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Meeting Minutes

10 June 2019

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Meeting Minutes

MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 10 JUNE 2019 AT 9.19 AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

 

PRESENT

James Heath (Chair), Porourangi Templeton-Reedy, William Dreyer, Kerrin Robertson-Scanlon, Dermot Frengley, Josh Smith, Jack Manning, Georgia Mischefski-Gray and Mary Jane Kivalu

IN ATTENDANCE

            Debbie Downs (CEO) and Donna Jones (Minute Secretary)

APOLOGIES

            Sabrina Alhady and Taylor Terekia

            Josh Smith for leaving early

            Moved from the Chair

212/19 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

213/19 THAT the minutes of the executive meeting held on 27 May 2019 be accepted as a true and correct record.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

214/19 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

HEALTH AND SAFETY

Debbie reported the Health and Safety Committee is ready to be set up and running next week.  There wasn’t a need for an election as positions were unopposed.

Discussion about the Walk your Wheels signage.  Is there provision for people with chronic pain or disabilities that need access to campus?  This will be followed up.

OUSA UPDATE

  • Collective Bargaining with the TEU and our staff who are members
  • Critic not publishing this week
  • Re-Orientation planning well underway for July

 

Mary Jane arrived at 9.28am

 

  • UBS Building revamp – Debbie in talks with Fieldspar Associates who are project managers and consultants that facilitates the design and construction of commercial buildings.
  • Starters Bar had a major leak during the heavy rain recently.  This closed the bar as water was running down the walls and gutters were blocked.

 

Josh left at 9.43am

REFERENDUM RESULTS

As attached.  Those questions that passed will be followed up but not necessarily implemented as the Referendum results were indicative only.  Action points below:

Should OUSA run a competition for the design of a sign for The Zoo to be placed at the top of The Zoo stand at Forsyth Barr Stadium?  James to talk with Martin Dippie.

Should OUSA investigate the establishment of an OUSA Ombudsman, to neutrally investigate complaints against the executive?  It was pointed out there is an Independent Arbitrator appointed each year.  Porourangi will investigate this with a complaints policy.

Should OUSA invest in solar panel installations on the roofs of its buildings to decrease power bills, free up funds for further capital investment, and reduce the building’s carbon footprint?  Debbie will note this for future projects, especially the UBS building and if the Clubs and Societies require a new roof. 

Should OUSA lobby the University to install more solar panels on its buildings and residential colleges?  Georgia to enquire about this along with compost bins and ask the University about the Green Impact Awards in July.

Should OUSA set up a subsidiary company to invest in flats in North Dunedin as a way to diversify revenue streams and offer students a fair and reliable flatting option? The 2016 Deloitte Report OUSA commissioned was against active investments. It was agreed not to have any capital outlay at this stage.

Should OUSA bring back their free flu jabs programme?  When OUSA did this previously it increased the compulsory student services fee (CSSF) by $38,000.  OUSA stated the University could take this over as OUSA showed the trial was worth it.  It was also suggested a subsidy of half the cost could be implemented.  Kerrin to investigate.

Should OUSA lobby the University to discontinue coal-fired boilers currently used at some residential colleges for heating?  There are only two colleges with boilers now and they are both pursuing other options. However, Georgia will follow up.

Should OUSA be actively looking into buying property for another student pub to further diversify and increase revenue streams, and to offer students another sage drinking environment?  It was agreed not at the moment but will keep a gentle look out.

Should OUSA lobby the DCC for a safer crossing option across Albany
Street.?  Bonnie and Dermot to investigate.

Should OUSA lobby the University to observe tenancy law for UniFlats around giving notice before entering?  James and Sabrina to pursue.

Should OUSA lobby to have majors/minors printed on graduation certificates?  James will talk with Chris Stoddart.  This was a Student General Meeting action point as well.

Should OUSA lobby the University Union to exclusively use biodegradable materials for their cafes and eateries?  Georgia is on this now.

Should OUSA lobby the University to start a residential recycling centre for students in Dunedin North?  Georgia is meeting with Hilary and Jessica at the University.  The DCC are looking at converting some of the skip bins to a recycling bins.

Should Radio One be played in more campus spaces?  James and Debbie to follow up.  Martin Jones – Uni Union Operations Manager happy to have it played in the main common room.

Should OUSA lobby for unrestricted Wi-fi access on campus?  James to pursue and go through the comments made from the Referendum.

Should OUSA continue to lobby the University and private residential colleges to offer discounted rent to Residential Assistants (RA’s), so that their pay will entirely cover accommodation costs?  Jack to respond, William offered to assist.  There will be a RA campaign in semester two.

Should OUSA lobby for discounted Lime fares?  James will enquire.

Should OUSA lobby the DCC to oppose the recent expansion of paid-parking in the student area? We have a strong mandate.  James will be consulting with the DCC.

Should OUSA lobby the University for longer Mid-semester Breaks and Winter breaks? William follow up on this.

Should OUSA, in principle, support the restoration of meaningful policy-making powers to SGM’s, and direct the Executive to devise appropriate constitutional changes to give effect to this?   William has been working on this and he has set up an SGM Engagement Committee set up. 

PACIFIC ISLANDS REPRESENTATIVE HONORARIUM

The Executive wish to note the newly appointed Pacific Islands representative position will be paid an honorarium the same as the Te Roopu Maori Representative at the end of each semester after a report is submitted.

GRANTS PANEL MEETING MINUTES AND RECOMMENDATIONS

            Harrison/Frengley

215/19 THAT the minutes from the Grants Panel meeting held on 4 June 2019 be received and the recommendations be approved.

                                                                                                                        CARRIED

FINANCE AND EXPENDITURE MINUTES

            Moved from the Chair

216/19 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 10.12am.

