Meeting Minutes
Minutes of the Standing Committee
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON MONDAY 2 JUNE 2020 AT 2:06 PM HELD VIA ZOOM OWING TO COVID-19
PRESENT
Jack Manning (Chair), Georgia Mischefski-Gray, Michaela Waite-Harvey, Josh Meikle, Francesca Dykes, Karamea Pewhairangi, Emily Coyle, Josh Smith, Joshuaa Alefosio-Pei
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Sinead Gill (Critic Editor)
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc230/20 THAT, Francesca Dykes, Karamea Pewhairangi, Joshuaa Alefosio-Pei and Josh Smith be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETINGS
Moved from the Chair
sc231/20 THAT the minutes of the standing committee meeting held on 18 May 2020 be accepted as a true and correct record.
CARRIED U
Moved from the Chair
sc232/20 THAT the minutes of emergency standing committee meeting held on 19 May 2020 be accepted as a true and correct record.
CARRIED U
Moved from the Chair
sc233/20 THAT the resolutions from the emergency meeting held on 19 May 2020 be ratified.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc234/20 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 to report. The Covid-19 back to work plan has gone to the Health and Safety committee.
There was an evacuation of the University buildings last week and the OUSA building didn’t receive any notification or alarm activation. Debbie will enquire with Martin Jones the Union Building Warden.
OUSA UPDATE
University Book Shop – Feldspar will get back to us soon on the remodelling ideas and business plan.
Clubs and Societies Building – the roof repair or replacement still on the agenda. The carpark also needs resurfaced but will wait until roof decision made. Michaela and her team have been managing the centre well with Covid-19 restrictions.
Hand sanitisers will be continued for future use in all our buildings as good practice to keep up good hygiene especially with the winter approaching.
Starters Bar – as we know hospitality has been one of the hardest hit over Covid-19. There were a few more patrons over the long weekend but not many. It is fortunate now that if a venue is hired out it can have increased numbers attending the functions.
FINANCE AND EXPENDITURE MINUTES
Meikle/Mischefski-Gray
sc235/20 THAT the Finance and Expenditure meeting minutes of 21 May 2020 be received.
CARRIED
OUSA 130TH BIRTHDAY COMMEMORATIVE TREE
As attached.
Meikle/Smith
sc236/20 THAT OUSA agree to purchase a Kowhai tree and a plaque to the value of $325 inclusive of GST from the executive budget line.
CARRIED U
The Secretary proposed to contribute from the administration budget to purchase the more expensive copper plaque.
IT GOVERNANCE BOARD APPOINTMENT
Moved from the Chair
sc237/20 THAT Josh Smith be appointed to the Information Technology (IT) Governance Board until 31 December 2020.
CARRIED U
UBS AMENDED MOTION
The previous motion to appoint Rachel Brooking didn’t include the term of appointment.
Moved from the Chair
sc238/20 THAT motion 118/20 be amended to read:
THAT Rachel Brooking be appointed as a Director on the University Book Shop (Otago) Limited Board for a further 3 years (16 March 2023).
CARRIED U
POLICY COMMITTEE MINUTES
Mischefski-Gray/Meikle
sc239/20 THAT the minutes from the policy committee meeting held on 28 May 2020 be received.
CARRIED
OUSA ADVISORY BOARD
As attached. This is for feedback only at this stage.
SUBMISSIONS COMMITTEE APPOINTMENTS
Dykes/Coyle
sc240/20 THAT Jasmine Wright and Miria Te Pou be appointed to the Submissions Committee for 2020.
CARRIED
SUBMISSIONS COMMITTEE MINUTES
Dykes/Coyle
sc241/20 THAT the minutes of the submission committee meeting held on 26 May 2020 be received.
CARRIED
Joshuaa Alefosio-Pei left at 2.10pm
REFERENDUM RESULTS
As attached. 1922 votes were cast.
Moved from the Chair
sc242/20 THAT the Referendum held 25-28 May 2020 results be received.
CARRIED U
Josh Smith left at 2.48pm
Moved from the Chair
sc243/20 THAT OUSA formally apologises to Te Mana Ākonga, Te Ropū Māori,
Tauira Pasifika, University of Otago Pacific Island Students’ Association, Thursdays in Black Aotearoa, Thursdays in Black Otago, NZUSA and the wider student body for the oversight in the considerations section attached to questions 6 and 7 in the Referendum held 25-28 May 2020.
CARRIED U
Te Mana Ākonga and Te Ropū Māori have been incredibly positive and helpful to reaffirm our commitment.
A lengthy discussion took place regarding our mandate relating to the results of the referendum. Question’s 2 and 3 regarding the Cannabis Referendum it was expressed that student’s want education – we should ensure it is substantive and meaningful based information. OUSA would be inviting speakers to attend a forum.
It is important we allow students to make their own choices.
Josh Meikle left at 3.04pm and returned at 3.05pm
It was noted there is a group of students who will be negatively impacted by this vote and should be supported.
Agreed we will talk to our Marketing and Communications team and get a good clear marketing campaign going forward on these questions.
Overall it was agreed there needs to be further Facebook group discussions about questions 2-4. The others (1 and 8-15) have clear majorities so won’t require as much work and will have meetings on these with relevant people in coming weeks.
To be brought back to another meeting after exams.
BREACH OF CONSTITUTION
The Executive are required to notify the student body when there has been a breach of the OUSA Constitution and rules. Owing to OUSA not receiving the Annual Audited Statements for the previous year and the 2019 Annual report. (Clause: 37 k) in the first semester through the referendum. This was unavoidable owing to Covid-19 disallowing our audit to be completed because of the lockdown. A Student General Meeting will be called once the Covid levels allow a bigger gathering for quorum ensuring it is during term time. Josh Meikle will post on social media to notify our members.
These will be put up on the OUSA website as soon as the audit is completed and it is practical.
GENERAL BUSINESS
Next Executive meeting – 22 June 2020 owing to exams
Meeting closed at 3.30pm
Signed: ___________________________________ Date: _________