Meeting Minutes
MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 19 SEPTEMBER 2018 AT 3:01PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Sam Smith, James Heath, Abigail Clark, Umi Asaka, Norhan El Sanjak, Roger Yan, Tiana Mihaere and Cam Meads
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Joel MacManus (Critic Editor), Charlie O’Mannin (Critic News Editor), Sinead Gill (PostGrad’ candidate) and Dermott Frengley (PostGrad’ candidate)
APOLOGIES
Cam Meads for lateness
Moved from the Chair
468/18 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETINGS
Moved from the Chair
469/18 THAT the minutes of the executive meeting held on 12 September 2018 be accepted as a true and correct record.
CARRIED U
Moved from the Chair
470/18 THAT the minutes of the executive meeting held on 17 September 2018 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
Abigail said she had a late Referendum question she wanted to submit. Caitlin will speak with Cam as the timeline is very tight and many questions have already gone out for submissions.
SPEAKING RIGHTS
Moved from the Chair
471/18 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
Tiana arrived at 3.05pm
GRANTS POLICY FOR NOTICE
As attached. The changes are:-
- Special Grants – have been removed
- Grants have to be picked up within 30 days
- If an individual student is applying for a grant to attend a conference they must demonstrate that their attendance will benefit the student body and the wider community.
- University Tertiary NZ – removed.
- Final grants round has been added if there is surplus money.
Clark/Yan
472/18 THAT the Grants Policy version 13 be put for notice
CARRIED
RA DISCUSSION
El Sanjak/Asaka
473/18 THAT the meeting move into committee of the whole for reasons of commercial sensitivity.
CARRIED U
Cam arrived at 3.14pm
Moved from the Chair
474/18 THAT the meeting move out of committee of the whole at 3.21pm.
CARRIED U
Norhan and Roger will request a meeting with James Lindsay ASAP to discuss this further and work on a plan going forward to support RA’s.
SQUASH COURTS
As attached there are four options being considered for the future of the Squash Courts. Sam advised there has been a lot of consultation with the Squash Club and the decision isn’t easy. OUSA has also met with the University.
The lease agreement is being looked at by OUSA and will make sure they investigate if there are any trade-offs with the University.
There was a clear consensus the Executive were sorry for the club and students but keeping the courts isn’t a viable option.
S Smith/Mihaere
475/18 THAT OUSA moves to forfeit the Squash Courts on 51 Union Street, Dunedin to the University of Otago as of 31 December 2018.
CARRIED
HEALTH AND SAFETY
Debbie advised addition of Major Hazard Facility information as provided under changing Work safe legislation by BP gas facility opposite the OUSA Aquatic Centre on Magnet Street.
GENERAL BUSINESS
Te Roopu Māori Funding change – There will be a Hui at the TRM Whare on Friday at 5.30pm. Tiana has emailed a document to all TRM members and the OUSA Executive.
Cultural Clubs Wine and Cheese – Umi would like to invite the current and new Executive to this function on 29 September at the Lonestar.
Art History petition – James advised there are many signatures being collected thus far. This will go to a senate meeting on 26 September. Could the petition be shared on the OUSA Facebook page once the elections are over? Caitlin will follow this up.
OUSA Elections – 2722 students have voted at last count but Caitlin is urging the Executive who aren’t already helping to get out and push for more votes on the last day tomorrow.
Meeting closed at 3.38pm
Signed: ___________________________________ Date: _________