Executive Meeting Minutes

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3rd June 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON 3 JUNE 2017 AT 4.10PM HELD IN THE BULL PEN OFFICE, CUMBERLAND STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), Bryn Jenkins, Cody Kirby, William Guy, Max Chan, James Heath, Eden Iati, Caitlin Barlow-Groome and Danielle Pope
IN ATTENDANCE
Debbie Downs (Chief Executive Officer) and Donna Jones (Minute Secretary)
APOLOGIES
Eli Toeke and Lucy Northwood
Moved from the Chair
237/17 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
238/17 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Debbie advised there had been a small accident with the van. There were no injuries.
MINUTES OF THE PREVIOUS MEETING
James and Caitlin left later than noted in the minutes.
Moved from the Chair
239/17 THAT the minutes of the executive meeting held on 29 May 2017 be accepted as a true and correct record with the above amendment.
CARRIED U
EXECUTIVE QUICK ROUND UP
A comprehensive round up of executive activities were shared.
RELAY FOR LIFE CORRESPONDENCE FOR NOTING
The executive received a thank you letter for their attendance, physical and financial contributions towards the Relay for Life event. They reached over their $100,000 fundraising goal and were very grateful for all the support.

FINANCE AND EXPENDITURE MINUTES
Kirby/Jenkins
240/17 THAT the minutes from the Finance and Expenditure meeting held on 16 May 2017 be received.
CARRIED U
ELECTION CAMPAIGN SUB-COMMITTEE TERMS OF REFERENCE
As attached. NZUSA would like all Association’s throughout NZ working in unison with their campaigns.
It was suggested the attached proposed changes may assist with this. Other comments were we didn’t need to be so entrenched so didn’t see the need to change the present terms of reference.
Debbie expressed some of the staff positions should be managed appropriately as they may clash with their job descriptions.
After an in-depth discussion it was decided to leave the status quo.
HYDE STREET COSTUME REFERENDUM QUESTION
There has been a complaint received about the question below:-
Should OUSA establish an online poll to determine the most offensive costume at the Hyde Street party and then publish the three most offensive costumes each year?
Eden left at 4.36pm
The complainant expressed their greatest disappointment at OUSA for including this question on offensive costumes. They didn’t like the wording ‘offensive costumes’ either.
It was pointed out that the Mediator makes the decision on submitting questions, the Executive have no power to withdraw them.
It was pointed out that it would be better discussed at the pre-voting forum with the complainant present and willing to speak about it, however, this person wishes to remain anonymous.
A motion or question at an SGM the mover and/or seconder must attend the meeting. Some thought this should be the case for Referenda too. There was agreement by some of the executive that the people concerned should come forward.
There needs to be more discussion on this so it was agreed to refer it to Policy Committee and they can report back.
UNIVERSITY BOOK SHOP INVESTMENT
The executive wish to have it noted and acknowledge to the UBS Board that they support the initiative they are working on along with the student body as per the referendum result below:-
Should OUSA financially support the redevelopment and structural strengthening of its full owned subsidiary the University Book Shop? (Votes: - 2808 yes 924 no)
REFERENDUM RESULTS FOR NOTING
As noted. Returning Officers’ report will come to the next meeting. A good referendum with a good turn-out. Well done to the executive members who got out there and canvassed for votes this made a real difference. The IPhone was certainly a draw-card. 3681 total votes received.
The Secretary to query with the voting system manager why the voting numbers were different on some questions than others. An email will be sent out to explain.
There were students who disapproved with the word oppose being prominent in the final question but no formal complaints were received on this.
REFERENDUM QUESTIONS DISCUSSIONS
Changes to Government – OUSA are very pro-enrolment and will be supporting a student friendly election. Hugh will comment on this question if asked but won’t be making any formal press release or announcement.
Animal Testing – it was asked if the University could release a statement to the student body on the development of a new animal research facility. Animal groups have been saying there hasn’t been enough consultation about it.
Hugh will ask for a meeting with the group and Stephen Willis or other staff at the University. Hugh will also ask the University if they could write a statement.
Save Our Services SOS – The OUSA Marketing and Communications team will be asked to share the Facebook post.
REPORTING TO EDUCATION COMMITTEE
Bryn has sent out a template for all to submit their reports for the Education Committee. Please submit your reports to EduCom as people aren’t doing so. Bryn will be sending an email requesting all committee dates for the rest of the year to keep track.
GENERAL BUSINESS
Dunedin Beer Festival -
Moved from the Chair
241/17 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 4.56pm
CARRIED U
Moved from the Chair
242/17 THAT the meeting move out of committee of the whole at 5.01pm
CARRIED U
Examinations and holiday whereabouts – please set up a notification of your timetable and when you will be in town.
Danielle notified the executive she will be away from 23 June for approximately a month. She will be contactable via skype for executive meetings and will be checking emails and Facebook.
Well-being festival - It was asked if the group was set up to contact Sze-En Lau about Wellbeing festival.
DELEGATE POWERS TO THE STANDING COMMITTEE
Moved from the Chair
243/17 THAT powers of the Executive be delegated to the Standing Committee of the Executive henceforth sine die.
CARRIED U

Meeting closed at 5.11pm