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3rd April 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON MONDAY 3 APRIL 2017 AT 4.09PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), William Guy (Chair), James Heath, Danielle Pope, Cody Kirby, Max Chan, Bryn Jenkins, Lucy Northwood, Caitlin Barlow-Groome, Eli Toeke and Eden Iati
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Lucy Hunter (Critic Editor), Joe Higham (Critic Deputy Editor), Porourangi Templeton-Reedy (Tumuaki Tuarua, Vice President), Maramena Tuna (Cultural & Education Officer), Te Rina Keogh (Recreation & Welfare Officer), Kirsten Porter (Social & Events Officer), Maori Puketapu-Dentice (Kaituhi – Secretary) and Taylor Terekia (Communication’s Officer)
APOLOGIES
Eden Iati for lateness
Hugh Baird, Bryn Jenkins and James Heath for leaving early
Moved from the Chair
120/17 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
121/17 THAT Debbie Downs, Donna Jones, Lucy Hunter and Joe Higham be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
122/17 THAT the minutes of the executive meeting held on 27 March 2017 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING FROM THOSE MINUTES
Honorarium Working Party – tabled until next meeting
A WELCOME TO OUR VISITORS
The Te Roopū Māori (TRM) executive were welcomed to the meeting.
A round of introductions were held.

ORDER OF BUSINESS CHANGE
Moved from the Chair
123/17 THAT the order of business be altered as Hugh Baird has an important media interview at 4.30pm and will need to relinquish the chair to the Administrative Vice President.
CARRIED U
Hugh relinquished the Chair to William Guy who addressed the meeting. He firstly congratulated staff and executive who were helping to celebrate Diversity Week this week.
HEALTH AND SAFETY
Debbie said there will be a full report at the next executive meeting.
AFFIX THE COMMON SEAL TO THE MOU OF TRM/OUSA
There were four additions to the document as stated below.
• 1.3 the parallel relationship between OUSA and Te Roopū Māori shall uphold the principles of Te Tiriti o Waitangi (The treaty of Waitangi).
• 4.3 Te Roopū Māori TRM Tumuaki Tuarua shall service as a proxy for the TRM Tumuaki.
• 5.1 TRM Tumuaki shall submit monthly report to the OUSA Chief Executive Officer (CEO).
• 5.2 These monthly reports hall include Key Performance Indicators -KPIs and anything else required by the CEO.
Moved from the Chair
124/17 THAT the Common Seal be affixed to the Memorandum of Understanding document between the Otago University Students’ Association (OUSA) and Te Roopū Māori o te Whare Wānanga o Otago (TRM)
CARRIED U
EDUCATION COMMITTEE APPOINTMENTS
Bryn addressed the meeting saying he had been formulating these appointments over the past 1 ½ months and invited discussion.
There was resistance from some Executive members about Laura Harris being appointed to this committee owing to the divide in the executive last year and the lack of cohesion.
It was expressed owing to Laura being a former Education Officer and the student representative on CUAP it was in the best interests a good representation on this committee.
However, it was said that other departments could be included (Anthropology) and the scope of Education Committee is much wider. Bryn said he would hope people would have confidence in his decisions and asked members to state if they can’t support him to make good choices in these appointments to say it - now.


Jenkins/Kirby
125/17 THAT Charlotte Aspin, Laura Harris, Valery Liu, Molly Rae, Zade Fairweather, Craig Madigan, Max Chan, Kate Fitzmaurice and Maramena Tuna be appointed to the Education Committee until 31 December 2017.
2 Against
CARRIED
Bryn said the Education Committee Meetings would take place in the Bull-pen office.
INTERNATIONAL COMMITTEE REPORTS
Chan/Heath
126/17 THAT the minutes from the International Committee meetings held on 21 February 2017, 28 February 2017 and 15 March 2017 be received.
Chan/Heath
127/17 THAT the minutes of the International Committee President’s meeting held on 30 March 2017 be received.
CARRIED
International Committee – Eli asked if Te Roopū Māori could have a representative on this committee next semester. Max will organise this and also arrange to have minutes sent to TRM in future.
AFFILIATION
Barlow-Groome/Toeke
128/17 THAT Otago University Mountain Bike Club be affiliated to OUSA.
CARRIED
Eden arrived at 4.28pm
AFFILIATED CLUBS COUNCIL MEETING
Barlow-Groome/Northwood
129/17 THAT the Affiliated Clubs Council Meeting held on 28 March 2017 be received.
CARRIED
COMMITTEE REPORTS
Jenkins/Pope
130/17 THAT the reports from the subcommittee on Technology Enhanced Learning and Teaching (TELT) meeting held on 23 March 2017, the Course Advising Group meeting held on 27 March 2017, the Summer school and Continuing Education Committee meeting held on 29 March 2017 and Senate held on 29 March 2017 be received.
CARRIED
Hugh left at 4.31pm
Moved from the Chair
131/17 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 4.31pm
CARRIED U
Moved from the Chair
132/17 THAT the meeting move out of Committee of the Whole at 4.37pm
CARRIED U
GENERAL BUSINESS
Flu Jabs – The advertising is well underway with a Facebook notification up today. There will be posters and the executive as a group will promote the free flu jabs to students once Danielle gets more information and formulates a plan. She will let everyone know ASAP. Te Roopū Māori asked to be kept in the loop.
Bryn left at 4.43pm
William relinquished the Chair back to Hugh at 4.43pm
Moved from the Chair
133/17 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 4.43pm.
CARRIED U
Moved from the Chair
134/17 THAT the meeting move out of committee of the whole at 4.49pm
CARRIED U
Relay for Life – James Heath our Colleges Officer will have his head shaved by Jamie Gilbertson – Warden of Arana College and a cancer survivor at 7pm on Friday evening.
OUSA will be holding a bake sale outside the main office on Wednesday morning from 10am to raise funds. Please everyone baking into the main office first thing on Wednesday.
How many elastic bands to burst a watermelon event with Hugh the President and Caitlin the Recreation Officer. Wednesday at lunchtime on the Union Lawn. $2 to guess the number of bands and the winner receives chocolates.
Colleges – James Heath expressed that the old term ‘Halls’ for the residential colleges is still being used and has been asked to encourage students and staff to use the correct title ‘Colleges’.
GRANTS POLICY
William explained the attached policy and the changes and informed the meeting if agreed upon this would go for the five working days’ notice to students and then come back for setting at the next executive meeting.
The following amendments were also made to the attached copy.
The first correction is to 9.3.1 which has been changed from 'events or conferences' to 'events, purchases or conferences'.

The second correction is to 9.6.6.1 which is to correct the typo 'partly use' to 'partly used'.
• The Grants panel have all been consulted
• Online system being implemented
• Former MOU line to be transferred to the grants line in the budget
• It has gone out to all clubs and societies for review
• Staff and the Executive have had consultation on this policy.

A request was made to amend clause 4.7 as follows:-

Grants shall not be considered by the Grants committee without an invoice, receipt, official quote or other verified documentation.

James left at 5.04pm

There was clarification asked about clause 10.5.1.3 have provided receipts to the Club Development Officer (CDO) for any previous grants awarded.

Records are kept in line with policy in the Clubs and Societies Building.

The discussion was held around the changeover in policy will effect clubs which rely on on-going funding.

The amended Grants Policy replaces the historical grants line by allowing a three year special grant.

Guy/Iati
135/17 THAT the Grants Policy 1006-2013 be rescinded
CARRIED

Guy/Iati
136/17 THAT the OUSA Grants Policy (Internal Policy series) 1006-2017 and guidelines be put for notice
CARRIED


Meeting closed AT 5.17pm