Executive Meeting Minutes

Meeting Archive

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17th October 2016
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17th October 2016

MINUTES OF THE STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD ON IN THE CLUBS AND SOCIETIES CENTRE, ROOM 5 ON MONDAY 17 OCTOBER 2016 AT 4.33PM

PRESENT
Laura Harris (Chair), Jarred Griffiths, Jesse Hall, Alexia Cochrane, Bryn Jenkins, William Guy, Rachel Goh and Mariana Te Pou

CO-OPT
Moved from the Chair
sc342/16THAT Mariana Te Pou, William Guy and Rachel Goh be co-opted onto the standing committee of the executive for the duration of this meeting.
CARRIED U

IN ATTENDANCE
Kyla Mullen (Returning Officer), Amelia & Imogen Leaper (Observers), Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Hugh Baird (President elect), Danielle Pope (Welfare Officer elect), Max Chan (International Officer elect)

SPEAKING RIGHTS
Moved from the Chair
sc343/16THAT Kyla Mullen, Debbie Downs, Donna Jones, Hugh Baird, Danielle Pope
Max Chan be granted speaking rights for the duration of this meeting.
CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc344/16THAT the minutes of the Standing Committee meeting held on 7 October 2016 be
accepted as a true and correct record.
CARRIED U

RETURNING OFFICERS' REPORT
Kyla was invited to address the meeting. She explained she had included all the information in her report and invited questions. She was happy to clarify anything via her email if this was going to be helpful.
The meeting was very satisfied with her report and her expertise during the elections. There had been one meeting with a couple of the Executive members and the Association Secretary to discuss some recommendations going forward.

Moved from the Chair
sc345/16THAT the Returning Officers' reports for the OUSA 2017 Executive Elections be
received.
CARRIED U
Moved from the Chair
sc346/16THAT Kyla Mullen be thanked for her hard work as Returning Officer for the OUSA
Elections.
CARRIED U

GRANTS COMMITTEE MINUTES AND RECOMMENDATIONS
Guy/Griffiths
sc347/16THAT the minutes from the Grants Panel Meeting held on 7 October 2016
be received and the recommendations be approved.
CARRIED

STUDENT GENERAL MEETING (AGM included) MINUTES
There needs to be an incentive to get more students to get involved in these meetings.
The motion moved to include the OUSA Coat of Arms (Crest) is now policy. Donna has sent a copy to Marketing and Communications and they have set it up on trello.
Griffiths/Guy
sc348/16THAT the minutes from the Student General Meeting (including Annual General
Meeting) held on 5 October 2016 be received.
CARRIED

CORRESPONDENCE TO HELP IMPROVE SGM'S
There was a letter received from a PhD student Kieran Ford suggesting ways to improve student democracy. There was a meeting with Kieran Ford, Donna Jones and some Executive members to share his suggestions as attached. He is very keen to be involved next year.
Griffiths/Guy
sc349/16THAT the correspondence from Kieran Ford -Improving Student Democracy be
received.
CARRIED

EXECUTIVE 2016 LAST DAYS & DATES FOR HANDOVER
Laura asked the executive to notify her when they intended leaving Dunedin for the year. Any handover document should be completed by 16 December 2016. It was noted the fourth quarter report due 24 November would be a helpful handover document.
The reporting policy states - The last report by an Executive Officer for any given year shall have an additional 500 words for recommendations for future holders of that position.

INCOMING PRESIDENTS' TRAINING AND HANDOVER
As the attached memo suggests Hugh was hoping to 'get his feet under the desk' and get a head start for next year. The Secretary was asked to explain how this has worked in the past. There used to be money in the budget for the incoming President to stay in Dunedin and get started. This hasn't happened every year but was used periodically. Hugh was keen to meet University staff and stakeholders as soon as possible.
How would accountability be measured if Hugh was to be paid?
Laura doesn't want confusion with staff if Hugh was in attendance as she has projects to complete yet. She is happy to facilitate any handover with Hugh. There isn't a line in the budget for this. However, the Finance Officer could shuffle amounts around if this was agreed.
NZUSA are offering training for incoming Presidents and Laura will advise Hugh when this is happening.
It was recommended that Hugh investigate the primary responsibilities of the role in conjunction with the Executive and other stakeholders.
The period for this work would be 25 November 2016 until December closedown.
Moved from the Chair
sc350/16THAT the memorandum from Hugh Baird (17/10/16) be received and he be trained
without remuneration.
An amendment to the motion was then put:
Griffiths/Guy
sc351/16THAT the memorandum from Hugh Baird (17/10/16) be received and he be trained
and remunerated for this period.
FAILED
The original motion (350/16) was then put:
CARRIED

It was agreed that Hugh will be supported by the Executive and staff in the process of
handover.

COMMITTEE OF THE WHOLE
Te Pou/Cochrane
sc352/16THAT the meeting move into committee of the whole for reasons of commercial
sensitivity at 5.15pm
CARRIED
Guy/Griffiths
sc353/17THAT the meeting move out of committee of the whole
CARRIED

FINANCE OFFICERS' FINANCIAL REPORT
Moved from the Chair
sc354/16THAT the Finance Officers' August Financial Report be received.
CARRIED U

QUALITY ADVANCEMENT PANEL FOR UNIVERSITY FLATS
It was requested that section 2 a) ii be worded firmer and for a clear statement on the level of insulation we require.
Also, section 2 a) iii - to be amended to suggest to the University a timeline of the upgrades to insulation.
Moved from the Chair
sc355/16THAT the Quality Advancement Panel for university Flats document be received with the above amendments.
CARRIED U

GENERAL BUSINESS
Critic's ASPA Awards -
Griffiths/Jenkins
sc356/16THAT OUSA congratulate the Lucy Hunter and Joel McManus on their recent
awards at the Aotearoa Student Press Awards (ASPA).
CARRIED
Chess Club Affiliation-
Guy/Griffiths
sc357/16THAT the Chess Club be affiliated to OUSA
CARRIED
Funding application - as attached a student is seeking a $50 for a charity event.

Goh/Guy
sc358/16THAT OUSA donate $50 to University student Luke Maher for his charity event.
CARRIED
Xmas Packs - attached email.
Bryn will follow this up but emphasised we will appreciate assistance to make up the packs and obtain contents.


Meeting closed 5.32pm