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27th March 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON 27 MARCH 2017 AT 4.03PM HELD IN ROOM 5 OF THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), William Guy, James Heath, Eden Iati, Danielle Pope, Bryn Jenkins, Caitlin Barlow-Groome, Cody Kirby, Lucy Northwood, Max Chan and Eli Toeke
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Joe Higham (Critic Deputy Editor) and Lucy Hunter (Critic Editor)
SPEAKING RIGHTS
Moved from the Chair
95/17 THAT Debbie Downs, Donna Jones, Joe Higham and Lucy Hunter be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
96/17 THAT the minutes of the executive meeting held on 20 March 2017 be accepted as a true and correct record.
CARRIED U
HEALTH AND SAFETY
Debbie addressed the meeting explaining she had updated the Managers' today at their monthly meeting about the incident told to the executive at the last executive meeting.
No new incidents to report.
DISAFFILIATION
As attached. Caitlin explained this club has lacked an administrator and recruiting membership was difficult.
The request to gift the assets to the hunting and spear fishing club if this club disaffiliates was agreed providing if the Dive Club re-affiliates within the 2017 year the gear would be given back.
Barlow-Groome/Guy
97/17 THAT the Dive Club be disaffiliated with the proviso their assets be gifted to the Hunting and Spear Fishing Club unless the Dive Club affiliates again this year.
CARRIED


ANZAC DAY WREATHS
Our President on behalf of the Executive places one wreath at the Queens Gardens cenotaph during the Dawn Parade and one at the University Leith Walk at the OUSA ANZAC Service later in the day.
There needs to be an ANZAC day line in the budgeting process.
Moved from the Chair
98/17 THAT OUSA purchase two wreaths at a cost of $130 each for the ANZAC day commemorations.
CARRIED U
FINANCE AND EXPENDITURE (FEC) MINUTES
Kirby/Guy
99/17 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 4.06pm.
Kirby/Jenkins
100/17 THAT the meeting move out of committee of the whole at 4.14pm.
CARRIED
Kirby/Heath
101/17 THAT the finance and expenditure committee meeting minutes of 7th, 14th and 21st March 2017 be received.
CARRIED
Kirby/Pope
102/17 THAT OUSA allocate up to $50,000 from the extra Service Level Agreement (SLA) funding to the OUSA 2017 Flu Jab campaign.
CARRIED
REFERENDA TIMELINE
William addressed the meeting to suggest a timeline leading up to the Referendum to ensure the process is followed in plenty of time to ensure the notice period is met.
This first referendum will receive and accept the annual report from previous year, receive and accept the audited annual financial statements for the previous year and appoint the auditors and honorary solicitor for the next financial year.
The executive will invite questions from the student body this week to be in by 4pm on 17 April 2017 to the Administrative Vice President on adminvp@ousa.org.nz. These then go to the Mediator who will set the wording of the questions and ensure they are put fairly to the referendum.


Guy/Northwood
103/17 THAT a student forum be called for 22 May 2017 at 1pm in the Main Common Room to discuss Referendum questions.
CARRIED
The Association is to provide an explanatory document for each question which discusses the pros and cons of the issue. The executive requested a robust process involving the Executive and CEO this year. As in previous years the Mediator to look over the final explanatory document.
UNIVERSITY OF OTAGO INTERNATIONALISATION COMMITTEE APPOINTMENT
Guy/Heath
104/17 THAT Max Chan be appointed to the University of Otago Internationalisation Committee for 2017.
CARRIED
CAROLINE PLUMMER FELLOWSHIP IN COMMUNITY DANCE COMMITTEE
Guy/Jenkins
105/17 THAT Danielle Pope be appointed to the Caroline Plummer Fellowship in Community Dance Committee for 2017.
CARRIED
EXECUTIVE FIRST QUARTER REPORTS
It was noted how the executive job descriptions will be reviewed this year as they are all out of date.
Moved from the Chair
106/17 THAT Cody Kirby's first quarter report be accepted and continue to be paid his honorarium.
CARRIED U
Moved from the Chair
107/17 THAT William Guy's first quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Barlow-Groome/Toeke
108/17 THAT William Guy assume the chair for Hugh Baird's report.
CARRIED
Moved from the Chair
109/17 THAT Hugh Baird's first quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Hugh Baird assumed the Chair.
Moved from the Chair
110/17 THAT Lucy Northwood's first quarter report be accepted and she be paid her full honorarium.
CARRIED U
Moved from the Chair
111/17 THAT James Heath's first quarter report be accepted and he be paid his full honorarium.
CARRIED U
Moved from the Chair
112/17 THAT Caitlin Barlow-Groome's first quarter report be accepted and she be paid her full honorarium.
CARRIED U
Moved from the Chair
113/17 THAT Max Chan's first quarter report be accepted and he be paid his full honorarium.
CARRIED U
Jenkins/
114/17 THAT Danielle Pope's first quarter report be accepted and her honorarium have a deduction of one weeks' pay because she was absent for two weeks in January.
FAILED
Guy/Toeke
115/17 THAT Danielle Pope’s first quarter report be accepted and she be paid her full honorarium.
Against: 1
CARRIED
It was noted some areas of Eden's report had incorrect wording and required small amendments.
Moved from the Chair
116/17 THAT Eden Iati's first quarter report be accepted and she be paid her full honorarium on the proviso the corrections are made as soon as possible and the report resubmitted.
CARRIED U
Moved from the Chair
117/17 THAT Bryn Jenkins first quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
GENERAL BUSINESS
Honorarium working party terms of reference - the executive would like to take this up again this year. The Secretary will email the 2016 terms of reference document to the executive as soon as possible.

Moved from the Chair
118/17 THAT the meeting move into committee of the whole for reasons of personal privacy at 5pm.
CARRIED U
Moved from the Chair
119/17 THAT the meeting move out of committee of the whole at 5.08pm.
CARRIED U
Hyde Street Party - A reminder to let the Events team know if you are able to help out and those attending as non-executive to let the Communications and Marketing Manager know.
Fresh fruit initiative - The CEO has stone fruit delivered for staff and executive as part of a healthy workplace initiative. She would like other fresh fruit sources and ideas for this to be sent to her.
OUSA Business after 5 - Planet Media will begin this initiative by hosting a session where each department joins them and share stories. This could run on a monthly basis with other departments then following on.
Green Team - The CEO wants to encourage championing sustainability at OUSA. Perhaps OUSA closes for a day for staff and exec to do a voluntary project - ie: plant trees, clear rubbish from beaches or whatever. We could involve wider student groups if desired.
New OUSA Designer - Recruiting a replacement for Malcolm now.
Events Manager - There has been a verbal offer for this position and once the paper work is finalised an announcement will be made.
Review of Budgeting process/Systems/Doing things better at OUSA -Deloitte ran a workshop for the Accounts Administrators and Managers. It was a very good workshop.
Meet and Greet - All Managers' and Te Roopu Maori Exec will be invited to attend the next meeting of the Executive.
ANZAC Day - Hugh asked who would like to speak and Danielle, Will and James offered.
Te Roopu Maori Exec - now the full exec has been elected Eli was hoping to get them onto the relevant committees. Please let him know if you would like TRM representation on any committees.
Grants Committee - Eli requested earlier that all Maori students let TRM know if they are applying for grants. It was suggested that ID's could be shown to identify Maori students. The grants committee will discuss this.
Te Roopu Maori/OUSA Exec - Eli suggested TRM will host the first get together. Te Wiki is coming up too. Eli is keen to have collaboration this year.
Relay for Life - don't forget to send your name to Donna or James to join our team.


Meeting closed