Meeting Minutes
MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 26 SEPTEMBER 2018 AT 3:00PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, James Heath, Abigail Clark, Umi Asaka, Norhan El Sanjak, Roger Yan, Josh Smith, Tiana Mihaere and Dermot Frengley
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Jono Gee (NZUSA President), Sean Norling (Radio 1 Manager), Will Dreyer (Observer), Laura Cairns (Observer), Laura Anderson (Observer), Kerrin Robertson-Scanlon (Observer), Sinead Gill (Observer), Bonnie Harrison (Observer), Joel MacManus (Critic Editor) and Charlie O’Mannin (Critic News Editor)
SPEAKING RIGHTS
Moved from the Chair
480/18 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Nothing to report.
UNIVERSITY COMMITTEE APPOINTMENTS
Owing to the resignation of Kirio Birks and the election of Dermot Frengley as the new Postgraduate Officer the appointments below were actioned.
Meads/Heath
481/18 THAT Kirio Birks be removed as OUSA Representative from the Board of Graduate Studies, Graduate Research Liaison Committee, Health Science Divisional Board, Human Ethics Committee and University Senate.
CARRIED
Meads/Heath
482/18 THAT Kirio Birks be removed as a student representative from Healthy University Advisory Group.
CARRIED
Meads/Heath
483/18 THAT Tiana Mihaere be appointed to the Healthy University Advisory Group for the period ending 31 December 2019.
CARRIED
Meads/Heath
484/18 THAT Dermot Frengley be appointed to the Board of Graduate Studies for the period ending 31 December 2019.
CARRIED
Meads/Heath
485/18 THAT Dermot Frengley be appointed to the Graduate Research Liaison Committee for the period ending 31 December 2019.
CARRIED
Meads/Heath
486/18 THAT Dermot Frengley be appointed to the Library Services Committee for the period ending 31 December 2019.
CARRIED
Meads/Heath
487/18 THAT Dermot Frengley be appointed to the University Senate for the period ending 31 December 2019.
CARRIED
Meads/Heath
488/18 THAT Abigail Clark be appointed to the Health Science Divisional Board for the period ending 31 December 2018.
CARRIED
COMMITTEE MEETING REPORTS
Clark/J Smith
489/18 THAT the report from the Healthy University Advisory Group meeting of 11 August 2018 be received.
CARRIED
Clark/J Smith
490/18 THAT the report from the Otago Tertiary Chaplaincy Trust Board Annual General Meeting on 13 August 2018 be received.
CARRIED
INTERNATIONAL COMMITTEE REPORTS
Asaka/Clark
491/18 THAT reports from the International Cultural Committee meetings held on 2, 9, and 16 July 2018 be received.
CARRIED
OUSA’s SUPPORT FOR PROCTOR PROTEST
Josh invited the Executive to make a statement about the Proctor’s actions recently when he entered a student flat without permission when no one was home, removed three bongs and disposed of them.
He is arranging a Protest on Friday 28 September at 1pm starting from the corner of Dundas and Castle Street marching to the Proctors office showing a general expression of emotion about the Proctors actions. He would also like to ask that he submits a petition to the university asking for the Proctors resignation over this incident.
He is also wanting to have a draft code of conduct for the Proctor to submit to the University along the lines of:
- No entry to a student flat without their permission
- No taking of items from students without their permission
- That the Proctor’s office treat students with respect and as equals
There was a concern that the petition and the protest were linked as they should be separated the executive expressed. Cultural and Policy changes with the Proctor’s actions were agreed. Conflict resolution was the best course of action.
Josh requested that he would as a leader step back from the petition and agreed to cancel it if this would get more people to attend the protest and get OUSA involved.
J Smith/
492/18 THAT OUSA support the Protest on Friday on the condition that the petition is removed.
LAPSED
Heath/Frengley
493/18 THAT OUSA supports the protest on the premise that James Heath and Josh Smith write a document that the Executive approves of.
4 For
5 Against
1 Abstain
FAILED
It was suggested that Caitlin do a Media Release and the Executive work on a stance going forward.
