Executive Meeting Minutes

Meeting Archive

31st October 2017
24th October 2017
5th October 2016 - SGM + AGM
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29th August 2017
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21st November 2012 Standing Committee
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3rd October 2017

MINUTES OF THE EXECUTIVE MEETING HELD ON TUESDAY 03 OCTOBER 2017 AT 4.05PM 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 (via cell phone), Eli Toeke and Max Chan
IN ATTENDANCE
Abigail Clark (Executive Officer elect), Roger Yan (Executive Officer elect), Kirio Birks (Executive Officer elect), Joe Higham (Critic Executive Reporter) and Donna Jones (Minute Secretary)
APOLOGIES
William Guy for lateness
Moved from the Chair
404/17 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETINGS
Moved from the Chair
405/17 THAT the minutes of the executive meeting held on 29 August 2017 be accepted as a true and correct record.
CARRIED U
RATIFY THE MOTIONS FROM THE EMERGENCY MEETING
Moved from the Chair
406/17 THAT the motions 388/17-39317 from the Emergency Meeting held on 12 September 2017 be ratified.
SPEAKING RIGHTS
Moved from the Chair
407/17 THAT Joe Higham, Donna Jones, Kirio Birks (Executive 2018 elect), Abigail Clark (Executive 2018 elect), Roger Yan (Executive 2018 elect) be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No report as Debbie Downs on leave.
ALTER ORDER OF AGENDA
Owing to William Guy returning from Wellington it was agreed to change the order of business so he can be here for his items.
AFFIX THE COMMON SEAL TO MEMORANDUM OF UNDERSTANDING’s
MOU – University of Otago Vice Chancellor and OUSA - Hugh said an annual summit between the Vice Chancellor and the President at the beginning of the year is the only addition to this Mou.
Moved from the Chair
408/17 THAT the Common Seal be affixed to the Memorandum of Understanding between the University of Otago Vice Chancellor and the Otago University Students’ Association.
CARRIED U
As attached email stated there were $3250 missing off the table attached to the CMSA summary sheet.
Moved from the Chair
409/17 THAT the Common Seal be affixed to the Memorandum of Understanding between the Christchurch Medical Students Association and the Otago University Students’ Association.
CARRIED U
FINANCE AND EXPENDITURE (FEC) MINUTES
Eli reported the funding approved from FEC for the Te Reo classes is not needed as numbers have dropped significantly. The final class is 4 October.

Kirby/Toeke
410/17 THAT the minutes of the Finance and Expenditure meeting held on 17 August 2017 be received.
CARRIED U
COMMITTEE REPORTS
Jenkins/Toeke
411/17 THAT the reports from the Course Advising Group meetings held on 24 July 2017 and 28 August 2017 be received.
CARRIED
Jenkins/Toeke
412/17 THAT the reports from the Senate meetings held on 26 July 2017 and 30 August 2017 be received.
CARRIED
Jenkins/Toeke
413/17 THAT the report from the Committee for the Advancement of Learning and Teaching held on 27 July 2017 be received.
CARRIED

Jenkins/Toeke
414/17 THAT the reports BUGS/BOGS Think Tank Working Group meeting held on 3 August 2017 be received.
CARRIED
Jenkins/Toeke
415/17 THAT the report from the Quality Advancement Committee (QAC) meeting held on 15 August 2017 be received.
CARRIED

Jenkins/Toeke
416/17 THAT the report from the Continuing Education Fund Panel meeting held on 23 August 2017 be received.
CARRIED
Jenkins/Toeke
417/17 THAT the report from the Technology Enhanced Learning and Teaching meeting on 30 August 2017 be received.
CARRIED
Jenkins/Toeke
418/17 THAT the report from the Computer Based Examinations working Group meeting on 31 August 2017 be received.
CARRIED
LIFE MEMBERSHIP OF OUSA
Moved from the Chair
419/17 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 4.17pm
CARRIED U
Moved from the Chair
420/17 THAT the meeting move out of Committee of the Whole at 4.22pm
CARRIED U
There are a couple suggestions put forward for a life membership. This is kept confidential until the Executive Christmas Party where the presentation is made. This will be discussed further at the next Executive meeting.


RETURNING OFFICERS’ REPORT
The Secretary explained that there is a meeting with the Returning Officer and others planned for the 12 October to discuss the elections rules going forward.
Moved from the Chair
421/17 THAT the Returning Officers’ report for the 2018 Executive Elections be received.
CARRIED U
GENERAL BUSINESS
Grants minutes – there needs to be an alternation to the grants meeting minutes which will require going back to the meeting. This is tabled until this is done.
Executive Xmas Party ¬– the Executive would to alter the proposed date until 26 October. The Secretary to assist with finding a suitable venue.
William arrived at 4.32pm
EXECUTIVE THIRD QUARTER REPORTS
Moved from the Chair
422/17 THAT Caitlin Barlow-Groome’s third quarter report be accepted and she be paid her honorarium.
CARRIED U
Moved from the Chair
423/17 THAT Hugh Baird’s third quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
William Guy relinquished the Chair back to Hugh Baird.
Moved from the Chair
422/17 THAT Lucy Northwood’s third quarter report be accepted and she be paid her honorarium.
Goals will be added to this report and re-submitted to the Secretary.
CARRIED U
Moved from the Chair
423/17 THAT William Guy’s third quarter report be accepted and he continue to be paid his honorarium.
For: 5
Against: 4
Abstain: 1
CARRIED

Moved from the Chair
424/17 THAT Eden Iati’s third quarter report be accepted and she be paid her honorarium.
CARRIED U
Moved from the Chair
425/17 THAT Max Chan’s third quarter report be accepted and he be paid his honorarium.
CARRIED U
Moved from the Chair
426/17 THAT Bryn Jenkins third quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Moved from the Chair
427/17 THAT Cody Kirby’s third quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
William left at 5.01pm
William returned at 5.02pm
Moved from the Chair
428/17 THAT James Heath’s third quarter report be accepted and he be paid his honorarium.
Goals will be added to this report and re-submitted to the Secretary.
CARRIED U
Moved from the Chair
429/17 THAT Danielle Pope’s third quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
GENERAL BUSINESS CONTINUED
Pros and Cons for the Referenda questions – these were circulated to the executive and also the Mediator has seen them. There were some further changes suggested so it was agreed to hold a meeting tomorrow morning at 9.30am to make the necessary amendments so they can be ready for the Referenda to be set up.
Te Roopu Maori AGM – Next Thursday 12 October at Te Tumu at 5.30pm. All welcome.
Post graduate Officer away – Lucy will be away completing research - 23-27 October. Contactable via email.
Positive meetings – it was suggested that this Executive should be cultivating a positive environment in their meetings, don’t be aggressive and pointed when making comments.
Blues and Golds event – congratulations to Caitlin on a great event and also thanks to William and Lucy for helping.
Paint and Sip event – don’t forget TRM/OUSA get together in the OUSA Aquatic Centre, Thursday 5th October. The amazing Esther Maihi will be showing her lovely artist flair teaching canvas painting.
Book proposal – A funding request will be coming to assist with a Health Science first year booklet being published.

Meeting closed at 5.25pm