Meeting Minutes
MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 28 NOVEMBER 2018 AT 3:00 PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Sam Smith (Chair), Caitlin Barlow-Groome (Video call), Abigail Clark, Cam Meads (video call), James Heath (video call), Norhan El Sanjak, Josh Smith (video call), Umi Asaka (cell phone) and Roger Yan (Cell phone)
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Charlie O’Mannin (Critic Editor).
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc598/18 THAT Josh Smith, Roger Yan and Norhan El Sanjak be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
APOLOGIES
Cam Meads for lateness and leaving early
Moved from the Chair
sc599/18 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc600/18THAT the minutes of the Executive meeting held on 14 November 2018 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc601/18 THAT Debbie Downs, Charlie O’Mannin and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
There had been three minor incidents at the DBCFF that weren’t serious. Should more information be required Debbie can talk with Jason.
EXECUTIVE FOURTH QUARTER REPORTS
It was recommended that the handover documents be included with the reports as per the policy as some were sent separately.
Moved from the Chair
sc602/18 THAT James Heath’s fourth quarter report be accepted and he continue to be paid his full honorarium.
CARRIED U
Norhan arrived at 3.04pm
The arrangement made at the previous reporting round for Josh to attend weekly meetings with the President and the AVP hasn’t been kept up. Josh has missed the last four meetings. He did apologise, however this was the arrangement agreed to.
A majority of the meeting didn’t feel there had been enough tangible work done this quarter, Josh did explain his style of interaction with students doesn’t quantify like other people. Nonetheless the meeting did agree the report was acceptable.
Cam arrived via video call at 3.06pm
Moved from the Chair
sc603/18 THAT Josh Smith’s fourth quarter report be accepted.
CARRIED U
J Smith/
sc604/18 THATJosh Smith be paid 80% of his honorarium.
LAPSED
James and Roger left the meeting at 3.08pm
Barlow-Groome/Meads
sc605/18 THAT Josh Smith be paid 50% of his honorarium for the rest of this quarter.
CARRIED
Josh left at 3.30pm
Moved from the Chair
sc606/18 THAT Cam Meads fourth quarter report be accepted and he continue to be paid his full honorarium.
CARRIED U
Cam left at 3.31pm
Moved from the Chair
sc607/18 THAT Abigail Clark’s fourth quarter report be accepted and she continue to be paid her full honorarium.
Abstain: Clark
CARRIED
Moved from the Chair
sc608/18 THAT Norhan El Sanjak’s fourth quarter report be accepted and she continue to be paid her full honorarium.
CARRIED U
Umi called in at 3.34pm
Moved from the Chair
sc609/18 THAT Umi Asaka’s fourth quarter report be accepted and she continue to be paid her full honorarium.
CARRIED U
Roger called in at 3.35pm
Roger agreed to remove clause 1.10 and the last sentence of 1.7.
Moved from the Chair
sc610/18 THAT Roger Yan’s fourth quarter report be accepted and he continue to be paid his full honorarium.
CARRIED U
Dermot’s report will be heard in his absence as he is attending a family funeral.
Moved from the Chair
sc611/18 THAT Dermot Frengley’s fourth quarter report be accepted and he continue to be paid his full honorarium.
CARRIED U
Moved from the Chair
sc612/18THAT Abigail Clark resume the Chair
CARRIED U
Moved from the Chair
sc613/18 THAT Sam Smith’s fourth quarter report be accepted and he continue to be paid his full honorarium.
CARRIED U
Moved from the Chair
sc614/18 THAT Sam Smith assume the Chair
CARRIED U
Moved from the Chair
sc615/18 THAT Caitlin Barlow-Groome’s fourth quarter report be accepted and she continue to be paid her full honorarium.
CARRIED U
CANTERBURY MEDICAL STUDENTS’ ASSOCIATION (CMSA) SECOND SEMESTER UPDATE
As attached.
Barlow-Groome/Clark
sc616/18 THAT the CMSA update second semester 2018 report be received.
CARRIED
YOUTHLINE OTAGO THANK YOU LETTER
As attached. This letter was to thank OUSA for the donations from the 2018 Dunedin Craft Beer and Food Festival. Left over wrist band balances and donation buckets drew $9,500.
OUSA Marketing and Communications are organising a formal presentation to present them with a cheque.
ITAC DISESTABLISHMENT LETTER
As attached. This was to inform the Executive the University have established a new IT Governance Board as part of the implementation of the Support Services Review.
It was hoped there would be student representation on this new board. 2019 to keep an eye out.
WOMENS/PARENTS ROOM’S NAMING
Abigail to consult with Martin Jones about getting a name change with bilingual titles on the doors. The Office of Maori Development have been contacted about the correct Maori translations.
CHIEF EXECUTIVE OFFICERS’ OCTOBER REPORT
Moved from the Chair
sc617/18 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 3.50pm.
CARRIED U
Moved from the Chair
sc618/18 THAT the meeting move out of Committee of the Whole at 3.55pm.
CARRIED U
Moved from the Chair
sc619/18 THAT the Chief Executive Officers’ October Report be received.
CARRIED U
OUSA BUILDINGS DISCUSSIONS
As discussed there are three changes being considered and the finalising of documents are progressing. Things are moving forward and there will be more information at a further executive meeting.
EXECUTIVE FOURTH QUARTER REPORT
Tiana is presently travelling overseas so the meeting decided it wasn’t convenient to call her in the middle of the night.
Moved from the Chair
sc620/18 THAT Tiana Mihaere’s fourth quarter report be received.
CARRIED U GENERAL BUSINESS
Graduation Parades – please notify Donna if you can join the parades on 8th, 12th and 15th December. Mace Bearers are organised.
Meeting closed at 3.58pm
Signed: ___________________________________ Date: _________