MINUTES OF THE OUSA STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD VIA ZOOM OWING TO COVID-19 ON MONDAY 11 MAY 2020 AT 12.05PM

PRESENT

Jack Manning (Chair), Josh Meikle, Michaela Waite-Harvey ,Hanna Van der Giessen, Georgia Mischefski-Gray, Emily Coyle, Josh Smith, Francesca Dykes, Jack Saunders, Karamea Pewhairangi and Joshuaa Alefosio-Pei

 IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Sinead Gill (Critic Editor), Erin Gourley (Critic News Reporter), Bonnie Harrison (Radio 1 News Reporter) and Matthew Schep (NZUSA)

CO-OPT ONTO THE STANDING COMMITTEE

            Moved from the Chair

^sc209/20  THAT Josh Smith, Francesca Dykes, Jack Saunders, Karamea Pewhairangi, Hanna Van der Giessen and Joshuaa Alefosio-Pei be co-opted onto the Standing Committee for the duration of this meeting.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS MEETING

            Moved from the Chair

^sc210/20 THAT the minutes from the Standing Committee of the Executive Meeting held on 4 May 2020 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

Open letter – what is the next step to get this signed?  Jack will talk with Adam Currie who brought it to him initially.

SPEAKING RIGHTS

            Moved from the Chair

^sc211/20  THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

HEALTH AND SAFETY

Debbie thanked people for their input into the Back to Work document. Brett is following up with the Manager’s again to ensure they have given feedback.  The implementation of track and trace devices at each department being researched.  It is preferable to have an iPad or similar to avoid contact with pens. Brett, Michaela and Esther looking into these.

The Back to Work document will be presented to the Health and Safety Committee for approval and then sent out.

There is a Covid-19 announcement from the Government at 4pm today.

OUSA UPDATE

Debbie wanted to ensure staff and executive that moving back into the workplace should be made with ease. It will be a stressful time and people aren’t expected to be in first thing when we are allowed to enter.  Debbie wants the health and safety checks with water and electricity to be done before entry, this will be done on Friday. 

Bonnie Harrison and Matthew Schep in at 12.15pm

Starters Bar – the actual rules around grouping to be clarified by the government. A lot of work on distancing and two hourly attendances to avoid overcrowding.

GRANTS POLICY VERSION 14 TO SET

            Mischefski-Gray/Smith

^sc212/20 THAT the Grants Panel Policy version 14 be amended.

                                                                                                                        CARRIED

FINANCE AND EXPENDITURE MINUTES

            Meikle/Mischefski-Gray

^sc213/20 THAT the minutes of the Finance and Expenditure meeting held on 7 May 2020 be received.

                                                                                                                        CARRIED

BREACH OF THE CONSTITITUTION – Financial Statements

Owing to Covid-19 and the Lockdown the OUSA Audited Financial Statements for 2019 won’t be audited in time for the Referendum being held in the first semester.  This is a breach of section 37 (k).

The Auditors intend to audit our accounts as soon as practical after the Lockdown. The Executive will post the audited accounts on the OUSA website as soon as they have been audited and accepted by an Executive Meeting in due course.

Moved from the Chair

^sc214/20    THAT Matthew Schep be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U  

REFERENDA QUESTIONS

It was suggested that the NZUSA question should add “should OUSA work with NZUSA”.  Some questions not clear. Also NZUSA are already working on a restructure document Mr Schep reported.

Mischefski-Gray/Saunders

^sc215/20 THAT the following questions be put to the Referendum being held on 25-28 May 2020.

Disclosure: due to COVID-19 and the nature of auditing needing to be on sight, we have been unable to have our accounts audit to be passed at this current referenda. We will ensure once these have been completed the Audited Accounts will be placed on the website and will be included in the Semester two referenda to be passed ensuring OUSA meets its legal requirements.

1. Should the Otago University Students’ Association Annual Report for 2019 be received and accepted?

2. Should OUSA investigate taking a stance in the general election?

3. Should OUSA take a stance on the Cannabis Referendum and lobby on that stance?

4. Should OUSA not take a stance on the Cannabis Referendum but provide educational material for students to make their decision?

5. Should OUSA take a stance on the Euthanasia (End of Life Choice) Bill and lobby for this?

6. Should OUSA not take a stance on the End of Life Choice Bill but provide   educational material for students to make their decision?

7. Should OUSA leave NZUSA?

8. Should OUSA leave NZUSA and create a better structure for National student voice?

9. Should OUSA initiate a restructure of NZUSA?

10. Should OUSA investigate co-hosting Agnew Street with the Agnew Street    Residents?

11. Should OUSA lobby for a law change around substance testing to allow for OUSA to own a spectrophotometer (a machine which tests substances) and have  testing available for students?

12. Should the Clubs and Societies Representative be voted on by Club and Society members only?

13. Should the Clubs and Societies Representative be voted on by club's Executive members only?

14. Should the Clubs and Societies Representative be voted on exclusively by Clubs and Societies on a basis of one vote each?

15. Should OUSA investigate a better funding and accountability model for Critic?

16. Should OUSA establish a branch of Student Volunteer Army permanently?

17. Should OUSA work with the current owners of the Rate My Flat website to help re-establish Rate My Flat or an equivalent service?

CARRIED

These questions will now be presented to the Mediator to set the wording and eventually consider submissions. Once questions have been returned they will go on the OUSA website inviting our members to write submissions to adminvp@ousa.org.nz.

Matthew Schep left at 12.46pm

ANNUAL REPORT

As attached the 2019 annual report was presented to the Executive from James Heath.

Moved from the Chair

^sc216/20 THAT the 2019 annual report  of the Association be received and accepted and presented to the Referendum being held 25-28 May 2020.

                                                                                                                                    CARRIED U

OUSA LIFE MEMBERSHIP

          More consultation required.  Tabled until the next meeting.

GENERAL BUSINESS

OUSA 130^th birthday – it was suggested a tree could be planted on campus to commemorate this milestone.  The Secretary will check with the University for permission. 

OUSA Executive new born – Congratulations to Josh Smith and his partner on the birth of their daughter last Thursday and welcome Willow Smith.

Rate my Flat – the team who set this site up originally are happy to roll it out again.  They are reaching out to OUSA and organisations to capture figures from students for this and have input from stakeholders. Jack Saunders will take this to the next FEC meeting. A terms of conditions will be written up to formalise things going forward.

Meeting closed at 12.59pm

Signed: ________________________________________                          Date: _________