MINUTES OF THE EXECUTIVE MEETING HELD ON WEDNESDAY 21 MARCH 2018 AT 3.03PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

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

IN ATTENDANCE

Dr Hilary Phipps (Sustainability Manager), William Dreyer (Misuse of Drugs Amendment Bill), Debbie Downs (CEO), Donna Jones (Minute Secretary), Charlie O’Mannin (Critic Reporter) and Laura Cairns (Observer).

APOLOGIES

            Umi Asaka for lateness

            Kirio Birks for leaving early

            Moved from the Chair

137/18 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

138/18 THAT Hilary Phipps, William Dreyer, Laura Cairns, Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

            Norhan and James arrived at 3.04pm

SUSTAINABILITY – SIGNING OF THE SGD ACCORD   “Let’s show the world the way”

Hilary was invited to address the meeting. As the attached documents explain this is to raise aware of the important role that the UN Sustainable Development Goals (SDGs) are playing in communicating about our sustainability transition and progress in helping to show the world the way.

The SDG Accord is the international university and college sector’s collective response to the SDGs. It was launched in 2017.

Here at Otago, a strong commitment to sustainability has been made through the University’s Sustainability Strategic Framework: 2017 – 2021 and associated priority actions.

They are seeking OUSA’s support if the University sign the SDG Accord.  Or challenge the Executive to consider signing the SDG as an association.

Tiana arrived at 3.05pm

Hilary was asked how the goals are being introduced to the framework.

Hilary was thanked for her proposal and Caitlin agreed the executive would get back in touch with her.

SUBMISSION ON THE MISUSE OF DRUGS (MEDICINAL CANNABIS) AMENDMENT BILL

William was invited to address the meeting on their attached submission.  He explained the present terms aren’t explicit enough in regards to terminal and types of illnesses. This submission is asking to extend the scope of the Bill and show compassion – as well as generational change.

The Executive agreed it was good for them to submit on many different issues – showing OUSA’s political engagement.

Umi arrived at 3.24pm

            Moved from the Chair

139/18 THAT the OUSA Executive publicly endorses the Submission on the Misuse of Drugs (Medicinal Cannabis) Amendment Bill.

                                                                                                Asaka:             Abstain

                                                                                                                        CARRIED U

HEALTH AND SAFETY

Debbie announced the Health and Safety Policy was being updated at the moment through the Policy Committee.

MINUTES OF THE PREVIOUS MEETING

            Moved from the Chair

140/18 THAT the meeting of the executive meeting held on 14 March 2018 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

            Harry Evison signage – more information about the content of the signage requested.

            History Book – Donna contacted Philippa with the questions and awaiting reply.

OTAGO UNIVERSITY SNOW SPORTS CLUB

            The gender titles to be neutralised.

            J Smith/Meads

141/18 THAT the constitution of the Otago University Snow Sports Club – OUSSC be amended with the gender neutral alteration.

                                                                                                                        CARRIED

GRANTS MINUTES AND RECOMMENDATIONS

The grants committee have presented amendments to the grants policy to go through the Policy Committee (PolCom), Josh and Sarah Taylor will take the draft amendments to the Affiliated Clubs Council meeting before they go to PolCom.

            J Smith/Birks

142/18 THAT the minutes of the grants round one meeting held on 15 March 2018 be received and the recommendations be approved.

                                                                                                                        CARRIED

FINANCE AND EXPENDITURE COMMITTEE (FEC) MINUTES

            Moved from the Chair

143/18 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 3.36pm.

                                                                                                                        CARRIED U

            Moved from the Chair

144/18 THAT the meeting move out of committee of the whole at 3.41pm.

                                                                                                                        CARRIED U

            Sam expressed the statements in the meeting minutes from the Chief Operations Officer – COO aren’t final.

            S Smith/Yan

145/18 THAT the Finance and Expenditure meeting minutes of 14 March 2018 be received.

                                                                                                                        CARRIED

            Norhan left at 3.42pm

COMMITTEE REPORTS

            Abigail – Welfare Officer presented her reports and input from the Executive as to who would be suitable as the long term appointee on Healthy University Advisory Group to be brought to next week’s meeting please.

            Norhan returned at 3.46pm

            Clark/Birks

146/18 THAT the report from the Ethical Behaviour Committee of 8 March 2018 be received.

                                                                                                                        CARRIED

            Clark/Birks

147/18 THAT the report from the Chaplaincy Board meeting of 8 March 2018 be received.

                                                                                                                        CARRIED

            Clark/Birks

148/18 THAT the report from the Healthy University Advisory Group (HUAG) meeting of 13 March 2018 be received.

