Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON MONDAY 25 NOVEMBER 2019 AT 9:18AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Georgia Mischefski-Gray, James Heath (Chair), Ben McCook-Weir, Jack Manning (Chair), William Dreyer, Matthew Schep, Bonnie Harrison, Sabrina Alhady, Josh Smith (video call) Taylor Terekia (video call) and Mary Jane Kivalu
IN ATTENDANCE
Debbie Downs (CEO), Esther Maihi (Minute Secretary), Daniel Stride (Observer), Jade De La Paz (Observer), Hanna Van der Giessen (Executive elect).
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc472/19 THAT Ben McCook-Weir, Jack Manning and Matthew Schep be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
James Heath assumed the Chair to Jack Manning
APOLOGIES
Bonnie Harrison for lateness
Moved from the Chair
sc473/19 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc474/19 THAT the minutes of the Standing Committee Meeting held on 11 November 2019 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc475/19 THAT Debbie Downs, Esther Maihi, Daniel Stride, Jade De La Paz, and Hanna Van der Giessen be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Nothing to report this period.
OUSA UPDATE
- Operational and Strategic planning scheduled for this week to ensure department targets are being met.
Moved from the Chair
sc476/19 THAT the order of the agenda be altered putting item 8 ahead of item 7.
CARRIED U
OTAGO POSTGRADUATE BUDGET
Daniel Stride advised that the money OUSA give them will not be spent on alcohol.
Moved from the Chair
sc477/19 THAT the Otago Postgraduate Association 2019-2020 budget be approved.
CARRIED U
Daniel, Jade and Hannah left at 9.29am
TURN IT IN
William addressed the meeting on behalf of the Academic Integrity Group. Currently Turn It In, the University’s Anti-Plagiarism Software, allows students in some cases to check their work against the data-base before submission. This provides students with an opportunity to identify areas flagged as plagiarism and edit them before final submission. Some students do not have this available to them whereas others use this to tweak plagiarised work just enough so it cannot be identified by in the final submission.
After discussion, it was agreed that this was not fair practice on all students and that students should not be able to check their work for plagiarism before submission. William will pass this onto the Academic Integrity Group.
Sabrina arrived at 9:40am
CO-OPT ONTO THE STANDING COMMITTEE
Moved from the Chair
sc478/19 THAT Sabrina Alhady be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
TERMS OF REFERENCES
The attached documents need to be brought into line with the other Terms of Reference templates with regard to new position titles. There is also a need for a range of minor changes. There will be amended copies brought to another meeting
EXECUTIVE FOURTH QUARTER REPORTS
Matthew Schep is to correct the date on his report.
Moved from the Chair
sc479/19 THAT Matthew Schep’s fourth quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Ben left at 9.54am
Moved from the Chair
sc480/19 THAT James Heath’s fourth quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Ben returned at 9.56am
Moved from the Chair
sc481/19 THAT William Dreyer’s fourth quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Moved from the Chair
sc482/19 THAT Georgia Mischeski-Gray’s fourth quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Jack assumed the Chair to James to have his report heard.
Moved from the Chair
sc483/19 THAT Jack Manning’s fourth quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Jack Manning resumed the Chair
Moved from the Chair
sc484/19 THAT Sabrina Alhady’s fourth quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Bonnie arrived at 10:19am
Taylor arrived via video call at 10:20am
Moved from the Chair
sc485/19 THAT Taylor Terekia’s fourth quarter report be received and she be paid her honorarium.
CARRIED U
Taylor disconnected her call at 10:23am
Sabrina left at 10:27am
Moved from the Chair
sc486/19 THAT Bonnie Harrison’s fourth quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc487/19 THAT Josh Smith and Taylor Terekia were co-opted onto the standing committee for the duration of this meeting.
CARRIED U
Josh arrived via video call at 10:32am
Josh to fix spelling errors, Dave should read Dan, OUPISA should read OPSA, clause 3.1.4 to be removed.
He has been asked to amend his report to reflect actual office hours attended and to flesh out the general section of his report as to brief, also typos need fixed and resubmit his report to the next standing committee meeting.
Josh’s call was disconnected as the laptop ran out of battery. Josh reconnected and discussion on his report continued.
Josh disconnected his call at 10:47am
There was a discussion whether there was any way for the TRM Tumuaki and OUPI President to delegate voting rights and attendances at executive meetings to other members.
Mary Jane’s report was very late and the executive didn’t have time to read it prior to this meeting. They were sympathetic as this lead to circumstances out of Mary Jane’s control however, there needed to be more detail in the report submitted. It was agreed for Mary Jane to re-submit an amended report at the next standing committee meeting.
GENERAL BUSINESS
The final executive meeting is 9 December 2019, the last trading day.
Ben was thanked for organising a very good de-treat for the Executive.
Meeting closed at 11.09am
Signed: ___________________________________ Date: _________