Meeting Minutes
MINUTES OF THE OUSA STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD VIA ZOOM OWING TO COVID-19 ON MONDAY IN THE OUSA BULL-PEN, CUMBERLAND STREET, DUNEDIN ON MONDAY 6TH APRIL 2020 AT 12.03PM
PRESENT
Jack Manning (Chair), Georgia Mischefski-Gray (Chair), Josh Meikle, Michaela Waite-Harvey, Karamea Pewhairangi, Jack Saunders, Francesca Dykes, Emily Coyle, Hanna Van der Giessen, Arina Aizal, Josh Alefesio-Pei, and Josh Smith.
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Sinead Gill (Critic Editor).
APOLOGIES AND KARAKIA
Jack Manning led with the opening karakia.
CO-OPT ONTO THE STANDING COMMITTEE
Moved from the Chair
sc162/20 THAT Jack Saunders, Karamea Pewhairangi, Francesca Dykes, Hanna Van der Giessen, Arina Aizal, Josh Alefesio-Pei and Josh Smith be co-opted onto the Standing Committee of the Executive for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Emily Coyle is a member of the Standing Committee.
Moved from the Chair
sc163/20 THAT the minutes of the Standing Committee meeting held on 30 March 2020 be accepted as a true and correct with the above amendment.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc164/20 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No accidents or incidents reported this period. The Managers were asked to ensure all staff are complying with health and safety whilst working from home. All staff were notified of this.
OUSA UPDATE
The Hub up and running and more content coming. Looking really good. Thanks again to all staff who worked hard getting this up so swiftly.
Clubs and Soc’s virtual hub running well, trying to ensure it is linked to other University departments like Unipol etc.
Critic have gone online. The University have disengaged with Critic, this could have financial implications going forward. Debbie and Sinead have a zoom meeting scheduled to discuss this.
Radio 1 – the on air musical festival has been popular. Jam on Toast proving popular with listeners and the performers.
Events – they are pleased with the musical events as well, there are quiz nights being held.
Marketing & Comm’s – working very hard on the Hub, pleased with it. The staff are taking annual leave the days following Easter.
Planet Media – Jam on Toast sponsorship has come through. Sales are obviously very slow but the team are keeping in touch with each other.
Karamea arrived at 12.13pm
Moved from the Chair
sc165/20 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 12.13pm.
CARRIED U
Moved from the Chair
sc166/20 THAT the meeting move out of confidential committee at 12.20pm.
CARRIED U
Moved from the Chair
sc167/20 THAT Karamea Pewhairangi be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
Chief Executive Officer – Debbie will be on leave the days after Easter as planned. If urgent you may text her and she will get back to you. Will be checking emails.
Debbie said it is a good opportunity for all areas to think about the online services we have been managing through Covid-19 going forward from this Lockdown level.
EXECUTIVE FIRST QUARTER REPORT RESUBMIT
Josh didn’t use the new format that was sent around. All reports should be set out the same. Josh offered to resubmit on new format as the content was now correct.
Moved from the Chair
sc168/20 THAT Josh Smith’s first quarter re-submitted report be accepted and he continue to be paid his honorarium with agreement it is correctly formatted as discussed.
CARRIED U
AFFILIATION POLICY TO SET
Mischefski-Gray/Smith
sc169/20 THAT the Affiliation Policy version 12 be set.
CARRIED
POLICY COMMITTEE MINUTES
Mischefski-Gray/ Van der Giessen
sc170/20 THAT the minutes from the Policy Committee meeting held on 2 April 2020 be received.
CARRIED
REFERENDUM QUESTIONS TO OPEN
Owing to our members being on term holiday soon it was agreed to request questions for the up and coming Referendum as soon as possible. Good to have good advertising lead in too.
The Secretary reminded the meeting of a forum required as this will be in a different format owing to the Lockdown.
Mischefski-Gray/Saunders
sc171/20 THAT the OUSA Executive ask for questions for the Referendum being held 25 – 28 May 2020 and close 4pm 6 May 2020.
CARRIED
Questions to adminvp@ousa.org.nz and then to the Mediator for checking.
Georgia and Marketing & Communications will make a post and will also go on the Exec chat as a notice.
REPORTING POLICY
The changes to this policy has made significant changes to Executive reporting and the workings. The Executive need to be thoroughly engaged with these changes. It was suggested clause 7.1 the reasoning should be worded more clearly.
Georgia has spent a lot of time on this with many changes so suggested it went for notice. Well done Georgia!
Mischefski-Gray/Dykes
sc172/20 THAT the Reporting Policy version 8 be put for notice.
CARRIED
The Secretary apologised that the policies requiring notice can’t be placed in our noticeboard owing to the Lockdown but Georgia assured they would be placed on the website for the required notice period.
INVESTMENT POLICY
This policy has been through FEC and PolCom and discussed fully.
Meikle/Saunders
sc173/20 THAT the Investment Policy version 1 be put for notice.
CARRIED
SUBMISSION COMMITTEE TERMS OF REFERENCE
Dykes/Smith
sc174/20 THAT Submissions Committee Terms of Reference version 1 be set.
CARRIED
RESIDENTIAL COMMITTEE TERMS OF REFERENCE
The updated title for Locals is Campus and Collegiate Life. The position of Pacific Island Represented has been added.
Saunders/Mischefski-Gray
sc175/20 THAT the Residential Committee Terms of Reference be set with the above amendments.
CARRIED
RESIDENTIAL COMMITTEE MINUTES
Saunders/ Van der Giessen
sc176/20 THAT the minutes of the Residential Committee meeting held on 30th March.
CARRIED
GENERAL BUSINESS
DCC Annual Plan submission – please get feedback that could assist our students.
NZUSA – Jack Manning, Francesca Dykes and Josh Meikle attended a zoom meeting which was constructive. NZUSA have been sending information to the Ministry to do with Covid-19 and providing feedback. They have been engaging with other tertiary institutions. Otago yet to engage. Chris Hipkins the Minister of Education has also been consulted. Videos are also being shown.
Covid-19 working group – Jack Manning has been attending these meetings.
Meeting closed at 12.56pm
Signed: ____________________________________ Date: _____________