Executive Meeting Minutes

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8th August 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON TUESDAY 8 AUGUST 2017 AT 4.06 PM HELD IN THE OUSA EXECUTIVE BULL-PEN OFFICE, CUMBERLAND STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), William Guy, Cody Kirby, Bryn Jenkins, Danielle Pope, Caitlin Barlow-Groome, James Heath, Lucy Northwood, Eli Toeke, Max Chan and Eden Iati
IN ATTENDANCE
Joe Higham (Executive Critic Reporter), Donna Jones (Minute Secretary), Sage Burke (Student Support Centre Manager) and Hahna Briggs (Queer Support Coordinator)
APOLOGIES
Eli Toeke for leaving early
Moved from the Chair
331/17 THAT the above apology be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
332/17 THAT Joe Higham, Donna Jones, Sage Burke and Hahna Briggs be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Debbie passed onto Hugh there were no incidents or accidents to report.
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
333/17 THAT the minutes of the Executive meeting held on 1 August 2017 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
Canterbury Medical Students’ Assn – the MOU is being drafted to go to a FEC meeting in the first instance. Hugh has been in touch CMSA exec.
EXECUTIVE QUICK ROUND UP
The executive went around the table explaining what they have been working on.
There was a reminder to all about the Post Graduate Supervisor of the year awards evening being held on Thursday from 5pm in the Staff Club.
Te Roopu Maori Te Kapa Haka competition dress rehearsal fundraiser being held in the Union Hall next week. All welcome to attend.
PEER SUPPORT CONSULTATION
Sage and Hahna were welcomed and invited to address the meeting. Hahna distributed a document outlining the OUSA SSC Peer Support Update and Expansion.
Hahna outlined the purpose of the Peer Support programme and its purpose to provide emotional support to all students on a variety of issues and provide peer and queer support. This is a confidential programme.
It is their intention to train 20-40 people initially and in the next five years there will be over 200 peer supporters trained up. Training will begin 29-30 September 2017.
The Executive asked if this programme would overlap the Student Health programme that they had heard about. The SSC weren’t aware of this.
It was stated that they would develop strong regulations around confidentiality for all concerned. There is a robust application process with compulsory training.
EXAM PACKS
Danielle wanted to inform the Executive she intended to fill the left over pencil cases with erasers, pencils etc being sourced by Planet Media and then the executive pack them and distribute during the next exam period. It is important to ensure there is a good lead in time for the executive to help out before their own exams.
AFFILIATION
William left at 4.47pm
William returned at 4.48pm
The constitution attached doesn’t have some of the necessary clauses in it. It is essential it shows section 4 of the template at least.
They don’t state about holding a SGM either.
Cody left at 4.50pm and returned at 4.51pm
Hugh left at 4.50pm and returned at 4.52pm
It was requested that these documents be submitted correctly in the first instance to avoid them having to be deferred.
This affiliation deferred until the constitution is corrected and resubmitted.
APPOINTMENT TO THE UNI’ ANIMAL PRACTICE & COMPLIANCE STEERING GROUP
Heath/Guy
334/17 THAT Hugh Baird be appointed to the University Animal practice & compliance Steering Group for 2017
CARRIED
This will be added to our University committee’s appointment data base with a prerequisite this appointee must be President, Education Officer or Postgraduate Officer.
APPOINTMENTS TO THE CCTV WORKING PARTY
Moved from the Chair
335/17 THAT Caitlin Barlow-Groome be appointed to the CCTV Working Party for 2017
CARRIED U
Caitlin will be helping to collate submissions. There were over 100 received. Hugh to follow up and report back about the questions and the appointments to the Policy committee the University are setting up.
HONORARIUM WORKING PARTY
Guy/Kirby
336/17 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 5.03pm.
CARRIED
Moved from the Chair
337/17 THAT the meeting move out of committee of the whole at 5.43pm.
CARRIED
Moved from the Chair
338/17 THAT the OUSA Executive increase the incoming 2018 Executive honorarium payments (excluding the President and Tumuaki).
For: 7
Against: Kirby, Heath, Toeke
CARRIED
President - $30,875 – no change
Administrative Vice President, Finance, Education, Welfare and Officers to $14,560 per annum
Campaigns, Colleges, International, Recreation and Postgraduate Officers to $7,280
Per annum
Tumuaki - $1,029.00 – no change
It was discussed that there will be more due diligence with executive reporting.
ELECTION SUB-COMMITTEE REPORT
NZUSA will include Otago students in their campaign to vote. NZUSA’s three top priorities are:
• Climate change
• Housing
• Increase to living costs
The executive are visiting Colleges next week to encourage students to vote.
‘Support Policy not Party’

Iati/Eden
339/17 THAT the Elections sub-committee meeting minutes of 28 July 2017 be received.
CARRIED
TERTIARY CHAPLAINCY BOARD MEETING
Iati/Guy
340/17 THAT the Tertiary Chaplaincy Board Meeting minutes of 3 August 2017 be received.
CARRIED
ELECTIONS SUB-COMMITTEE APPOINTMENTS
Iati/Guy
341/17 THAT Samira Archer and Laura Cairns be appointed to the Elections Sub-committee for 2017.
CARRIED
GENERAL BUSINESS
Postgraduate open day – this was held on Monday in the Link and was a great success. Lucy decorated the OUSA stall to perfection. Thanks to all who helped.
Heath/Barlow-Groome
342/17 THAT Lucy Northwood be thanked for her hard work and expertise at the Postgraduate Open Day.
CARRIED

OUSA Art week – Events staff would appreciate volunteers to assist please. There is a link on the Morning Report.
OUSA Letterhead with Crest – can we ensure all correspondence is on the updated letterhead. Donna will email to ‘allousa’ the template from Communications.
Association Secretary on leave – Donna informed the Executive she will be on leave next week. Esther will cover Executive meetings etc.
Te Reo classes – these will resume next week. Notices have been placed on the university notices
Graduation parade - 19 August – Hugh, Danielle, Caitlin and Max will parade.
Hugh, Eli and William will sit on the stage.

OUSA ELECTION DATE AMENDMENT
Guy/Heath

343/17 THAT motion 319/17 be amended to read -
THAT nominations for the 2018 Executive elections open at 9am on 21 August 2017 and close at 4pm on 24 August 2017.
Jenkins: Abstained
CARRIED

Meeting closed at 6.10pm