MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 26 AUGUST 2019 AT 10.01AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

James Heath (Chair), Georgia Mischefski-Gray, William Dreyer, Kerrin Robertson-Scanlon, Matthew Schep, Josh Smith, Ben McCook-Weir, Jack Manning and Sabrina Alhady

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Sinead Gill (Critic Reporter), Yun Ji (Dunedin Shanghai Association), Kayli Taylor (Observer) and Charlie Hilton (Critic Editor).

APOLOGIES

            Taylor Terekia, Mary Jane Kivalu and Bonnie Harrison.

            Josh Smith for leaving early

            Moved from the Chair

349/19 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            DepSoc should read DebSoc

            Moved from the Chair

350/19 THAT the minutes of the executive meeting held on 19 August 2019 be accepted as a true and correct record with the above amendment.

                                                                                                                        CARRIED U

MATTERS ARISING

Student Voice consultation – please get your feedback to William by Tuesday afternoon.

SPEAKING RIGHTS

            Moved from the Chair

351/19 THAT Debbie Downs, Donna Jones and Yun Ji be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

HEALTH AND SAFETY

            Nothing to report

OUSA UPDATE

New Coordinator started today with Marketing and Communications.  She is going to be the ‘driver’ of traffic when Marketing required.

OUSA survey draft has gone out to Managers and James for the Executive to supply any feedback to Debbie this week.

Budget 2020 is work in progress – the Service Level Agreement portion has been almost complete and now the OUSA area will be done later on.

ALTER AGENDA ORDER

            Moved from the Chair

352/19 THAT agenda items 13 and a new item be moved ahead of number 7.

                                                                                                                        CARRIED U

CHIEF EXECUTIVE OFFICER’S KPI’s

            Moved from the Chair

353/19 THAT the meeting move into Committee of the Whole for reasons on commercial sensitivity at 10.09am.

                                                                                                                        CARRIED U

            Kerrin left at 10.40am and returned at 10.43am

            Moved from the Chair

354/19 THAT the meeting move out of Committee of the Whole at 10.51am

                                                                                                                        CARRIED U

GUEST: YUN JI Dunedin Dumpling Day

Yun Ji addressed the meeting asking for support for the Dunedin Dumpling Day being scheduled for the end of October on the Museum Reserve. They are requesting help setting up, helping on the day and taking down the stall etc.  She also asked if they could have promotional assistance from OUSA. Yun Ji expressed they hope this will be an event to show and share how to make Chinese dumplings, encourage the community to learn and hopefully this could lead to an annual competition and event.

James suggested she send him a full list via email and the Executive can look at what it entails.

            Matt left at 10.49am and returned at 10.50am

            Josh left at 10.54am

STUDENT NUMBERS

            As attached from the University. 16,580 students for the second semester.

EXECUTIVE JOB DESCRIPTIONS POLICY

As attached.  The meeting went through the many changes.  Especially as there have been changes to some Executive position titles.

Jack left at 11.42am and returned at 11.43am

The meeting took a recess at 11.53am and resumed at 11.59am

There is more work needed on the final document especially with inclusion of membership on internal and external committees to the duties for the Welfare and Equity Representative. 

Josh returned at 12.19pm

Many additions and grammatical changes were being noted.

William left at 12.24pm and returned at 12.26pm

The amended job description policy will be amended again and circulated to the Executive then be presented to an Executive meeting later in the week.  The Executive didn’t want to push this through without having thorough consultation and a clear understanding going forward.

Matt left at 12.42pm

Josh left at 12.44pm

EXECUTIVE ELECTIONS DO’S AND DON’TS

As attached.  It was stressed that this should be checked to ensure it doesn’t contradict the elections policy and rules.  The intention is to have a document that is easy to understand to hand out to candidates along with other document.  This will come back to the next Executive meeting so it can be examined closer.

EXECUTIVE FORUMS FOR ELECTIONS

            Moved from the Chair

355/19 THAT the Forums for the 2020 Election candidates will be held 11th September 2019 12pm, 20 hour roles 12th September 12pm 10 hours followed by President at 1pm in the Main Common Room and then another Presidential Forum at 7pm in the Starters Bar.

                                                                                                                        CARRIED U

            It was agreed that Critic will be the Facilitator for these Forums.  Jamie Green our Radio One Breakfast Host has offered to have the Presidential candidates and the Welfare and Equity Representatives on air on 13 September 2019.

FUTURE EXECUTIVE MEETINGS

Please ensure you get any agenda items to the Secretary by noon on the Friday prior to the Executive meetings scheduled for the Monday.

Meeting closed at 12.50pm

Signed: ___________________________________                        Date: _________