MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 11 JULY 2018 AT 3.02PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

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

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Charlie O’Mannin (Critic News Reporter), Sinead Gill (Observer) and Katie Plant (Observer)

APOLOGIES

            Kirio Birks

            Lateness Norhan El Sanjak and Umi Asaka

            Moved from the Chair

359/18 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS MEETING

            Moved from the Chair

360/18 THAT the minutes of the Executive meeting held on 4 July 2018 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

Society of Student Entrepreneurs SSE constitution – Josh still waiting to hear back from Sarah Taylor about this constitution as they only list four members.

SPEAKING RIGHTS

            Moved from the Chair

361/18 THAT Debbie Downs, Donna Jones and Charlie O’Mannin be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

            Norhan was connected at 3.08pm

EXECUTIVE QUICK ROUND UP

            Umi arrived at 3.11pm

            The Executive had a nice break and are getting back into a busy semester.

MANAGERS MEETING MINUTES

            Moved from the Chair

362/18 THAT the minutes from the OUSA Managers meeting held on 25 June 2018 be received.

                                                                                                                        CARRIED U

GRANTS PANEL MEETING MINUTES AND RECOMMENDATIONS

            J Smith/Clark

363/18 THAT the minutes of the Grants Panel Meeting held on 4 May 2018 be received and the recommendations be approved.

                                                                                                                        CARRIED

OUSEZ – save the earth from A-Z CLUB

This club has applied for affiliation and it is apparent that have the same members as another club under another name.  Last year members of this club were saying they represented OUSA when addressing students.  There were expectations put to this group as complaints had been received in the past.   To date there have been no substantive changes or acknowledgement of transgressions. 

J Smith/Meads

364/18 THAT the Otago University Save the Earth from A-Z Club’s affiliation to OUSA be declined.

                                                                                                                        CARRIED

AFFILIATION

            J Smith/Clark

365/18 THAT the Dunedin Adventist Students’ Association be affiliated to OUSA.

                                                                                                                        CARRIED

EXECUTIVE SECOND QUARTER REPORT

Now both Constitutions match with four reporting periods the Te Roopu Maori Tumuaki reports will be submitted quarterly along with the other Executive reports.

            Moved from the Chair

366/18 THAT Tiana Mihaere’s first semester report be received.

                                                                                                                        CARRIED U

GENERAL BUSINESS

OUSA Server – there have been outages and a fault with the server.  Dell is sending a Technician to OUSA tomorrow to investigate which will cause a shutdown.  Fortunately the Server is under warranty.  You will be notified tomorrow of time.

Clubs and Societies carpark – there are major drainage issues that need repaired so the carpark will be out of action from 23 July until 1 August.

OUSA Lift – There is going to be a lift installed in the building.  Concept plans are in Debbie’s office for all to look over.  The proposed area will be from the reception area up to the alcove where the photocopier is presently.  Property Services have been very helpful and prompt dealing with this.  University Union Limited will cover the cost.

Executive emails – All agreed to have their executive emails signed up to receive parliamentary emails, especially good to receive notifications when the Select Committees will be sitting.

RA and College Life – Roger and Norhan have been working on this.

Alternative Voting System -

Moved from the Chair

367/18 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 3.33pm.

                                                                                                                        CARRIED U

            Moved from the Chair

368/18 THAT the meeting move out of Committee of the Whole at 3.36pm.

                                                                                                                        CARRIED U

            Class Rep System – James is waiting for feedback from the Exec on the document he is working on as part of the class rep’ review so he can feed info’ back to the University.

            Student Engagement Co-ordinator – Rachel Currie will attend a meeting tomorrow at 12.30pm in the Bull-pen office to update the Executive on the SSR Student Services Review and improve communication. All invited.

Meeting closed at 3.37pm

Signed: ___________________________________                        Date: _________