Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON MONDAY 1 JULY 2019 AT 9:17AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Bonnie Harrison (Chair), William Dreyer, Kerrin Robertson-Scanlon, Jack Manning, Josh Smith and Dermot Frengley
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Charlie Hilton (Critic Editor), Sinead Gill (Critic Reporter), Kayli Taylor and Matthew Schep (observers).
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc235/19 THAT Jack Manning, Josh Smith and Dermot Frengley be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
APOLOGIES
James Heath and Porourangi Templeton-Reedy
Moved from the Chair
sc236/19 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Dreyer misspelt
Moved from the Chair
sc237/19 THAT the minutes of the Executive meeting held on 17 June 2019 be accepted as a true and correct record with the above amendment.
CARRIED U
MATTERS ARISING
Education (School donations) amendment bill- submission has been sent
SPEAKING RIGHTS
Moved from the Chair
sc238/19 THAT Debbie Downs, Donna Jones, Charlie Hilton, Sinead Gill, Kayli Taylor and Matthew Schep be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
- The OUSA Health and Safety Representative system is being implemented and a meeting will be held soon.
- The scaffolding around parts of the Clubs and Societies Building at present is to enable the repair of loose concrete
OUSA UPDATE
- Debbie and Jason have been talking with Feldspar about ideas for the UBS Building. Debbie will report to the executive once there are clearer ideas written down, perhaps invite a representative from Feldspar to an Executive meeting.
- There will be drug testing during Re-Ori in the same format as previous testing.
EXECUTIVE SECOND QUARTER REPORTS
Owing to many executive members being away their reports will be deferred until the next meeting, however owing to Porourangi being out of the country and resigning in a week it was agreed this being an exceptional circumstance we would hear his report in his absence.
Porourangi Templeton-Reedy –
6.21 Pou said he hadn’t worked his required 20 hours per week some of this quarter and the executive felt this should be addressed.
After a debate it was agreed there was little that could be done owing to Pou’s resignation taking effect from 7 July 2019. But good that he offered to help out in the coming days before he leaves Dunedin in the coming weeks.
Moved from the Chair
sc239/19 THAT Porourangi Templeton-Reedy’s second quarter report be accepted and he be paid the balance of his honorarium providing he undertakes the volunteering he offered and writes a comprehensive handover document for his successor.
CARRIED U
Dermot Frengley –
Dermot has resigned effective 7 July 2019.
Dermot noted his report was late owing to illness.
Clause 1.2 isn’t complete, Dermot will amend along with another small amendment.
Moved from the Chair
sc240/19 THAT Dermot Frengley’s second quarter report be accepted and he be paid his full honorarium up to his resignation on 7 July 2019.
CARRIED U
William Dreyer –
Moved from the Chair
sc241/19 THAT William Dreyer’s second quarter report be accepted and he continue to be paid his full honorarium.
CARRIED U
Moved from the Chair
sc242/19 THAT Bonnie Harrison assume the Chair to William Dreyer for her report to be heard.
CARRIED U
Bonnie Harrison –
Bonnie noted in her report she hadn’t worked the required 20 hours per week during busy periods of the Capping Show and examinations. It was stressed her work was of a high quality during other times and she had ensured her tasks were covered by other executive members if she was unable to attend.
Moved from the Chair
sc243/19 THAT Bonnie Harrison’s second quarter report be accepted and she continue to be paid her full honorarium.
CARRIED U
Moved from the Chair
sc244/19 THAT Bonnie Harrison resume the Chair at 10.05am
CARRIED U
Kerrin Robertson-Scanlon –
Moved from the Chair
sc245/19 THAT the meeting move into committee of the whole for reasons of personal privacy at 10.06am.
CARRIED U
Moved from the Chair
sc246/19 THAT the meeting move out of committee of the whole at 10.08am.
CARRIED U
Bonnie left at 10.21and returned at 10.24am
Kerrin has been asked to submit documents, elaborate in some areas and formatting needs to be fixed.
- Report summary to be more specific to the Welfare Officer position’s accomplishments and fix goal section
- Information on OUSA’s response to the Mental Health Review
- Mental Health campaign – was asked to explain the campaign so far
- 9.1 formatting to be altered
- Welfare Committee – explanation on how many meetings thus far
- Remove Post Graduate committee as Kerrin hadn’t sat on it this quarter
- DHB info’ packs still not done along with setting up meetings
Moved from the Chair
sc247/19 THAT Kerrin Robertson-Scanlon’s second quarter report be deferred, her full honorarium continue to be paid on the proviso the above amendments are made and her report resubmitted at the next executive meeting.
CARRIED U
Jack Manning –
Moved from the Chair
sc248/19 THAT Jack Manning’s second quarter report be accepted and he continue to be paid his full honorarium.
CARRIED U
Josh Smith
Josh was asked to explain what committees he was on in future. He stressed he was an ‘action orientated’ person so tasks were hard to note.
sc249/19 THAT Josh Smith’s second quarter report be accepted and he continue to be paid his full honorarium.
CARRIED U
Kerrin left at 10.52am and the meeting took a recess
James called in at 11.00am
Meeting resumed at 11.01am
Moved from the Chair
sc250/19 THAT the meeting agenda be altered to deal with By Election dates and Grants recommendations only; as the meeting will be inquorate soon.
CARRIED U
GRANTS PANEL RECOMMENDATIONS
Some grants (attached) were omitted from the minutes supplied to the meeting 28 May.
Smith/Dreyer
sc251/19 THAT the grants recommendations from the meeting held on 28 May 2019 that were omitted be accepted and approved.
CARRIED
GRANTS PANEL MEETING MINUTES AND RECOMMENDATIONS
Smith/Dreyer
sc252/19 THAT the minutes from the Grants round held on 4 June 2019 be accepted and the recommendations be approved.
CARRIED
BY ELECTION
The Association Secretary received notification on Friday that the Post Graduate Officer and the Administrative Vice President will be leaving OUSA effective 7 July 2019.
Dreyer/Smith
sc253/19 THAT nominations for Administrative Vice President and the Post Graduate Officer By Election open at 9am on 11 July 2019 and close at 4pm 15 July 2019.
CARRIED
Dreyer/Smith
sc254/19 THAT voting for the Administrative Vice President and the Post Graduate Officer By Election open at 9am on 22 July 2019 and close at 4pm on 24 July 2019.
CARRIED
Donna and William will have a meeting to ensure we get advertising in Critic and with Marketing and Communications ASAP. James will be shown the plan for approval as he isn’t back until Wednesday.
APPRECIATION
Dreyer/Manning
sc255/19 THAT the Executive thank Porourangi Templeton-Reedy and Dermot Frengley for their service on OUSA and wish them both well for their future endeavours.
CARRIED
Smith/Dreyer
sc256/19 THAT OUSA congratulate the Social Impact Studio on their Keep Dunedin Beautiful Award.
CARRIED
James hung up at 11.07am
Meeting was abandoned owing to being inquorate at 11:07am
Signed: ___________________________________ Date: _________