Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 7 OCTOBER 2019 AT 9:18AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
James Heath (Chair), Georgia Mischefski-Gray, Bonnie Harrison, William Dreyer, Ben McCook-Weir, Sabrina Alhady, Josh Smith, Matthew Schep, Taylor Terekia and Jack Manning
IN ATTENDANCE
Debbie Downs (CEO) and Donna Jones (Minute Secretary)
APOLOGIES
Mary Jane Kivalu
Moved from the Chair
431/19 THAT the above apology be accepted.
CARRIED U
ACCIDENTAL DEATH OF A STUDENT
James wanted to open the meeting with the acknowledgement of the sudden passing of a student on Saturday evening in Dunedin. OUSA expresses their condolences.
Jack arrived at 9:19am
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Arina Aizal was present
Moved from the Chair
432/19 THAT the minutes of the executive meeting held on 30 September 2019 be accepted as a true and correct record with the above amendment.
Schep: Abstain
CARRIED
MATTERS ARISING
Student Survey submitted – thank you for the feedback
SPEAKING RIGHTS
Moved from the Chair
433/19 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No new updates
OUSA UPDATE
End of year office compulsory shut-down – this will be from 20 December.
Staff Christmas Party – this will be scheduled on 13 December. Any remaining Executive members are always welcome.
Risk Management Plan – the draft is nearly finalised, work in progress.
OUSA next planning week – this is scheduled for November
OUSA Referendum – thus far there have been 770 votes. It closes on Tuesday.
AFFILIATION
The constitution still needs to be sighted. The Executive are satisfied with the club being affiliated in the meantime and sighting it later as Sarah and Josh have been through it.
Smith/Schep
434/19 THAT OUSA Acrobatic Club be affiliated to OUSA providing the constitution is approved.
CARRIED
MEMORANDUM OF UNDERSTANDING – OUSA/NZ INTERNATIONAL STUDENTS ASS’N
As attached. There are several amendments being suggested so this will be brought to the next executive meeting. Please send your suggested amendment to Sabrina and she will consult with the national President. Sabrina will email the amended copy with track changes to the executive prior to the next meeting.
POLICIES FOR NOTICE
Media Independence Policy – This channels through the CEO as employment of staff involved. What would happen if the CEO disagreed with recommendation of the Advisory, would it then go to the Executive?
If clause 5.7 applies to the President in the Controversial Matter and the CEO is unavailable a backup person will be appointed. The backup person will normally be the Manager of OUSA Marketing and Communications department, appointed by the President and/or CEO.
Moved from the Chair
435/19 THAT the Media Independence Policy be put for notice with the above amendments.
CARRIED U
Colleges Committee Terms of Reference – because there are many amendments this will be re-submitted at the next meeting.
Residential Committee Terms of Reference – it was agreed that this be re-submitted next meeting with the suggested amendments tracked.
SUBMISSION ON THE LIBRARY REVIEW
William was thanked for doing this. He expressed it was rather a weak submission as the Library is generally fine.
AskOtago don’t have a confidential space for students. International students have been left to make their way to the International Office when upset.
Could there be extra chargers for electronics installed?
Late fees on library books – could there be bolder advertising reminding students as it is easy to miss this?
The other libraries (Robertson, Science, Hocken etc) should be advertised more.
There are issues with AskOtago however this isn’t part of this submission.
Dreyer/Smith
436/19 THAT the Library Review Submission be received and presented to the Library Review Committee.
CARRIED
EXECUTIVE PHOTOS IN THE HOCKEN
As attached. 94 Executive group photos that used to be displayed on the walls of the Clubs and Societies Building have been de-framed and archived at the Hocken Library. It has been proposed to get them back on display. The Hocken staff have quoted $12.50 per image and then we would incur the cost of re-framing them. James has emailed the University of Otago for financial assistance and Donna will investigate further with the Hocken Library on how we can move forward with this project.
GENERAL BUSINESS
Otago University Rowing Club International Universities Rowing Regatta – congratulations to the Otago rowers who won gold in the women’s and men’s events and also an overall accolade to the Uni’ Rowing Club for hosting crews from Japan, China and Canada for the regatta in conjunction with celebrating the clubs 90th birthday with a Reunion for all past rowers.
Mental Health Campaign – 150 responses on the form and ben will post invitation.
Te Roopu Māori are hosting an evening at Joe’s Garage on Thursday. All welcome.
Pacific Island Students AGM – the 2020 President was elected and he is Joshua Alefosio-Pei
UniCol fire – there was a fire over the weekend where 161 students were displaced. OUSA are offering support where needed.
Student fatality – OUSA is being led by the University crisis team offering assistance where required. Harlene Hayne and James Heath have been conducting media releases and addressing the students and the wider community. There is a drop in centre being made available in the University Union Main Common Room two days this week for students to find support. There is also a police information caravan being set up on the courtyard area outside the University Union area.
Meeting closed at 10.39am
Signed: ___________________________________ Date: _________