Meeting Highlights
MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 31 JANUARY 2018
AT 3.06 PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, Abi Clark, James Heath, Kirio Birks, Tiana Mihaere and Roger Yan
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Joel McManus (Critic Editor), Donna Jones (Minute Secretary) and Charlie O’Mannin (Critic Sub-Editor)
APOLOGIES
Umi Asaka, Josh Smith and Norhan El Sanjak
Moved from the Chair
24/18 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
25/18 THAT Debbie Downs, Donna Jones, Joel McManus and Charlie Hilton be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No incidents to report
EXECUTIVE QUICK ROUND UP
A busy team working hard.
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
26/18 THAT the minutes of the Standing Committee Meeting held on 17 January 2018 be accepted as a true and correct record.
CARRIED U
STUDENT JOB SEARCH STATISTICS
As attached.
Moved from the Chair
27/18 THAT the SJS statistics for December 2017 – January 2018 be received.
CARRIED U
INTERNAL COMMUNICATIONS
Caitlin wanted to recap on the communication methods used between the Executive to check everyone was happy. Emails are better for more in-depth communication and Slack: (the foundation for teamwork) for the lesser.
CAPPING CHARITY 2018
Sophie Elliott Foundation Silverline Otago
Women’s Refuge CACTNZ -Community/arts & circus Trust
Rainbow Youth Movember Foundation (NZ)
After requesting the Executive to submit their choices it was narrowed down to three.
Movember, Sophie Elliott Foundation and Women’s Refuge.
Choosing a local focus especially including students was preferred. The Executive would like to throw events in and around Dunedin to promote the chosen charity.
It was agreed to wait until the full executive were consulted on who the Charity will be decided. Cam will email all the Executive for their final choice and submit to the next meeting.
DIVISIONAL BOARD APPOINTMENTS FOR 2018
Heath/Birks
28/18 THAT Sam Smith be appointed to the Commerce Divisional Board for 2018.
` CARRIED
Heath/Birks
29/18 THAT Kirio Birks be appointed to the Health Sciences Divisional Board for 2018.
CARRIED
Heath/Birks
30/18 THAT Roger Yan be appointed to the Humanities Divisional Board for 2018.
CARRIED
Heath/Birks
31/18 THAT Abigail Clark be appointed to the Sciences Divisional Board for 2018.
CARRIED
WELFARE COMMITTEE (WELCOM) APPOINTMENTS
Clark/Meads
32/18 THAT Abigail Clark, Caitlin Barlow-Groome, Umi Asaka, Kirio Birks, Roger Yan, Sophie Graham, Francesca Dykes, Rachel Hutchison, Finn Shewell, Finn Allerston, Tanya Findlater, Andrew Rudolph, Shinead Gill and Keely Ranga be appointed to the Welfare Committee for 2018.
CARRIED
FINANCE AND EXPENDITURE (FEC) APPOINTMENTS
Smith/Clark
33/18 THAT Sam Smith (Chair), Debbie Downs, Caitlin Barlow- Groome, James Heath and Cam Meads be appointed to the Finance and Expenditure Committee for 2018.
CARRIED
O’WEEK DISCUSSIONS
Caitlin advised the meeting of the events the Executive will be involved in:
- Glass ban – Good one initiative
- RU OK attendance at events – you must be trained first
- Tent City – 3 days on the Museum Reserve – 9am – noon. Caitlin is compiling a roster
- Thursdays in Black – Abigail is devising a plan for this stall at tent city
- Sports Day – Good day to watch the Colleges enjoy fun sporting competition
THE SHIELDED SITE PROJECT
As attached. This is an online tool created by Women’s Refuge for victims of abuse can access information and support. James would like permission for a link to be added to the OUSA website. http://shielded.co.nz/ Marketing and Communications will be consulted on this and it was suggested a conversation with the University could be had to get them on board as well.
NZUSA
Caitlin, Sam and Abigail attended a conference over the weekend in Wellington. A written report will be submitted later.
NZUSA have set up two new committees. There has been a five year strategic plan developed – especially good looking at values, Caitlin will send this plan around to the Executive.
A firmer relationship with Te Mana Akonga National Maori Uni Students Association this year.
Tertiary Women New Zealand – OUSA Executive to put forward a woman to get involved with the TWFG.
CHIEF EXECUTIVE OFFICERS’ OPERATIONAL REPORT
Moved from the Chair
34/18 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 3.57pm.
CARRIED U
Roger left at 4.01pm
Roger returned at 4.03pm
UNIVERSITY TERTIARY SPORT NEW ZEALAND
Moved from the Chair
35/18 THAT the meeting move out of Committee of the Whole at 4.06pm
CARRIED U
Moved from the Chair
36/18 THAT the Chief Executive Officers’ December 2017 report be received.
CARRIED U
GENERAL BUSINESS
NZUSA elections 2017 –
Caitlin asked to take leave from the Chair to take part in the debate and Cam resumed the Chair at 4.07pm.
It had been brought to Caitlin’s attention that there are concerns with the voting process at the NZUSA Congress last year. Caitlin had cast a vote on behalf of the executive and the Executive had passed a motion endorsing a particular candidate, however she split the final vote between two candidates.
An executive member requested that there be a formal written apology to the three parties involved (the candidate, the 2017 Executive and the 2018 Executive) as an acknowledgement to the people personally.
It was stated this was not done with bad intent and Caitlin’s intentions were for the best interest of students and OUSA, however there was a directive from the executive that wasn’t followed.
Barlow-Groome/Mihaere
37/18 THAT Caitlin Barlow-Groome apologises for splitting her vote at congress even though the 2017 executive had endorsed a particular candidate.
Clark: Against
Yan, Birks, Heath: Abstain CARRIED
Going forward it was discussed that any issues be dealt with at the time and improved verbal communication. Should there be an internal complaints process?
Meeting closed at 4.26pm
Signed: ___________________________________ Date: _________