Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON WEDNESDAY 26 JANUARY 2022 AT 5.01PM VIA ZOOM AND IN THE BULL-PEN AT OUSA OFFICES, CUMBERLAND STREET, DUNEDIN
PRESENT
Melissa Lama (Chair), Maya Polaschek, Caitlin Hancy, Ravneel Chand, Sean Teow, Jade Mills and Elisepa Taukolo
IN ATTENDANCE
Donna Jones (Minute Secretary) and Debbie Downs (Chief Executive Officer)
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc01/22 THAT Ravneel Chand, Sean Teow and Elisepa Taukolo be cop-opted onto the Standing Committee for the duration of the meeting.
CARRIED U
APOLOGIES
Emily Fau-Goodwin and Lily Marsh
Moved from the Chair
sc02/22 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc03/22 THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc04/22 THAT the minutes of the Executive meeting held on 23 November 2021 be accepted as a true and correct record.
CARRIED U
MINUTES OF THE EMERGENCY MEETING
Moved from the Chair
sc05/22 THAT the minutes of the Emergency meeting held on 2 December 2021 be accepted as a true and correct record.
CARRIED U
RATIFY THE EMERGENCY MEETING MOTIONS
Moved from the Chair
sc06/22 THAT the minutes of the Emergency Meeting held on 2 December 2021 be ratified.
CARRIED U
Jade arrived at 5.06pm
HEALTH AND SAFETY
Debbie addressed the meeting and encouraged the Executive to read the latest Covid health and safety report and guidelines for working under red light level. People are encouraged to follow strict Covid guidelines. There are no confirmed cases of Omicron in Dunedin yet, when this happens plans will change, and we will be working from home. All asked to ensure they have systems set up to enable this to happen.
OUSA UPDATE
If anyone wishes to discuss or know anything, please don’t hesitate to contact Debbie.
Owing to the threat of Omicron the 2021 Craft Food and Beerfest has been cancelled and hopefully we can look to hold the 2022 Craft Food and Beerfest in October. Other big events cancelled. Summer in Dunners still being held on a small scale in the Link each Wednesday for now.
Auckland Beerfest in conjunction with OUSA and State of the Nation could also be cancelled.
Planning still going ahead for Orientation 2022 with a much different look and a smaller level. OUSA wants to give our students something so we are working hard to see what can be done under the threat of Omicron.
Earthquake strengthening of the Clubs and Societies Building phase one is almost complete. The Roof replacement may need to be postponed but we will purchase materials now and store them. Debbie waiting on Project Managers reports.
University Book Shop (UBS) remedial work still being done to the book shop and the top floor apartments should be completed by August.
TE ROOPU MĀORI UPDATE
Moved from the Chair
sc07/22 THAT Jade Mills be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
- Planning for O’week under the red traffic light level
- The TRM Executive having weekly meetings on a Sunday
- The upgraded website that was initiated last year is looking great and should be released very soon.
OTAGO UNIVERSITY PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
- OUPISA is also planning for O’week
- Supporting the Tonga Students Association during the Tsunami/volcano appeal. A container for supplies is being sourced.
- Leadership weekend still being planned for March/April, Omicron dependent.
NZUSA UPDATES
- Online meeting held last week with Presidents.
- Can you all please fill out the online survey?
- There is a conference being planned and Melissa will attend.
- There is work being held on re-building of the NZUSA structure.
POSTGRADUATE ASSOCIATION FUNDING
As attached. As per the MoU with OUSA/OPA up to $2,000 can be applied for yearly.
Moved from the Chair
sc08/22 THAT OUSA approve the payment of $2,000 to the Postgraduate Association for 2022 as per the Memorandum of Understanding.
CARRIED U
Ravneel has been approached by stressed postgraduate students. He was advised to check in with our Student Support Centre.
There is a retreat for Postgraduate students next week.
MoU/SHARED WORKPLAN WITH THE ELECTORAL COMMISSION AND OUSA
As attached - this has been brought to the current Executive as there had been previous discussion. This is in the preliminary stages and George Sabonadīere from the Electoral Commission is happy to come to a meeting to discuss this further later in the year.
OPSA/OUSA SERVICE AGREEMENT
As attached for noting.
Moved from the Chair
sc09/22 THAT the updated Otago Polytechnic Students’ Association (OPSA) and Otago University Students’ Association (OUSA) provision of Service Agreement document be received.
CARRIED U
EXECUTIVE REPORTING DATES FOR 2022
Polaschek/Teow
sc10/22 THAT the Executive first quarter reports be due to the Secretary by 1pm on Wednesday 16 March 2022.
CARRIED
Polaschek/Teow
sc11/22 THAT the Executive second quarter reports be due to the Secretary by 1pm on Wednesday 22 June 2022.
CARRIED
Polaschek/Teow
sc12/22 THAT the Executive third quarter reports be due to the Secretary by 1pm on Wednesday 14 September 2022.
