Meeting Highlights
MINUTES OF THE EXECUTIVE MEETING HELD ON FRIDAY 16 FEBRUARY 2018 AT 4.07PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, James Heath (Chair), Kirio Birks, Abigail Clark, Umi Asaka, Roger Yan, Norhan El Sanjak and Josh Smith
IN ATTENDANCE
Neill Campbell (Students Against Sexual Violence), Tanya Findlater (Thursdays in Black), Sinead Gill (Student Engagement/Elections), Laura Cairns (Thursdays in Black), Monique Mulholland (Thursdays in Black) Donna Jones (Minute Secretary), Debbie Downs (CEO), Charlie O’Mannin (Critic Reporter), and Joel McManus (Critic Editor)
APOLOGIES
Tiana Mihaere
Moved from the Chair
56/18 THAT the above apology be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
57/18 THAT Naill Campbell, Tanya Findlater, Sinead Gill, Laura Cairns, Monique Mulholland, Donna Jones, Debbie Downs, Charlie O’Mannin and Joel McManus be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
It was reported this afternoon the OUSA newer van had been involved in an accident getting a big scrape along the right hand side. No one was injured thankfully, there will need to be temporary rentals for the busy Orientation period.
Debbie reported back from a good University health and safety training session held recently. There will be a refresher course if anyone is interested in attending later.
She stressed if anyone is holding an OUSA event to signal to the business and people there when you have finished.
If you are attending an event as an OUSA representative be mindful of your responsibilities and ensure all plans are clear especially a health and safety plan.
MINUTES OF THE PREVIOUS MEETING
The Retreat dates should have read 10th and 11th February not 9th.
Moved from the Chair
58/18 THAT the minutes of the executive meeting held on 9 February 2018 be accepted as a true and correct record with the above amendment.
CARRIED U
MATTERS ARISING
Dental School – James wished to advise he will update the Executive next meeting as to how this is progressing as he hasn’t been informed yet.
EXECUTIVE QUICK ROUND UP
Another busy week.
THURSDAYS IN BLACK
The guests were invited to address the meeting. Tanya advised a team of volunteers will be set up. Monique advised the SASV members aren’t committing as a group but there will be individuals joining up.
The Executive were asked where funding would come from? It would be great to have flyers and tee shirts for people to wear and share. It was suggested a staff member be employed for TIB in the future.
It was suggested OUSA form a working group and hold campaigns to promote TIB.
Our Welfare and Finance Officer’s will discuss budgets. Abigail has started a Facebook page.
STUDENT ENGAGEMENT
As attached. Sinead is keen to assist with engaging students more with OUSA and promoting the OUSA Elections. She notes the low voter turnout at elections, lack of advertising and presence during elections. She would like to assist with getting people out there and getting more people to run for Exec. More polling booths around campus and incentivise candidates etc.
She also suggested the Executive be more accessible to its members. Have more nearby open meetings. More publicity about what the Executive are up to and be more visible.
Roger and James are presently working on a three minute video they will play after the executive meetings to promote what was discussed to hopefully inform students.
Roger left at 4.46pm
Roger returned at 4.47pm
CAPPING CHARITY 2018
The final three charities were discussed again – Sophie Elliott Foundation, Silverline and Movember. After a straw poll it was voted on.
Moved from the Chair
59/18 THAT the Sophie Elliott Foundation will be the OUSA Capping Charity for 2018.
CARRIED U
Cam will notify them.
Umi left at 5.05pm
POLICY COMMITTEE APPOINTMENTS
Meads/Smith
60/18 THAT Cam Meads, Caitlin Barlow-Groome, Sam Smith, Norhan El Sanjak, Debbie Downs, Sean Gamble, Emma Leahy and Te Hauariki Gardiner-Toi be appointed to the Policy Committee for 2018.
CARRIED
COMMITTEE APPOINTMENTS
Meads/Birks
61/18 THAT Abigail Clark and Norhan El Sanjak be appointed to the Chaplaincy Board for 2018.
CARRIED
Meads/Birks
62/18 THAT Umi Asaka be appointed to the Learning Advisory Board for 2018.
CARRIED
Meads/Birks
63/18 THAT Abigail Clark be appointed to the Ethical Behaviour Committee for 2018.
CARRIED
Meads/Birks
64/18 THAT Cameron (Cam) Meads be appointed to the University Health and Safety Committee for 2018.
CARRIED
Meads/Birks
65/18 THAT Abigail Clark be appointed to the Healthy University Advisory Group for 2018.
CARRIED
Meads/Birks
66/18 THAT Kirio Birks be appointed to the Human Ethics Committee for 2018.
CARRIED
Meads/Birks
67/18 THAT Tiana Mihaere and Cameron (Cam) Meads be appointed to the Humanities Maori & Pacific Islands Advisory Board.
CARRIED
Meads/Birks
68/18 THAT Roger Yan be appointed to the Information Technology Advisory Committee for 2018.
