Attendees:

• Jordan Fairweather

• Niamh Appleby

• Emma Crawford

• Rhiannon MacLeod-Green

• Magali Smith

Commenced: 15:09 PM

Agenda

This meeting will fill Niamh in + plan for O-Week + roughly plan for Semester One because of this I am running the meeting.

Things to Cover due to Niamh’s Absence (Agenda drafted by Emma)

• Training Sessions with Macquarie

• 2nd (Sexual Misconduct at MQU)

• When over MQU Policy for sexual misconduct + sexual harassment → which in turn means that the exec who went have completed the ‘Consent Matters’ course from the Uni

• Uni however didn’t really clarify any questions, especially those about what to do if an exec member violates their position of power over a member or why we should deal with the university instead of going with the police or their timeline/process when dealing with these cases

• Also, remind everyone that if someone comes to you + says that they want to report something → Google MQ Care Report + the information shall be there

• Niamh will have to participate in training sessions (I believe it is two one-hour training sessions that will cover what we covered)

• Also, I have drafted a Code of Conduct that I want to be introduced into MAHA exec (both general + revue) due to past experiences

• 9th (Student Experience Team Info & SRC + O-Week)

• First Year Experience Team (FYE Team) introduces themselves + the way that they are going to operate this year. (Look at paper notes)

• The information is on the slides which can be found in the announcement tab (everything that they said)

• iLearn page 

• The iLearn page is how the FYE will be getting in contact with us + vice versa (Announcements + General Discussion form need to be now checked)

• It also has exec training + info for us when dealing with funding + banking along with event requests.

• However, only President, Vice President, Secretary + Treasurer have access 

• Executive Eligibility

• They went over the executive eligibility → they are only going to worry about results + enrolment for this year 

• I give this advice, ps get degrees 

• Niamh is in the clear when dealing with MacMS

• Wednesday the 8th of March (1 pm-2 pm)

• Info about sponsorships (charities)

• FYE Team break up 

• Banking → Megan

• Sponsorships → Kamil

• General Student Group Enquiries, Events + Funding are to be dealt with by Erika who is our FYE staff member

• Orientation → Session 1, 2023

• Set up at 9:30 am (10 am - 3 pm) + pack down at 3:30 pm

• No more than 3 people manning a stall at one time

• Got to share the stall equality with the group that we are with (ASMU)

• Allowed to give out stickers however, any damage caused by the stickers will have to be paid for by the uni society (we don’t have that money)

• One per person (for free) if they sign up

• Also allowed to give out food + drinks at the stall

• Rhiannon + I can bake → idea for Pompeii cake

• Bonus: Red Bull + V are coming back for O-Week and there is also going to be a Coke stall (Info for Niamh)

• Lighthouse Theatre Meeting with MacMS, DramMac, MUMS, MULS + MAHA

• Lighthouse Theatre meeting on Jan 24th, 2023 

• Discussing the use of the Lighthouse theatre by the societies that do the revues now including MUMS (Med Revue) who wanted a chance to perform their revue in the Lighthouse

• It was decided that the MAHA revue would be pushed back to the 1st week of the break in Semester Two (September 10th - 16th)

• However, this can change if MUMS doesn’t go ahead the revue might be pushed forward by a week

• Rehearsal Week is still the 9th - 15th of July 

• Also, there is a new person to deal with when dealing with the Lighthouse → Rosie (SRC) has a WH&S background + is going to sort out the problems with the LHT.

• Megan is dealing with student groups inside the LHT

• Rosie is dealing with the LHT as a whole

• O-Week Plan

• We are there for three days (Monday, Wednesday + Friday) from 10 am-3 pm

• In line with the first-year Bachelor of Arts orientation, I believe.

• We are with ASMU for those days I also believe

• I have emailed the Ubar team to reverse a table for the meet and greet on Friday from 4:30 pm - 6:30 pm 

• They have got back to me and I have asked for two low tables as I believe we will have around 20 people but most will stand.

• Not everyone has to be there every day → classes will take first priority

• Jordie - Socials plan

• O-Week post out

• Meet + Greet post on Monday → Flyer done by Sunday (Emma to print stuff out on Sunday for Monday)

• Repost on Thursday about Meet + Greet + that we will be there on Friday as well

• Tele’s x MAHA x ASMU Welcome Reception + meeting 

• ASMU Meeting

• Rough event plan for the sem (possibly even the year)

• Merch (Magz)

• Constitution Updates

• The FYE team is currently very busy with orientation + kickstart week → probably won’t get the constitution approval until after then 

• They are happy with the paid membership

• Membership

• Need to change the website before Sunday to the $6 membership for the whole year 

Acknowledgement of Country:

Review of training sessions for Niamh:

• How to handle sexual harassment and misconduct.

