Meeting Minutes
MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 17 OCTOBER 2018 AT 3:02PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith (cell phone), James Heath, Abigail Clark, Roger Yan, Dermot Frengley, Josh Smith, Umi Asaka, Tiana Mihaere and Norhan El Sanjak
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Jack Manning (Observer via skype)
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Motion 544/18 Caitlin Barlow-Groome was the seconder
Moved from the Chair
547/18 THAT the minutes of the executive meeting held on 10 October 2018 be accepted as a true and correct record with the above amendment.
CARRIED U
MATTERS ARISING
The Kererū was voted the bird of the year.
SPEAKING RIGHTS
Moved from the Chair
548/18 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
EXECUTIVE QUICK ROUND UP
Norhan arrived at 3.05pm
REFERENDUM POLICY
Meads/Yan
549/18 THAT the Referendum Policy 1004-2014 Version 1 be set.
CARRIED
Norhan left at 3.08pm
Norhan returned at 3.10pm
REFERENDUM RETURNING OFFICER’S REPORT
The referendum was very quiet with a low turnout. There were only 730 votes cast.
A global all-student email was missed this time which affected voter turnout. However, there had been a lot of online activities targeting students and perhaps they were tired of being bombarded with requests to vote.
EXECUTIVE PHOTO AND XMAS PARTY
Caitlin reminded the exec’ to be dressed up ready for the photo to be taken at 4.30pm and prior if people could help set up the Xmas Party at 3pm please.
DUNEDIN CRAFT BEER AND FOOD FESTIVAL CHARITY SELECTION
Applications received from -
Dunedin Curtain Bank
Cat Rescue Dunedin
Rape Crisis Dunedin Inc
Taieri Community Facilities Trust
Bellyful Dunedin
The Wildlife Hospital Trust
Otago Water Polo Club Inc
Life Matters Suicide Prevention Trust
Yellow-eyed Penguin Trust
Otago Children’s Autism Support Group
Dog Rescue Dunedin Charitable Trust
The Otago Child Care Centre Inc
After a round the table discussion a vote was then put:
Meads/Heath
550/18 THAT Youthline Otago be the Dunedin Craft Beer and Food Festival Charity for 2018
2 Abstain
CARRIED
LIFE MEMBERSHIP OF OUSA
Moved from the Chair
551/18 THAT the meeting move into the committee of the whole for reasons of personal privacy at 3.29pm
CARRIED U
Moved from the Chair
552/18 THAT the meeting move out of committee of the whole at 3.43pm
CARRIED U
Heath/Meads
553/18 THAT Caitlin Barlow-Groome, OUSA President be awarded Life Membership of OUSA.
CARRIED
Heath/Meads
554/18 THAT Blair Hughson, of Core Development be awarded Life Membership of OUSA.
CARRIED
Heath/Meads
555/18 THAT Rachel Goh, former International Officer be awarded Life Membership of OUSA.
CARRIED
BUSINESS VENTURE
Moved from the Chair
556/18 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 3.41pm.
CARRIED U
Moved from the Chair
557/18 THAT the meeting move out of committee of the whole at 4.07pm.
CARRIED U
S Smith/Heath
558/18 THAT the OUSA Executive give the Chief Executive Officer the authority to engage in a business negotiation up to the value and with the conditions as determined by the Finance and Expenditure Committee.
CARRIED
REFERENDUM QUESTIONS
As attached to the report above. The turnout didn’t reach quorum except for the first budget question which has a lower threshold.
Cam would like to seek advice from the honorary solicitor if the constitutional changes could be implemented owing to the high positive votes that shows there is an appetite to change the constitution. But the actual quorum wasn’t reached
He will report back.
Abigail left at 4.13pm
There was consideration requested about the Pacific Island Representative on Executive be given wider consultation. There is a Pacific Island Association set up within the University. Could there be clarification on what mandate does this Association have for PI Students.
Postgraduate students eligibility to vote – it was agreed to try and encourage more postgraduate students to vote. There needs to be a clear definition of a postgraduate student as it has grey areas. Dermot will look into this.
The Examination timetable question – James is going to pursue this with the university he has been in conversation with Vernon and this is a long way off.
GENERAL BUSINESS
Education Amendment Bill – Parliament are voting next Thursday on whether there will be an increase to two student reps on University Councils.
Library Services Committee – This committee is valued by the student reps who have been attending. It was suggested that in future two of the four reps be former OUSA reps for continuity. OUSA will need to investigate this next year.
Women’s Suffrage Exhibition – Suffrage & Beyond on in the Toitū Museum and was recommended we attend as very good.
Executive meetings over exams – please get your items for the agenda to Donna by the due date as if there isn’t enough business we will meet fortnightly.
DELEGATION OF EXECUTIVE POWERS TO THE STANDING COMMITTEE
Moved from the Chair
559/18 THAT the Standing Committee of the executive be authorised to exercise all powers of the Executive henceforth.
CARRIED U
Meeting closed at 4.37pm
Signed: ___________________________________ Date: _________