CARRIED
Polaschek/Teow
sc13/22 THAT the Executive fourth quarter reports be due to the Secretary by 1pm on Wednesday 16 November 2022.
CARRIED
COMMITTEE APPOINTMENTS FOR 2022
Moved from the Chair
sc14/22 THAT Ravneel Chand be appointed to the Air Travel Project Steering Committee for 2022.
CARRIED U
Moved from the Chair
sc 15/22 THAT Ravneel Chand be appointed to the Animal Practices Steering Group for 2022.
CARRIED U
Moved from the Chair
sc 16/22 THAT Melissa Lama be appointed to the Appeals Board for 2022.
CARRIED U
Moved from the Chair
sc 17/22 THAT Ravneel Chand be appointed to the Board of Graduate Studies for 2022
CARRIED U
Moved from the Chair
sc 18/22 THAT Caitlin Hancy be appointed to the Board of Undergraduate Studies for 2022.
CARRIED U
Moved from the Chair
sc 19/22 THAT Melissa Lama be appointed to the Campus Life Events Committee for 2022.
CARRIED U
Moved from the Chair
sc 20/22 THAT Melissa Lama be appointed to the Code of Student Conduct Reference Group for 2022.
CARRIED U
Moved from the Chair
sc 21/22 THAT Jade Mills be appointed to the Code of Student Conduct Reference Group for 2022.
CARRIED U
Moved from the Chair
sc 22/22 THAT Patrice Le Sueur be appointed to the Combined Colleges Project Steering Committee for 2022.
CARRIED U
Moved from the Chair
sc 23/22 THAT Caitlin Hancy be appointed to the Committee for the Advancement of Teaching and Learning for 2022.
CARRIED U
Moved from the Chair
sc 24/22 THAT Melissa Lama be appointed to the Community Engagement Governance Committee for 2022.
CARRIED U
Moved from the Chair
sc 25/22 THAT Melissa Lama and Maya Polaschek be appointed to the Compulsory Student Services Fee Advisory Group for 2022.
CARRIED U
Moved from the Chair
sc26/22 THAT Caitlin Hancy be appointed to the Computer Based Examination Working Group for 2022.
CARRIED U
Moved from the Chair
sc 27/22 THAT Maya Polaschek be appointed to the Cyber Security Awareness and Education Board for 2022.
CARRIED U
Moved from the Chair
sc 28/22 THAT Melissa Lama be appointed to the Discipline Statute Review Committee for 2022.
CARRIED U
Moved from the Chair
sc 29/22 THAT Sean Teow be appointed to the Distance Learning Advisory Board for 2022.
CARRIED U
Moved from the Chair
sc 30/22 THAT Lily Marsh be appointed to the Environmental Sustainability Advisory Committee for 2022.
CARRIED U
Moved from the Chair
sc 31/22 THAT Lily Marsh be appointed to the Ethical Behaviour Committee for 2022.
CARRIED U
Moved from the Chair
sc 32/22 THAT Lily Marsh be appointed to the Equity Advisory Committee for 2022.
CARRIED U
Moved from the Chair
sc 33/22 THAT Melissa Lama be appointed to the Finance and Budget Committee for 2022.
CARRIED U
Moved from the Chair
sc 34/22 THAT Caitlin Hancy be appointed to the Frances Hodgkins Fellowship Selection Committee for 2022.
CARRIED U
Moved from the Chair
sc 35/22 THAT Ravneel Chand be appointed to the Graduate Research Liaison Committee for 2022.
CARRIED U
Moved from the Chair
sc 36/22 THAT Caitlin Hancy be appointed to the Health Sciences First year Strategic Management Committee for 2022.
CARRIED U
Moved from the Chair
sc 37/22 THAT Sean Teow be appointed to the Health Sciences Internationalisation Committee for 2022.
CARRIED U
Moved from the Chair
sc 38/22 THAT Melissa Lama and Lily Marsh be appointed to the Healthy Campus University Working Group for 2022.
CARRIED U
Moved from the Chair
sc39/22 THAT Patrice Le Sueur be appointed to the Hocken Collections Committee for 2022.
CARRIED U
Moved from the Chair
sc40/22 THAT Ravneel Chand be appointed to the Human Ethics Committee for 2022.
CARRIED U
Moved from the Chair
sc 41/22 THAT Jade Mills and Elisepa Taukolo be appointed to the Humanities Māori & Pacific Islands Advisory Board for 2022.
CARRIED U
Moved from the Chair
sc 42/22 THAT Caitlin Hancy be appointed to the Humanities Performing Arts Fund for 2022.
CARRIED U
Moved from the Chair
sc 43/22 THAT Sean Teow be appointed to the Internationalisation Committee for 2022.
CARRIED U
Moved from the Chair
sc 44/22 THAT Josh Meikle and Maya Polaschek be appointed to the Information Technology (IT) Governance Board for 2022.