Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON THURSDAY 14 MARCH 2019 AT 1:05PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
James Heath (Chair), Bonnie Harrison, Kerrin Robertson-Scanlon, Taylor Terekia, Josh Smith, Dermot Frengley, Georgia Mischefski-Gray, Jack Manning, William Dreyer, Porourangi Templeton-Reedy and Sabrina Alhady
IN ATTENDANCE
Charlie Hilton (Critic Editor), Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Sinead Gill (Observer)
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
79/19 THAT the minutes of the Standing Committee Meeting held on 25 February 2019 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
MOU between OUSA and OPA still work in progress
William has spoken to Ingrid about the advertising for the Climate change rally
Jack has visited 6 Colleges thus far.
APOLOGIES
Leaving early, Kerrin, Dermot and Sabrina
Lateness, Sabrina
Moved from the Chair
80/19 THAT the above apologies be accepted.
CARRIED U
HEALTH AND SAFETY
No incidents this week.
EXECUTIVE QUICK ROUND UP
James suggested when the Executive meet each Friday at 12:30pm in the Bull-pen for their catch up, this time could incorporate the Executive Quick Round Up.
Sabrina arrived at 1.17pm
OUSA UPDATE
Debbie gave an overview:
- Starters Bar going well. 75 attended the quiz night last evening.
- Debbie attended a sale of alcohol hearing to request extended closing hours for the Starters Bar as they were changed on 1 February.
- Student Support Centre Review – this area is being reviewed this year.
- Flatting week next week.
- Critic has three good issues and going well.
- Radio One playlist being worked on. There have been 50 volunteers signed up thus far.
- Marketing and Comm’s are busy with events coming up.
- Planet Media healthy.
- Clubs and Socs have good attendance through the centre. The Aquatic Centre usage is under review.
- Good One Party Register proving popular – 100 parties registered last year.
CORRESPONDENCE
As attached. The Otago Combined Christian Groups have been assisting students and OUSA for 20 years. James is going to send them a letter of acknowledgement.
Manning/Smith
81/19 THAT OUSA thank and acknowledge the Otago Combined Christian Groups (CCG) for their hard work over the past 20 years.
CARRIED
STUDENT NUMBERS FOR FIRST SEMESTER
Student Services supplied the data which reflects the official statistics as at 11 March for student enrolments for the first semester.
Headcount of University of Otago students at 11 March 2019:
19,750 including Foundation Year
19,545 excluding Foundation Year
UNIVERSITY UNION LIMITED INDEPENDENT DIRECTOR
There is a vacancy on the UUL Board. Debbie is asking for names. Thus far Professor George Benwell, John Patrick, Jan Flood and Rachel Brooking have been suggested. Any further names to Debbie please.
CAPPING CHARITY 2019
As attached. The executive choose a charity each year and are asked to consider charities for this year.
Ideas to next meeting please. Otago Youth Wellness Trust were late with their application last year and Life Matters suggested thus far.
RELAY FOR LIFE NOTICE
Porourangi and Jack are leading a drive to recruit executive members to form a team to take part in the relay for life event on 6pm 30th to 6am 31 March. Other students have asked to be in the OUSA team too. OUSA staff have a team and challenge the executive to a bit of fun rivalry.
Sabrina, Dermot and Kerrin left at 1.48pm
EXECUTIVE REPORTING AND HONORARIUM DISCUSSION
Clear reporting guidelines are being requested. It was agreed that honorarium payment shouldn’t be attached to the reports. Someone also said if a report is rejected twice it should then go to a student general meeting for the wider students to decide.
Executive reports should be more fun and contain pics etc. A definition of what ‘work’ actually is needs shared. Others said perhaps there could be internal and external reports.
The current executive reporting template and job descriptions require updating. Debbie, Georgia, Bonnie and James offered to work on these.
First reports due 1pm on 20 March to the Secretary.
