MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 3 AUGUST 2020 AT 11:02AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

Jack Manning (Chair), Georgia Mischefski-Gray, Josh Meikle, Michaela Waite-Harvey, Dushanka Govender, Arina Aizal, Jack Saunders and Emily Coyle.

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Adam Currie (Climate 2020), Sinead Gill (Critic Editor) and Erin Gourley (Critic Reporter).

APOLOGIES

Karamea Pewhairangi, Hanna Van der Giessen, Joshuaa Alefosio-Pei, Francesca Dykes.

Emily Coyle for lateness.

Moved from the Chair

300/20 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETINGS

            Moved from the Chair

301/20 THAT the minutes of the executive meeting held on 20 July 2020 be accepted as a true and correct record.

                                                                                                                        CARRIED U

            Moved from the Chair

302/20 THAT the minutes of the executive meeting held on 27 July 2020 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

The Charity recipient – Life Matters were contacted by the Secretary and were exceptionally grateful. Advertising has been sent for our Facebook etc.

SPEAKING RIGHTS

            Moved from the Chair

303/20 THAT Debbie Downs, Donna Jones and Adam Currie be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

GUEST: VOTE CLIMATE 2020 PROTEST

Adam Currie was invited to address the meeting.  There will be a protest on Friday 7^th August at noon starting at the Museum Reserve then onto David Clark Labour MP’s office in Albany Street and onto Michael Woodhouse National MP offices along Princes Street to show non-partisan. Eventually arriving at the Octagon. OUSA invited is to join them on this March with a banner and if possible some advertising being shared. There will be health and safety and wardens wearing high visibility vests.

            Emily arrived at 11.08am

            Moved from the Chair

304/20 THAT the OUSA Executive endorses the Vote Climate 2020 March being held on 7 August 2020.

                                                                                                                        CARRIED U

HEALTH AND SAFETY

            No incidents or accidents to report.

The Health and Safety Policy along with others are being updated.  A consultant has been brought in, ensure they can meet our brief.  They will write up the policies after going through them.

OUSA UPDATE

University Book Shop (UBS) – redevelopment plans moving along, Project Managers are seeking people and options are being investigated. Debbie has requested she be involved in all design meetings.

Dunedin Fire & Circus Club – Debbie met with two committee members recently and a draft review into the clubs culture should be completed by the end of the week.  The financial statements were talked about and more information is needed.  Debbie will send recommendations to the Executive.

Student Media Advisory Board – before VSM (2012) a Board was set up. It is hoped moving forward this Board can assist with mending relationships.

Budgeting for 2021 – the Managers are sending their proposed budgets through to Debbie and then a meeting will be held to finalise them.

STUDENT NUMBERS FOR SECOND SEMESTER

            As attached emailed showed.

Of these, 1351 are enrolled in at least one distance paper and there were no students from Auckland this semester.

Christchurch 688

1170388090. 16,077 (includes 194 Foundation Studies students)

Invercargill 110

Wellington  685

Grand Total 17,550

BY ELECTION RESULTS

            For noting.

No confidence votes: 29

Candidate Rebecca Turner was removed from the next round due to having the lowest number of votes (179) in this round.

OUSA/UNIVERSITY OF OTAGO MEMORANDUM OF UNDERSTANDING

            Moved from the Chair

305/20 THAT the OUSA Common Seal be affixed to the Memorandum of Understanding between The University of Otago Vice-Chancellor and Otago University Students’ Association dated 24 July 2020.

                                                                                                                        CARRIED U

EXECUTIVE ACCOUNTABILITY POLICY

            Mischefski-Gray/Meikle

306/20 THAT the newly named Executive Accountability Policy version 10 be set.

                                                                                                                        CARRIED

ADVISORY BOARD POLICY

As attached for further discussion. Georgia wants thorough consultation on this important policy so get any ideas to her please.

Josh Meikle out at 11.36am

Josh Meikle returned at 11.37am

END OF YEAR PARTY

This function is scheduled for Friday 2 October 2020 at 5.00pm at the Starters Bar.  The Secretary will book this tomorrow. Jack Manning and Jack Saunders will get the invitations and planning started.

AFFILIATIONS

            Performing Arts Students Association, Otago Hope Makers & TOP on Campus Otago

There are a few alterations needed so these will be presented to the next Executive meeting.  Donna will take the queries to Sarah Taylor after this meeting.

BILL & BILL DUCKS

Michaela and Emily are working with DOC to get a resolve.  The Bills seems to be back on campus happily.

RESIDENTIAL COMMITTEE MINUTES

            There are a few minor spelling errors to be corrected.

            Saunders/Mischefski-Gray

307/20 THAT the minutes of the Residential Committee meeting held on 29 July 2020 be received.

                                                                                                                        CARRIED U

FINANCE AND EXPENDITURE COMMITTEE (FEC) MINUTES

            Meikle/Govender

308/20 THAT the minutes of the Finance and Expenditure (FEC) meeting held on 16 July 2020 be received.

                                                                                                                        CARRIED U

ROBERT BURNS FELLOWSHIP COMMITTEE

            Moved from the Chair

309/20 THAT Emily Coyle be appointed to the Robert Burns Selection Committee for 2020.

                                                                                                                        CARRIED U

GENERAL BUSINESS

National elections voter sign ups at Colleges – there are a couple of spaces on 11 August if   people can help. Please let Jack Saunders know.

TRM/OUSA/UOPISA Get together – a pot luck dinner is planned for Thursday at 5pm in the  Te Tumu building.

Meeting closed at 12.02pm

Signed: ___________________________________                        Date: _________