Executive Meeting Minutes

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20th March 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON MONDAY 20 MARCH 2017 AT 4.01PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), William Guy, Lucy Northwood, Eli Toeke, Bryn Jenkins, Max Chan, Danielle Pope, Eden Iati, Cody Kirby, Caitlin Barlow-Groome and James Heath

IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Joseph Higham (Critic Deputy Editor)
WELCOME TO NEWLY ELECTED TE ROOPU MAORI TUMUAKI
Hugh welcomed Eli Toeke and congratulated him on his election and an around the table introduction followed.

APOLOGIES
James Heath for lateness
Moved from the Chair
83/17 THAT the above apology be accepted.
CARRIED

SPEAKING RIGHTS
Moved from the Chair
84/17 THAT Debbie Downs, Donna Jones and Joe Higham be granted speaking rights for the duration of this meeting.
CARRIED
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
85/17 THAT the minutes of the executive meeting held on 13 March 2017 be accepted as a true and correct record.
CARRIED U

MATTERS ARISING FROM THOSE MINUTES
NZUSA’s stance on political parties – awaiting discussion
James arrived at 4.02pm

HEALTH AND SAFETY
Debbie reported the University were happy with the OUSA investigation into the recent van incident. The University Health and Safety team have offered to assist with training the OUSA Executive.

NATIONAL ELECTIONS GUIDELINES
The following guidelines were emailed to the executive for approval.
1. Each political party must be treated the same, with no political bias, so that the association may be able to facilitate open debate between all political parties on campus for the benefit of all students.
2. OUSA will encourage all political parties to speak on campus, and in doing so will promote such events through social media.
3. There is to be no OUSA advertising in or around the forums, and all young affiliated political parties within OUSA will be asked to respect this.
4. OUSA will be free to publicly support specific policies, however will not support specific parties.

Moved from the Chair
86/17 THAT the OUSA National Elections guidelines dated 17 March 2017 be received and adopted.
CARRIED

MENTAL HEALTH AWARENESS EVENT
This was tabled until a later date.

COMMITTEE REPORTS
Moved from the Chair
87/17 THAT the Commerce Divisional Board Report of 15 March 2017 be received.
CARRIED
Moved from the Chair
88/17 THAT the Computer Based Examination Working Group Report dated 16 March 2017 be received.
CARRIED
If the executive have any feedback or comments on computer based examinations please email Bryn as the working group are keen for as much feedback as possible.

GRANTS COMMITTEE MINUTES AND RECOMMENDATIONS
Guy/Barlow-Groome
89/17 THAT the meeting move into the committee of the whole for reasons of personal privacy at 4.10pm.
CARRIED
Guy/Barlow-Groome
90/17 THAT the meeting move out of committee of the whole at 4.11pm.
CARRIED
Eli recommended that the Maori students applying for individual grants notify him or Te Roopu Maori as there are grants provision there as well. Would this be noted somewhere on the grants applications?
The recommendations were brought to the executive and centred round historical funding for a small number of clubs. This funding had been removed from the 2017 budget but in an act of good-faith the grants panel recommended part and fully funding a number of the affected clubs to give them an opportunity to obtain alternative funding for future years.
The recommendation was that the funding would come from the additional grants funding that is to replace the memorandum of understanding (MOU) budget line for the executive.
Guy/Barlow-Groome
91/17 THAT the minutes of the grants panel meeting held on 2 March 2017 be received and the recommendations below be approved.
1. Otago Malaysian Students Assn be granted $3,000.00 to enable students to partake in the Bersatu Games in 2017.
2. Otago Dance Assn be granted $500.00 toward prize money for the annual Otago Dance Assn Dance competitions.
3. Otago University Rowing be granted $4,000.00 for the touring 8’s and contributes $50 per person attending the University Rowing Champs in 2017. Up to 85 attending.
CARRIED
UNIVERSITY BOOK SHOP
Moved from the Chair
92/17 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 4.16pm.
CARRIED U
Moved from the Chair
93/17 THAT the meeting move out of committee of the whole at 4.29pm.
CARRIED U
A discussion took place about the University Book Shop building.

ELECTIONS SUB COMMITTEE APPOINTMENT
Iati/Guy
94/17 THAT James Heath be appointed to the Elections Sub Committee for 2017.
CARRIED

GENERAL BUSINESS
Relay for Life event – please get your names to James to register for this event on 7/8th April by 24 March - Let’s get in behind this event. The OUSA Green Machine will the theme.

Meeting closed at 4.36pm