Meeting Minutes
Minutes of the Standing Committee
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON THURSDAY 16 JANUARY 2020 AT 10:00AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Jack Manning (Chair), Georgia Mischefski-Gray, Michaela Waite-Harvey, Josh Meikle and Arina Aizal.
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Sinead Gill (Critic Editor) and Bonnie Harrison (Radio One News Manager).
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc01/20 THAT Arina Aizal be co-opted onto the Standing Committee of the Executive for the duration of this meeting.
CARRIED U
APOLOGIES
Emily Coyle
Moved from the Chair
sc02/20 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc03/20 THAT the minutes of the Standing Committee Meeting held on 9 December 2019 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
Jack wanted to explain that motion 501/19 to rename Room 2 was considered frivolous and therefore withdrawn later in the meeting.
SPEAKING RIGHTS
Moved from the Chair
sc04/20 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Nothing to report
OUSA UPDATE
Debbie reported Orientation planning was going well with marketing announcements broadcasted. The Starters Bar gearing up to have events later, a quiz is scheduled soon.
Moved from the Chair
sc05/20 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 10.05am.
CARRIED U
Moved from the Chair
sc06/20 THAT the meeting move out of confidential committee at 10.16am.
CARRIED U
EXECUTIVE REPORTING DATES FOR 2020
Moved from the Chair
sc07/20 THAT the Executive first quarter reports be due to the Secretary by 1pm on Wednesday 18 March 2020.
CARRIED U
Moved from the Chair
sc08/20 THAT the Executive second quarter reports be due to the Secretary by 1pm on Wednesday 24 June 2020.
CARRIED U
Moved from the Chair
sc09/20 THAT the Executive third quarter reports be due to the Secretary by 1pm on Wednesday 16 September 2020.
CARRIED U
Moved from the Chair
sc10/20 THAT the Executive fourth quarter reports be due to the Secretary by 1pm on Wednesday 18 November 2020.
CARRIED U
EXECUTIVE REPORT POLICY AND TEMPLATE
As attached this revised template shows a breakdown of hours that will be published. There are some revised areas with five parts to this template.
As attached these are proposed changes to the reporting policy. Georgia would like feedback before this policy is brought back to Exec next month especially sections 7 and 8 that have big changes.
Do you want to include a cover letter? All ideas to Georgia please.
TERMS OF REFERENCE AMENDMENTS
As attached. Academic, Post Graduate, Welfare and Equity, OUSA Elections Review, Policy Committee, Elections Campaign Subcommittee, Blues and Golds, International Committee terms of references. A general tidy up of titles to reflect the new Executive structure but no substantial alterations to the following:
- Policy committee: an update on previous wording
- PG committee: ONLY an update on names, further discussion needed on how we can change it to fit the Otago Postgraduate Association (OPA) current structure.
- Welfare and Equity: addition of "welfare and Equity" removal of extra OUSA executive officer as 2.1.6 allows this anyway.
- International committee: general update on wording
- Elections review Committee: general update
- Elections campaign: general update
- Blues and Golds: general update
- Academic committee: update on names and purpose section Update on wording of final section
Donna explained the procedure reiterating as the amendments are non-substantial if voting is positive by special resolution the terms of references and can pass without notice. Otherwise there is a five working day notice period required.
Mischefski-Gray/Waite-Harvey
sc11/20 THAT the Academic Committee Terms of Reference version 5 be amended.
CARRIED
Mischefski-Gray/Waite-Harvey
sc12/20 THAT the Blues and Golds Terms of Reference version 1 be amended.
CARRIED
Mischefski-Gray/Waite-Harvey
sc13/20 THAT the Elections Campaign Subcommittee Terms of Reference version 1 be amended.
CARRIED U
Mischefski-Gray/Waite-Harvey
sc14/20 THAT the Postgraduate Committee Terms of Reference version 1 be amended.
CARRIED U
Mischefski-Gray/Waite-Harvey
sc15/20 THAT the OUSA Elections Review Committee Terms of Reference version 1 be amended.
CARRIED
Mischefski-Gray/Waite-Harvey
sc16/20 THAT the International Committee Terms of Reference version 1 be amended.
CARRIED
Mischefski-Gray/Waite-Harvey
sc17/20 THAT the Welfare and Equity Committee Terms of Reference version 5 be amended.
CARRIED
Mischefski-Gray/Waite-Harvey
sc18/20 THAT the Policy Committee Terms of Reference version 5 be amended.
CARRIED
GENERAL BUSINESS
Next meeting date will be circulated at a later date as some still away.
Meeting closed 10.36am
Signed: ___________________________________ Date: _________