Executive Meeting Minutes

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10th July 2017

MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON MONDAY 10 JULY 2017 AT 4.06 PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), Cody Kirby, Bryn Jenkins, James Heath, Lucy Northwood, Eden Iati, Caitlin Barlow-Groome, Max Chan and Danielle Pope (cell)
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Joe Higham (Critic Executive Reporter), Esther Maihi (Minute Secretary)
CO-OPT MEMBERS ONTO STANDING COMMITTEE
Moved from the Chair
sc275/17 THAT James Heath, Lucy Northwood, Eden Iati, Max Chan and Caitlin Barlow-
Groome be co-opted onto the standing committee for the duration of this meeting.
CARRIED U
APOLOGIES
William Guy for lateness
Moved from the Chair
sc276/17THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc277/17THAT Debbie Downs, Joe Higham (Critic) and Esther Maihi be granted speaking
rights for the duration of this meeting.
CARRIED U

MINUTES OF THE PREVIOUS MEETING

Previous minutes state that Bryn’s recommendation is to hold regular planning sessions, whereas the recommendation is for the executive to hold a singular planning session to plan second semester initiatives.

Moved from the Chair
sc278/17THAT the minutes of the executive meeting held on 26 June 2017 be accepted as a
true and correct record with the above amendment.
CARRIED U

HEALTH AND SAFETY
It has been noted that the ramp located outside Debbie’s office on the second floor balcony is both at a steep angle and is slippery when wet. The University has been notified and steps are now being taken by Property Services to rectify this.
EXECUTIVE QUICK ROUND UP
A healthy round the table sharing was held.
APPOINTMENT TO ELECTIONS SUBCOMMITTEE
Iati/Barlow-Groome
sc279/17 THAT Cody Kirby be appointed to the Elections subcommittee
CARRIED

EXECUTIVE SECOND QUARTER REPORTS
Thanks given to Max for minute taking for two subcommittees, and to the executive for allowing Max to resubmit his report.
Moved from the Chair
sc 280/17THAT Max Chan’s second quarter report be accepted and he be paid his
honorarium.
CARRIED U
Thanks given to Danielle for helping with the free Graduation photo’s for students’ initiative.
Moved from the Chair
sc 281/17THAT Danielle Pope’s second quarter report be accepted and she continue
to be paid her honorarium.
CARRIED U
ROBERT BURNS FELLOWSHIP SELECTION COMMITTEE
Moved from the Chair
THAT Eden Iati be appointed to the Robert Burns Fellowship Selections Committee for 2017.
CARRIED U
PAINTING/ART PROPOSAL
This agenda item has been deferred to the next meeting pending additional information.
Will arrived 4:26pm
EDUCATION COMMITTEE MEETING MINUTES
A discussion on new reporting processes took place.
Moved from the Chair
sc 282/17THAT the report of OUSA Education Committee meeting held on 31 May 2017
be received.
CARRIED U

SCHEDULING EXECUTIVE MEETING TIMES FOR NEXT SEMESTER
The meeting will be moved to Monday 24th July due to University commitments.

BRAIN INJURED CHILDRENS TRUST FUND REQUEST
The Executive denied this funding request.
GENERAL BUSINESS
Clubs and Societies Centre Glass Replacement -Two quotes have been secured from separate companies to ensure the best deal. A third quote is being obtained for reference.
Gender Inclusive Toilets - Unfortunately the ground floor toilet facilities of Clubs and Societies can no longer be labelled as gender inclusive as they do not fit the guidelines; due to the fact that the urinals do not have stalls. The cost of rectifying this or removing the urinals are not viable due to cost and building code violations.
New Cycleway Development - Engineers have been in touch with Debbie to give insight into the development of the new cycleway proposed for Dunedin and how it will affect students. Communication will be ongoing.
CCTV Cameras - Bryn sought clarification on the on the consultation process between students and the University regarding the installation of CCTV cameras.
Glass Ban in North Dunedin – Hugh was congratulated on his initiative to have glass vessels banned.
Moved from the Chair
sc 283/17THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 4.43pm
CARRIED U
Moved from the Chair
sc 284/17THAT the meeting move out of Committee of the Whole at 4.51pm
CARRIED U
Executive Events Volunteering – The events team would like to clarify that volunteering shifts for the Executive start half an hour before an event and half an hour afterwards to allow for set up and pack down, unless otherwise stated. The Executive are encouraged to help out at the upcoming International Food Festival Saturday 15 July.
DELEGATION OF STANDING COMMITTEE POWERS
Moved from the Chair
sc 285/17THAT the powers of the Standing committee be delegated back to the
Executive henceforth.
CARRIED U

Meeting closed at 4.59pm