MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 18 APRIL 2018 AT

3.03PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, James Heath, Abigail Clark, Kirio Birks, Umi Asaka, Roger Yan, Tiana Mihaere, Josh Smith and Norhan El Sanjak

IN ATTENDANCE

Annemaree Senior (Student App project manager), Joel McManus (Critic Editor), Charlie O’Mannin (Critic reporter), Alex McKirdy (Critic reporter), Debbie Downs (Chief Executive Officer) and Donna Jones (Minute Secretary)

APOLOGIES

            Tiana for leaving early

            Moved from the Chair

203/18 THAT the above apology be accepted.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

204/18 THAT Debbie Downs, Donna Jones and Annemaree Senior be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

STUDENT APP

            Annemaree Senior was invited to address the meeting.  Roger Yan is sitting on this committee which means he can report back to the Executive on some of the contents of the meetings, however most of the information will be confidential so he will be limited on his reporting. A computer science student will be appointed to this committee soon as well.

            The main work on this App started last year.  Many workshops have been held with staff and students throughout the University where varied ideas were shared.

            Annemaree said they bundled the ideas and put them out to the student body, they received 600 responses back from students. A tender went out and is now closed.

            Norhan, Umi and Josh arrived at 3.05pm

            Moved from the Chair

205/18 THAT Alex McKirdy, Joel McManus and Charlie O’Mannin be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

            The Critic staff asked "would the app be launched with core features such as maps and timetables, and then extra features added at a later date?"

            Maps and timetables will perhaps be main features.

It is hoped the app will be out sometime next year and offered to come back and update the executive anytime.

HEALTH AND SAFETY

No incidents to report, although Debbie looking at different online Health and Safety Apps.

EXECUTIVE QUICK ROUND UP

MINUTES OF THE PREVIOUS MEETING

            Moved from the Chair

206/18 THAT the minutes of the executive meeting held on 11 April 2018 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

Submission to the DCC annual plan – Kirio is compiling these and asks for feedback asap as submission close 23 April.

RECREATION OFFICERS’ REPORT

Josh explained he had made the necessary changes and attached the revised report for approval.

There were concerns from Cameron with expressive adjectives being used with regards to the Alcohol related harm on campus - as it could be read as alcohol was implied as the cause of the issues, and not just a factor.

Abi inquired as to if Josh had begun formally gathering data - which he stated he had not.

It was suggested he would go through a formal process including going through the ethics committee if any inferred drug testing was undertaken as noted in his report and Kirio offered to help assist with the formal ethics application for drug harms survey and testing on campus.

Josh explained he was doing due diligence in his role as Recreation Officer and felt strongly that having a presence on the ground and mixing with students was an important part of his role as an Executive member.  He considers this as cultural interaction and conversation with students particularly as he doesn’t drink alcohol.

Moved from the Chair

207/18 THAT the Josh Smith’s first quarter report be accepted with the amendments below and his honorarium be paid.

• Remove goals as not necessary in first report
• Amend section 3
• Make grammatical changes
• remove expressive adjectives “I will prepare data”  section 4

                                                                                                                        CARRIED U

PERFORMING ARTS COMMITTEE APPOINTMENT FOR 2018

            Heath/Asaka

208/18 THAT Josh Smith be appointed to the Performing Arts Selection Committee for 2018.

                                                                                                                        CARRIED

CHAPLAINCY BOARD REPORT

            Asaka/Clark

209/18 THAT the report of the Chaplaincy Board meeting 12 April 2018 be received.

                                                                                                                        CARRIED

COMMERCE DIVISIONAL BOARD REPORT

            Smith/Birks

210/18 THAT the report of the Commerce Divisional Board meeting held on 21 March 2018 be received.

                                                                                                                        CARRIED

COMMITTEE REPORTS

            Moved from the Chair

211/18 THAT the report of the Animal Practice and Compliance Committee meeting held on 4 April 2018 be received.

                                                                                                                        CARRIED U

            Moved from the Chair

212/18 THAT the report of the University Book Shop Board meeting held on 29 March 2018 be received.

                                                                                                                        CARRIED U

COLLEGES COMMITTEE APPOINTMENT

            El Sanjak/Yan

213/18 THAT Joseph Cooper, Zena Burgess, Raynesh Prasad, Polaiu’amea Kirifi, Brittany Muiznieks, Hazel Whitcombe, Tori Morgan, James Anderson, Rudolf Keil, Isla Pringle and Rico Mita-Watene be appointed to the Colleges Committee for 2018.

                                                                                                                        CARRIED

GENERAL BUSINESS

Meditation session – Josh Smith invited the executive to join his session this afternoon by the Leith River.

Computer Based Exams trial – There is going to be a demonstration tomorrow to test out this trial.  If you wish to go please let Roger know.

Colleges Officer meeting with the Director of Campus and Collegiate Life James Lindsay and the Warden of Arana College, Jamie Gilbertson – Norhan is keen for other to join her at these monthly meetings should they desire.  Let her know please.

ANZAC – the executive will be selling poppies on Poppy day, 20 April – please see Donna and sign up on the roster.

There is a walk-a-bout on Monday at 11am for people to see how the ANZAC Day service at the University runs.

Welfare Committee meeting – Thursday at 6pm

Tiana left at 3.53pm

President out of office – Caitlin is conducting interviews all day tomorrow and then off to NZUSA Friday.  Please see the Association Secretary if you require assistance.

Grants Panel appointment –

Moved from the Chair

214/18 THAT Warren Walker be appointed to sit on the Grants Panel for 2018.

                                                                                                                        CARRIED U

Meeting closed 3.57pm

Signed: ___________________________________                        Date: _________