Executive Meeting Minutes

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23rd August 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON TUESDAY 15 AUGUST 2017 AT 4.04PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), William Guy, James Heath, Bryn Jenkins, Eli Toeke, Cody Kirby, Max Chan, Caitlin Barlow-Groome, Eden Iati and Danielle Pope

IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Joe Higham (Critic Deputy Editor) Michaela Tangimetua (Clubs and Societies Manager) and Esther Maihi (Minute Secretary)

APOLOGIES
Lucy Northwood
Eli Toeke and Eden Lati for leaving early
Moved from the Chair
344/17 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
345/17 THAT the minutes of the executive meeting held on 8 August 2017 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING FROM THE MINUTES
Bryn requested that a discussion take place regarding the policies around the General Election in relation to OUSA. This item has been tabled for the next meeting.

SPEAKING RIGHTS
Moved from the Chair
346/17 THAT Debbie Downs, Joe Higham, Michaela Tangimetua and Esther Maihi be granted speaking rights for the duration of this meeting.
CARRIED U
ORDER OF BUSINESS CHANGE
Moved from the Chair
347/17 THAT the order of business be altered as Michaela must leave the meeting early.
CARRIED U

THE ELOHIM BIBLE ACADEMY
Moved from the Chair
348/17 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 4.10pm.
CARRIED U
Moved from the Chair
349/17 THAT the meeting move out of committee of the whole at 4.19pm.
CARRIED U
Moved from the Chair
350/17 THAT OUSA disaffiliate Elohim Bible Academy for bringing OUSA into disrepute, breaching OUSA constitution and ignoring OUSA directives.
CARRIED U
Michaela left at 4:20pm

HEALTH AND SAFETY
Property services are currently checking for ceiling dampness on the top floor of the OUSA main office due to a flickering light issue.

EXECUTIVE QUICK ROUND UP
A healthy round the table sharing was held.

COMMITTEE REPORTS
It was decided that the receiving of the Committee Reports be deferred to the next meeting.

CHIEF EXECUTIVE OFFICERS’ JUNE REPORT
Moved from the Chair
351/17 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 4.36pm.
CARRIED U
Moved from the Chair
352/17 THAT the meeting move out of Committee of the Whole at 4.37pm.
CARRIED U
Moved from the Chair
353/17 THAT the Chief Executive Officers’ June Operational Report be received.
CARRIED U

SHARE POLICY
Moved from the Chair
354/17 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 4.38pm.
CARRIED U
Moved from the Chair
355/17 THAT the meeting move out of Committee of the Whole at 4.40pm.
CARRIED U
Hugh Baird relinquished the Chair to Will Guy
Hugh Baird left 4:41pm
Hugh Baird returned at 4:45pm


OUSA CRAFT BEER AND FOOD FESTIVAL 2017 CHARITY
Each year OUSA implement the use of electronic wristbands that can be preloaded with money to be used when making purchases at the festival. When leaving the festival patrons are given the choice to either receive a refund or to donate the remaining balance on their wristbands to charity. A discussion took place regarding which charity be chosen this year.
Moved from the Chair
356/17 THAT the Life Matters Suicide Trust be the 2017 OUSA Craft Beer and Food festival donation recipient.
CARRIED U
Hugh resumed the Chair

TE ROOPU MAORI AND OUSA EXECUTIVE GET TOGETHER
It was decided that a social event for TRM/OUSA be held at the Aquatic Centre.

GRANTS MINUTES AND RECOMMENDATIONS
Moved from the Chair
357/17 THAT the minutes from the Grants Panel meeting held on 9 August 2017 be received.

CARRIED U
358/17 THAT the recommendations from the Grants Panel meeting held on 9 August 2017 be approved.
CARRIED U

BLUES AND GOLDS COMMITTEE APPOINTMENTS
Barlow-Groome/Pope
359/17 THAT Max Chan (Golds), Ian Chapman (Golds), Sze-en Watts (Golds), Sam Sinclair (Blues), and Geoff Simons (Blues) be appointed to the Blues and Golds Committee for 2017.

EXECUTIVE ELECTIONS RULES AND POLICY AMENDMENT
A discussion was held regarding Executive Elections rules and an amendment to the elections policy and rules.
The Returning Officer last year requested guidance as to whether complainant’s names should be published in the Returning Officers’ report.
Another clarification was - If the Returning Officer witnesses any breach of the rules they may initiate the complaints process. This has been written into the job description.
Moved from the Chair
360/17 THAT the Executive agree no names for complaints should be published in the Returning Officers’ report. CARRIED U
Moved from the Chair
361/17 THAT there is no need for disclaimers for Executive members during elections.
CARRIED U
Moved from the Chair
362/17 THAT if the Returning Officer witnesses any breach of the rules they may initiate the complaints process. CARRIED U
Eden and Eli left at 4:55pm

GENERAL BUSINESS
Moved from the Chair
363/17 THAT Lucy Northwood be commended for her hard work on the 2017 Supervisor of the Year Awards.
CARRIED U
Meeting closed at 5.01pm