Executive Meeting Minutes

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19th September 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON TUESDAY 19 SEPTEMBER 2017 AT 4.04PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT
Hugh Baird (Chair), William Guy, Bryn Jenkins, Cody Kirby, Danielle Pope, Lucy Northwood, Eden Iati, James Heath, Caitlin Barlow-Groome, Eli Toeke and Max Chan
IN ATTENDANCE
Abigail Clark (Executive Officer elect), Roger Yan (Executive Officer elect), Umi Asaka (Executive Officer elect), Kirio Birks (Executive Officer elect), Debbie Downs (Chief Executive Officer), Joe Higham (Critic Executive Reporter) and Donna Jones (Minute Secretary)
APOLOGIES
William Guy
Eli Toeke, Caitlin Barlow-Groome and Eden Iati for leaving early
Moved from the Chair
394/17 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETINGS
Facebook spelt incorrectly
Moved from the Chair
395/17 THAT the minutes of the executive meeting held on 29 August 2017 be accepted as a true and correct record with the above amendment.
CARRIED U
William, Bryn, Danielle and Cody were absent.
Lati should be spelt Iati.
Remove s from word in question 8.
Moved from the Chair
396/17 THAT the minutes of the emergency meeting held on 12 September 2017 be accepted as a true and correct record with the above amendments.
CARRIED U
William arrived at 4.08pm


SPEAKING RIGHTS
Moved from the Chair
397/17 THAT Joe Higham, Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No incidents to report this week.
EXECUTIVE QUICK ROUND UP
A busy time this period especially with the OUSA elections and the national elections.
AMEND MOTION 381/17
It was realised after this meeting that under section 51 of the OUSA constitution and rules except where noted, all motions require positive votes of at least half of the total number of members voting - motion 381/17 is unconstitutional and requires amending.
Moved from the Chair
398/17 THAT motion 381/17 be amended – THAT the Secretary be directed to call a Referendum from 9am 9 October 2017 and close at 4pm on 11 October 2017.
CARRIED U
Moved from the Chair
399/17 THAT the Referendum from 9am 9 October 2017 and close at 4pm on 11 October 2017 be held by electronic means only.
CARRIED U
POLICY COMMITTEE MINUTES
The Postgraduate position has been omitted from the Policy Committee minutes. This is to be amended and added before the next meeting.
The Executive Travel Expenses Policy to be brought to the next executive meeting for notice. It was agreed that up to $120 per night for accommodation costs was considered a fair allowance. Meal allowances were discussed and if it should be formulated over a long day. Could other student association policies be compared please? William agreed to come back with some amounts.
The Executive Travel Expenses Policy needs to be updated and will be re-considered at another meeting.
Guy/Northwood
400/17 THAT the minutes of the Policy Committee meeting held on 22 August 2017 be received with the Postgraduate Officer position added and the addition feedback on the executive travel expenses policy added to the minutes.
CARRIED
William left at 4.30pm
AFFILIATION
Barlow-Groome/Heath
401/17 THAT the Otago Red University Group be affiliated to OUSA
CARRIED
OTAGO COMMUNITY HOSPICE DONATION REQUEST
It was agreed not to donate at this time.
POSTGRADUATE STUDENT FOCUS GROUP
As attached. Lucy elaborated that this was a very positive meeting.
Northwood/Pope
402/17 THAT the minutes from the Postgraduate Student Focus Group meeting of 15 September 2017 be received.
CARRIED
THIRD QUARTER REPORTS REMINDER
The Executive were reminded to get their reports to the Secretary by 1pm on 21 September 2017.
PROVISIONAL ELECTIONS RESULTS
Results for noting and emphasised they are provisional until the complaints pending are finalised.
William returned at 4.36pm
AVP ABSENCE
William notified the meeting he will away from 26 September and back to attend the Executive meeting on 3 October. Contactable via emails and Face book.
STUDENT NUMBERS FOR SEMESTER TWO
Donna explained how these figures are required for a quorum count for voting etc.
20,485 students were reported from Greg Murray | Senior Analyst, Funding and Institutional Research.
GENERAL BUSINESS
EQUALS – Bryn informed the meeting that the academic transcripts will changed from paper to digital.
Bryn has a power point presentation about the changes and other items from the meeting if people wish to learn more.
Recreation Officer Absence – Caitlin will be away 2-6 October.
Executive Xmas Party – it was decided to hold this event on 19 October. The venue yet to be decided.
Gig – Final Froth playing on 13 October at 8pm.
Māori Language Week 2017 | Te Taura Whiri i te Reo Māori

It was expressed how educational and great this week was.

Northwood/Barlow-Groome
403/17 THAT Te Roopu Maori and the University be congratulated for an exceptional Te Taura Whiri I te Reo Máori Week.
CARRIED

University Book Shop Directorship – Debbie explained that Stuart Heal won’t be re-standing for appointment when his term finishes so there will be a vacancy. It is the responsibility of the Executive to make the final appointment. She will advertise the vacancy in the Institute of Directors if the executive approve at a cost of around $200. The executive agreed for her to go ahead.

Executive Handover – the handover will be discussed later on for the new executive.

Peace Poll – there is a gathering at the Peace Poll on the Museum reserve on Thursday at 12.30pm. All invited.


Meeting closed at 4.50pm