MINUTES OF THE EXECUTIVE EMERGENCY COMMITTEE MEETING HELD ON WEDNESDAY 28 AUGUST 2019 AT 9:40AM 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) and Sinead Gill (Critic Reporter)

APOLOGIES

            Bonnie Harrison, Taylor Terekia and Mary Jane Kivalu

            Moved from the Chair

356/19 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

357/19 THAT the minutes from the Executive meeting held on 26 August 2019 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

            The deadline has passed for feedback to William on the Student Voice submission. 

SPEAKING RIGHTS

            Moved from the Chair

358/19 THAT Debbie Downs, Donna Jones and Sinead Gill be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

EXECUTIVE JOB DESCRIPTIONS POLICY

            As attached.  Georgia went through the amendments. 

            Could a terms of reference be drawn up for new Residential Committee? 

            For this policy to pass without notice there needs to be a unanimous result.

            Moved from the Chair

359/19 THAT the amended Executive Job Description Policy be adopted.

                                                                                                                        CARRIED U

To note: This doesn’t come into effect until 1 January 2020 with the newly elected Executive.

SUBMISSON OF THE OUSA/COLLEGIATE LIFE AT UNIVERSITY

An updated copy has been circulated.  There were some more suggested changes but nothing substantial. 

• Clauses 2.3 & 2.5 should use a different term than discount.
• It was suggested to add Residents as well as the Residential Assistants in the introduction and in clause 1.4
• The word profit should be replaced with adequate financial support in clause 2.4. & 2.5.

Moved from the Chair

360/19 THAT the submission of the Otago University Students’ Association on the Collegiate Life at the University of Otago Review document be submitted with the amendments.

                                                                                                                        CARRIED U

STUDENT GENERAL MEETING

The Executive were commended on their effort to get this SGM quorate and the agenda completed with good engagement.  The ‘Clickers’ used for the vote counts were very helpful and we hope we can use them in the future. 

The Critic staff were thanked for helping with some advertising for the SGM.  Jack your advert’ was appreciated.

It was requested if the next SGM could be live streamed like intended for this one.

It was hoped more minority groups could be a focus for the advertising in future.

The use of Clickers to count votes was extremely efficient and helpful. Donna will send them a thank you note.

The SGM working committee will look at this for future and keep working on ideas.

Schep/Manning

361/19 THAT William Dreyer be thanked for his tireless work on the Student General Meeting (SGM).

                                                                                                                        CARRIED

Moved from the Chair

362/19 THAT Warren McNoe - Economics and Charles Mharakurwa - Archway Lecture Theatre technician be thanked for the use of the Clickers and the Receiver for vote counting at our Student General Meeting.

                                                                                                                        CARRIED U

EXECUTIVE ELECTION RULES

Georgia has attached a ‘Can do and please don’t’ document to give out with other papers to the candidates to help make conduct during campaigning and elections clearer.  Ben Baker the Returning Officer met with her to go over these ideas.

All documents will be available on the OUSA website, with the Association Secretary and at reception.

EXECUTIVE 2020 ELECTIONS PLANNING

Nominations open Monday next, not a long lead in to get these advertised especially with holidays. Ideas for the Executive to get out there and push to drum up interest and advertise the nominations?

Josh offered to assure all the clubs and societies were emailed. 

Jack said he will ensure the Colleges are notified through the Colleges Committee.

There will be lecture bashing starting Monday, perhaps 3 lectures each.  Matthew will get a schedule of lecture timetables to circulate to the Executive.

There will be some creative home-made Executive posters being made. 

Ben said he will endeavour to get a video done. 

There is a global email going out to all students on Monday morning.

Josh left at 10.40am

It was agreed there will be vouchers as incentives for voting.  The Secretary will purchase these.

HISTORY BOOK

            Moved from the Chair

363/19 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 10.52am.

                                                                                                                        CARRIED U

            Moved from the Chair

364/19 THAT the meeting move out of Committee of the Whole at 10.55am

                                                                                                                        CARRIED U

            The new History Book is now on its way to Dunedin.  There have some unforeseen issues with the completion, however the book is now on its way.

            Moved from the Chair

365/19 THAT OUSA pay $995.00 plus GST towards the OUSA History Book –‘ We Dare’.

                                                                                                                        CARRIED U

GENERAL BUSINESS

Mental Health Campaign – it is evident that it is too late to plan anything substantial for this year now, the ideas can be put into place for next year. Mental Health Week is in October and we can focus on this. Kerrin to follow up on her planned events for Mental Health Week.

Executive third quarter reports due 1pm 18 September.

Code of Conduct Steering Group –

Moved from the Chair

366/19 THAT William Dreyer be appointed to the Code of Student Conduct Reference Group for 2019.

                                                                                                            CARRIED U

New Zealand Maori Students’’ Association Conference – being held in Dunedin this weekend.  There will be a Powhiri at 11am on Thursday on the Union Lawn or inside the Link if wet.  “All welcome to come and watch” says Taylor.

Meeting closed at 11.01am

Signed: ___________________________________                        Date: _________