Meeting Minutes
Minutes of the Standing Committee
MINUTES OF THE OUSA STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD VIA ZOOM OWING TO COVID-19 ON MONDAY 20 APRIL 2020 AT 12:04 PM
PRESENT
Jack Manning (Chair), Georgia Mischefski-Gray, Josh Meikle, Michaela Waite-Harvey, Karamea Pewhairangi, Jack Saunders, Francesca Dykes, Emily Coyle, Hanna Van der Giessen and Josh Alefesio-Pei
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Esther Maihi (Secretarial support), Sinead Gill (Critic Editor), Erin Gourley (Critic Reporter) and Kayli Taylor (Observer).
CO-OPT ONTO THE STANDING COMMITTEE
Moved from the Chair
sc181/20 THAT Jack Saunders, Francesca Dykes, Josh Alefesio-Pei, Karamea Pewhairangi, and Hanna Van der Giessen be co-opted onto the standing committee for the duration of this meeting.
CARRIED U
KARAKIA
Jack led with the opening karakia.
MINUTES OF THE PREVIOUS EXECUTIVE MEETING AND EMERGENCY MEETING
Moved from the Chair
sc182/20 THAT the minutes of the Standing Committee meeting held on 6 April 2020 be accepted as a true and correct record.
CARRIED U
Moved from the Chair
sc183/20 THAT the minutes of the Standing Committee Meeting held on 9 April 2020 be accepted as a true and correct record.
CARRIED U
Moved from the Chair
sc184/20 THAT the motions of the Standing Committee Emergency Meeting held on 9 April 2020 be ratified.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc185/20 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No accidents or incidents to report this period.
OUSA UPDATE
Events have been running the “Jam on Toast” live streamed concerts, which have have been going great.
The Student Support Centre have seen a lot of OUSA hardship grants going through, it is unfortunate that people are needing to access them however OUSA is grateful to be able to help.
Critic have released a story regarding the “toxic work environment” at ReBurger. The online story has garnered a lot of engagement with over 20,000 views, and support from students. It has been a long time in the making so well done to the Critic team.
We are expecting the Covid-19 alert level update at 4pm today. They will be releasing more details on the effects of each level, as there has been some shifting of the finer details regarding the limitations each level requires. Once New Zealand goes to alert level 3, OUSA will continue to work remotely. The OUSA buildings cannot be open to the public at alert level 3, and will reopen only when we have received an alert level 2 status.
We must think about how we can accurately monitor and record all building visitors to comply with contact tracing requirements, especially in the Clubs and Societies and main building reception areas.
Starters Bar will be reopening under level 2, with provisions such as social distancing requirements and at a lower capacity complying with max gathering numbers.
At this point, at alert level 1 the Dunedin Craft Beer and Food Festival may still go ahead this year, as level 1 has been amended so that the max congregations of 500 ban has been removed, reflecting an almost “back to normal” New Zealand, but with a more intense focus on border control.
The Wage Subsidy has now been paid into the OUSA bank account and casual staff will now be paid.
REPORTING POLICY (FROM NOTICE)
Mischefski-Gray/Coyle
sc186/20 THAT version 9 of the Reporting Policy be amended.
CARRIED
JOBS DESCRIPTION POLICY UPDATE
A further 3 small amendments were attached and agreed they weren’t substantial being a change to 3.3 to bring it up to date with current practise, in section 17 the addition of consulting with marketing/website and change of wording to Otago Postgraduate Association in section 11.
Mischefski-Gray/Van der Giessen
sc187/20 THAT the Job Description Policy version 11 be amended.
CARRIED
INVESTMENTS POLICY (FROM NOTICE)
Meikle/Dykes
sc188/20 THAT the Investments Policy version 1 be set.
CARRIED
ACADEMIC COMMITTEE APPOINTMENTS
Coyle/Van der Giessen
sc189/20 THAT Emily Coyle, Keiha Nichol, Kate Potter, Arina Aizal, Abie Faletoese, Hannah Jurke, Josh Hardy, Quintin Jane, Sydney Evans Tobata, and Rory Sutherland be appointed to the OUSA Academic Committee for 2020.
CARRIED
ACADEMIC COMMITTEE MINUTES
Coyle/Saunders
sc190/20 THAT the minutes of the Academic Committee meeting held 30 March 2020 be received.
CARRIED
WELFARE AND EQUITY COMMITTEE MINUTES
Waite-Harvey/Meikle
sc191/20 THAT the minutes of the Welfare and Equity Committee meeting held 9 April 2020 be received.
CARRIED
OTAGO REGIONAL COUNCIL SUBMISSION
Dykes/Saunders
sc192/20 THAT OUSA submit the OUSA submission on the Otago Regional Council Annual Plan 2020/2021.
CARRIED
RESIDENTIAL COMMITTEE MINUTES (CONFIDENTIAL)
A document has been distributed to the Executive confidentially, regarding new residential college feedback. Jack Saunders asked if the Exec could please send him any feedback before it goes out. It is a very comprehensive document.
INTERNATIONAL COMMITTEE MINUTES
The International Committee meeting minutes will be moved to next meeting.
GENERAL BUSINESS
ANZAC – Jack Manning is doing a speech on Radio One and is inviting Executive to do readings. Georgia, Karamea, Josh Alefesio-Pei and Emily Coyle have volunteered.
Moved from the Chair
sc193//20 THAT OUSA purchase a wreath at the cost of $120 for ANZAC day memorial 2020 to come from the Executive budget line.
CARRIED U
Jack Saunders relayed that there are first year students anxiously posting online regarding finding flats for next year. Georgia will talk to Marketing and Communications to see if we can do a post to support them.
The Rate my Flat website is down, Jack will chat to Sage as it has been down for a while. FEC will look into this.
Please tune in to the daily JASE podcast at 2pm to hear Jack Manning as a special guest.
Can the Executive please examine their work flow practises moving through the Covid-19 alert levels? There will be a catch up at 9:30am Thursday 23 April via Zoom.
Meeting closed at 12:49pm
Signed: _______________________________ Date: ____________