Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 1 APRIL 2019 AT 9.07 AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
James Heath (Chair), Porourangi Templeton-Reedy, Bonnie Harrison, Kerrin Robertson-Scanlon, Jack Manning, Georgia Mischefski-Gray, Josh Smith, Dermot Frengley, Sabrina Alhady, Will Dreyer and Taylor Terekia
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Sinead Gill (Critic Chief Reporter)
KARAKIA AND APOLOGIES
Sabrina, Pou and Kerrin leaving early
Moved from the Chair
112/19 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Thursdays in Black constitution should read Welfare Officer be automatically offered Co-Directorship membership.
Moved from the Chair
113/19 THAT the minutes of the executive meeting held on 25 March 2019 be accepted as a true and correct record with the above amendment.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
114/19 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
There have been no incidents this week.
Debbie notified the meeting that she has recommended Brett Robertson be nominated as the OUSA Health and Safety Representative. If there are others interested please let her know.
OUSA UPDATES
- Hyde Street planning in full swing for the event on 13 April 2019
- Student Support Centre – staff shortages have caused a back log but getting caught up now
- Marketing & Comm’s– new software installed proving to be a great help
- Critic – Excellent articles especially them managing the sensitivity of the Christchurch Terror Attack
- Radio One – playlist almost ready to go live
- Clubs and Societies - $3 lunches continue to be well received. Aquatic Centre management moved back with OUSA and further discussions are taking place about the entire facilities.
EXECUTIVE FIRST QUARTER REPORTS
The Policy Committee are to help review the reporting policy as it is very outdated.
Moved from the Chair
115/19 THAT Dermot Frengley’s first quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Moved from the Chair
116/19 THAT Kerrin Robertson-Scanlon’s first quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
117/19 THAT Sabrina Alhady’s first quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
James Heath assumed the Chair to Porourangi Templeton-Reedy at 9.20am
Moved from the Chair
118/19 THAT James Heath’s first quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
James Heath resumed the Chair at 9.21am
UNIVERSITY BOOK SHOP LIMITED
As documents distributed. OUSA is purchasing the University Book Shop (Otago) Limited building (off its wholly owned subsidiary company) and the OUSA Lawyers have drawn up agreement for Sale and Purchase of real estate, Deed of Lease and Land Transfer Tax Statement documents.
Moved from the Chair
119/19 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 9.23am
CARRIED U
Moved from the Chair
120/19 THAT the meeting move out of committee of the whole at 9.32am
CARRIED U
Moved from the Chair
121/19 THAT the common seal be attached to the Private Corporate Client Authority and Instruction for an Electronic transaction document.
CARRIED U
Moved from the Chair
122/19 THAT the common seal be affixed to the Deed of Lease, 378 Great King Street, Dunedin.
CARRIED U
Moved from the Chair
123/19 THAT the common seal be affixed to the University Book Shop (Otago) Limited Special resolution of shareholders approving major transaction document.
CARRIED U
RE-ARRANGE THE ORDER OF THE AGENDA
Moved from the Chair
124/19 THAT owing to some executive members having to leave early the agenda was re-arranged accordingly.
CARRIED U
TE WHARE TĀWHARAU ADVISORY GROUP
As attached.
It was agreed if appointed Sabrina could report to the Welfare Committee after she attended these meeting if she was sitting on the Te Whare Tāwharau Advisory Group.
INTERNATIONAL COMMITTEE APPOINTMENTS
Alhady/Dreyer
125/19 THAT Sabrina Alhady, Thishni De Silva, Kristofer Feliciano, Carmen Au, Wendy Setyadi, Danial Sofian, Umi Asaka, Johnson Kwong, Timothy Keung, Violet Chae and Jazz Cheng be appointed to the International Committee for 2019.
CARRIED U
INTERNATIONAL COMMITTEE (ICOM) MINUTES
Alhady/Smith
126/19 THAT the minutes of the International Committee meeting held on 3 March 2019 be received.
CARRIED
CULTURAL CARNIVAL
Planning is underway for this event on 28 July 2019 being held in the Link. Executive are asked to assist. All risk plans etc will be managed through Events.
Sabrina left at 9.40am
AFFILIATIONS THAT WERE DEFERRED
Seeds Fellowship further deferred for more information.
AFFILIATIONS
Smith/Manning
127/19 THAT the Otago Students’ Psychology Society be affiliated to OUSA.
Frengley: Abstain
CARRIED
MUSLIM CHAPLAINS WELCOMED
Dr Najib Lafraie and Hajjah Salmah Kassim have joined the Chaplaincy team to offer pastoral care and spiritual support in particular to Muslim students and staff. They will also assist with chaplaincy-organised educational events to promote greater understanding about Islam and all religions.
Kerrin would like ideas on a gift for them from OUSA.
POLICY COMMITTEE MINUTES
Templeton-Reedy/Mischefski-Gray
128/19 THAT the minutes of the Policy Committee meeting held on 19 March 2019 be received.
CARRIED
Bonnie requested permission to attend occasional Policy Committee meetings.
Kerrin left at 9.48am
ACTION POINTS
- Weekly catch up meeting with Exec on Fridays
- Check affiliations are being checked
- Follow up on the executive meeting times being advertised to our members
Pou and Bonnie will investigate other ways to do this
GENERAL BUSINESS
Exec no comment – there have been incidences where the Exec have been asked for comment on articles and this hasn’t happened. Can this be rectified please?
The Executive are going to share a column with an opinion piece. There is a 450 word limit for the Executive column.
Relay for Life / team Disco – the tally is sitting on $480, we are hoping this goes over the $500 mark where a staff member has offered to shave his head if this goal is reached. The staff and exec did a great job.
Moved from the Chair
129/19 THAT OUSA congratulates the Relay for Life team and contributors on their fine efforts.
CARRIED U
Mischefski-Gray/Manning
130/19 THAT Bean the Chihuahua dog be recognised for his contribution to the Relay for Life event.
CARRIED
Meeting closed at 9.58am
Signed: ___________________________________ Date: _________