Meeting highlights
PRESENT
Hugh Baird (Chair), William Guy, Bryn Jenkins, Cody Kirby, Eden Iati, Caitlin Barlow-Groome, James Heath, Eli Toeke, Danielle Pope and Max Chan
IN ATTENDANCE
Andrew Ferguson (Deputy Proctor), Jo Galer (Team Leader - University Media Engagement), Debbie Downs (Chief Executive Officer), Joe Higham (Critic Executive Editor) and Donna Jones (Minute Secretary)
APOLOGIES
Lucy Northwood
Eli Toeke for leaving early.
Moved from the Chair
166/17 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Caitlin isn't sitting on the stage at the graduation ceremony
Moved from the Chair
167/17 THAT the minutes of the Executive meeting held on 1 May 2017 be accepted as a true and correct record with the above amendment.
CARRIED U
MATTERS ARISING
Pros & Cons for referendum questions - There has been a meeting with some of the executive to compile these. The Mediator has been consulted to finalise. The final copy will be through on Wednesday and on the agenda for the next meeting.
NZUSA - has the budget been requested and OUSA's involvement in the national campaign? Hugh to follow this up.
SPEAKING RIGHTS
Moved from the Chair
168/17 THAT Andrew Ferguson, Jo Galer, Debbie Downs, Joe Higham and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
CCTV
Moved from the Chair
169/17 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 4.10pm.
CARRIED U
Andrew Ferguson was invited to address the meeting.
Eli left the meeting at 4.47pm
Moved from the Chair
170/17 THAT the meeting move out of Committee of the Whole at 5.00pm
CARRIED U
HEALTH AND SAFETY
There have been no incidents to report. However, there are more details in the CEO report later in the meeting.
FINANCIAL STATEMENTS FOR PE 31/12/2016
As attached. Cody presented the financial statements and asked if there were any questions.
Kirby/Guy
171/17 THAT the OUSA Annual Audited Financial Statements for the year ending 31 December 2016 be received and presented to the student body at the Referendum on 29-31 May 2017.
CARRIED
ANNUAL REPORT FOR 2016
Moved from the Chair
172/17 THAT the OUSA Annual Report for 2016 be received and presented to the student body at the Referendum on 29-31 May 2017.
CARRIED U
REFERENDUM QUESTIONS
Guy/Kirby
173/17 THAT the following questions be put to the Referendum being held 29-31 May 2017
1. Should the Otago University Students' Association Annual Audited Financial Statements for the year ended 31 December 2016 be received and accepted?
2. Should the Otago University Students' Association Annual Report for 2016 be received and accepted?
3. Should PricewaterhouseCoopers be appointed as Auditors for the Otago University Students' Association for 2017?
4. Should Anderson Lloyd be appointed as Honorary Solicitors for the Otago University Students' Association for 2017?
5. Should OUSA financially support the redevelopment and structural strengthening of its fully owned subsidiary the University Book Shop?
6. Should OUSA directly ask the Tertiary Education Minister to, "Commit to wipe all student loan debt by 2025 and make University attendance free within five years?" and then upload the Minister's response in an appropriate form on the OUSA website as soon as practicable?
7. Should OUSA establish an online poll to determine the most offensive costume at the Hyde Street party and then publish the three most offensive costumes each year?
8. Should OUSA support the Dunedin Hospital SOS campaign to keep the Dunedin Hospital rebuild in the centre city?
9. Should OUSA lobby the University to cease development of a new animal research facility until the University has transparently consulted with students on the financial, ethical, and scientific value and implications of investing in animal-based research?
10. Should OUSA support a change of government at the 2017 general election?
CARRIED
A discussion was held whether all questions held at our referenda should be binding or non-binding? Further investigation and debate to be held later as it is too late to consider changes for this referenda.
COMMITTEE REPORTS
Moved from the Chair
174/17 THAT the reports of the Computer Based Examinations Working Group meetings held on 31 March 2017, 6 April 2017, 13 April 2017, 28 April 2017 be received.
CARRIED U
Moved from the Chair
175/17 THAT the report of the Lecture Theatres and Timetables Committee meeting dated 3 April 2017 be received.
CARRIED U
Moved from the Chair
176/17 THAT the report of the Health Sciences Divisional Board meeting dated 20 April 2017 be received.
CARRIED U
Moved from the Chair
177/17 THAT the report from the Senate meeting dated 26 April 2017 be received.