TE HUINGA TAURIA 2019
The National Maori Students’ Association are holding their national Hui in Dunedin from 29 August – 1 September. There is hopefully 200-250 students attending. Taylor suggests that OUSA and University delegates attend as a marvellous opportunity to be emerged in the culture and events being presented. More later.
GRANTS PANEL MEETING MINUTES
As attached.
Smith/Manning
82/19 THAT the minutes from the Grants Panel Meeting held on 12 March 2019 be received and the recommendations be approved.
CARRIED
AFFILIATIONS
The affiliation forms are arriving at the executive with many errors. Josh to work with Sarah on improving the affiliation process to avoid errors coming to Exec.
The Bhakti Yoga Club and 4:20 Club both have many errors so are required to re-submit. Josh will talk to Sarah about these being deferred until amendments made.
One of the clubs had the incorrect defunct club clause. Also it was asked if the Scorpion and Viking Volleyball Clubs had the same members. Could this be flagged when grants are applied for?
Moved from the Chair
83/19 THAT Sinead Gill be granted speaking rights for the duration of this meeting.
CARRIED U
The Board Riders constitution has errors. The Dental Students’ Association constitution states motions must be seconded but the minutes weren’t noted as being seconded.
Templeton-Reedy/Smith
84/19 THAT Otago University Volleyball Club, the Otago University Board Riders Club, and the Dental Students’ Association be affiliated to OUSA providing the errors and amendments are made.
CARRIED
POLICY COMMITTEE APPOINTMENTS
Templeton-Reedy/Smith
85/19 THAT James Heath, Thomas Aerepo-Morgan, Daniel Stride, Rebecca Turner, Shaan Kumar, Jonathan Arrell and Sam Keen be appointed to the Policy Committee (PolCom) for 2019.
CARRIED
STUDENT GENERAL MEETING QUESTIONS
As attached questions and the full changes to the constitution if they were to pass.
Moved from the Chair
86/19 THAT the following questions be put to the Student General Meeting being held on 21 March 2019 in the Main Common Room or outside if weather permits.
- Should section 31.3 of the OUSA constitution be amended to read the following to allow opportunity for Q and A in a motion of no confidence?
- Should 31.4 be added as follows to allow motion of confidences to be conducted via Secret Ballot?
- Should clause 19.11 be deleted and clause 23.2 be amended to read the following to allow the budget to pass through Referendum or Student General Meeting (SGM)
- Should section 35.1 be amended to read the following to provide flexibility of election dates?
- Should clause 37.6 be amended to the following to allow students in their final year of undergraduate (finalists) study be allowed to vote for the position of Postgraduate Officer in the Executive elections?
- Should clause 29.1 be amended and 34.6 be added as follows to allow the President of the University of Otago Pacific Island Students’ Association to be an Ex-Officio member of the Executive?
CARRIED
STARTERS BAR STRATEGIC PLAN
James suggested in the coming weeks the Executive, Debbie and Jason are to start on planning a five year strategic plan for the bar.
GENERAL BUSINESS
Yoga – free classes being held by Josh in the Clubs and Socs building
Te Reo App – Georgia mentioned there is an App and it only takes 5 minutes a day to those who wish to learn Te Reo. Georgia suggested a test after a few days.
Frengley/Smith
87/19 THAT the OUSA Executive formally support the NZUSA Petition on establishing Postgraduate Student Allowance.
CARRIED
ACTION POINTS
Exec reports - 1pm 20 March to be emailed to the Secretary
Climate Change rally – Union lawn to follow the school pupils to the Octagon
Exec Budgets – Bonnie has met with each Executive member and will finalise her notes and email them to you all soon.
NZUSA postgraduate petition – There is a petition for those who wish to sign it. Dermot will post address on the Executive Face book page.
Josh to consult with Sarah Taylor about the clubs with errors in their affiliation paperwork.
Next Executive meeting 9am Monday 18 March 2019.
Meeting closed at 2.37pm
Signed: ___________________________________ Date: _________