Minutes of the Standing Committee
MINUTES OF THE STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD
ON WEDNESDAY 27 JUNE 2018 AT 3.03PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Caitlin Barlow-Groome (Chair), Cam Meads, Sam Smith, Josh Smith and Kirio Birks
IN ATTENDANCE
Donna Jones (Minute Secretary), Debbie Downs (Chief Executive Officer) and Charlie O’Mannin
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc326/18 THAT Josh Smith and Kirio Birks be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
APOLOGIES
Abigail Clark and James Heath
Moved from the Chair
sc327/18 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Meads/S Smith
sc328/18 THAT the minutes of the Standing Committee Meeting of the Executive be accepted as a true and correct record.
CARRIED
MATTERS ARISING
NZUSA update – this will be discussed at the next meeting when more of the executive are in attendance.
SPEAKING RIGHTS
Moved from the Chair
sc329/18 THAT Donna Jones, Debbie Downs and Charlie O’Mannin be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Nothing to report this round.
EXECUTIVE QUICK ROUND UP
A brief roundup.
CHIEF EXECUTIVE OFFICERS’ MAY REPORT
Moved from the Chair
sc330/18 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 3.08pm
CARRIED U
Moved from the Chair
sc331/18 THAT the meeting move out of Committee of the Whole at 3.14pm
CARRIED U
OUSA ASEZ CLUB AFFILIATION
There has been queries about this affiliation. Josh to talk to the Clubs and Societies Manager and report back to the Executive.
AFFILIATIONS
Latino Students’ Association – to amend their Facebook post from message to public post.
J Smith/S Smith
sc332/18 THAT the Latino Students’ Association be affiliated to OUSA with the above amendment.
CARRIED
J Smith/Birks
sc333/18 THAT the Otago University Dive and Spa Association be affiliated to OUSA.
CARRIED
WELFARE COMMITTEE MINUTES AND REPORTS
Moved from the Chair
sc334/18 THAT the minutes from the Welfare Committee meeting held on 31 May 2018 be received.
CARRIED U
Moved from the Chair
sc335/18 THAT the reports from the Ethical Behaviour Committee 31 May 2018, Healthy University Advisory Group 12 June 2018 and Otago Tertiary Chaplaincy Board 14 June 2018 be received.
CARRIED U
COLLEGES COMMITTEE MINUTES
Meads/J Smith
sc336/18 THAT the minutes from the Colleges Committee Meeting held on 25 June 2018 be received.
CARRIED
CLUB CONSTITUTIONAL AMENDMENT
The Society of Student Entrepreneurs SSE wish to amend their constitution. They don’t comply with the affiliation policy as they only have four members so won’t make quorum. Also it is to be checked if they have been previously affiliated. Josh will consult with Sarah to check with the club.
POLICIES FOR NOTICE
The Capital Expenditure Policy – tracked changes copy to be supplied and put up on the website. Sam to oblige.
S Smith/J Smith
sc337/18 THAT the Capital Expenditure Policy, Appointments Policy and Delegated Authorities Policy be put for notice.
CARRIED
GENERAL BUSINESS
Association Secretary on leave 28th and 29th June 2018.
Next Executive meeting will probably be next Wednesday 4 July 2018 at 3pm to hear the second quarter reports, however this will be confirmed by Caitlin after liaising with the Executive on their whereabouts.
EXECUTIVE POWERS
Moved from the Chair
sc338/18 THAT the powers of the Standing Committee be delegated back to the Executive henceforth.
CARRIED U
Meeting closed at 3.30pm
Signed: ___________________________________ Date: _________