Executive Meeting Minutes

Meeting Archive

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1st August 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON MONDAY 1 AUGUST 2017 AT 4.01PM HELD IN THE OUSA BULL-PEN OFFICE, CUMBERLAND STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), William Guy, Bryn Jenkins, Cody Kirby, Eli Toeke, Eden Iati, Caitlin Barlow-Groome, Max Jenkins, James Heath and Lucy Northwood
IN ATTENDANCE
Donna Jones (Minute Secretary), Philippa Keaney (OUSA history book author), Debbie Downs (Chief Executive Officer) and Joe Higham (Critic Executive Reporter)
APOLOGIES
Danielle Pope
Lucy Northwood for lateness
Eli Toeke and Hugh Baird for leaving early

Moved from the Chair
314/17 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
315/17 THAT the minutes of the executive meeting held on 24 July 2017 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
CCTV – When are we expecting to hear from the University regarding the submissions? It was suggested Hugh chase this up.
SPEAKING RIGHTS
Moved from the Chair
316/17 THAT Debbie Downs, Joe Higham, Philippa Keaney and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
• Radio One leaking studio roof has been repaired successfully as it was tested with the recent heavy rain and it didn’t leak.
• The Clubs and Societies Centre had a ‘gas leak’ drill recently which they found will be useful.
• Critic Office has been having failing lighting issues which also affect the stairwell. Property Services are looking into it.
EXECUTIVE QUICK ROUND UP
A busy happy group with lots going on
Moved from the Chair
317/17 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 4.10pm
CARRIED U
Moved from the Chair
318/17 THAT the meeting move out of committee of the whole at 4.12pm
CARRIED U
Lucy arrived at 4.14pm
OUSA HISTORY BOOK
Philippa Keaney address the meeting handing a draft copy of the book which is to be kept with Executive whilst in draft format.
She said it has been an honest look at the Association from 1980 – until 2015. The previous history book Ritual Song of Defiance by Sam Elworthy. This book about social history captures in lively prose the changing spirit of student life at the University of Otago in the earlier years.
She would like this published this year and invites the Executive to suggest a good title for it. It is hoped the manuscript will be ready in four weeks. Philippa would be very agreeable to supplying a quotation for the publishing.
Does OUSA want to do an EBook?
Philippa is requesting permission to go and get copies of images from the Hocken Library and the Otago Daily Times? This will incur a cost and the Executive agreed to look at a quote for this.
It was also requested that Fiona Bowker a previous staff member, Critic Editor and OUSA life member be approached to proof read the draft. It was agreed this was a good idea.
It was agreed there should be a big celebratory book launch and then a re-launch alongside the University’s 150th celebration in 2019.
EXECUTIVE ELECTIONS 2018 DATES
Guy/Barlow-Groome
319/17 THAT nominations for the 2018 Executive Elections open at 9am on 4 September 2017 and close at 4pm on 7 September 2017.
CARRIED
Guy/Barlow-Groome
320/17 THAT voting for the 2018 Executive Elections open at 9am on 11 September 2017 and close at 4pm on 14 September 2017.
CARRIED

Guy/Barlow-Groome
321/17 THAT voting for the 2018 Executive Elections being held on 11-14 September 2017 be by electronic means only.
CARRIED
Eli explained that Te Roopu Maori would like to hold their elections alongside OUSA again this year. However, many of the Executive will be in Auckland from 6-11 September.
Bryn Jenkins wanted it noted he would be re-standing for election.
BNZ INVESTMENT RATES
As the attached email states for OUSA to explore other investment options with the BNZ it is necessary for new customers to open an account to establish signatories in their bank systems.
Staff from the BNZ bank have asked to come and speak to the Executive at some stage.
Moved from the Chair
322/17 THAT OUSA agrees to open bank accounts with the BNZ bank to diversify investment term deposit rates in the future.
CARRIED U
SPCA DONATION
James explained to the meeting how the cuddle-fix events held at the Colleges were very well received thanks to the work of the SPCA. He would like to make a donation to help the SPCA for their services and to thank them for their generosity.
Heath/Guy
323/17 THAT OUSA donate $400 to the SPCA from the executive donations line.
CARRIED
CHRISTCHURCH MEDICAL STUDENTS’ ASSOCIATION MOU FUNDING
Finance and Expenditure (FEC) Committee met about a MOU for the Medical Students. This was agreed and is being drawn up.
ITAC COMMITTEE REPORT
As attached.
Kirby/Heath
324/17 THAT the Information Technology Advisory Committee meeting report of 26 July 2017 be received.
CARRIED
FINANCE AND EXPENDITURE COMMITTEE MEETING REPORT

Kirby/Barlow-Groome
325/17 THAT the Finance and Expenditure (FEC) Committee meeting report of 27 July 2017 be received.
CARRIED
COLLEGES COMMITTEE TERMS OF REFERENCE TO SET
As attached this terms of reference was put for notice last week.

Guy/Jenkins
326/17 THAT the Colleges committee Terms of Reference (version 2) be set.
CARRIED
The policies and terms of reference data base require filing and compiled into sequence especially the updated copies. William agreed he would do this at the end of the year.
GENERAL BUSINESS
Main elections/politics Events – Eden and William are co-ordinating forums and events coming up. There is a panel forum on 21 August, Vote101 plus a BBQ and a youth forum on 23 August.
A6 pledge to digital vote cards being designed. A big push is being made to get Uni College students signed up to vote.
NZUSA working on a national elections campaign. OUSA would like to be involved. Bryn asked that we ensure the national campaign involves Dunedin students.
The Exec are putting the orange election tee shirts on and will be canvassing students around the campus.
A zoom call with Eden and NZUSA tomorrow.
There is an event at the Queenstown Chamber of Commerce – Eden to contact education leaders.
Combined staff and executive lunch – Hugh and Debbie are organising a lunch with BBQ Bill catering for it. Please get numbers to Debbie for catering.
OUSA survey – this has been circulated and Debbie is requesting feedback. There will be ipads at the reception areas to encourage students to fill it in.
OUSA Budget – Debbie and Hugh are meeting with the University tomorrow for the first round of talks. Please commit to all budget meetings when they are set as more executive involvement the better.
Te Roopu Maori – Eli said there will be further Te Reo classes held next semester.


CONGRATULATIONS
Jenkins/Barlow-Groome
327/17 THAT OUSA Executive congratulate Max Chan and his committee on an excellent International Cultural Carnival.
CARRIED
Moved from the Chair
328/17 THAT OUSA Executive congratulate James Heath on his excellent Inter-Colleges Film Festival.
CARRIED U
BEREAVEMENTS
Moved from the Chair
329/17 THAT OUSA acknowledge and express their condolences on the recent death of Mike Ian Wright the University and Otago Polytechnic Chaplain.
CARRIED U
Moved from the Chair
330/17 THAT OUSA acknowledge and express their condolences on the recent death of Ross White (President 1977).
CARRIED U

Meeting closed at 4.53pm