Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON WEDNESDAY 28 OCTOBER 2020 AT 2.30PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Jack Manning (Chair), Georgia Mischefski-Gray, Josh Meikle, Michaela Waite-Harvey, Emily Coyle, Jack Saunders, Francesca Dykes and Dushanka Govender
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Alex
APOLOGIES
Arina Aizal, Karamea Pewhairangi, Joshuaa Alefosio-Pei and Hanna Van der Giessen.
Moved from the Chair
451/20 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
452/20 THAT the minutes of the executive meeting held on 19 October 2020 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
NZUSA Associate Membership process – The national executive have acknowledged the receipt of our letter sent to them, no response yet.
SPEAKING RIGHTS
Moved from the Chair
453/20 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No incidents to report but there has been quite a few staff off sick lately.
Debbie will check how the Health and Safety consultant is progressing.
OUSA UPDATE
Beerfest all set up at the Stadium and ready to go Friday and Saturday, there has been anxious Covid watch every day but so far so good. Our reception have been setting up to fill wrist bands.
FIRE & CIRCUS CLUB UPDATE
Moved from the Chair
454/20 THAT the meeting move into Confidential Committee for reasons of confidentiality at 2.35pm.
CARRIED U
Moved from the Chair
455/20 THAT the meeting move out of Confidential Committee at 2.52pm.
CARRIED U
Moved from the Chair
456/20 THAT OUSA disaffiliate the Dunedin Fire and Circus Club.
CARRIED U
An audit of the affiliation process of clubs and a revision of all health and safety requirements for clubs and societies before and after affiliation is being undertaken.
OUSA Executive would like to suggest the following moving forward should a Fire and Circus Club re-affiliate.
- Name to be different
- Strict membership list of University students
- Health and Safety Policy in Place
- Record of assets/items to be kept
CHIEF EXECUTIVE OFFICER THIRD QUARTER REPORT
Moved from the Chair
457/20 THAT the meeting move into Confidential Committee for reasons of commercial sensitivity at 2.58pm.
CARRIED U
UNIVERSITY BOOK SHOP SHAREHOLDER EXPECTATIONS
Moved from the Chair
458/20 THAT the meeting move out of Confidential Committee at 3.41pm.
CARRIED U
Moved from the Chair
459/20 THAT the Chief Executive Officers’ third quarter report be received.
CARRIED U
Moved from the Chair
460/20 THAT the University Book Shop (Otago) Limited letter be sent with minor amendments as agreed.
CARRIED U
CLUB AFFILIATIONS
Govender/Waite-Harvey
461/20 THAT the Rockets and Cosmos Society Club be affiliated to OUSA.
CARRIED
The Rocket and Cosmos Society to alter quorum and no limit of numbers.
Govender/Waite-Harvey
462/20 THAT the Peace Club be affiliated to OUSA.
CARRIED
The Peace Club are to alter quorum figure to 51%
Govender/Waite-Harvey
463/20 THAT the Chemistry Students’ Association be affiliated to OUSA.
CARRIED
Govender/Waite-Harvey
464/20 THAT the Otago Disabled Students’ Association be affiliated to OUSA.
CARRIED
Amend wording as past and present noted twice.
Govender/Waite-Harvey
465/20 THAT the Strongman Club be affiliated to OUSA.
CARRIED
Is the Strongman Club inclusive of all people? Include this in their objectives.
Govender/Waite-Harvey
466/20 THAT the Parents Club be affiliated to OUSA.
CARRIED
Parents Club to clarify their space isn’t the OUSA Parents Room.
The Melanesian Club a required to resubmit as changes weren’t highlighted.
OUSA POLICY MANUAL UPDATE
As attached. Templates will be included in the policy manual. As below the amendments and up to date list of changes and rescinded policies.
Michaela left at 3.59pm
Michaela returned at 4.01pm
Mischefski-Gray/Meikle
467/20THAT the International Committee terms of reference be rescinded.
CARRIED
Mischefski-Gray/Meikle
468/20THAT the Post Graduate Committee terms of reference be rescinded.
CARRIED
Mischefski-Gray/Meikle
469/20 THAT the Charitable donations policy be rescinded.
CARRIED
Mischefski-Gray/Meikle
470/20 THAT the Employment Policy be rescinded.
CARRIED
Mischefski-Gray/Meikle
471/20 THAT the Piupiu Policy be rescinded.
CARRIED
The Association Secretary wishes to note for historical knowledge that it was agreed by both parties OUSA and Te Roopu Māori some time ago that the 12 Women and 14 Men Piupiu owned by OUSA be administered through Te Roopu Māori and stored at Te Tumu. It is appropriate and authentic that these taonga remain within Te Roopu Māori for it sits within the Maori culture.
Mischefski-Gray/Meikle
472/20 THAT the Procedural policies - Recreational carpark, Smoke free, Volunteers and Membership be rescinded.
CARRIED
Mischefski-Gray/Meikle
473/20 THAT following amended policies be put for notice. Also noting the ones that haven’t changed.
Terms of reference
Academic= membership ratified and for the remainder of the year
ACC= none
Blues and golds= none
Colleges= add in UOPISA, remove budget stuff. The appointments policy should cover it with ‘vacant’ position
Constitution review: none
Elections campaign= Change to correct roles
Elections review=
Grants= wider community representatives which splits into the one being culturally competent.
Policy committee: none
Residential= none
SGM engagement= update of names
Submissions= none
Welfare and equity= none
Executive:
Accountability= removal of motion to request resignation
Advisory Board= none
Appointment= adding the registrar to be updated and kept by president and secretary (follows current practice).
Elections procedure= change of structure. Remove the provision of tickets. The changes suggested by returning officer, be reviewed in more detail next year.
Duties of an Executive Officer (was the job description policy) = changing structure of general duties, addition of sustainability.
Subcommittee= change of committee titles
Travel expenses= slight change to add in representatives, to be wider.
Referenda= formatting, make it the AVP and FSO who writes the summary, this is current practice.
Operational
Capital expenditure= none
ICT= none
Media independence policy= none
Investment= none
Procedural
Finance= none
Parents room and women's room= changes around
Policy development protocol= huge changes around structure to make it more.
Recreation (New section)
Clubs Complaints= none
Club conduct= none
Club affiliation= none
Grants= none
Blues & golds= none
Templates
Quarterly report= trying to make it clearer for ex-officio JD
Breakdowns= none
Meeting minutes= none
Terms of reference= new
Policy= new
CARRIED
DCC DRAFT ANNUAL PLAN SUBMISSION
As attached.
Dykes/Govender
474/20 THAT the Submission of the Otago University Students’ Association on the Dunedin City Council’s Draft 10 year Plan 2021-2031 be submitted.
CARRIED
GENERAL BUSINESS
Sustainable household items – the Executive are collecting items of furniture and general household goods for students. They will be stored in the old gym. They will be collected during 5-6 November from the Events office where stored temporarily. There is a drive to get these to students in collaboration with University departments, the Sustainability office and the University Social Impact Studio.
Meeting closed at 4.17pm
Signed: ___________________________________ Date: _________