Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 16 NOVEMBER 2020 AT 11.05AM HELD VIA ZOOM AND IN THE CLUBS AND SOCIETIES CENTRE, ALBANY STREET, DUNEDIN
PRESENT
Jack Manning (Chair), Georgia Mischefski-Gray, Michaela Waite-Harvey, Emily Coyle, Hanna Van der Giessen, Arina Aizal, Karamea Pewhairangi, Dushanka Govender, Francesca Dykes and Josh Meikle.
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Sinead Gill (Critic Editor), Lewis Anderson, Sam van der Weerden and Finn Campbell (Gen Zero)
APOLOGIES
Josh Meikle
Moved from the Chair
489/20 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Michaela Waite-Harvey was present
Moved from the Chair
490/20 THAT the minutes of the executive meeting held on 9 November 2020 be accepted as a true and correct record with the above amendment.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
491/20 THAT Debbie Downs, Donna Jones, Lewis Anderson, Sam van der Weerden and Finn Campbell be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
No incidences or accidents to report.
The Health and Safety committee have almost finalised the new policy and will submit the document soon.
OUSA UPDATE
Good One – this is going well and OUSA has a role to market students, Red Frog, Southern DHB and the University are behind this. There is a safer night’s campaign.
OUSA Building revamp – the offices are now out of bounds. The work has begun.
C&S Carpark resealing – the work is going to plan, lines being painted on this Friday back to normal next week.
UBS Director Resignation – Rachel Brooking has resigned owing to her being elected as an MP. A replacement will be advertised soon and also the Board need to replace her from the Chair. If the Executive have ideas please let Debbie know.
Moved from the Chair
492/20 THAT the meeting move into Confidential Committee for reasons of commercial sensitivity at 11.17am.
CARRIED U
Moved from the Chair
493/20 THAT the meeting move out of Confidential Committee at 11.26am.
CARRIED U
TE ROOPU MĀORI UPDATE
Manuhiri at the Marae
Cultural events held for Tuaira
The TRM Executive are going to Rotorua
Meetings with the OUSA President and TRM Tumuaki
STUDENTS FOR ENVIRONMENT (SEA) MEMORANDUM OF UNDERSTANDING
As attched along with the Community Gardens Licence to Occupy. It was confirmed that OUSA had liaised with Danielle at SEA about this MoU and will receive a copy.
Govender/Waite-Harvey
494/20 THAT OUSA agree to the Memorandum of Understanding between the Otago University Students’ Association (OUSA) and the Students for Environmental Action (SEA) being signed.
CARRIED
OUSA POLICY MANUAL 2020 TO SET
As distributed and discussed. The Delegated Authority Policy is still requiring work so will be omitted.
The names of Policies and explanations where necessary are noted in the Minutes of 28 October when they were put for notice.The Delegated Authority Policy has more work needed.
Moved from the Chair
495/20 THAT the policies below be set.
Terms of reference
Academic
Affiliated Clubs Council - ACC
Blues and Golds
Colleges
Constitution review
Elections campaign
Elections review
Grants
Policy committee
Residential
SGM – Student General Meeting engagement
Submissions
Welfare and equity
Executive:
Accountability
Advisory Board
Appointment
Elections procedure
Duties of an Executive Officer (was the job description policy)
Subcommittee
Travel expenses
Referenda
Operational
Capital expenditure
Information & Communications Technology - ICT
Media independence policy
Investment
Procedural
Finance
Parent’s room and women's room
Policy development protocol
Recreation (New section)
Clubs Complaints
Club conduct
Club affiliation
Grants
Blues & Golds
Templates
Quarterly Executive report
Breakdowns
Meeting minutes
Terms of reference
Policy
CARRIED U
FINANCE AND EXPENDITURE MINUTES
Waite-Harvey/Van der Giessen
496/20 THAT the minutes of the Finance and Expenditure meetings held on 8 October 2020 and 5 November 2020 be received.
CARRIED
GENERAL BUSINESS
Dunedin Revitalisation Project for the Octagon and George Street –
Sam van der Weerden was invited to address the meeting. He explained that the Council had changed their decision on the proposed plans on the design concept for the George Street Upgrade project, which would have involved a one-way street design, in favour of a two-way shared street design.
He also pointed out the concerns that this revised design includes a decreased emphasis on pedestrianisation in favour of parking and an alternative bus service. This design is not indicative of safer streets and public safety.
The environmental impact of using vehicles being suggested doesn’t align with the DCC’s own goals for the city even with the suggesting of electric vehicles being introduced.
Emily left at 11.44am
The Dunedin City Council and the Advisory Group had sought feedback from the community and now changed their direction.
Josh Meikle arrived at 11.51am
Karamea left at 11.51am
Hanna left at 11.52am
It was strongly agreed that OUSA communicate with the Mayor as soon as possible to have our views heard at their up and coming meeting. Jack will contact Aaron Hawkins as soon as possible to arrange this. The Executive agreed they would also write a letter to the Council.
Sam, Finn and Lewis will also be attending the Council meeting to voice their disapproval.
Jack Saunders left at 11.57am
Dykes/Waite-Harvey
497/20 THAT the OUSA Executive seek to inform the Dunedin City Council of their disapproval of the design concept decision (PLA/2019/025) and request permission to attend the next DCC meeting.
CARRIED
DELEGATION OF POWERS TO THE STANDING COMMITTEE
Moved from the Chair
498/20 THAT the powers of the Executive be delegated to the Standing Committee of the Executive henceforth Sine die.
CARRIED U
Meeting closed at 12pm
Signed: ___________________________________ Date: _________