MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 10 AUGUST 2020 AT PM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

Jack Manning (Chair), Georgia Mischefski-Gray, Michaela Waite-Harvey, Josh Meikle, Dushanka Govender, Jack Saunders, Emily Coyle, Francesca Dykes and Joshuaa Alefosio-Pei

IN ATTENDANCE

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

APOLOGIES

            Arina Aizal and Hanna Van der Giessen

            Georgia Mischefski-Gray for leaving early

            Joshuaa Alefosio-Pei for lateness

            Moved from the Chair

310/20 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

311/20 THAT the minutes of the executive meeting held on 3 August 2020 be accepted as a true and correct record.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

312/20 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

HEALTH AND SAFETY

All Operational Policies will go to a Consultant, it will take 2-3 weeks for completion once it is worked out what we have as to what we need. There will be some with legislative contents that will remain or require updating. The cost will depend on how long this takes.

OUSA UPDATE

University Book Shop – the design for the redevelopment was discussed in a meeting last week. Moving forward.

University Union Limited – the entire building including OUSA and Union building require earthquake strengthening.  The specs are higher now. OUSA lift installation still in the plan.

Planet Media staff – owing to wider sales opportunities in Wellington PM Staff are up there working.

BEER FESTIVAL CHARITY RECIPIENT

Moved from the Chair

313/20 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 11.09am.

                                                                                                                        CARRIED U

            Moved from the Chair

314/20 THAT the meeting move out of confidential committee at 11.12am.

                                                                                                                        CARRIED U

            Joshuaa Alefosio-Pei arrived at 11.12am

AFFILIATED CLUBS AND SOCIETIES COMPLAINTS AND SEXUAL MISCONDUCT POLICY

As attached. There have been further discussions and amendments. The Executive are happy with it thus far.  Any additions please get them to Georgia by tomorrow afternoon. There will be more once the Clubs and Societies review is complete.

OUSA/TRM MEMORANDUM OF UNDERSTANDING

            Deferred to next meeting as Karamea not in attendance.

Georgia left at 11.16am

RETURNING OFFICERS’ REPORT

The Secretary explained there were no complaints or queries with this By election so the report is short.  Ruth Jefferies is happy to be employed for the main elections in September.

Moved from the Chair

315/20 THAT the Returning Officers’ report for the By Election for the Clubs Representative be received.

                                                                                                                        CARRIED U

OUSA ELECTION FORUMS

Jack Manning discussed proposed dates for these forums. If it was sunny weather we could think about another forum on the lawn but this will be dictated by the weather.

22 September at noon in the Main Common Room (MCR) for the 10 hour positions then in the evening at the Starters Bar starting at 7.30pm for the first Presidential forum.

23 September at noon in the Main Common Room (MCR) for the 20 hour positions.

AFFILIATIONS RE-SUBMITTED

            Govender/Waite-Harvey

316/20 THAT the Performing Arts Students’ Association be affiliated to OUSA.

                                                                                                                        CARRIED

            Govender/Waite-Harvey

317/20 THAT Otago Hope Makers Club be affiliated to OUSA.

                                                                                                                        CARRIED

            Govender/Waite-Harvey

318/20 THAT TOP on Campus Otago Group be affiliated to OUSA.

                                                                                                                        CARRIED

BLUES AND GOLDS PANEL APPOINTMENTS

            Govender/Saunders

319/20 THAT Dushanka Govender, Jack Manning, Sze-En Watts, Tessa Peterson, Terence Dennis, Daniel Porter, Rebecca Kurtovich, Glen Sinclair, Karamea Pewhairangi, Tristan Dryburgh and Antoinette Tuipe’a be appointed to the Blues and Golds Panel for 2020.

                                                                                                                        CARRIED

OUSA GRANTS MINUTES AND RECOMMENDATIONS

            As attached.

            Govender/Saunders

320/20 THAT the minutes of the OUSA Grants Panel meeting held on 5 August 2020 be received and the recommendations be approved.

                                                                                                                        CARRIED

POLICY COMMITTEE MINUTES

            Moved from the Chair

321/20 THAT the minutes of the Policy Committee (PolCom) meeting held on 6 August 2020 be received.

                                                                                                                        CARRIED U

INFORMATION TECHNOLOGY (IT) GOVERNANCE BOARD APPOINTMENT

            Moved from the Chair

322/20 THAT Dushanka Govender be appointed to the Information Technology (IT) Governance Board for the remainder of 2020.

                                                                                                                        CARRIED U

GENERAL BUSINESS

Electoral Commission enrolment drive – next Wednesday, Thursday and Friday, 11am – 2pm in three locations.  Please sign up with Francesca to assist, 2 people each day preferable.

TRM and OUPISA enrolment drive – 199 people enrolled and will get these to the Electoral Commission this Thursday.

Members of Parliament – there will be a panel discussion next week.

Rubbish Skip alternative – Jack Saunders will be asking opinions and let Property Services know the preferences as they have asked for indications.

Meeting closed at 11.36am

Signed: ___________________________________                                    Date: _________