CARRIED
Meads/Birks
69/18 THAT Umi Asaka, Norhan El Sanjak and Kirio Birks be appointed to the Library Services Committee for 2018.
CARRIED
Meads/Birks
70/18 THAT Norhan El Sanjak be appointed to the Library Student Liaison Committee for 2018.
CARRIED
Meads/Birks
71/18 THAT Kirio Birks, Tiana Mihaere and Caitlin Barlow-Groome be appointed to the University Senate for 2018.
CARRIED
Meads/Birks
72/18 THAT Umi Asaka be appointed to the Summer School and Continuing Education Board for 2018.
CARRIED
Meads/Birks
73/18 THAT Caitlin Barlow-Groome be appointed as the student representative on the University Council for 2018.
CARRIED
Meads/Birks
74/18 THAT Caitlin Barlow-Groome be appointed to the New Zealand of Union Students’ Association (NZUSA) Board for 2018.
CARRIED
Meads/Birks
75/18 THAT Caitlin Barlow-Groome and Norhan El Sanjak be appointed to the Campus Life Events Committee for 2018.
CARRIED
Meads/Birks
76/18 THAT Caitlin Barlow-Groome and Abigail Clark be appointed to the Hardship Fund Committee for 2018.
CARRIED
CONSTITUTIONAL COMMITTEE TERMS OF REFERENCE
It was agreed to remove clause 2.3 as it is covered elsewhere.
Meads/Smith
77/18 THAT the Constitutional Review Committee Terms of Reference 1049-2019 be put for notice.
CARRIED
COMMITTEE REPORTS
As attached.
Moved from the Chair
78/18 THAT the Campus Wide Food, Beverage and Retail Committee meeting report from 30 January 2018 be received.
CARRIED U
PRIVATE USE OF UNIVERSITY GROUNDS
As attached. Debbie said if anyone wants to use the University grounds for an event please let property services know beforehand.
Smith/Clark
79/18 THAT the Private Use of Dunedin Campus Grounds Guidelines be received.
CARRIED
AFFILIATION
As emailed.
Smith/Birks
80/18 THAT the OUSA Improvisational Theatre Club be affiliated to OUSA.
CARRIED
Norhan left at 5.20pm
CONGRESS COMPLAINT
As attached.
Caitlin vacated the Chair to James at 5.21pm.
Norhan returned at 5.22pm
As noted in a previous Executive meeting some of the 2017 Executive were unhappy that Caitlin who was voting on OUSA’s behalf split the vote at the NZUSA national congress at the minute.
Caitlin moved a motion at that meeting apologising for any wrong doing. However, a further letter has been tabled from four former 2017 Executive members formally complaining of a breach of the OUSA constitution during this process and not informing the executive of this last year.
The Association Secretary requested permission to speak to say she had sought legal advice to ascertain there was no constitutional breach.
Caitlin addressed the meeting stating she had genuinely apologised to the Executive at a previous meeting when the first complaint was sent to her. She endeavoured to deal with it promptly so as not to let it drag on and hinder the good work they are planning.
Someone suggested if there was personal issues over the voting method this could be dealt with between the parties involved without involving this Executive.
Caitlin was aware there was a breach of trust and she would take this on board.
There needs to be more robust systems put in place in future for people going to Congress and voting on OUSA’s behalf.
The general mood of the meeting after a round the table discussion was to put this behind us and move forward to enjoying the great work planned for the year.
Caitlin assumed the Chair from James at 5.55pm
GENERAL BUSINESS
Women’s Club – a group were going to affiliate and wanted to check if a gender specific club would be acceptable.
Good One initiative – Another proactive OUSA initiative, the Good One volunteer party register, is adding another level of support to what the Proctor’s Office already provides.
Anyone planning a party can register online and also get police support, along with host responsibility to ensure everyone is ‘having a good one’
This is a multi-stake holder promotion and initiative. 2 parties have signed up so far.
Rad1 App – this is up and running on google play. All encouraged to download it.
Next Executive meeting – owing to the busy Orientation week 28 February at 3pm
OUSA Video – please get your three highlights to Roger via slack or Facebook asap.
Retreat -
Moved from the Chair
81/18 THAT the OUSA Executive thank Tania Williams and the people of the Arai-Te-Uru Marae for their assistance in making it a very successful executive retreat.
CARRIED U
Cam will get a card sent to Tania next week.
Moved from the Chair
82/18 THAT the OUSA Executive thank Pete Bernhardt, University Strategy and Policy Advisor for his guidance and support during the Executive retreat.
CARRIED U
CPTPP Action Rally – being hosted on February the 19th, they are asking if OUSA would join them. The Executive weren’t taking a stance on this but encouraged citizenship. We would consider assisting with promotion if asked.
Executive Budgets - to Sam by Monday next please.
Meeting closed at 6.12pm
Signed: ___________________________________ Date: _________