Meeting Highlights
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON TUESDAY 28 NOVEMBER 2017 AT 5.21PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
William Guy (Chair), Eli Toeke, Caitlin Barlow-Groome, Lucy Northwood, James Heath, Danielle Pope, Max Chan, Bryn Jenkins (cell phone), Hugh Baird (cell phone) and Eden Iati (cell phone)
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Joel McManus (Critic Editor) and Donna Jones (Minute Secretary)
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc 504/17THAT Eli Toeke, Caitlin Barlow-Groome, Lucy Northwood, James Heath, Max Chan
be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc 505/17THAT Debbie Downs, Joel McManus and Donna Jones be granted speaking
rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Debbie reported there were two small incidents - one was a minor head injury at the Craft Beer Festival and a staff member bumped her shin on the van tow bar.
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
sc 506/17THAT the minutes of the Standing Committee meeting held on 14 November 2017
be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
Bryn asked for clarification who was asked to attend NZUSA congress – Cam Meads and James Heath attended and found it very valuable.
NZUSA CONGRESS REPORT
As attached.
The attendees benefitted greatly from the conference. Minister of Education Mr Chris Hipkins spoke but the contents were confidential to those there, the discussions were productive and positive.
Barlow-Groome/Heath
sc 507/17THAT the NZUSA Congress Report, by Cam Meads - 18-19 November 2017 be
received.
CARRIED
ANNUAL GENERAL MEETING MINUTES TO RECEIVE
The attached minutes are for noting as they won’t be a true and correct record until they are presented at the next AGM.
Moved from the Chair
sc 508/17THAT the minutes of the annual General Meeting held on 13 October 2017
be received.
CARRIED U
Heath/Barlow-Groome
sc 509/17THAT Jarred Griffiths be thanked for agreeing to Chair this meeting and for his
proficiency and guidance.
CARRIED
FOURTH QUARTER REPORTS
Barlow-Groome/Pope
sc 510/17THAT Eli Toeke’s second semester report be received and he be paid his
honorarium.
CARRIED
It was noted that the Te Roopu Maori constitution was amended for the Tumuaki’s report to be submitted quarterly to OUSA to align with our Exec reporting, however OUSA hasn’t amended their constitution to reflect this yet. The Secretary will follow this up for next year.
Moved from the Chair
sc 511/17THAT Caitlin Barlow-Groome’s fourth quarter report be accepted and she be paid
her honorarium.
CARRIED U
Moved from the Chair
sc 512/17THAT Lucy Northwood’s fourth quarter report be accepted and she be paid her
honorarium.
CARRIED U
Cody Kirby
The meeting requested the report be amended to remove the two clauses below.
1.19 Be available via cell phone at all practical times
This isn’t possible as Cody has been holidaying overseas since early November.
2.4 All Executive Officers where possible, shall maintain regular, publicised office hours and are expected to regularly check and respond to all correspondence received.
Cody agreed to forward his email for Caitlin to check as he won’t be attending to it. He has also handed his office key back.
It was suggested not to consider this report in Cody’s absence as normal practice. Nevertheless reports can be heard in absenteeism providing the member agrees.
Cody has vacated the office, and signed his key back in.
Moved from the Chair
sc 513/17THAT Cody Kirby’s fourth quarter report be received with the above amendments and his honorarium be ceased.
CARRIED U
Moved from the Chair
sc 514/17THAT Bryn Jenkins fourth quarter report be accepted and he continue to be
paid his honorarium.
CARRIED U
Bryn is working in Wellington but will be continuing to commit to OUSA. He said he
Is arranging to forward all his documents to the incoming Education Officer – James.
He has written an extensive guide he said.
Moved from the Chair
sc 515/17THAT Max Chan’s fourth quarter report be received and his honorarium be paid.
CARRIED U
Eden phoned in at 5.47pm
Moved from the Chair
sc 516/17THAT Eden Iati be co-opted onto the standing committee for the duration of this
Meeting.
CARRIED U
Moved from the Chair
sc 517/17THAT Eden Iati’s fourth quarter report be accepted and she be paid her
Honorarium.
CARRIED U
NATIONAL ELECTION REPORT
It was agreed to change the order of the agenda to this item so Eden could leave the meeting as she is ringing from Hawaii.
It was requested recommendations be added to this report. Eden agreed and said she would send them through as soon as possible.
It was noted this was a good report with good visuals.
Moved from the Chair
sc 518/17THAT the New Zealand Election Review 2017 be received.
CARRIED U
Eden disconnected her call at 6.00pm
Hugh has started a full time position for NZMe in Auckland but has been dealing with OUSA emails and correspondence as much as possible. He will be down for the graduation parade and Council Meeting early December.
It has been somewhat problematic having Hugh and other executive members away from the city, especially for accounts, quorum for meetings and university meeting attendances. Caitlin has been covering a lot and when William is here he covers too.
Moved from the Chair
sc 519/17THAT Hugh Baird’s fourth quarter report be accepted and he continue to be paid
50% of his current honorarium.
1 Against
CARRIED
William Guy vacated the Chair to Danielle Pope to deal with his report.
Moved from the Chair
sc520/17THAT William Guy’s fourth quarter report be accepted and he continue to be paid
his honorarium.
CARRIED U
Danielle Pope vacated the Chair to William Guy
Moved from the Chair
sc521/17THAT Danielle Pope’s fourth quarter report be accepted and she continue to be
paid her honorarium.
CARRIED U
Procedurally it was noted that James Heath submitted his report late after asking special permission as he was ill.
Moved from the Chair
sc 522/17THAT James Heath’s fourth quarter report be accepted and he be paid his
Honorarium.
CARRIED U
PRESIDENT ELECT FUNDING PROPOSAL
Caitlin submitted a proposal as she has been working in the office daily covering meetings and presidential duties in Hugh’s absence. She also explained that she hasn’t been able to get work elsewhere as she is now staying in Dunedin and needs to pay rent etc.
There used to be a provision for the incoming President to be remunerated but this was removed.
It is not intended for this to set a precedence and be an isolated case that could be discussed next year.
Moved from the Chair
sc 523/17THAT Caitlin Barlow-Groome – President elect be remunerated 50% of
the remaining Presidents honorarium for the rest of this quarter to compensate for extra work being undertaken especially in Hugh’s absence.
CARRIED U
GENERAL BUSINESS
Heath/Pope
sc 524/17THAT William Guy be thanked for his two years on the OUSA Executive.
CARRIED
Next meeting – it was agreed not to hold any further official meetings for the year, however a potluck informal gathering would be a good idea. Danielle will lead this.
Office closure – OUSA shuts down on 15 December and re-opens on 8 January 2018. The Christmas party will be held on 15 December at the St Clair golf club.
CHIEF EXECUTIVE OFFICER KPI’S
Moved from the Chair
sc 525/17THAT the meeting move into Strict Committee for reasons of personal
privacy at 6.30pm.
CARRIED U
Moved from the Chair
sc 526/17THAT the meeting move out of Strict Committee at 6.45pm
CARRIED U
Meeting closed 6.46pm
Signed: ___________________________________ Date: _________