                                                                                                                        CARRIED U

            Moved from the Chair

217/19 THAT the meeting move out of Committee of the Whole at 10.20am.

                                                                                                                        CARRIED U

            Harrison/Dreyer

218/19 THAT the minutes of the Finance and Expenditure meeting held on 29 May 2019 be received.

                                                                                                                        CARRIED

COLLEGES COMMITTEE MINUTES

            Manning/Robertson-Scanlon

219/19 THAT the minutes of the Colleges Committee meeting held on 30 May 2019 be received.

                                                                                                                        CARRIED

COLLEGES COMMITTEE APPOINTMENTS

            Manning/Kivalu

220/19 THAT Alen Yeritsyan, Logan Stadnyk, Henry McIntyre, Abie Faletoese, Bridget Bone,      Daniel Cocker and Matthew Millward be appointed to the Colleges Committee for 2019.

                                                                                                                        CARRIED

EDUCATION COMMITTEE MEETING MINUTES

            Dreyer/Frengley

221/19 THAT the minutes of the Education Committee meeting held on 21 May 2019 be received.

                                                                                                                        CARRIED

POLICY COMMITTEE MEETING MINUTES

            Templeton-Reedy/Manning

222/19 THAT the minutes of the Policy Committee meeting held on 17 May 2019 be received.

                                                                                                                        CARRIED

            Templeton-Reedy/Manning

223/19 THAT the minutes of the Policy Committee meeting held on 4 June 2019 be received.

                                                                                                                        CARRIED

 

VALID VOTER CAMPAIGN

Taylor and Porourangi are working on a fun video to advertise this and to make it more attractive to sign up and to work on getting students to vote later.

Jack is going to talk to Marketing and Comm’s about push some advertising.

EXECUTIVE BUDGETS

Bonnie said some executive budgets are tracking lower than in the past.  If you have an event or campaign she would appreciate an oversight on this before you spend.

Bonnie would like an individual budget catch up after exams.

EXECUTIVE SECOND QUARTER REPORTS REMINDER

The Secretary reminded the executive their second quarter reports are due at 1pm on 19 June 2019 and they are to be sent to Lou@ousa.org.nz as Donna will be on leave.

Georgia left at 10.33am

Georgia returned at 10.35am

UNIVERSITY BOOK SHOP BOARD OF DIRECTORS APPOINTMENT

Nigel O’Rorke has had high level positions in Australia.  We are very lucky to have such a high calibre person apply for this position. Also beneficial he is a Chartered Accountant.

Moved from the Chair

224/19 THAT OUSA appoint Nigel O’Rorke as a Director on the University Book Shop (Otago) Limited Board for a period not exceeding 3 years (36 months).

                                                                                                            CARRIED U

MENTAL HEALTH REVIEW

Kerrin will find out if OUSA can submit to this review.  She will write up a plan for the Executive.

38 of the 40 recommendations have been taken up.  A focus on services within Student Health.  They are looking at employing a Pacific Island person at Student Health.

MENTAL HEALTH CAMPAIGN

External Services – communication could be better with families in times of ill health where care is needed an ‘Awareness Campaign’.

SEXUAL MISCONDUCT POLICY CONSULTATION

The Sexual Misconduct Policy has been released by the University.  Kerrin would like feedback from the Executive on this policy, she will get a copy to them.

William left at 10.53am

FRANCES HODGKINS FELLOWSHIP MEETING

            Kerrin is unavailable to attend the meeting on 18 June.

            Moved from the Chair

225/19 THAT motion 167/19 be rescinded and Porourangi Templeton-Reedy now be appointed to the Frances Hodgkins Fellowship Selection Committee for 2019.

                                                                                                                        CARRIED U

LEAVE NOTIFICATIONS

            James Heath will be on leave 19-30 June and Donna will be on leave 13-20 June.

            Lou Stewart will be minute secretary for the next executive meeting.

WELFARE COMMITTEE MEETING MINUTES

            Robertson-Scanlon/Templeton-Reedy

226/19 THAT Dermot Frengley be appointed to the Welfare Committee for 2019.

                                                                                                                        CARRIED

            Robertson-Scanlon/Manning

227/19 THAT the minutes of the Welfare Committee meeting held on 27 May 2019 be received.

                                                                                                                        CARRIED

GENERAL BUSINESS

Parents Room Fridge – the fridge is leaking and requires repair.  Kerrin will ask Sage who should fix this.

Compulsory Student Services Fee – Bonnie and James went to the satellite campuses in Wellington and Christchurch.  The meetings were very good and the feedback from the Graduate Research School (GRSSL) committee said they were overjoyed by the visits.

There is an 8 page summary being written up by OUSA to present to the University.

If the executive have any feedback please send it to Bonnie.

Frengley/Manning

228/19 THAT OUSA Executive acknowledges the good work when visiting the Satellite Campuses.

                                                                                                                                    CARRIED

            Pacific Islands students – there is an online Pacific Islands Research and Student Support Unit. They engage with Pacific communities, schools, career advisors and government.

            A Pacific Islands mental health campaign is underway. Also a conference for many Pacific Islands groups is being organised in Dunedin. 

            There is going to be a national Pacific Islands body set up with all P.I. Presidents from throughout the country coming to Otago campus.

            James to send OUSA goals to Mary Jane.

            OUSA Vision Statement – James would like to continue to work on getting a Vision Statement and Mission Statement with strong meaning for OUSA. He is wanting to see how all departments of OUSA are following these statements?

 He is keen to push for the Strategic Plan to be updated knowing how important this is for the Association.

James asked that the executive write ideas on the whiteboard in the Bull-pen.

Welfare Officer - on leave for the next three weeks but hopes to answer emails from home if this can be set up.

 

           

Meeting closed at 11.10am

 

 

Signed: ___________________________________                        Date: _________