MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON MONDAY 15 MARCH 2021 AT 8.03AM HELD IN THE BULL-PEN, OUSA OFFICES 640 CUMBERLAND STREET, DUNEDIN

PRESENT

Michaela Waite-Harvey (Chair), Emily Coyle (Zoom), Josh Meikle, Maya Polaschek, Geraldi Ryan, Mhairi Mackenzie Everitt, Jack Saunders, Michael Evans, Sophie Barham, Dushanka Govender, Melissa Lama (Zoom and later in person) and Karamea Pewhairangi.

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Bonnie Harrison (Radio 1 Reporter) and Erin Gourley (Critic Editor).

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Quintin Jane – letter missing in her last name

            Moved from the Chair

82/21   THAT the minutes of the executive meeting held on 8 March 2021 be accepted as a true and correct record with the above amendment.

                                                                                                                        CARRIED U

MATTERS ARISING

            The Myanmar/Burma protest went well with quite a few in attendance.  There were speeches at the railway station and then a march to the Octagon.  Thanks to those who attended with the banner.

            Submission signatures – Mhairi had a busy day at Market Day collecting signatures and talking with people. She handed out QR codes. Mhairi found it beneficial having face to face conversations.  Thanks to those who helped to enable her to leave and go to lectures.

SPEAKING RIGHTS

            Moved from the Chair

83/21   THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

ACKNOWLEDGEMENT OF ATTACKS ON CHRISTCHURCH MOSQUES

The OUSA Executive wish to acknowledge this tragedy, 15 March 2019 – Michaela asked we take a minutes silence.

HEALTH AND SAFETY

No incidents or accidents to report.  The Health and Safety Committee have now received the 2020 documents from the consultants.

OUSA UPDATE

• Auckland Beer Festival – this is in 2 weeks’ time, some of the Events team will be travelling to Auckland next week to set up.
• The OUSA building seismic report will be given to Debbie this week.
• There have been quite a few students going through the SSC, mainly academic and tenancy issues.
• The Auditors will be in residence this week checking things like the annual accounts for 2020, HR and risks, Seismic report and how UBS revamp is going etc.  The financial statements require auditing before we present to the student body.

OTAGO UNIVERSITY PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

                        A busy weekend. Language week coming up.

            Karamea arrived at 8.14am

TE ROOPU MĀORI UPDATE

• Michaela attend the TRM Executive meeting
• First issue of Te Whaka Taki – Maori Language booklet on the environment is online for all Māori students.
• Karamea has met with Michaela about their participation in the ANZAC service on 25 April.

STUDENT NUMBERS FOR FIRST SEMESTER 2021

            For noting for the purposes of quorum.

            Here is the headcount of students by campus, as of 3^rd March 2021.

            Of these, 2,554 are enrolled in at least one distance paper

CONFIDENTIAL COMMITTEE

            Moved from the Chair

84/21   THAT the meeting move into Confidential Committee for reasons of commercial sensitivity at 8.16am.

                                                                                                                        CARRIED U

It was agreed to cover both items of confidentiality at once and note any resolutions after they both been heard in confidential committee together.

Michaela left at 8.23am

Melissa attended the meeting in person at 8.24am

and returned at 8.25am

Moved from the Chair

85/21   THAT the meeting move out of confidential committee at 8.27am.

                                                                                                                        CARRIED U

UNIVERSITY BOOK SHOP RE-DEVELOPMENT

            As discussed.

            Meikle/Barham

86/21   THAT OUSA approve expenditure to progress with the first stage of the University Book Shop (Otago) Limited (UBS) redevelopment.

                                                                                                                        CARRIED

ETHICAL APPLICATION FOR DENTAL RESEARCH

            Saunders/Mackenzie Everitt

87/21   That OUSA endorses the Research Project from the Faculty of Dentistry entitled “Experience of dental care services among students enrolled in two New Zealand Universities”, following assurance that Māori and Pacific Island students be included in the survey component of the study.

                                                                                                                        CARRIED

COMMITTEE APPOINTMENTS

            Coyle/Evans

88/21   THAT Emily Coyle, Michaela Waite-Harvey, Josh Meikle and Debbie Downs be appointed to the Policy Committee for 2021.

                                                                                                                        CARRIED

            Evans/Mackenzie Everitt

89/21   THAT Quintin Jane, Will McMaster, Sean Prenter, Violina Gunawan and Te Āwhina Waikaramihi be appointed to the Academic Committee for 2021.

                                                                                                                        CARRIED

FIRE AND CIRCUS CLUB ASSETS

As attached.  The Fire and Circus Club no longer exists and they have a large amount of assets taking up space in the clubs and societies building which is strapped for space. As the clubs constitutions state, any defunct clubs assets are to be held by OUSA.

It has been suggested that OUSA sell this equipment and perhaps put the money in a clubs trust account managed by the Club Development Officer (CDO).  It was emphasised that if there was to be a trust account for defunct clubs that this be advertised by CDO and be more obvious to clubs and societies who affiliate.  It was agreed if there were any sales these would go on the open market.

Need to determine how this money would be held?

It was requested that Dushanka find out the exact quantity of assets and their approximate worth and bring back to the next Executive meeting.

GRANT PANEL MINUTES AND RECOMMENDATIONS

            As attached.  It was stated there were a lot of grants this round.

            Govender/Saunders

90/21   THAT the minutes of the round 1 Grants Panel meeting held on 11 March 2021 be received and the recommendations be approved.

                                                                                                                        CARRIED

ACKNOWLEDGEMENT OF PROF HARLENE HAYNES LEAVING

The OUSA Executive acknowledged Professor Harlene Haynes tenure at the University of Otago with a gift and wish her well in her future endeavours at Curtin University in Perth Western Australia.

OTAGO COMPUTER SCIENCE SOCIETY ASSETS

The Otago Computer Science Society is a defunct Society and it was asked if the Artificial Intelligence Club could take over their assets as they are considered a similiar society.  They have a 3d printer and a robotic arm and other assets.

It was requested that we are given a list of their assets and a costing.  Also to double check that their are similiar clubs that could also make use of these assets?  Tabled for further information to the next meeting.

GENERAL BUSINESS

‘Change your World this Month’ sanitary products – OUSA has many packs to give students and would like to ensure they are distributed widely.

Race Relations Week coming up – OUSA has a panel discussion – Diversity in Universities with Meng Foon, Cr Marie Laufiso, Jacinta Ruru and Danielle Yamamoto Kerr on 26 March in the Main Common Room.  Advertised on our Facebook and website for more details.  

Meeting closed at 8.47am

Signed: ___________________________________                        Date: _________