MINUTES OF THE EMERGENCY MEETING OF THE STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD VIA ZOOM ON MONDAY 9 APRIL 2020 AT 12.05PM. 

PRESENT 

Jack Manning (Chair), Georgia Mischefski-Gray (Chair), Josh Meikle, Michaela Waite-Harvey, Karamea Pewhairangi, Jack Saunders, Francesca Dykes, Emily Coyle, Hanna Van der Giessen, Arina Aizal and Josh Smith. 

IN ATTENDANCE 

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Sinead Gill (Critic Editor), Erin Gourley (Critic Reporter) and Bonnie Harrison (Radio One News). 

CO-OPT ONTO THE STANDING COMMITTEE 

Moved from the Chair 

sc146/20 THAT Karamea Pewhairangi, Jack Saunders, Francesca Dykes, Hanna Van der Giessen, Arina Aizal be co-opted onto the standing committee of the executive for the duration of this meeting. 

CARRIED U 

MINUTES OF THE PREVIOUS MEETING 

Moved from the Chair 

sc147/20THAT the minutes of the executive meeting held on 23 March 2020 be accepted as a true and correct record. 

CARRIED U 

SPEAKING RIGHTS 

Moved from the Chair 

sc148/20 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.  

CARRIED U 

HEALTH AND SAFETY 

No incidents or accidents to report. 

OUSA UPDATE 

Debbie will provide an updated internal OUSA updated at the next executive meeting after the meeting of Managers tomorrow and Thursday. 

Hub – this look great with about 300 attending.  It was stipulated this Hub is for all OUSA departments although at the moment it is mostly the Student Support Centre. Marketing and Communications working hard to get it up and running. 

University Book Shop (UBS) – the Board have been working hard to obtain information for staff wage subsidies.  There has been a request for rent relief through FEC and they will respond to them as soon as possible. As this meeting progressed there was unanimous agreement to contact UBS and offer rent relief so Debbie will email them after this meeting.   

Wage subsidies for staff – Debbie said this has been time consuming owing to OUSA having different facets of services and areas. She ensuring she is only applying in areas we are eligible.  It was good we can now apply for casual staff.  This will be addressed in FEC and the Accountants once he has more information as wants to be thorough when applying and needs to obtain consent from staff if she is applying. 

Very disappointing to hear of a party on Leith Street recently.  The larger gathering in Queenstown recently luckily overshadowed this in the media. 

IMM – 800 students in Dunedin Colleges at present.  

Covid testing - there have been testing changes, now involving cluster testing. 

Josh Smith joined the zoom meeting at 12.16pm 

Moved from the Chair 

sc149/20 THAT Josh Smith be co-opted onto the standing committee for the duration of this meeting. 

CARRIED U 

EXECUTIVE FIRST QUARTER REPORTS RESUBMITTED 

Jack Manning – 

Jack Manning assumed the Chair to Georgia at 12.22pm 

Jack thanked the meeting for the opportunity to expand on his report and re-submit and the Chair invited questions. 

Moved from the Chair 

sc150/20 THAT Jack Mannings’ resubmitted first quarter report be accepted and he continue to be paid his honorarium. 

Manning: Abstain 

CARRIED 

Jack Manning resumed the Chair from Georgia at 12.24pm 

Josh Smith – 

Josh elaborated on him expanding on his tasks for clubs especially on clubs day. Josh was asked what format he intended to use to interact with all clubs as there as so many.  Perhaps this was unrealistic. Josh agreed to flesh out what he did with the clubs he had interacted with.  

The goals have room for more growth so he was asked to expand on this section please, a projection or plan.  

Under section 15.14 the report didn’t reflect working 10 hours per week. He was asked to ensure he attended meetings he had scheduled especially meeting regularly with the President for regular catch ups. 

Karamea left the meeting at 12.45pm 

Moved from the Chair 

sc151/20   THAT Georgia Mischeski-Gray assume the Chair from Jack Manning. 

CARRIED U 

Jack wish to reiterate more substance would be good in Josh Smith’s report if the tasks are elaborated on this will obviously increase the word count with is less than previous report.  

Goal 3 - It may have had good intentions but applying for external funding should be managed by staff. 

Josh reiterated that report writing wasn’t his strong point and was happy to follow suggestions and re-write parts of this report.  

Moved from the Chair 

sc152/20 THAT Jack Manning resume the Chair from Georgia at 12.50pm 

CARRIED U 

Josh Smith to resubmit a further report with changes to the next standing committee meeting. The Secretary will pass notes to Josh for report writing. 

CLUB AFFILIATIONS POLICY 

As attached. 

Mischefski-Gray/Coyle 

sc153/20THAT the Club Affiliation Policy be put for notice. 

CARRIED  

REFERENDUM DATES 

Mischefski-Gray/Meikle 

sc154/20THAT the Secretary be directed to call a Referendum from 9am 25 May 2020 and closing at 4pm on 28 May 2020. 

CARRIED 

Mischefski-Gray 

sc155/20 THAT the Referendum being held from 9am 25 May 2020 and closing at 4pm on 28   May 2020 be by electronic means only.    

CARRIED  

FINANCE AND EXPENDITURE TERMS OF REFERENCE 

As attached. This document has been through the Policy Committee and Finance and Expenditure Committee. 

Meikle/Saunders 

sc156/20 THAT the Finance and Expenditure Committee Terms of Reference version 2 be set. 

CARRIED 

SMOKEFREE ENVIRONMENT & REGULATED PRODUCTS (vaping) BILL SUBMISSION 

As attached.  Good work Francesca! 

Dykes/Waite-Harvey 

sc157/20THAT submission of the Otago University Students’ Association on the Smokefree Environments and Regulated products (Vaping) Amendment bill be approved and submitted. 

CARRIED  

CHIEF EXECUTIVE OFFICER’ KPI’S UPDATE 

Moved from the Chair 

sc158/20 THAT the meeting move into confidential committee for reasons of confidentiality at 1.11pm. 

CARRIED U 

Moved from the Chair 

sc159/20THAT the meeting move out of confidential committee at 1.13pm. 

CARRIED U 

Moved from the Chair 

sc160/20THAT the OUSA Chief Executive Officers’ Key Performance Indicators (KPI’s) for 2020 be received and approved. 

CARRIED U 

INTERNATIONAL COMMITTEE MINUTES 

As attached. 

Aizal/Mischefski-Gray 

sc161/20 THAT the minutes of the International Committee meeting held on 16 March 2020 be received. 

CARRIED 

GENERAL BUSINESS 

Student Volunteer Army – there was a request for OUSA to join them to deliver goods to people in need.  The Unicrew people have been contacted for volunteers. 

DCC Annual Plan – Francesca is working on OUSA’s feedback and requests info.  Have your say feedback with the DCC closes on 15 April. An important topic for students is waste minimisation and management plan to reduce rubbish that goes to the landfill and cut emissions from the waste the DCC collects.  

Covid 19 – the first death in Dunedin this week, 76 new cases 12 in hospital and 10 cases have been by community transmission.  Debbie suggests everyone keeps informed via the Ministry updates. 

Meeting closed at 1.27pm  

Signed: ______________________________Date: ___________