MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 5 AUGUST 2019 AT 9.16AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

James Heath (Chair), Georgia Mischefski-Gray, Bonnie Harrison, William Dreyer, Ben McCook-Weir, Matthew Schep, Josh Smith, MaryJane Kivalu, Jack Manning and Kerrin Robertson-Scanlon.

IN ATTENDANCE

Donna Jones (Minute Secretary), Ben Baker (Returning Officer), Sinead Gill (Critic Reporter), Daniel Stride (Observer) and Charlie Hilton (Critic Editor).

APOLOGIES

            Taylor Terekia

            Moved from the Chair

320/19 THAT the above apology be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

321/19 THAT the minutes from the executive meeting held on 29 July 2019 be accepted as a true and correct record.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

322/19 THAT Donna Jones, Ben Baker, Daniel Stride and Sinead Gill be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

RETURNING OFFICERS’ REPORT

Ben was invited to address the meeting and he then asked for questions.  He remarked it was a quiet By Elections but some issues needed addressed.

The data the University supply hasn’t been up to date.  9 students said they couldn’t vote, the Secretary stressed though they have to let us know so we can double check why at the time, but a couple of them weren’t on the list provided.

The rules haven’t moved with the introduction of social media etc so updating needed.   It was suggested also a clearer do’s and don’ts list be included.

Clause 9.2 - Clarification was asked about ‘using university lists’ causing spam.  Are our clubs and societies lists included in this?  It wasn’t in previous years but the rules ubiquitous so this needs to be clearer. Josh and Georgia will look into this and report back to Exec.

Somehow the results were accessed online before they were announced.  This has been fixed now.

Kerrin arrived at 9.35am

The change of Post Graduate voting allowing finalists to vote can’t be used in a By election especially at the beginning of the year as the University don’t have this information this early.  This rule would have to be for main Elections only and the rules changed to reflect this.

Moved from the Chair

323/19 THAT the By Election Report for Administrative Vice President, Post Graduate Officer and Campaigns Officer (July) be received.

                                                                                                                        CARRIED U

OUSA UPDATE

            James gave an update in Debbie’s absence:

• Student Support Centre Terms of Reference sent around for feedback
• CFBF tickets going well already
• Diversity Week has been popular but a couple events were in low attendance
• Enviro’ week was a great successful. 

OUSA OPERATION FOX

The planning is well underway and we are over capacity for the buses.  We intend to leave outside Clubs and Socs at noon on Friday 9^th and return late on Sunday evening.   Donations have come in from various groups and businesses have offered to provide some food on the way over and back. 

DOC are on track to complete the clean-up before the August rains come so hopefully we can assist to complete this task. 

The organising of this trip has been amazing.  Well done James and team.

COMMITTEE APPOINTMENTS

            Manning/Schep

324/19 THAT Benjamin McCook-Weir be appointed as ex officio member of the Colleges Committee for 2019.

                                                                                                                        CARRIED

            Robertson-Scanlon/Manning

325/19 THAT Benjamin McCook-Weir be appointed to the Welfare Committee for 2019.

                                                                                                                        CARRIED

            Robertson-Scanlon/Manning

326/19 THAT Matthew Schep be appointed to the Welfare Committee for 2019.

                                                                                                                        CARRIED

MEMORANDUM OF UNDERSTANDING OUSA/OPA

            As attached for consultation.

1. 1. Include wider references.  Defined by the University.

2.2 include or OPA or Postgraduate representative

4.1 James to consult on this.  Discuss a way forward with Marketing and Comm’s

This will be brought back to another Executive meeting.

PROPOSED CONSTITUTIONAL CHANGES

            Two copies of the constitution and rules with proposed changes were attached.

            The meeting went through the proposed changes and discussed them thoroughly.

            Josh left at 10.05am

            Josh returned at 10.06am

• Should we include Te Tiriti o Waitangi and Te Roopū Māori section?

Consultation with Te Roopu Maori and other Maori groups will be had before a decision is made.

• Changing the title life member to special member, especially pertaining to life members. 
• Reporting of Exec and remuneration.  It was suggested a brief fortnightly report be submitted by the Exec.  Then discussion agreed to keep the quarterly reports
• Policy – setting policy without notice should be by unanimous vote.  Agreed to change this as presently say special resolution.
• Should the Strict Committee be used for extreme scenarios?  It was discussed if Committee of the Whole not be used in future and allowing perhaps the CEO and Association Secretary to remain in certain circumstances.  Some were opposed to removing Committee of the Whole.

Meeting closed at 12.30pm

Signed: ___________________________________                        Date: _________