MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 7 MARCH 2018

AT 3.06PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

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

IN ATTENDANCE

Donna Jones (Minute Secretary), Charlie O’Mannin (Critic Reporter), Debbie Downs (Chief Executive Officer), Rachel Currie (University Engagement Coordinator), Karyn Thomson (Director of Student Services), Guy McCallum (Observer) and Laura Cairns (Observer)

APOLOGIES

            James Heath for lateness

            Moved from the Chair

101/18 THAT the above apology be accepted.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

102/18 THAT Donna Jones, Debbie Downs and Rachel Currie be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

EXECUTIVE QUICK ROUND UP

            There are many events and meetings happening with the Executive.

MINUTES OF THE PREVIOUS MEETING’S

            Moved from the Chair

103/18 THAT the minutes of the Executive meeting held on 16 February 2018 be accepted as a true and correct record.

                                                                                                                        CARRIED U

            Moved from the Chair

104/18 THAT the minutes of the Executive meeting held on 28 February 2018 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

Executive Budgets – Sam is still waiting on a couple to come through.  Please go and have a chat with him if there needs to be some clarification or assistance.

AFFILIATION

The Yu-Gi-Oh Club amended constitution was circulated to the Executive as requested.

            Smith/Yan

105/18 THAT the Yu-Gi-Oh Club be affiliated to OUSA.

                                                                                                                        CARRIED

BOARD OF GRADUATE STUDIES REPORT

            Birks/Smith

106/18 THAT the Board of Graduate Studies (BoGS) report dated 8 February 2018 be received.

                                                                                                                        CARRIED

GRANTS PANEL APPOINTMENTS

            It was requested that the Admin’ Vice President be appointed to the panel this year.

            A discussion to be held about cultural and Maori representation on this in future.

            J Smith/S Smith

107/18 THAT Cam Meads, Josh Smith, Sarah Taylor, Caitlin Barlow-Groome, Sam Smith, Hamish Darling, Alex Carr, Geoff Simons and Daniel Porter be appointed to the Grants Panel for 2018.

                                                                                                                        CARRIED

RATE MY FLAT

            A ‘rate my flat’ website was set up in 2011 by students who have since moved on.

Would OUSA be interested in helping out to get this powerful tool for students up and running again? Remembering though, a lot of work is required to do this.

Someone suggested NZUSA would be a good organisation to push this.

Abigail will go back to the students and obtain costings etc and report back.

PRESIDENT’S FEBRUARY REPORT

The meeting enquired about the ‘Good One’ project. It is going well! An employee will be working on the website and social media.  Four groups have registered their parties thus far.

Moved from the Chair

108/18 THAT the President’s February report be received.

                                                                                                                        CARRIED

POLICIES TO BE SET

            Meads/J Smith

109/18 THAT the OUSA Elections Review Committee terms of reference be set.

                                                                                                                        CARRIED

Meads/Clark

110/18 THAT the Constitutional Review Committee terms of reference be set.

                                                                                                                        CARRIED

SHARE REPRESENTATIVE

Abigail has met with Melanie Beres from the Te Whare Tawharau: Sexual Violence Support and Prevention Centre regarding an advisory group being set up with an OUSA Representative appointed.

James arrived at 3.38pm

Moved from the Chair

111/18 THAT Abigail Clark be appointed to the SHARE – Sexual Harassment and Assault – Response and Education Advisory Board.

                                                                                                Abstain:           Heath

                                                                                                                        CARRIED U

            Moved from the Chair

112/18 THAT Umi Asaka be appointed to the Te Whare Tawharau: Sexual Violence Support and Prevention Advisory Board.

                                                                                                Abstain:           Heath

                                                                                                                        CARRIED U

POLICY COMMITTEE (PolCom) MINUTES

            Policy Committee terms of reference

            “General Manager…” in clause 2.1 be amended to read “Chief   Executive Officer.”

 Services…” be removed in clause 3.1.3 to now read “The OUSA Finance Officer.”

“The OUSA General Manager” in clause 3.1.4 be amended to read “The OUSA Chief Executive Officer.”

            Meads/Heath

113/18 THAT the Policy Committee terms of reference be put for notice with the above amendments.

                                                                                                                        CARRIED

            Executive Reporting Policy

            clause 3.1 be amended to read “Honoraria shall be paid at the frequency stipulated by a Resolution of the Executive.”

            clause 5.1 be removed.

section 4 be renamed to read “Report Requirements.”

sub-clause 4.1.1 and sub-clause 4.1.2 be removed.

clause 4.1 (will become 4.2), in its current format, be amended to read “The reports of the Post Graduate Officer, the International Officer, the Recreation Officer, the Campaigns Officer, and the Colleges Officer shall be no more than 2000 words.”

clause 4.1 be added to read “All reports shall be set in the format

prescribed by the Report Template Document.”

clause 5.2.1 and 5.2.2 be removed.

clause 5.2, in its current format, be amended to read “The reports of the

Administrative Vice President, the Finance Officer, the Education Officer,

and the Welfare Officer shall be no more than 2750 words.”

clause 5.2 become clause 4.3.

clause 5.3.1 and 5.3.2 be removed.

clause 5.3, in its current format, be amended to read “The report of the

President shall be no more than 3500 words.”

clause 5.3 become clause 4.4

clause 6.7 be amended to read “Should the reports of the President,

Administrative Vice President, Finance Officer, Education Officer or

Welfare Officer fail to pass when considered, their honorarium shall be

suspended until a report is re-submitted and passed by the Executive.”

Meads/Clark

114/18  THAT the Policy Committee terms of reference be amended as above and put for notice, re-numbering accordingly.

                                                                                                            CARRIED

              Meads/Birks

115/18   THAT the Policy Committee Meeting minutes of 28 February 2018 be received.

                                                                                                            CARRIED

FINANCE AND EXPENDITURE MINUTES

            S Smith/J Smith

116/18 THAT the minutes of the Finance and Expenditure Committee (FEC) meeting held on 28 February 2018 be received.

                                                                                                            CARRIED

POLITICAL SENSITIVITY IDEAS

Moved from the Chair

117/18 THAT the meeting move into committee of the whole for reasons of personal privacy at 3.48pm.

                                                                                                                        CARRIED U

            Moved from the Chair

118/18 THAT the meeting move out of committee of the whole at 4.23pm.

                                                                                                                        CARRIED U

GUESTS: KARYN THOMSON AND RACHEL CURRIE

            There was a confidential update on the CCTV cameras which will be elaborated on at a later date.

GENERAL BUSINESS

            International Student Officer Congratulations -

            Meads/Birks

119/18 THAT Umi Asaka and her International Committee be congratulated on a fantastic International Cultural Wine and Cheese evening.

                                                                                                                        CARRIED

            Association Secretary Absence – the Secretary advised she is away on Thursday and Friday.

            International Student Officer will be absent for two weeks later in the term.

            Welfare Officer absent – 4-10 April.

            Strategic Planning meeting – tomorrow.  What stakeholders do we want to engage with? 

            Enviro’ Week – Sustainability too - please get your ideas for this week to James. 

            Heath/J Smith

120/18 THAT OUSA congratulate Associate Professor Tim Cooper on his appointment to CUAP: Committee on University Academic Programmes.

                                                                                                                        CARRIED

            Submission – James advised he will be writing a submission on the Humanities Division restructuring.

Meeting closed at 4.30pm

Signed: ___________________________________                                    Date: _________