Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON MONDAY 25th FEBRUARY 2019 AT 3:00PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
James Heath (Chair), Porourangi Templeton-Reedy, Will Dreyer, Bonnie Harrison, Kerrin Robertson-Scanlon, Dermot Frengley, Sabrina Alhady, Taylor Terekia, Georgia Mischefski-Gray, Josh Smith and Jack Manning
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Charlie Hilton (Critic Editor) and Sinead Gill (Observer)
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc 68/19 THAT the minutes of the Standing Committee Meeting held on 4 February 2019 be
accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc 69/19 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of
this meeting.
CARRIED U
HEALTH AND SAFETY
Nothing to report.
OUSA UPDATE
James conveyed his appreciation of everyone’s hard work over a very successful Orientation.
The drug testing was a success with about 60 tests carried out. There was positive media coverage.
Debbie expressed the gigs at the Stadium went well and was pleased with the way the ‘dry hire’ of the Stadium went. Only minor incidents through St Johns and our RU OK team were excellent again this year.
Starters Bar opened for Orientation and was at capacity two nights over the weekend.
Movie Night was excellent with over 300 in attendance.
Clubs Day was well attended and the pool give-away was popular.
International Food Festival was good with great variety, pleasing the fine weather held out for it.
EXECUTIVE REPORTING DATES FOR 2019
The executive were reminded to check the electronic J drive for reporting template and policy to assist them with their report writing.
Moved from the Chair
sc 70/19THAT the Executive first quarter reports be due to the Secretary by 1pm on Wednesday 20 March 2019.
CARRIED U
Moved from the Chair
sc 71/19THAT the Executive second quarter reports be due to the Secretary by 1pm on Thursday 19 June 2019.
CARRIED U
Moved from the Chair
sc 72/19THAT the Executive third quarter reports be due to the Secretary by 1pm on 18
September 2019
CARRIED U
Moved from the Chair
sc 73/19THAT the Executive fourth quarter reports be due to the Secretary by 1pm on 20
November 2019
CARRIED U
MOU BETWEEN OUSA AND OTAGO POSTGRADUATE ASSOCIATION
Dermot expressed this would be a positive move forward for both organisations. He is working on a draft copy and will be it to exec’ later. Someone suggested liaising with the Club Development Officer for assistance, although it was pointed out that OPA could be seen as different to other clubs and societies.
SGM QUESTIONS
The Student meeting has been called and we would like to invite students to submit questions. The executive also should look at the Referenda questions that didn’t did pass owing to lack of numbers.
Moved from the Chair
sc 74/19THAT OUSA call for questions for the SGM being held on 21 March 2019 by noon
on 11 March 2019 to the Adminvp@ousa.org.nz
CARRIED U
Moved from the Chair
sc 75/19THAT motion sc 64/19 be amended to read: THAT the Secretary be directed to call a Student General Meeting on 21 March 2019 at 12:30pm in the Main Common Room or outside if the weather permits.
CARRIED U
SCHOOL STRIKE FOR CLIMATE
Schools in Dunedin are striking on 15 March 2019 to attend a climate change rally finishing in the Octagon. The event is being held across the country, where pupils walk out of classes to tell politicians to take them seriously and start treating climate change as a crisis and the biggest threat to their generation. Will’ would like OUSA to show solidarity and join them between 12pm and 3pm. Perhaps a rally to the Octagon from OUSA. Will’ and Pou will talk to Ingrid in Comm’s about advertising this.
LETTER OF ENGAGEMENT
As attached for noting. James wanted to keep the exec’ informed on the administrative tasks as well so this letter of engagement from our Auditors PricewaterhouseCoopers was for noting and he will sign it after the meeting.
EDUCATION COMMITTEE TERMS OF REFERENCE
As attached there were a few changes made.
Moved from the Chair
sc 76/19THAT the amended Education Committee Terms of Reference version 6 be put for
notice.
CARRIED U
GENERAL BUSINESS
Radio One Programmes Manager Tom Tremewan is inviting the executive to celebrate their work on air on Tuesday’s between 2-4pm. There was enthusiasm by all and agreed they could work this on a rotational basis. Bonnie and Will’ already have a slot so they will help host these sessions. Technical induction recommended.
College’s visits – Jack is organising regular visits to the Colleges and would like exec’ to join him. Josh and Taylor volunteered.
Yoga classes – Josh volunteers a yoga class each Tuesday 7-8:30pm if anyone is interested pop along.
Orientation congrats –
Moved from the Chair
sc 77/19THAT Debbie, the Events team and OUSA staff, executive and volunteers be
congratulated and thanked for a fabulous Orientation.
CARRIED U
OUSA Committees – Critic reporters are wishing to attend sub-committees from time to time. It was agreed remembering that these meetings are subject to the standing orders of the executive meetings.
Executive planning – James said the forward planning should be in place and weekly meetings with him going forward.
Plastic Free July – the DCC have been chatting with James about this, it will work well alongside OUSA environment week being planned in July too.
ACTION POINTS
- Ensure terms of reference is put for notice on facebook – ensure the filing is done after the ToR is set
- SGM questions notice to be advertised
- See about getting time for Radio one slot
- Follow up advertising for the Climate change rally
POWERS OF THE STANDING COMMITTEE BACK TO EXECUTIVE
Moved from the Chair
sc78/19 THAT the powers of the Standing Committee be delegated back to the Executive henceforth.
CARRIED U
Meeting closed 3.32pm
Signed: ___________________________________ Date: _________