Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 20 JULY 2020 AT 11:03AM 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, Francesca Dykes, Emily Coyle, Karamea Pewhairangi and Arina Aizal
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Sinead Gill (Critic Editor).
APOLOGIES
Joshuaa Alefosio-Pei and Jack Saunders
Moved from the Chair
282/20 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
283/20 THAT the minutes of the executive meeting held on 13 July 2020 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
284/20 THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Starters Bar – Owing to a large number of people waiting to get in to a gig people at the front were pushing and a person fell. They weren’t seriously hurt. Extra support is now in place and barriers are now being used.
OUSA UPDATE
National advertising by our sales team Planet Media. – PM have now taken over the advertising for Victoria University of Wellington Students’ Association (VUWSA) and Massey University Students’ Association (MUSA) for an 8 month trial.
Re-Ori – went well overall, however some media reported unrest on the streets with parties etc.
JOB DESCRIPTION POLICIES TEMPLATE
8.11 Ensure that all Executive Officers are familiar with Executive Budget, expenditure process, assist them where necessary and update them monthly.
15.8 &15.12 as noted on the attached policy.
Mischefski-Gray/Van der Giessen
285/20 THAT the Executive Job Description Policy version 11 be set with numbering adjusted accordingly.
CARRIED
REPORTING/ACCOUNTABILITY POLICY
The biggest change is the title from Reporting policy to Accountability Policy.
As attached.
Mischefski-Gray/Waite-Harvey
286/20 THAT the Accountability Policy version 9 be put to notice.
CARRIED
GRANTS ROUND MINUTES & RECOMMENDATIONS
The panel requested the Executive make the decision on the Archery Club climbing wall grant request.
“OUSA Exec to decide on total amount awarded. Please note the club do not apply for grants annually, if only $2000.00 (option A) awarded this time, half a wall will be purchased, and the club will reapply in 2021 for the other half of the wall, this wall is a fixture in the OUSA Activities Hall, the wall has not been replaced in over 10 years and is falling apart, my suggestion would be to award the $4505.00 (option B) so the club can purchase the full new wall at once. We have only awarded approx. $12,000.00 this year, compared to approx. $46,000.00 this time last year. As per the grants policy the panel and the executive can use discretion to allocate grants. The panel agreed option b was their preferred choice”.
The Executive asked if grants were discretionary. Also that sustainable practice be adhered to when disposing of the old wall.
Moved from the Chair
287/20 THAT the OUSA Executive agrees with the OUSA Grants Panel recommendation to award the OUSA Archery Club $4504 to purchase the full climbing wall.
CARRIED U
Moved from the Chair
288/20 THAT the minutes of the grants panel meeting held on14 July 2020 be received and recommendations be approved.
CARRIED U
FINANCE AND EXPENDITURE MINUTES
Meikle/Coyle
289/20 THAT the minutes of the Finance and Expenditure meeting held on 16 July 2020 be received.
CARRIED
INTERNATIONAL COMMITTEE MINUTES
Aizal/Waite-Harvey
290/20 THAT the minutes of the International Committee meetings held on a 6 and 13 July 2020 be received.
CARRIED
Hanna left at 11.23am
GENERAL BUSINESS
Meet and Greet with Career Development Centre – the staff have asked that the Executive and staff have a morning tea. Jack will set up a time.
Hanna returned at 11.25am
130th tree plaque unveiling – could the executive please attend this unveiling after this meeting.
Bill and Bill – Students have been upset that the iconic gay paradise ducks that frequented the union pavement and lawn were removed by bird rescue and placed out at Tomahawk Lagoon. There was a petition calling for OUSA to adopt the ducks and have them returned to campus.
The Wildlife hospital were in agreement that the ducks were happy on campus.
This is a developing situation and it was stressed that students have been taking this very seriously. It was noted that bird rescue be thanked for their good intention of Bill and Bill’s well-being. “They did what they thoughts was right”
Waite-Harvey/Coyle
291/20 THAT the OUSA Executive investigate adopting the ‘Bills’ and seeking the best outcome for their well-being.
Moved from the Chair
292/20 THAT Sinead Gill be granted speaking rights for the duration of this meeting.
CARRIED U
Jim and Marcus from the Department of Conservation informed Critic that the ‘Bills’ are native species and there is nothing wrong with them being on campus but noting crown property can’t be adopted. Could the Executive foster them?
The motion above 291/20 was then put:
CARRIED
Debbie received communication from Bird Rescue and stressed they were doing their best for the ducks and were upset at some anti-social behaviour.
Josh left at 11.34am
Clubs and Societies affiliated club reviews – Debbie is forming a committee to review all clubs. It was suggested there be a survey go out to all clubs and societies. The Club Development Officer will be involved and Debbie would like another couple of Executive members to be on the committee. A wide ranging review needed.
