Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON 30 JUNE 2021 AT 11:01AM HELD VIA ZOOM AND IN THE OUSA MAIN OFFICE BUILDING, 640 CUMBERLAND STREET, DUNEDIN
PRESENT
Michaela Waite-Harvey (Chair), Emily Coyle, Josh Meikle, Maya Polaschek, Sophie Barham, Karamea Pēwhairangi, Mellissa Lama, Jack Saunders and Michael Evans.
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Zac Hoffman (Radio One reporter)
APOLOGIES
Mhairi Mackenzie Everett, Geraldi Ryan and Dushanka Govender
Moved from the Chair
242/21 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
243/21 THAT the minutes of the executive meeting held on 21 June 2021 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
244/21 THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
Nothing to report.
OUSA UPDATE
Re-Orientation – all going well.
Starters Bar – Open for part time during the holiday break as things are quiet.
SLA – there has been further funding from the University for OUSA which will enable the free breakfasts to expand to 3 mornings, increase the hardship fund and allow advertising of the foodbank to students.
TE ROOPU MĀORI UPDATE
Matariki – students have been working on the events etc for this
Re-Ori – planning and work underway
OTAGO UNIVERSITY PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
Pacifika week – a good event in the planning coming soon
Strategic Framework planning – working on this
Generally things are rather quiet as many away.
NZUSA UPDATE
There is a Hui being held with the Ministry of Health, Karamea is attending; Michaela has another meeting already booked.
University dual deliver courses – this is being discussed but not relevant to the University of Otago.
BLUES AND GOLDS PANEL & GRANTS PANEL APPOINTMENTS
Moved from the Chair
245/21 THAT Daniel Porter be appointed to the Blues and Gold Panel for 2021.
CARRIED U
Moved from the Chair
246/21 THAT Daniel Porter be appointed to the OUSA Grants Panel for 2021.
CARRIED U
WELFARE & EQUITY MEETING MINUTES
Polaschek/Barham
247/21 THAT the minutes of the Welfare and Equity meeting held on 27 May 2021 be received.
CARRIED
CLUBS AND SOCIETIES PROJECT EXPENDITURE
As per documents sent to the Executive.
The in-depth seismic report that OUSA received for Clubs and Societies at the end of March put the building at 30% NBS and therefore earthquake prone.
We now have design recommendations to remedy the problematic areas of the building. As well as a quote from our current UBS contractor for the seismic strengthening, roof replacement and concrete spalling repair. It has been recommended from the Project Managers to get this work done as soon as possible due to the vulnerability of the building to a seismic event.
UNIVERSITY BOOK SHOP (UBS) PROJECT EXPENDITURE
As per the documents to the Executive.
The building did have earthquake strengthening work done and now sits at ~35% NBS, meaning the building is not considered earthquake prone. However it is in desperate need of renovation and it is hoped OUSA could bring it to as close to 100% NBS as is practical with fully upgraded fire, accessibility and ventilation systems.
Moved from the Chair
248/21 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 11.09am
CARRIED U
Moved from the Chair
249/21 THAT the meeting move out of confidential committee at 11.20am.
CARRIED U
Meikle/Coyle
250/21 THAT the OUSA Executive endorses the recommendation to the University Book Shop Otago Limited (UBS) lending against the UBS building only to complete the projects.
CARRIED
Meikle/Polaschek
251/21 THAT the OUSA Executive support the expenditure of $1.6M for the earthquake/seismic strengthening and roof replacement of the Clubs and Societies Building to be funded from the reserves.
CARRIED
FINANCE & STRATEGY MEETING MINUTES
Meikle/Lama
252/21 THAT the minutes from the Finance and Strategy meetings held on 31 May 2021 and 11 June 2021 be received.
CARRIED
EXECUTIVE SECOND QUARTER REPORTS
Moved from the Chair
253/21 THAT Michael Evans second quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Moved from the Chair
254/21 THAT Emily Coyle’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
255/21 THAT Josh Meikle’s second quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Moved from the Chair
256/21 THAT Sophie Barham’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
The Chair was passed to Emily Coyle to hear Michaela Waite-Harvey’s report at 11.27am.
Moved from the Chair
257/21 THAT Michaela Waite-Harvey’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
The Chair was assumed by Michaela Waite-Harvey at 11.28am
Moved from the Chair
258/21 THAT Jack Saunders second quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Moved from the Chair
259/21 THAT Karamea Pēwharangi’s second quarter report be received and she be paid the first half of her honorarium.
CARRIED U
Moved from the Chair
260/21 THAT Melissa Lama’s second quarter report be received and she be paid the first half of her honorarium.
CARRIED U
Moved from the Chair
261/21 THAT Maya Polaschek’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
GENERAL BUSINESS
Internet outage - The OUSA main office was switching to a new server and required an outage for a few hours however this has caused extra delays so there is no internet for a further period today. OneCall are working to have it resumed as soon as possible.
Executive meetings – going forward, they will resume on Mondays at 8am and during the holidays they will be via zoom.
TRM/OUPISA/OUSA catch ups to resume as soon as possible.
Meeting closed at 11.36am
Signed: ___________________________________ Date: _________