                                                                                                                        CARRIED

CHAPLAINCY BOARD RE-APPOINTMENT

            Moved from the Chair

149/18 THAT motion 61/18 be amended to replace Norhan El Sanjak.

            THAT Umi Asaka be appointed to the Chaplaincy Board for 2018.

                                                                                                                        CARRIED U

NATIONAL COUNCIL OF WOMEN APPOINTMENT

This is a national committee with a branch in Dunedin.  Last years’ appointee Lucy Northwood found this beneficial personally. 

The committee meets 7-9pm on the first Wednesday of each month.  Donna will contact them with Norhan’s details.

Moved from the Chair

150/18 THAT Norhan El Sanjak be appointed to the National Council of Women for 2018.

                                                                                                                        CARRIED U

DUNEDIN PRIDE WEEK

How would the Executive like to support and get involved in this week?  It was agreed for Abigail to contact our Queer Support Coordinator Hahna Briggs to get ideas.

HEALTH SCI BIBLE

This booklet has been distributed and sales have gone well we have been told.  OUSA could give feedback to the Authors. No other support decided.

Kirio left at 3.57pm

INTERNATIONALISATION COMMITTEE APPOINTMENT

            Asaka/Heath

151/18 THAT Umi Asaka be appointed to the Internationalisation Committee for 2018.

                                                                                                                        CARRIED

INTERNATIONAL COMMITTEE MINUTES

            Asaka/Clark

152/18 THAT the International Committee meeting (ICOM) minutes of 13 October 2017, 12 February 2018, 26 February 2018, 8 March 2018 and 11 March 2018 be received.

                                                                                                                        CARRIED

REFERENDA DATES FOR FIRST SEMESTER

It is to be noted the Referenda Policy is presently being revised at PolCom and will be presented to the Executive for approval.  If it is passed in the appropriate time frame it could be in force for the next referenda.

Meads/J Smith

153/18 THAT the Secretary be directed to call a Referendum from 9am 14 May 2018 and close at 4pm on 17 May 2018.

                                                                                                                        CARRIED

            Meads/J Smith

154/18 THAT the Referendum being held on 14 May 2018 until 17 May 2018 be by electronic means only.

                                                                                                                        CARRIED

REFERENDA QUESTIONS

            Meads/S Smith

155/18 THAT OUSA give notice inviting the student body to submit questions for the Referenda opening on 16 April 2018 and closing at 4pm on 20 April 2018 to adminvp@ousa.org.nz.

                                                                                                                        CARRIED

POLICIES TO BE SET

            Meads/Asaka

156/18 THAT the Executive Reporting Policy be set.

                                                                                                                        CARRIED

            Meads/Asaka

157/18 THAT the OUSA Policy Committee Terms of Reference be set.

                                                                                                                        CARRIED

FORTNIGHTLY HONORIA PAYMENTS

            Meads/Clark

158/18 THAT subject to OUSA Constitution/Rules and Policy all Executive Officers be paid honoraria fortnightly commencing on the first payroll date of the second quarter.

            (period ending 8 April 2018)

                                                                                                                        CARRIED

ELECTIONS REVIEW COMMITTEE

            Meads/Yan

159/18 THAT Cam Meads, Caitlin Barlow-Groome, Alex McKirdy, Finn Shewell, Joel MacManus, Sarah Elgoran and Sinead Gill be appointed to the Elections Review Committee for period ending 31 December 2018.

                                                                                                                        CARRIED

CHIEF EXECUTIVE OFFICERS’ FEBRUARY REPORT

            Moved from the Chair

160/18 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 4.12pm.

                                                                                                                        CARRIED U

            Moved from the Chair

161/18 THAT the meeting move out of Committee of the Whole at 4.14pm.

                                                                                                                        CARRIED U

            Moved from the Chair

162/18 THAT the Chief Executive Officers’ February Reports be received.

                                                                                                                        CARRIED U

GENERAL BUSINESS

Massey University Students’ Association: MUSA – are sending a submission on changes to the Employment Relations Bill.  Does OUSA want to support this submission?  Caitlin will send the document around to the executive.  This could go on our Facebook and website gauging student opinion. 

Council of NZ International Students’ Association: NZISA – Umi requested permission to share information with this Assn.

Congratulations – and well done to Umi Asaka and Paul Gourlie on their successful International Race Relations Day gathering in the Main Common Room on 21 March 2018.

Hope Walk & March for our Lives protest – Both on Saturday starting at 11am.  James will organise to carry the OUSA banner for the Hope Walk.

Meeting closed at 4.22pm

Signed: ___________________________________            Date: _________