EXECUTIVE THIRD QUARTER REPORTS
Moved from the Chair
494/18 THAT the Cam Meads assumes the Chair
CARRIED U
Caitlin –
Moved from the Chair
495/18 THAT Caitlin Barlow-Groome’s third quarter report be accepted and she continue to be paid her honorarium.
Abstain: Frengley
CARRIED
Moved from the Chair
496/18 THAT Caitlin Barlow-Groome assumes the Chair
CARRIED U
Abigail –
Moved from the Chair
497/18 THAT Abigail Clark’s third quarter report be accepted and she continue to be paid her honorarium.
Abstain: Frengley
CARRIED
Sam –
Moved from the Chair
498/18 THAT Sam Clark’s third quarter report be accepted and he continue to be paid his honorarium.
Abstain: Frengley
CARRIED
Josh –
Josh was asked to remove inappropriate language from his report and fix errors. There was a discussion about the work Josh undertakes with students on a social level not being OUSA related. Josh disagreed.
There was a general consensus that this report was inadequate.
J Smith/
499/18 THAT Josh Smith’s third quarter report be accepted and he be paid his honorarium.
LAPSED
Josh is to re-write his report and re-submit at next Wednesday’s Executive meeting.
Umi –
Moved from the Chair
500/18 THAT Umi Asaka’s third quarter report be accepted and she continue to be paid her honorarium.
Abstain: Frengley
CARRIED
Cam –
Moved from the Chair
501/18 THAT Cameron Meads’ third quarter report be accepted and he continue to be paid his honorarium.
Abstain: Frengley
CARRIED
Norhan –
Moved from the Chair
502/18 THAT Norhan El Sanjak’s third quarter report be accepted and she continue to be paid her honorarium.
Abstain: Frengley
CARRIED
Roger –
Moved from the Chair
503/18 THAT Roger Yan’s third quarter report be accepted and he continue to be paid his honorarium.
Abstain: Frengley
CARRIED
James –
Moved from the Chair
504/18 THAT James Heath’s third quarter report be accepted and he continue to be paid his honorarium.
Abstain: Frengley
CARRIED
Tiana –
Moved from the Chair
505/18 THAT Tiana Mihaere’s third quarter report be received.
Abstain: Frengley
CARRIED
CHIEF EXECUTIVE OFFICER’S AUGUST REPORT
Moved from the Chair
506/18 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 4.05pm.
CARRIED U
Moved from the Chair
507/18 THAT the meeting move out of committee of the whole at 4.08pm
CARRIED U
Moved from the Chair
508/18 THAT the Chief Executive Officers’ August Report be received.
CARRIED
GENERAL BUSINESS
Senate Meeting – James announced they had a successful gathering at the Senate meeting where they presented the petition. The students did a magnificent job and an unprecedented vote took place 31 for and 31 against which gave the Vice Chancellor the winning casting vote. Their efforts set a new precedent for student voice at Otago. The students were disappointed the vote didn’t go their way.
S Smith/Meads
509/18 THAT James Heath, Caitlin Barlow-Groome, Tiana Mihaere and Dermot Frengley be congratulated for their fantastic work regarding the Art History proposal at Senate.
Abstain: Mihaere
CARRIED
Postgrad committee – Dermot is working on getting this set up as soon as possible.
AMA (ask me anything) Meeting - Roger has invited Harlene to attend the meeting in the Main Common Room next Thursday. Any questions please submit them to Roger prior or you can ask a question from the floor.
Protest coverage – it was expressed that Josh had over stepped the mark using OUSA in his media coverage when Caitlin is the official spokesperson of OUSA. He was asked to apologise to Caitlin and Debbie for this inappropriate behaviour.
Caitlin addressed Josh with her objection to his behaviour and conveyed her disapproval of him not being respectful of her and the Association, not getting the executive’s stance when he used OUSA in his media coverage.
Caitlin requested that Josh apologise to the Proctor, Dave Scott, remove OUSA branding from the advertising and remove the petition he has asking Dave Scott to resign. This must be done within 24 hours or she will take a vote of no confidence in him. Josh was asked to take this on board.
Moved from the Chair
510/18 THAT an Emergency Executive Meeting be called for 27 September 2018 at 4.15pm to be held in the Clubs and Societies Building.
CARRIED
Meeting closed at 4.15pm
Signed: ___________________________________ Date: _________