Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 31 AUGUST 2020 AT 11.06AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Jack Manning (Chair), Georgia Mischefski-Gray (secretary), Josh Meikle, Dushanka Govender, Michaela Waite-Harvey, Jack Saunders, Francesca Dykes, Emily Coyle and Arina Aizal
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Sinead Gill (Critic Editor) and Erin Gourley (Critic News reporter) and Donna Jones (Observer)
APOLOGIES
Hanna Van der Giessen and Josh Alefosio-Pei
Karamea Pewhairangi for lateness
Moved from the Chair
337/20 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Jack Manning left the room when he vacated the chair
Moved from the Chair
338/20 THAT the minutes of the executive meeting held on 17 August 2020 be accepted as a true and correct record with the above amendment.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
339/20 THAT Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No major incidents, been a couple at Clubs and Societies with the dance room straining things. Health and Safety consultant been contacted and we are awaiting a quote.
OUSA UPDATE
Union vacating – decant plans are underway, OUSA needs to be vacated from 7 November 2020 until 14th February 2021. How many work stations are needed for the Executive? Get those numbers to Michaela please. It is envisaged everyone will be on the one floor – Georgia, Josh Meikle and Jack Manning to chat about the requirements needed.
Clubs Survey – 46 people filled out the clubs survey, club contacts, and residential college contacts – please forward them.
Dushanka to again email out to clubs and place it on the affiliated clubs council agenda as a reminder.
Moved from the Chair
340/20 THAT the meeting move into confidential committee for reasons of confidentiality at 11.11am.
CARRIED U
Karamea arrived at 11.26am
Moved from the Chair
341/20 THAT the meeting move out of confidential committee at 11.32am.
CARRIED U
CLYDE STREET
Moved from the Chair
342/20 THAT the meeting move into confidential committee for reasons of confidentiality at 11.32am.
CARRIED U
Moved from the Chair
343/20 THAT the meeting move out of confidential committee at 11.40am.
CARRIED U
Debbie left at 11.41am
AFFILIATED CLUBS AND SOCIETIES COMPLAINTS AND SEXUAL MISCONDUCT POLICY
Mischefski-Gray/Waite-Harvey
344/20 THAT the Affiliated Club and Societies Complaints and Sexual Misconduct Policy Version 1 be put for notice.
CARRIED
ADVISORY BOARD POLICY
Ensure the Returning Officer was defined in the interpretation section.
Mischefski-Gray/Dykes
345/20 THAT the Advisory Board version 1 be put for notice with the above inclusion.
CARRIED
PRESIDENT JOB DESCRIPTION AMENDMENT
To align with the MOU’s addition of clause
4.15: To maintain a good working relationship with Te Roopū Maori Tumuaki and uphold the duties of the President as outlined in the Memorandum of Understanding between the Otago University Students’ Association and Te Roopū Māori.
Mischefski-Gray/Saunders
346/20 THAT the Presidents Job Description amendment be approved.
CARRIED
POLICY COMMITTEE MINUTES
Mischefski-Gray/Meikle
347/20 THAT the minutes of the Policy Committee meeting held on 21 August 2020 be received.
CARRIED
FINANCE AND EXPENDITURE COMMITTEE MINUTES
Meikle/Coyle
348/20 THAT the minutes of the Finance and Expenditure meeting held on 27 August 2020 be received.
CARRIED
INTERNATIONAL COMMITTEE MINUTES
There were a couple of amendments to be made and Arina will present amended copies to the Secretary later.
Aizal/Mischefski-Gray
349/20 THAT the minutes of the International Committee meetings held on 3, 10, 17 August 2020 be received with amendments.
CARRIED
BLUES AND GOLDS PANEL AMENDMENT
Moved from the Chair
350/20 THAT motion 319/20 be amended to include Ashton Tourell replacing Tristan Dryburgh.
CARRIED
BLUE AND GOLDS PANEL MINUTES AND RECOMMENDATIONS
Moved from the Chair
351/20 THAT the meeting move into confidential committee at 11.54am
CARRIED U
Moved from the Chair
352/20 THAT the meeting move out of confidential committee at 12.01pm.
CARRIED U
The reason for confidentiality is the names of the winners are to be kept secret until after the evening event later next month. It was suggested the award title Faculty be changed to Academic.
Govender/Meikle
353/20 THAT the minutes of the Blues and Golds Panel meeting of 25 August 2020
SPEAKING RIGHTS
Moved from the Chair
354/20 THAT Donna Jones (who just joined the meeting) be granted speaking rights for the duration of this meeting.
CARRIED U
REFERENDUM DATES
Mischefski-Gray/Dykes
355/20 THAT the Secretary be directed to call a Referendum from 9am 15 September 2020 and close at 4pm 17 September 2020.
CARRIED
Mischefski-Gray/Dykes
356/20 THAT the Referendum from 15 – 17 September 2020 be by electronic means only.
CARRIED
There has been a request for questions from the student body, a request for submissions and they have gone to the Mediator.
GENERAL BUSINESS
Skip Day – on 4th September the Exec are invited to come along and see for themselves how much rubbish there is. Volunteers needed.
Cannabis Referendum panel – Jack Manning taking part in a panel meeting on Sunday and Michaela is taking part in a zoom panel tonight at 5.15pm.
Exec’ Goal setting – please try and attend tonight in the Bull-pen
Te Reo – Karamea the Tumuaki of Te Roopū is taking part in a challenge for September to talk in Te Reo for the entire month. All agreed we would do our best to support her and she was commended.
OUSA Returning Officer – The Secretary wished to inform the meeting that Connor Seddon has been employed at the Returning Officer for the next Referendum and OUSA Elections. Dushanka loves him and he is her safety husband for when they turn 30.
Meeting closed at 12.09pm
Signed: ___________________________________ Date: _________