair

46/18   THAT the reports from the Course Advising Group meeting held on 22 January 2018,       the 2018 Tertiary Teaching Excellence Awards Panel meeting held on 22 January   2018 and the Committee for the Advancement of Learning and Teaching meeting     held on 25 January 2018 be received.

                                                                                                                        CARRIED U

Capping Charity 2018

            Cam has been in contact with organisers of Movember. The decision for the chosen         charity will wait until pending information is delivered.

INTERNATIONAL COMMITTEE APPOINTMENTS

            Asaka/Birks

47/18   THAT Umi Asaka be appointed as Chairperson, Jo Mohan an HaTweety Cheng be          appointed as the Vice Chairpeople, Sabrina Alhady be appointed Secretary, Thumb       Yang as Treasurer, Thishni De Silva, Annie Chen and Elyza Estava as general        executive members, and Dhruv Raman and Sheryl Ho as honorary general executive           members to the International Committee for 2018.

CONSTITUTIONAL REVIEW COMMITTEE

Further to finding an old copy of a CRC terms of reference Cam wanted to ensure the information matched.  This will be tabled for the next Executive meeting.

ELECTIONS COMMITTEE TERMS OF REFERENCE

            Meads/Smith

48/18   THAT the Elections Review Committee Terms of Reference 1050-2018 be put to the student body for notice.

                                                                                                                        CARRIED

UBS DIRECTOR APPOINTMENT

            Moved from the Chair

49/18   THAT the Executive move into Committee of the Whole for reasons of commercial          sensitivity at 3:10pm

                                                                                                                        CARRIED U

            Moved from the Chair

50/18   THAT the Executive move out of Committee of the Whole at 3:12pm

                                                                                                                        CARRIED U

            Moved from the Chair

51/18   THAT Paul Alison be appointed as a Director of the University Book Shop (Otago) Limited Board for a period of 3 years        

                                                                                                                        CARRIED U

OUSA BANKING AND IRD SIGNATORY

            OUSA have employed a new Senior Accounts administrator, John Thomas, following      the departure of our previous accounts administrator Karen Whyte.

Moved from the Chair

52/18   THAT John Aubrey Thomas be authorised to access OUSA’s accounts with the    Inland Revenue department (IRD) until he ceases to be an employee with OUSA

                                                                                                                        CARRIED U

            Moved from the Chair

53/18   THAT John Aubrey Thomas be appointed as bank signatory for all OUSA banking            until he ceases to be an employee with OUSA

                                                                                                                        CARRIED U

SUBSTANCE HARM MINIMISATION

            Josh Smith proposed to open discussions with OUSA regarding whether OUSA    would consider implementing/promoting substance testing kits for student safety    while at events, after talking to a New Zealand based group called Know Your Stuff            NZ, a drug harm reduction service. Although many executive members agreed that it      was a positive initiative and they would always back safety for students, it was               jeopardise relationships with third party partnerships with OUSA.

PREVALENCE OF SMOKING AND VAPING

            James was contacted by a student from the University of Canterbury regarding a             research project he is conducting, focusing on the prevalence of smoking and vaping          among students, and how it relates to New Zealand’s No Smoking by 2050 goal. He       asked for the Executives support in gathering data for this project, to which the    Executive agreed was a good idea.

DENTAL SCHOOL DISCUSSION

It has been publicised that the Dental School is offering second year Bachelor of Dental Survey students $10,000 off their fees if they choose to take a gap year –a result of overcapacity.  James has already been in contact with the NZDSA (New Zealand Students Association) and the Faculty of Dentistry – who will provide him with full details in two working days.

GENERAL BUSINESS

            Airport Shuttles

            Moved from the Chair

54/18   THAT the Executive move into Committee of the Whole for reasons of Commercial         Sensitivity at 3:24pm

                                                                                                                        CARRIED U

            Moved from the Chair

55/18   THAT the Executive move out of Committee of the Whole at 3:31pm

                                                                                                                        CARRIED U

Meeting closed at 3.33pm

Signed: ___________________________________                        Date: _________