By Election – there are four candidates standing although one has since withdrawn causing some media attention. The Association Secretary stressed that any queries or complaints must go to the Returning Officer to ensure the elections are run fairly.
Meeting closed at 11.40am
Signed: ___________________________________ Date: _________
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 20 JULY 2020 AT 11:03AM 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, Francesca Dykes, Emily Coyle, Karamea Pewhairangi and Arina Aizal
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Sinead Gill (Critic Editor).
APOLOGIES
Joshuaa Alefosio-Pei and Jack Saunders
Moved from the Chair
282/20 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
283/20 THAT the minutes of the executive meeting held on 13 July 2020 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
284/20 THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Starters Bar – Owing to a large number of people waiting to get in to a gig people at the front were pushing and a person fell. They weren’t seriously hurt. Extra support is now in place and barriers are now being used.
OUSA UPDATE
National advertising by our sales team Planet Media. – PM have now taken over the advertising for Victoria University of Wellington Students’ Association (VUWSA) and Massey University Students’ Association (MUSA) for an 8 month trial.
Re-Ori – went well overall, however some media reported unrest on the streets with parties etc.
JOB DESCRIPTION POLICIES TEMPLATE
8.11 Ensure that all Executive Officers are familiar with Executive Budget, expenditure process, assist them where necessary and update them monthly.
15.8 &15.12 as noted on the attached policy.
Mischefski-Gray/Van der Giessen
285/20 THAT the Executive Job Description Policy version 11 be set with numbering adjusted accordingly.
CARRIED
REPORTING/ACCOUNTABILITY POLICY
The biggest change is the title from Reporting policy to Accountability Policy.
As attached.
Mischefski-Gray/Waite-Harvey
286/20 THAT the Accountability Policy version 9 be put to notice.
CARRIED
GRANTS ROUND MINUTES & RECOMMENDATIONS
The panel requested the Executive make the decision on the Archery Club climbing wall grant request.
“OUSA Exec to decide on total amount awarded. Please note the club do not apply for grants annually, if only $2000.00 (option A) awarded this time, half a wall will be purchased, and the club will reapply in 2021 for the other half of the wall, this wall is a fixture in the OUSA Activities Hall, the wall has not been replaced in over 10 years and is falling apart, my suggestion would be to award the $4505.00 (option B) so the club can purchase the full new wall at once. We have only awarded approx. $12,000.00 this year, compared to approx. $46,000.00 this time last year. As per the grants policy the panel and the executive can use discretion to allocate grants. The panel agreed option b was their preferred choice”.
The Executive asked if grants were discretionary. Also that sustainable practice be adhered to when disposing of the old wall.
Moved from the Chair
287/20 THAT the OUSA Executive agrees with the OUSA Grants Panel recommendation to award the OUSA Archery Club $4504 to purchase the full climbing wall.
CARRIED U
Moved from the Chair
288/20 THAT the minutes of the grants panel meeting held on14 July 2020 be received and recommendations be approved.
CARRIED U
FINANCE AND EXPENDITURE MINUTES
Meikle/Coyle
289/20 THAT the minutes of the Finance and Expenditure meeting held on 16 July 2020 be received.
CARRIED
INTERNATIONAL COMMITTEE MINUTES
Aizal/Waite-Harvey
290/20 THAT the minutes of the International Committee meetings held on a 6 and 13 July 2020 be received.
CARRIED
Hanna left at 11.23am
GENERAL BUSINESS
Meet and Greet with Career Development Centre – the staff have asked that the Executive and staff have a morning tea. Jack will set up a time.
Hanna returned at 11.25am
130th tree plaque unveiling – could the executive please attend this unveiling after this meeting.
Bill and Bill – Students have been upset that the iconic gay paradise ducks that frequented the union pavement and lawn were removed by bird rescue and placed out at Tomahawk Lagoon. There was a petition calling for OUSA to adopt the ducks and have them returned to campus.
The Wildlife hospital were in agreement that the ducks were happy on campus.
This is a developing situation and it was stressed that students have been taking this very seriously. It was noted that bird rescue be thanked for their good intention of Bill and Bill’s well-being. “They did what they thoughts was right”
Waite-Harvey/Coyle
291/20 THAT the OUSA Executive investigate adopting the ‘Bills’ and seeking the best outcome for their well-being.
Moved from the Chair
292/20 THAT Sinead Gill be granted speaking rights for the duration of this meeting.
CARRIED U
Jim and Marcus from the Department of Conservation informed Critic that the ‘Bills’ are native species and there is nothing wrong with them being on campus but noting crown property can’t be adopted. Could the Executive foster them?
The motion above 291/20 was then put:
CARRIED
Debbie received communication from Bird Rescue and stressed they were doing their best for the ducks and were upset at some anti-social behaviour.
