Executive Meeting Minutes

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10th April 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON MONDAY 10 APRIL 2017AT 4.05PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), William Guy, James Heath, Bryn Jenkins, Eli Toeke, Cody Kirby, Max Chan, Caitlin Barlow-Groome, Eden Iati and Danielle Pope
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Jonathan Gee (NZUSA President), Lucy Hunter (Critic Editor), Joe Higham (Critic Deputy Editor) and Donna Jones (Minute Secretary)
APOLOGIES
Lucy Northwood
Danielle Pope for lateness
Moved from the Chair
137/17 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
138/17 THAT Debbie Downs, Jonathan Gee, Lucy Hunter, Joe Higham and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
139/17 THAT the minutes of the executive meeting held on 3 April 2017 be accepted as a true and correct record.
CARRIED U
HEALTH AND SAFETY
No health and safety issues to report.
NZUSA PRESIDENT
Jonathan (Jono) Gee is in Dunedin as part of his national campus tour. He was welcomed and then invited to address the meeting.
Jono expressed how keen he was to meet everyone and ensure NZUSA was in touch with its constituents and maintain good communication. He ran for this position to create a change for students and encourage students to vote in the national elections.
He emphasised they are the national voice for all university and polytechnic students, even though local students associations represent the local students in their areas.
He was keen to be proactive with all the students associations especially with the national elections in September. NZUSA is non-partisan to all political parties Jono said.
It is NZUSA’s job to lobby the government for policy change at a national level. NZUSA has research to back student associations. He has an open door policy and hopes people will contact regularly.
NZUSA are hoping to compile a monthly newsletter and to share.
Eli asked how the relationship was with Te Mana Akonga now as it had been a bit fragile in the past. Jono said he was building a better relationship with them.
Eden out at 4.24pm
Income and Expenditure Booklet – As distributed - NZUSA has released this booklet to highlight the income and expenditure of all students in NZ.
Jono said there has been some good publicity around the release of this booklet.
Eden returned at 4.26pm
CHIEF EXECUTIVE OFFICERS’ FEBRUARY REPORT
Moved from the Chair
140/17 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 4.35pm.
CARRIED U
Moved from the Chair
141/17 THAT the meeting move out of Committee of the Whole at 4.37pm
CARRIED U
Moved from the Chair
142/17 THAT the Chief Executive Officers’ February Operational Report be received.
CARRIED U
HONORARIUM WORKING PARTY TERMS OF REFERENCE
Should the working party have a wider scope and further discussions as this is a large project?
There was discussions about the position descriptions being outdated and more clarity needed around the positions. The hours worked by some execies fluctuate from time to time, so they shouldn’t be penalised. Other student association have a system where there is a two weekly report written and submitted to a committee.
No report – no payment.
This has been deferred for further consultation.

AFFILIATION
Add the text in clause 11.2
Barlow-Green/Toeke
143/17 THAT the Spanish Guitar Club be affiliated to OUSA with the amendment to clause 11.2 to their constitution.
CARRIED
GRANTS POLICY
William suggested this policy remain on notice for a further five working days as it wasn’t publicised on any OUSA social media sites as requested and may not have covered sufficient students.
CAMPAIGNS OFFICERS’ REVISED REPORT
Eden attached her revised report as requested and invited questions.
APPOINT AN INDEPENDENT ARBITRATOR
It was explained that the Secretary appoints an Independent Arbitrator to hear appeals against decisions made by the Returning Officer. The Secretary has been in touch with Prof Roth who is happy to cover this position for the year.
Moved from the Chair
144/17 THAT the Secretary appoint Prof Paul Roth as the Independent Arbitrator.
CARRIED U
ANZAC DAY UPDATE
Arrangements are well underway. Eden is the MC and James Heath is doing a reading. Hugh and Eli will both be doing a reading. Stephanie Simpson a student here at Otago attended Gallipoli and gave a speech there has been invited to speak at our service.
Bryn, Caitlin, Danielle, Max and Lucy have offered to be flag and banner bearers.
The service will now be held in the pathway area outside the Staff Club owing to the Clocktower being covered in scaffolding.
NZ INTERNATIONAL STUDENTS’ ASSOCIATION PROPOSAL
As attached. Max addressed the meeting to explain this association’s proposal. Their vision below:
“We will work to ensure that the unique perspectives, challenges, diverse opinions and common experiences of international students are given a voice and advocated for when education policies are set”.
There is an opportunity to build a system which internalises the international student voice.
These people want recognition to provide data and research for international students.
NZUSA and NZISA are keen to work together. They share the same interests.
INTERNATIONAL COMMITTEE MINUTES
Moved from the Chair
145/17 THAT the minutes of the International committee meeting held on 27 March 2017 be received.
CARRIED U
YOUTH ENGAGEMENT PARTICIPATION ONE-DAY WORKSHOP
As attached. There is a youth engagement participation workshop being held on 29 April 2017, 9.30am – 4pm at Arai Te Uru Marae, 23 Shetland Street, Wakari.
Make an App for youth. This is an interactive workshop to seek to understand the barriers youth face in using social services and will seek help in finding solutions to these barriers. You will assist with the development of an online tool that will make social services information more accessible for youth.
Max Chan has registered to attend. See the Facebook page to register.
RELAY FOR LIFE
Congratulations to the Cancer Society on a well-run event. At the end of the evening $94.000 was raised and they were still collecting money.
The OUSA team were thanked and congratulated for winning the ‘best costume’ with the green debt monsters. Thanks to Emma Anderson – Events Co-ordinator for setting up and helping keep us all warm.
Hugh thanked the Rotaract members for assisting Bryn with the Milo distribution. Your assistance was very much appreciated and a thank you card was given to them.
GENERAL BUSINESS
Education Committee – any reports for submission please get them to Bryn by Wednesday as the first meeting is at 5pm.
Exec future planning – it was suggested there will be a catch up and brainstorm session in the Bull-pen office after the after the 25th April. Any ideas please post on the executive Face Book.
President absence – Hugh notified the exec he will be away over
Easter and the following Wednesday and Thursday.
STANDING COMMITTEE
Moved from the Chair
146/17 THAT the powers of the Executive be delegated to the Standing Committee of the Executive hence forth sine die
CARRIED U
Meeting closed at 4.57pm