Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 23 MARCH 2020 AT 12:09PM PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Jack Manning (Chair), Josh Meikle (Chair), Michaela Waite-Harvey ,Hanna Van der Giessen, Georgia Mischefski-Gray (via zoom), Arina Aizal (via zoom), Emily Coyle (via zoom), Francesca Dykes, Jack Saunders, Josh Smith (via zoom), Karamea Pewhairangi (via zoom) and Josh Alefosio-Pei (via zoom)/
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Sinead Gill (Critic Editor) and Erin Gourley (Critic reporter).
APOLOGIES
Jack Manning for leaving early
Moved from the Chair
119/20 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
120/20 THAT the minutes of the executive meeting held on 16 March 2020 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
121/20 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
CHANGE AGENDA ORDER
Owing to an urgent meeting called by the Vice Chancellor Jack Manning will be leaving early so it was agreed his report could be heard early.
CHANGE OF CHAIR
Moved from the Chair
122/20 THAT Josh Meikle will assume the Chair from Jack Manning.
CARRIED U
EXECUTIVE FIRST QUARTER REPORT
It is to be noted that all reports were received in time. All reports will be resubmitted to the next executive meeting under the new format with the template and layout adhered to.
Jack Manning –
Overall word count low so he is required to expand on some areas, especially when referring to drug testing. Clause 4.8 needs to be re-worded to reflect the correct work has taken place.
Jack left at 12.20pm
Moved from the Chair
123/20 THAT Jack Manning’s first quarter report be received and it be re-submitted at the next meeting with the above amendments.
CARRIED U
PRICEWATERHOUSE COOPERS LETTER OF ENGAGEMENT
As attached. This letter of engagement for audit services is to confirm PwC engagement as auditor of our accounts (including UBS) for the year ended 31st December 2019.
Moved from the Chair
124/20 THAT OUSA acknowledge receipt of the PricewaterhouseCoopers letter of engagement dated 17 March 2019.
CARRIED U
HEALTH AND SAFETY AND OUSA UPDATE
No accidents or incidents to note.
Covid-19:
The government had a state of the nation speech today announcing our current Covid-19 level 2 will be moving quickly to level 4 on Wednesday at midnight which will mean a shutdown of non-essential services. People must stay at home or individually 2 metres apart when going to the supermarket etc.
Clubs and Societies have been working on social distancing, reducing $3 lunches and classes. The sauna is shut and have a sign in book on entry.
Starters Bar has been shut and OUSA will shut down no later than Wednesday afternoon. People will be required to work from home. Executive and staff to ensure they have technology to enable us to keep working and stay in touch.
OUSA will be eligible to access government salary and assistance packages and will endeavour to keep all staff on permanent contracts employed and assisted where we can.
Marketing and Comms, Events, SSC, Planet Media and Radio 1 (breakfast in bed with Jamie Green– broadcasting from home) and others are coming up with ways to work from home. Critic and others are working on ways of home deliveries and home care packages if they can. Same with Student Support Centre.
Events are continuing with the planning of the Dunedin Craft Beer and Food Festival in October.
All Managers to keep a diary of the tasks and provisions they are undertaking during this time as it is important to have this for SLA funding. Business as usual!
A massive thank you to Debbie Downs for her fantastic work managing OUSA during this crisis. All agreed she has been amazing.
EXECUTIVE FIRST QUARTER REPORTS
Josh Meikle –
Moved from the Chair
125/20 THAT Michaela Waite-Harvey will assume the chair from Josh Meikle.
CARRIED U
Josh to expand on his goals.
Moved from the Chair
126/20 THAT Josh Meikle’s first quarter report be accepted and his honorarium continue to be paid with reformatting.
CARRIED U
Moved from the Chair
127/20 THAT Josh Meikle resumes the Chair.
CARRIED U
Michaela Waite-Harvey –
Moved from the Chair
128/20 THAT Michaela Waite-Harvey’s first quarter report be accepted and her honorarium continue to be paid with reformatting.
CARRIED U
Francesca Dykes –
Francesca noted she started at OUSA in mid-February.
Moved from the Chair
129/20 THAT Francesca Dykes’s first quarter report be accepted and her honorarium continue to be paid with reformatting.
CARRIED U
Hanna Van der Giessen –
Hanna to expand on her goals and the titles on the job description to be put forward for amendment.
Moved from the Chair
130/20 THAT Hanna Van der Giessen’s first quarter report be accepted and she continue to be paid her honorarium with reformatting.
CARRIED U
Jack Saunders –
Jack noted he started at OUSA in mid-February.
Moved from the Chair
131/20 THAT Jack Saunders first quarter report be accepted and his honorarium continue to be paid with reformatting.