CARRIED U
Moved from the Chair
178/17 THAT the reports from the Board Undergraduate Studies meetings dated 5 April 2017 and 3 May 2017 be received.
CARRIED U
Moved from the Chair
179/17 THAT the report from the Continuing Education Grants Panel meeting dated 27 April 2017 be received.
CARRIED U
Moved from the Chair
180/17 THAT the report from the Course Advisory Group meeting held on 1 May 2017 be received.
CARRIED U
EDUCATION COMMITTEE MINUTES
Bryn indicated this was a very good meeting, he summarised confidential discussions for this report.
Moved from the Chair
181/17 THAT the OUSA Education Committee Meeting held on 12 April 2017 be received.
CARRIED U
POSTGRADUATE SOCIETY OF CHRISTCHURCH/OUSA MOU
This MOU formalises aspects of a relationship between PSOC and OUSA. The two organisations will share a common awareness of working together in the interest of University of Otago students in Christchurch.
Moved from the Chair
182/17 THAT the Common Seal be affixed to the Postgraduate Students of Otago Christchurch and the Otago University Students' Association Memorandum of Understanding (April 2017 - January 2018)
CARRIED U
WELLINGTON MEDICAL STUDENTS' ASSOCIATION/OUSA MOU
This MOU formalises aspects of a longstanding relationship between WMSA and OUSA. The two organisations have traditionally shared a common awareness of working together in the interests of University of Otago Students in Wellington.
Moved from the Chair
183/17 THAT the Common Seal be affixed to the Wellington Medical Students Association and the Otago University Students' Association Memorandum of Understanding. (April 2017 - January 2018)
CARRIED U
AFFILIATED CLUBS COUNCIL MEETING MINUTES
Barlow-Groome/Kirby
184/17 THAT the minutes of the Affiliated Clubs Council Meeting held on 28 April 2017 be received.
CARRIED
FINANCE AND EXPENDITURE (FEC) MINUTES
Kirby/Jenkins
185/17 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 5.14pm
CARRIED
Kirby/Guy
186/17 THAT the meeting move out of committee of the whole at 5.19pm
CARRIED
Kirby/Williams
187/17 THAT the minutes of the Finance and Expenditure Meetings held on 4 April 2017 and 2 May 2017 be received the recommendations be approved.
CARRIED
EMPOWERING STUDENTS
There was a request for ideas from the executive if OUSA should give funds to exceptional student groups to run programmes that don't fit under the OUSA grants criteria.
For example some marketing students wanted financial assistance printing flyers to promote healthy living last year. They could apply under this new programme without having to fully affiliate as a club.
Also a Smarter Flatting Group wanted financial assistance with posters last year, also students making a video "Get your mates home safe campaign". Could this be used to assist these initiatives?
There was a global grants goals committee set up last year with similar intentions but this hasn't been used this year. Perhaps if the global grants goals were still going this idea wouldn't be pursued.
Max left at 5.22pm
It was thought this could perhaps replace the charity budget line we presently have.
Hugh left at 5.30pm and relinquished the Chair to William Guy
CHIEF EXECUTIVE OFFICERS' MARCH OPERATIONAL REPORT
Moved from the Chair
188/17 THAT the Chief Executive Officers' March Operational Report be received.
CARRIED U
MANAGERS' MEETING MINUTES
As attached. Debbie outlined the health and safety updates and said there were guidelines on the shared drive.
Green Team initiative - Katrina is keen to get this off the ground. Debbie suggested OUSA could close for the day so staff could volunteer in the community for a day.
Moved from the Chair
189/17 THAT the minutes of the Managers meeting held on 27 April 2017 be received.
CARRIED U
OPERATIONAL DISCUSSION
Moved from the Chair
190/17 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 5.34pm.
CARRIED U
Moved from the Chair
191/17 THAT the meeting move out of Committee of the Whole at 5.55pm.
CARRIED U
William left the meeting at 5.56pm and relinquished the Chair to Cody
Moved from the Chair
192/17 THAT the OUSA 2017 Capital Budget be received and accepted.
CARRIED U
GENERAL BUSINESS
Te Reo classes - Eli said 126 attended the first class, 93 non Maori students.
Free Graduation Photos - Saturday - 9-11am near St David Street Lecture Theatre
Flu jabs - these are still being offered at Student health.
College Presidents - James Heath is holding a meeting of the College Presidents on Wednesday at 7pm in the Evison Lounge.
Meeting closed at 5.58pm