MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 13 JULY 2020 AT 11:04AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

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

IN ATTENDANCE

Donna Jones (Minutes Secretary), Kieran Ford (Electoral Commission), Sinead Gill (Critic Editor), Erin Gourley (Critic News), Caroline Moratti (Observer), Annabelle Vaughan (Observer), Amanda Watkins (Observer), Sophie Diy (Observer), and Georgia Scott (Observer)

SPEAKING RIGHTS

            Moved from the Chair

270/20 THAT Kieran Ford be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

GUEST

Kieran Ford addressed the meeting to ensure everyone knew exactly how to fill out the enrolment forms correctly.  He emphasised if the forms aren’t filled out correctly how it slows the process down.  He asked if the Executive could check students’ forms once they are filled out.

It is preferable to have forms handed back by 16 August for ordinary voting, however people can cast a special vote on the day if they aren’t previously enrolled.

Kieran thanked the Executive for the hard work they are putting in with sausage sizzles/dumpling days to encourage students’ to enrol.  Kieran in turn was thanked for coming.

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

271/20 THAT the minutes of the Executive meeting held on 6 July 2020 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

Dunedin Fire and Circus Club – the Executive are asking for an update as the deadline for the accounts to be handed in has past.

Plaque for the commemorative tree – the wooden stand for the plaque is overdue from Christchurch but hopefully we can have it in place next week to unveil.  

CONSIDER MOTIONS FROM THE EMERGENCY MEETING

            This wasn’t done at the previous meeting where the minutes were accepted.

            Moved from the Chair

272/20 THAT the resolutions from the emergency meeting held on 2 July 2020 be ratified.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

273/20 THAT Donna Jones be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

UNIVERSITY BOOK SHOP REDEVELOPMENTS

            Moved from the Chair

274/20 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 11.24am.

                                                                                                                        CARRIED U

            Moved from the Chair

275/20 THAT the meeting move out of confidential committee at 11.30am

                                                                                                                        CARRIED U

            Josh Meikle outlined the discussions held on the proposed redevelopment concepts from the Finance and Expenditure meetings.  A document has been circulated to the executive.

            Meikle/Coyle

276/20 THAT the OUSA Executive agrees to the Finance and Expenditure (FEC) recommendations on the “Accommodation option” for the University Book Shop (Otago) limited building redevelopment as per the paper circulated on 6 July 2020 by the Finance and Strategy Officer.

                                                                                                                        CARRIED

OPSA/OUSA EXECUTIVE PEN PALS

Jack Manning and Nathan Laurie were keen to have positions from each Students’ Association collaborate and share ideas. It would be better for this initiative to start at the beginning of the year, nonetheless Jack will arrange for introductions soon.

ADVISORY BOARD POLICY

As circulated with discussion points highlighted.  Should Life Members be eligible to sit on this board? There was agreement that they shouldn’t be excluded especially with some having expert knowledge and experience to bring, although agreed they shouldn’t be able to vote in OUSA elections or referenda. It was agreed this Board will cover confidential employment and financial matters and it is not viewed as a ‘normal’ meeting of the association. A disclosure of interest form will be attached to any applications.

The final document with amendments will come back to the next Executive meeting.

            Moved from the Chair

277/20 THAT the order of business on the agenda be altered.

                                                                                                                        CARRIED U

WELFARE AND EQUITY COMMITTEE MINUTES

            Waite-Harvey/Meikle

278/20 THAT the minutes of the Welfare and Equity meeting held on 30 June 2020 be received.

                                                                                                                        CARRIED

            Michaela left at 11.50am

            Hanna left at 11.50am and returned at 11.52am

JOB DESCRIPTION POLICY

            As attached.

There has been a clear improvements with the executive reports being submitted owing to clearer guidelines and expectations. As highlighted there are some grammatical corrections and updated position names to fit the constitution.

14.1.1 Sounded ambiguous - but clarified that the clubs and societies representative would be required to attend as many annual general meetings of the clubs and societies as possible throughout the year. 

Georgia will type up amendments and produce the final copy at the next executive meeting.

REPORTING/ACCOUNTABILITY POLICY

            The Reporting policy will be renamed the Accountability policy.

As attached and also this has been discussed at length.  The template is clear and should make reporting much easier with breakdowns etc.

Mischefski-Gray/Meikle

279/20 THAT the Accountability Policy (formerly called Reporting Policy) and template be put for notice.

                                                                                                                        CARRIED

            Georgia will put this on the website for the necessary notice period.

POLICY COMMITTEE MINUTES

            Waite-Harvey/Dykes

280/20 THAT the minutes of the Policy Committee meeting held on 9 July 2020 be received.

                                                                                                                        CARRIED

FINANCE AND EXPENDITURE (FEC) MINUTES

            Meikle/Saunders

281/20 THAT the minutes of the Finance and Expenditure (FEC) meeting held on 2 July 2020 be received.

                                                                                                                        CARRIED

GENERAL BUSINESS

Thesis – “a huge congratulations in the whole world to Hanna Van der Giessen for handing in her thesis” said Jack Manning.

Central City Advisory Group – Jack advised the meeting that this group would like to have a student involved.  It is presently discussing the development of George Street.  Jack would attend the first meetings but it is an open position if others wish to sit on it later.  Sustainability would be a topic Georgia would be interested in if they discuss it.

School Liaison Office Video – Jack Manning is working with Ingrid to make a video for school leavers.  If others are interested in getting involved please let Jack M know.

By elections nominations open – please make it known and encourage suitable candidates to run.

Meeting closed 12.13pm

Signed: ___________________________________                        Date: _________