CARRIED U
Georgia Mischefski-Gray –
Moved from the Chair
132/20 THAT Georgia Mischefski-Gray’s first quarter report be accepted and her honorarium be paid with reformatting.
CARRIED U
Arina Aizal –
Moved from the Chair
133/20 THAT Arina Aizal’s first quarter report be accepted and her honorarium continue to be paid with reformatting.
CARRIED U
Emily Coyle –
Emily noted she started at OUSA mid-February.
Moved from the Chair
134/20 THAT Emily Coyle’s first quarter report be accepted and her honorarium continue to be paid.
CARRIED U
Karamea Pewhairangi –
Moved from the Chair
135/20 THAT Karamea’s Pewhairangi’s first quarter report be received with reformatting.
CARRIED U
Josh Smith –
Josh to remove the cover letter and expand on areas of his report. 15.3 to be fleshed out. Clauses 15.2-15.9 are extremely short. Reword 3.4 please. Agreed to meet up with Josh Meikle to expand on goals.
Moved from the Chair
136/20 THAT Josh Smith’s first quarter report be received, and be resubmitted with reformatting and the above amendments.
CARRIED U
Joshuaa Alefosio-Pei –
Noting this report was a little late. This is Josh’s first written report to OUSA so welcomes feedback. Add clauses 3.2 – 3.6
Moved from the Chair
137/20 THAT Joshuaa Alefosio-Pei’s first quarter report be received with reformatting.
CARRIED U
ACADEMIC COMMITTEE TERMS OF REFERENCE AMENDMENT
As attached.
Moved from the Chair
138/20 THAT the Academic Committee Terms of Reference version 7 be amended.
CARRIED U
WELFARE & EQUITY COMMITTEE APPOINTMENTS
As attached.
Waite-Harvey/Smith
139/20 THAT Michaela Waite-Harvey, Lydia Ford, Melania, Napa’a Kayli, Taylor Hannah Pretious, Lauren Dewhirst, Karamea Pewhairangi, Otessa, Tuisila, Kelli-Anne Te Huki, Kayli Taylor, Andrew Rudolph, Jae Won Chung, Sydney Evans Tobata and Hunter Robson be appointed to the Welfare and Equity Committee for 2019.
CARRIED
WELFARE & EQUITY COMMITTEE MINUTES
As attached.
Waite-Harvey/Saunders
140/20 THAT the minutes of the Welfare and Equity committee meeting held on 18 March 2020 be received.
CARRIED
POLICY COMMITTEE MINUTES
As attached.
Mischefski-Gray/Dykes
141/20 THAT the minutes of the Policy committee meeting held on 19 March 2020 be received.
CARRIED
AFFILIATED CLUB COUNCIL MINUTES
As attached.
Smith/Saunders
142/20 THAT the minutes of the affiliated clubs council meeting held on 19 March 2020 be received.
CARRIED
CHIEF EXECUTIVE OFFICER KEY PERFORMANCE INDICATORS (KPI’s)
As emailed to Exec-
Moved from the Chair
143/20 THAT the meeting move into committee of the whole for reasons of confidentiality at 1.20pm.
CARRIED U
Moved from the Chair
144/20 THAT the meeting move out of committee of the whole at 1.23pm.
CARRIED U
The executive have been asked to consider the emailed document and the executive will have a further discussion. It is to be noted the excellent work Debbie has been doing with Covid-19 this being very time consuming.
GENERAL BUSINESS
Vaporing amendment bill – Francesca looking for feedback when the smoke free amendment bill goes to parliament on 1 April.
DCC Annual plan – any feedback appreciated as this is up for submission.
Well done to Josh Meikle on his great work on the Covid-19 plan for the Executive. This will be finalised and sent to Debbie soon. All Exec are encouraged to join Zoom so we can have meetings to comply with any shutdowns and/or healthy distancing.
Emergency contact details – please ensure you get these updated Donna and Esther are working on the list to have it updated asap.
Fortnightly meetings – should the situation worsen with covid-19 there should be a discussion of whether to change to fortnightly meetings when there isn’t pressing business although busy enough to continue with weekly meetings at the moment.
Standing Committee – owing to the Covid-19 levels rising quickly it was decided to ensure we can meet quorum to move into standing committee during these trying times and University holidays are coming up.
DELEGATION OF POWERS TO THE STANDING COMMITTEE
Moved from the Chair
145/20 THAT the powers of the Executive be delegated to the Standing Committee of the Executive henceforth Sine die.
CARRIED U
Meeting closed at 1.30pm
Signed: ___________________________________ Date: _________