Meeting Minutes

MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 7 SEPTEMBER 2020 AT 11.07AM HELD IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN

PRESENT

Jack Manning (Chair), Georgia Mischefski-Gray, Josh Meikle (via zoom) Emily Coyle, Michaela Waite-Harvey, Jack Saunders and Francesca Dykes

IN ATTENDANCE

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

APOLOGIES

Hanna Van der Giessen, Dushanka Govender, Karamea Pewhairangi and Joshuaa Alefosio-Pei

Moved from the Chair

357/20 THAT the above apologies be accepted.

CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

Moved from the Chair

358/20 THAT the minutes from the executive meeting held on 31 August 2020 be accepted as a true and correct record.

CARRIED U

SPEAKING RIGHTS

Moved from the Chair

359/20 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.

CARRIED U

HEALTH AND SAFETY

No incidents or accidents to report.

OUSA UPDATE

OUSA Operational Policies – the consultants have updated Debbie on the updates and audits of our operational policies. They will have a further meeting later to discuss these in depth, their quote has been accepted. A manual will be written up.

There appears to be a lot of staff fatigue within OUSA with the uncertainty of Covid.

Ori 2021 under level 2 discussions being held. A tough year!

Student Support Centre – large amount of hardships being paid out to students.

Moved from the Chair

360/20 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 11.13am.

CARRIED U

Moved from the Chair

361/20 THAT the meeting move out of confidential committee at 11.22am.

CARRIED U

FINAL QUESTIONS TO BE PUT TO REFERENDA

The budget for 2021 has been considered thoroughly by the Finance and Expenditure Committee and the Executive as a whole have been over it with the CEO. All questions have been displayed on the OUSA website and there is a forum on Friday to enable these questions to be discussed by the student body.

Moved from the Chair

362/20 THAT the following questions be put t the student body through the referendum being held 15-17 September 2020.

Should the proposed 2021 OUSA budget be accepted in its entirety?
Should the OUSA audited annual financial statements for the year ended 31 December 2019 be accepted?
Should the OUSA annual report for 2019 be received and accepted?
Should OUSA withdraw from its New Zealand Union of Students’ Association (NZUSA) membership?
Should Radio One make its studio available to produce student-made podcasts to host on streaming platforms?
Should OUSA lobby the Dunedin City Council for a student concession and casual rate at Moana Pool?

CARRIED U

FINANCIAL AUDITED STATEMENTS FOR 2019

These statements were held up with the Auditors until now because of Covid-19 causing OUSA to breach the constitution and rules as we were unable to present them to the student body in the first semester of this year. This will be reported to the student body at an AGM later in the year. The Charities Commission has agreed to an extension for registering these statements.

Moved from the Chair

363/20 THAT the Annual Audited Financial Statements for the year ending 31 December 2019 be received and accepted and presented to the student body in the Referendum being held 15-17 September 2020.

CARRIED U

OUSA ANNUAL REPORT FOR 2019

Owing to the Annual Audited Financial Statements being delayed it was recommended by the Mediator that this report be presented alongside them at this Referendum.

Moved from the Chair

364/20 THAT motion ^sc216/20 be amended to read:

THAT the 2019 annual report of the Association be received and accepted and presented to the Referendum being held 15-17 September 2020.

CARRIED U

ADVISORY BOARD POLICY

Mischefski-Gray/Waite-Harvey

365/20 THAT the Advisory Board Policy version 1 be set.

CARRIED U

POLICY COMMITTEE MEETING MINUTES

Mischefski-Gray/Coyle

366/20 THAT the minutes of the Policy Committee meeting held on 3 September 2020 be received.

CARRIED

RESIDENTIAL COMMITTEE MEETING MINUTES

Saunders/Dykes

367/20 THAT the minutes of the Residential College meeting held on 3 September 2020 be received with the amendments.

CARRIED

GENERAL BUSINESS

Prof Broughton awarded Emeritus recently. Please sign the card being circulated.

Moved from the Chair

368/20 THAT OUSA congratulate Emeritus Professor John Broughton on his appointment and we wish him a very happy and healthy retirement.

CARRIED U

Diversity Week – Kelli-Anne and the Student Support Centre team opened Diversity Week yesterday with a lovely opening. Michaela Waite-Harvey gave a wonderful speech. There is a canvas upstairs in clubs and socs and the executive were encouraged to go and add some colour to it.

Cultural Carnival – this Saturday 12 September from 11am in the Link.

Skip Day – 25 September, this is the last one for the year, come along and see for yourself just how much rubbish is collected. There will be a Depot day alongside this skip day.

Executive third quarter reports - due 16 September at 1pm

Executive 2021 Elections – remember nominations open on this week on the10^th September. It is important for the executive to be present and on campus to help publicise the elections. Watch out for info’ on our group chat.

Meeting closed at 11.44am

Signed: ___________________________________ Date: _________