• Questions about handling if an executive commits misconduct but the victim does not want to report.

• Emma has drafted a code of conduct regarding MAHA’s personal rules regarding the sexual harassment and misconduct policy:

• If you hear of an executive doing something but the victim does not wish to report, make a formal note including the time and date and overall details so that repeat behaviours can be collated and reported later if so decided.

• Emma informs Niamh of the university’s timeline for responses and the differences between going to the university or the police first.

• How to comfort the victim

• Find the MQ Care Report by searching not by navigating the website

• FYE team introduction and orientation week overview

• Using the iLearn page to contact them and find resources

• Training and resources available for President, Vice, Treasurer, and Secretary

• Event and funding requests

• Executive and eligibility criteria

• Maintain satisfactory standards, be enrolled every semester, do not be in the official executive for more than one group

• Wednesday 8th March = sponsorships meetings

• Banking will be done with Megan and Magz has done the authorised representative form already with Niamh.

• Kamil handles funding

• Erika handles our other enquires as our designated FYE contact.

O-Week:

• Set up and close up are at 9:30 and 3:30.

• If other people are packing down early it is okay to leave with everyone else.

• Jordan will be there on Wednesday and Friday

• Stickers will only be given out one per person for people who sign up for paid full-year membership.

• Emma proposes selling merch there, and we agree.

• Baked goods is currently a go

Lighthouse meeting from 14th Jan:

• MAHA revue will be pushed back to September 10th–16th

• Rosie is SRC and is now handling physical issues with the lighthouse. If we have a problem with other groups in the lighthouse is Megan.

• Safety briefing from Rosie:

• A request for scripts, double-checking props

• Revue will have a MACms and DRAMAC consultant

• Our representative at this point will likely be Melissa Applin.

O-week schedule:

• Monday, Wednesday, and Friday are our active days.

• We’re sharing our stall with ASMU

• DRAMAC and MACms are there all five days.

• Niamh will be present on all three days

• We have reserved a table from 4:30–6:30 on the 25th Feb.

• Jordan is to have the poster sent to Emma by Sunday 19th at 12 PM at the latest.

• Reserved for 20 seats

• They have requested us to pre-order pizza

• Niamh’s plan:

• Membership QR code graphic for free membership sign-up

• Story poll on Wednesday

• Jordan is holding a story poll this week regarding: o-week attendance

• Meet and greet post to go up on Monday next week (20th)

• Some flyers and posters for it to hand out

• Niamh to write up a rough script for people to say and mention about the group and what they need to know.

• Note: do not refer to ASMU as a sister society.

Meet the executive post comes out tomorrow afternoon.

Welcome reception:

• Wednesday 1st March week 2 Teles x ASMU x MAHA

• No one’s schedule can make anything earlier than that

• Awaiting a reply on the ASMU x MAHA meeting, scheduling conflicts mean it will likely happen mid-semester one.

• Communication is currently going well, a meeting is not likely necessary yet.

Games night:

• We need to organise booking a room before or just after the blackout period

Constitution updates:

• Likely won’t be reviewed and approved by uni until after the orientation period.

• Paid membership is fine and approved, must be changed to $6 for the whole year by Sunday 19th in preparation for O-Week.

• Ideas for perks such as a discount on merch, and a discount on paid events.

Paid memberships:

• The site will be updated to reflect new prices by Sunday by

• Jordan needs to add something about paid membership to the O-Week post

• Jordan will send the graphic to either Emma or Niamh to be printed for handouts on Sunday

Membership:

• Rhiannon to create a separate spreadsheet for paid members, and update and familiarise herself with the current spreadsheets.

Members are to send their availabilities for O-Week in the executive’s chat.

Merch updates:

• On the back burner for now

• Magz to send the quote sheet to Niamh and Emma

• Do a sale on leftover stock to get rid of current merch.

• Sell for $15–20 t-shirts. (Paid member = $15.00, $20.00 for free members)

• Free stickers are only the MAHA ones, pay for the Guide Dogs stickers (benefits go to Guide Dogs)

Attendance for welcome reception:

• Attendance online is only necessary for President and Vice President, attendance in person is highly recommended for all executives.

Funding:

• Pick an event we do every year that does not involve alcohol to get funding.

• Niamh suggests the jousting event.

• If anyone has any ideas, submit them to the chat.

Niamh thanked Emma and everyone for their efforts during the break.

Magz doesn’t appear to have been recognised as an authorised rep, despite submitting the form. Email to be sent to FYE if she doesn’t have access by O-Week.

Jacky will be contacted about merch to communicate with Magz.

Everyone needs to send through some trivia for the meet the exec post:

• Niamh needs to send through a headshot

• Rhiannon needs to send the correct spelling of her last name

Next meeting:

• Planning elections for the general committee.

Meeting adjourned by Niamh at 16:07 PM.