Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 9 MARCH 2020 AT 12.02PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Jack Manning (Chair), Georgia Mischefski-Gray, Josh Meikle, Michaela Waite-Harvey, Hanna Van der Giessen, Arina Aizal, Francesca Dykes, Emily Coyle, Jack Saunders, Josh Smith and Karamea Pewhairangi
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Sinead Gill (Critic Editor), Erin Gourley (Critic Reporter), Sam Smith (NZUSA) and Isabella (Issy) Lenihan-Ikin (NZUSA President).
APOLOGIES
Josh Alefosio-Pei
Moved from the Chair
85/20 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Deferred to the next Executive meeting as a page has been omitted.
SPEAKING RIGHTS
Moved from the Chair
86/20 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No incidents or issues to report. The OUSA Hazard register has been updated can be viewed on the OUSA shared drive, it is important that everyone is aware of this and has access.
The Managers will meet with Debbie tomorrow to ensure we are all on the same page with the Corona-virus. OUSA follows the University and the Public Health guidelines.
The Clubs Rep said there had been members of clubs contacting him on who best to contact about the Corona-virus. All enquiries to Debbie in the first instance.
NZUSA GUESTS
Jack apologised and introduced our guests Sam Smith and Issy Lenihan-Ikin welcoming them to Dunedin for the NZUSA visit. They will be meeting with the Executive later on.
OUSA UPDATE
Business as usual at OUSA. It has been pointed out that there is a shortage of rental properties in Dunedin. This has been causing issues with students. The Executive would like actual numbers of people still wanting to rent but this is problematic.
UNIVERSITY UNION LIMITED BUILDING UPDATE
Moved from the Chair
87/20 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 12:11pm.
CARRIED U
Moved from the Chair
88/20 THAT the meeting move out of confidential committee at 12:19pm.
CARRIED U
The OUSA buildings on Cumberland Street require earthquake strengthening. When this work is carried out a Lift previously planned for will be added. More later.
INTERNATIONAL COMMITTEE MINUTES
Moved from the Chair
89/20 THAT the meeting move into confidential committee for reasons of confidentality at 12.20pm.
CARRIED U
Moved from the Chair
90/20 THAT the meeting move out of confidential committee at 12.22pm.
CARRIED U
It was agreed that club names would be removed and then the minutes could be received and made public.
Aizal/Smith
91/20 THAT the minutes of the International Committee Meeting held on 29 February 2020 be received with some Clubs names omitted.
CARRIED
INTERNATIONAL COMMITTEE APPOINTMENTS
Aizal/Smith
92/20 THAT Arina Aizal, Wendy Setyadi, Carmen Au, Alessandra Paras, Timothy Keung, Amani Cahyono, Natalie Faustina, Hamish Singh, Azhad Alias, Seri Munawir and Tiffany Tam be appointed to the International Committee for 2020.
CARRIED
STUDENT NUMBERS FOR FIRST SEMESTER
Here are the headcount numbers, as of Monday 2nd March 2020 (Week 2) from Strategy, Analytics and Reporting Office. This total is used for quorum purposes.
|
Campus Name |
Total |
|
Auckland |
55 |
|
Christchurch |
931 |
|
Dunedin |
17,764 |
|
Invercargill |
117 |
|
Wellington |
920 |
|
Grand Total |
19,573 |
ANZAC DAY
The Secretary invited members of the Executive to attend a meeting to start the ball rolling for the ANZAC Day ceremony held at the University on 25 April 2020 at 1pm.
A meeting will be arranged this week with Events and members of the organising committee.
POLICY COMMITTEE APPOINTMENTS
Mischefski-Gray/Smith, J
93/20 THAT Georgia Mischefski-Gray, Debbie Downs, Jack Manning, Josh Meikle, Rebecca Turner, Samuel Keen and Daniel Stride be appointed to the Policy Committee for 2020.
CARRIED
GRANTS PANEL APPOINTMENTS
Mischefski-Gray/Smith
94/20 THAT Jack Manning, Josh Meikle, Josh Smith, Sarah Taylor, Tristan Dryburgh, Heath Ryburn, Daniel Porter and Rebecca Kurtovich be appointed to the Grants panel for 2020.
CARRIED
FINANCE AND EXPENDITURE (FEC) MINUTES
Moved from the Chair
95/20 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 12.31pm.
CARRIED U
Moved from the Chair
96/20 THAT the meeting move out of confidential committee at 12.32pm.
CARRIED U
Meikle/Van der Giessen
97/20 THAT the minutes of the Finance and Expenditure Committee (FEC) minutes (including quotes) of 27 February 2020 be received.
CARRIED
OUSA CONSTITUTION AND RULES TRANSLATION
The Secretary inquired about the maintenance when there are changes made to the constitution throughout the year. It was agreed we were obligated to translate the entire constitution realising there will be alterations. Karamea (TRM) offered to assist if changes are smaller.
Meikle/Mischefski-Gray
98/20 THAT OUSA agree to accept the quotation for translation in Te Reo Maori of the full OUSA Constitution and rules and titles of the Executive QU-0004, total $7,995.26 GST inclusive to come from the Executive budget line.
CARRIED
POST LOCAL BODY ELECTIONS REPORT
As attached. This will be followed up later in the year with more time spent.
Moved from the Chair
99/20 THAT the Local Post Body Elections report be dated 6/3/2020 be received.
CARRIED U
GENERAL BUSINESS
Residential Tenancies Amendment Bill – the closing date for submissions is 25 March 2020. Ideas to Francesca please.
Affiliated Clubs Council meeting – 19 March 2020 at 4pm. All welcome.
Meeting closed at 12.44pm
Signed: ___________________________________ Date: _________