Josh left at 11.34am
Clubs and Societies affiliated club reviews – Debbie is forming a committee to review all clubs. It was suggested there be a survey go out to all clubs and societies. The Club Development Officer will be involved and Debbie would like another couple of Executive members to be on the committee. A wide ranging review needed.
By Election – there are four candidates standing although one has since withdrawn causing some media attention. The Association Secretary stressed that any queries or complaints must go to the Returning Officer to ensure the elections are run fairly.
Meeting closed at 11.40am
Signed: ___________________________________ Date: _________
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 20 JULY 2020 AT 11:03AM 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, Francesca Dykes, Emily Coyle, Karamea Pewhairangi and Arina Aizal
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Sinead Gill (Critic Editor).
APOLOGIES
Joshuaa Alefosio-Pei and Jack Saunders
Moved from the Chair
282/20 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
283/20 THAT the minutes of the executive meeting held on 13 July 2020 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
284/20 THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Starters Bar – Owing to a large number of people waiting to get in to a gig people at the front were pushing and a person fell. They weren’t seriously hurt. Extra support is now in place and barriers are now being used.
OUSA UPDATE
National advertising by our sales team Planet Media. – PM have now taken over the advertising for Victoria University of Wellington Students’ Association (VUWSA) and Massey University Students’ Association (MUSA) for an 8 month trial.
Re-Ori – went well overall, however some media reported unrest on the streets with parties etc.
JOB DESCRIPTION POLICIES TEMPLATE
8.11 Ensure that all Executive Officers are familiar with Executive Budget, expenditure process, assist them where necessary and update them monthly.
15.8 &15.12 as noted on the attached policy.
Mischefski-Gray/Van der Giessen
285/20 THAT the Executive Job Description Policy version 11 be set with numbering adjusted accordingly.
CARRIED
REPORTING/ACCOUNTABILITY POLICY
The biggest change is the title from Reporting policy to Accountability Policy.
As attached.
Mischefski-Gray/Waite-Harvey
286/20 THAT the Accountability Policy version 9 be put to notice.
CARRIED
GRANTS ROUND MINUTES & RECOMMENDATIONS
The panel requested the Executive make the decision on the Archery Club climbing wall grant request.
“OUSA Exec to decide on total amount awarded. Please note the club do not apply for grants annually, if only $2000.00 (option A) awarded this time, half a wall will be purchased, and the club will reapply in 2021 for the other half of the wall, this wall is a fixture in the OUSA Activities Hall, the wall has not been replaced in over 10 years and is falling apart, my suggestion would be to award the $4505.00 (option B) so the club can purchase the full new wall at once. We have only awarded approx. $12,000.00 this year, compared to approx. $46,000.00 this time last year. As per the grants policy the panel and the executive can use discretion to allocate grants. The panel agreed option b was their preferred choice”.
The Executive asked if grants were discretionary. Also that sustainable practice be adhered to when disposing of the old wall.
Moved from the Chair
287/20 THAT the OUSA Executive agrees with the OUSA Grants Panel recommendation to award the OUSA Archery Club $4504 to purchase the full climbing wall.
CARRIED U
Moved from the Chair
288/20 THAT the minutes of the grants panel meeting held on14 July 2020 be received and recommendations be approved.
CARRIED U
FINANCE AND EXPENDITURE MINUTES
Meikle/Coyle
289/20 THAT the minutes of the Finance and Expenditure meeting held on 16 July 2020 be received.
CARRIED
INTERNATIONAL COMMITTEE MINUTES
Aizal/Waite-Harvey
290/20 THAT the minutes of the International Committee meetings held on a 6 and 13 July 2020 be received.
CARRIED
Hanna left at 11.23am
GENERAL BUSINESS
Meet and Greet with Career Development Centre – the staff have asked that the Executive and staff have a morning tea. Jack will set up a time.
Hanna returned at 11.25am
130th tree plaque unveiling – could the executive please attend this unveiling after this meeting.
Bill and Bill – Students have been upset that the iconic gay paradise ducks that frequented the union pavement and lawn were removed by bird rescue and placed out at Tomahawk Lagoon. There was a petition calling for OUSA to adopt the ducks and have them returned to campus.
The Wildlife hospital were in agreement that the ducks were happy on campus.
This is a developing situation and it was stressed that students have been taking this very seriously. It was noted that bird rescue be thanked for their good intention of Bill and Bill’s well-being. “They did what they thoughts was right”
Waite-Harvey/Coyle
291/20 THAT the OUSA Executive investigate adopting the ‘Bills’ and seeking the best outcome for their well-being.
Moved from the Chair
292/20 THAT Sinead Gill be granted speaking rights for the duration of this meeting.
CARRIED U
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