Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 16 MARCH 2020 AT 12:00PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Jack Manning (Chair), Georgia Mischefski-Gray, Josh Meikle, Michaela Waite-Harvey, Arina Aizal, Emily Coyle, Francesca Dykes, Jack Saunders and Josh Smith.
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Sinead Gill (Critic Editor), Erin Gourley (Critic Reporter) and Bonnie Harrison (Radio One News).
APOLOGIES
Josh Alefosio-Pei, Hanna Van der Giessen, Karamea Pewhairangi
Moved from the Chair
100/20 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETINGS
Moved from the Chair
101/20 THAT the minutes of the executive meeting held on 2 March 2020 be accepted as a true and correct record.
CARRIED U
Moved from the Chair
102/20 THAT the minutes of the executive meeting held on 9 March 2020 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
103/20 THAT Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
RESIDENTIAL TENANCY AMENDMENT BILL SUBMISSION
As attached.
With the addition of clause 1.3 - In writing this submission as follows - OUSA has consulted with the University of Otago and they are in complete support of our submission.
Dykes/Saunders
104/20 THAT OUSA endorse the submission on the Residential Tenancies Amendment Bill with the inclusion of clause 1.3.
CARRIED
AFFILIATIONS
3 clubs put forward for affiliation.
Hill City have an increased ratio of members owing to them being affiliated to an external body.
Young NZ First – suggestion to remove OUSA from title and change their AGM if it suits to fit our affiliation criteria, however this may not be possible their AGM to run with the political calendar. Josh to talk with Sarah Taylor.
Smith/Meikle
105/20 THAT the Hill City University Athletics Club be affiliated to OUSA with the above amendment.
CARRIED
Smith/Meikle
106/20 THAT the National Centre for Peace and Conflict Studies Student Community Development Organisation be affiliated to OUSA.
CARRIED
Smith/Meikle
107/20 THAT the Young New Zealand First Club be affiliated to OUSA with the above amendment to their title on the constitution.
CARRIED
AMENDED STRATEGIC PLAN
As attached. Incorrect spelling of Aquatic Centre, the apostrophe after students’ in the title and Clubs and Societies goals to be included.
Mischefski-Gray/Smith
108/20 THAT the Otago University Students’ Association Strategic Direction 2020 – 2023 document be approved with the above amendments.
CARRIED
INTERNATIONAL COMMITTEE MEETING MINUTES
Aizal/Saunders
109/20 THAT the minutes from the International Committee (ICOM) meeting held on 9 March 2020 be received.
CARRIED
WELFARE AND EQUITY JOB DESCRIPTION AMENDMENTS
As attached.
Welfare and Equity Job description. The Sustainability Rep (clause 10.7.3) to be removed.
Owing to this being a small alteration this will be moved as a special resolution along with the Terms of Reference amendments are mainly name changes to reflect the new titles and clearer numbering by adding 2.1.5.1 – 2.1.5.3
It was noted the International Representative can be co-opted onto this committee.
Waite-Harvey/Aizal
110/20 THAT the Welfare and Equity Job Description (duties) be amended.
CARRIED
Harvey-Waite/Aizal
111/20 THAT the Welfare and Equity Committee Terms of Reference version 7 be amended.
CARRIED
GRANTS PANEL MEETING MINUTES
Can the clubs and societies who didn’t receive grants be notified with an explanation of decline?
Smith/Saunders
112/20 THAT the minutes of the Grants Panel Meeting held on 12 March 2020 be received and the recommendations be approved.
CARRIED
FINANCE AND EXPENDITURE (FEC) COMMITTEE MINUTES
Meikle/Smith
113/20 THAT the minutes of the Finance and Expenditure Committee meeting held on 12 March 2020 be received.
CARRIED
CHARTER
Emailed to the Executive prior to the meeting for reasons of confidentiality.
Moved from the Chair
114/20 THAT the meeting move into Confidential Committee for reasons of confidential at 12.21pm.
CARRIED U
Moved from the Chair
115/20 THAT the meeting move out of Confidential Committee at 12.32pm.
CARRIED U
Moved from the Chair
116/20 THAT OUSA endorses the ‘Charter’ full name embargoed for reasons of confidentiality.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
117/20 THAT Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No incidents or accidents to report at OUSA.
Covid-19 – Debbie reported Student Health intend to get flu vaccinations to staff and students as soon as possible. OUSA is offering to help with communications and perhaps queues when student health need this.
Debbie encouraging all staff and executive to get in quick and book their vaccination time when they arrive.
The university are helping with serious cases of self-isolation. There is a big concern with the ramp up of student parties recently, this could be using up health and resources, not to mention emergency services.
The Executive are asked to keep in touch with OUSA Marketing and Comm’s and feedback any information they hear from students where we can assist students being kept up to date and informed. Want to make a difference. Making if feel real!
Jack and an Exec member to attend the Managers meetings to ensure we are all on the same page to help prevent spread within the Association, keep each other safe and supported and share information.
OUSA UPDATE
Nothing further to report except many events and external engagements have been cancelled owing to Covid-19. It was agreed we all stay positive and continue to support each other as we normally do. OUSA is being guided by the Ministry of Health and Debbie is attending regular Covid-19 meetings at the University and the managers here are meeting twice a week to share information. Stay home if you are ill, wash or sanitise hands, enforce social distancing and cough into your elbow.
UNIVERSITY BOOK SHOP OTAGO LIMITED DIRECTORSHIP
Rachel Brooking was appointed onto the University Bookshop Board on 20 March 2013 and is doing a splendid job being re-appointed many times. She has been an excellent adviser and is a life member of OUSA after being a former executive member and President.
Moved from the Chair
118/20 THAT Rachel Brooking be re-appointed as a Director on the University Book Shop (Otago) Limited Board.
CARRIED U
The length of her appointment to be discussed.
Meeting closed at 1.02pm
Signed: ___________________________________ Date: _________