Meeting Minutes
MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 22 AUGUST 2018 AT 3:06PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, James Heath, Norhan El Sanjak, Josh Smith, Umi Asaka, Abigail Clark and Roger Yan
IN ATTENDANCE
Squash Club - Matt Ditchburn, Sophie O’Connell, Jayden Millard, Aynsley Munro and John Harraway. Donna Jones (Minute Secretary), Debbie Downs (Chief Executive Officer), Sam McChesney (Observer) and Sinead Gill (Observer)
APOLOGIES
Tiana Mihaere
Roger Yan for lateness
Norhan El Sanjak and James Heath for leaving early
Moved from the Chair
420/18 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
421/18 THAT the minutes of the executive meeting held on 15 August 2018 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
Wellington student’s rally – the news coverage was good and there appeared to be a good turnout.
SPEAKING RIGHTS
Moved from the Chair
422/18 THAT Sophie O’Connell, Jayden Millard, Aynsley Munro, John Harraway, Donna Jones, Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
SQUASH CLUB
The club members were invited to address the meeting. The Squash Courts situated in the PE School are in need of an upgrade. There has been meetings to discuss doing a basic revamp, a refurbishment or doing major improvements all of which are going to be very costly.
They were asked if they had tried to obtain additional funding from other sources to help but they hadn’t at this stage.
The club expressed how the central location is very good for the squash members, especially for students and losing this would be detrimental as the closest courts are South Dunedin or Kaikorai.
They said the Squash Club attracts students to Otago University as it is the only New Zealand University affiliated club.
There are 160 active member in the club, 72 of which are graded members. There are 8 A grader players at Otago.
Roger arrived at 3.17pm
Heath/J Smith
423/18 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 3.22pm.
CARRIED
Moved from the Chair
424/18 THAT the meeting move out of Committee of the Whole at 3.44pm.
CARRIED U
There will be further discussions and a decision made in the coming weeks.
BLUES & GOLDS PANEL APPOINTMENTS
J Smith/Yan
425/18 THAT Josh Smith, Sarah Taylor, Caitlin Barlow-Groome, Anthony Ritchie, Sze En Watts, Daniel Porter, Amanda Dyer, Matt Ditchburn, Tiana Mihaere and Alex Carr be appointed to the Blues and Golds panel for 2018.
CARRIED
SJS PERFORMANCE ACTIVITY
This was emailed to the executive for noting.
HEALTH SCIENCE INTERNATIONALISATION COMMITTEE & BOARD MINUTES
Asaka/Heath
426/18 THAT the Health Science Internationalisation Committee Report of 12 July 2018 be received.
CARRIED
Asaka/Heath
427/18 THAT the Te Whare Tawharau Advisory Board meeting Report of 26 July 2018 be received.
CARRIED
WELFARE COMMITTEE MINUTES AND REPORTS
Clark/J Smith
428/18 THAT the Equity Advisory Committee report of 31 July 2018 be received.
CARRIED
Clark/J Smith
429/18 THAT the Healthy University Advisory Group (HUAG) report of 14 August 2018 be received.
CARRIED
Clark/J Smith
430/18 THAT the Ethical Behaviour Committee report of 15 August 2018 be received.
CARRIED
Clark/J Smith
431/18 THAT the Otago Tertiary Chaplaincy Trust Board report of 16 August 2018 be received.
CARRIED
REFERENDUM DATES
Meads/S Smith
432/18 THAT the OUSA Executive call for questions from 5 September 2018 until 10 September 2018 to adminvp@ousa.org.nz for the Referendum being held on 8 October 2018.
CARRIED
Meads/S Smith
433/18 THAT the Secretary be directed to call a Referendum from 9am 8 October 2018 and close at 4pm on 11 October 2018.
CARRIED
Meads/S Smith
434/18 THAT the Referendum being held on 8-11 October 2018 be held by electronic means only.
CARRIED
POLICY COMMITTEE MEETING MINUTES
Meads/Clark
435/18 THAT the minutes of the Policy Committee meeting held on 18 August 2018 be received.
CARRIED
Moved from the Chair
436/18 THAT Sinead Gill be granted speaking rights for the duration of this meeting.
CARRIED U
ELECTIONS POLICY & RULES AMENDMENTS
As attached and highlighted.
Moved from the Chair
437/18 THAT Sam McChesney be granted speaking rights for the duration of this meeting.
CARRIED U
James left at 4.25pm
Josh left at 4.36pm
Norhan left at 4.40pm and returned at 4.43pm
3.2 within 20 working days to remain
7.2 resolve the tie by lot
8.1 replace the word rules with policy
8.5 replace the word your with them
11.1 Include the word volunteer
13.2 remove the current clause and combine 13.2 and 13.3 but include current Executive members
Meads/Clark
438/18 THAT the Election Policy (version 10) be put for notice with the amendments.
Abstain: Yan
CARRIED
CHIEF EXECUTIVE OFFICER’S JULY REPORT
Moved from the Chair
439/18 THAT the Chief Executive Officer’s July Report be received.
CARRIED
GENERAL BUSINESS
Executive whereabouts during the holidays – could the Executive please email the Secretary when you will be away during the holidays.
Pō Whakangāhau Kapa Haka performance –
Asaka/Meads
440/18 THAT OUSA congratulate Tiana Mihaere and the Te Roopu Māori group on their fine Pō Whakangāhau Kapa Haka performance this week.
CARRIED
Meeting closed at 4.58pm
Signed: ___________________________________ Date: _________