[committee] Tenancy Consultation Meeting Minutes 2020-09-03

[UCC Secretary]

Tenancy Consultation Meeting 2020-09-03

*Meeting opened 16:02ish*

## Acknowlegement of Country
- Acknowledgement happened

## Apologies for rescheduling
- Rescheduling of the meeting was to give people more time to prepare
- \[MPT\] had to work so \[PQZ\] attended

## Tenancy Reallocations
- Amy as first contact for tenenacy reallocations
- 2020-08-24 suspension on appeals has been lifted
- Currently before the executive at their discretion
- Tenancy committee is separate from Guild Executive
- Meeting tomorrow 2020-09-04 9:30am to discuss
- Email chair at guild to discuss

## Note from Bre
- Cameron Hall Feasibility Study happened
- Contact Bre with any questions regarding that

*Amy left 15:38*

## Locker Allocations
- From Next week
- Timetable with lockers to hapepn
- Same process as appeals

## Storage at University
- Be wary of potentially may have to move or leave at any time if there 
is a work order
- Clubs have been allocated lockers who may have lost their clubroom 
were accounted for

## Busy Bees
- **Question:** Why is it necessary to have a rep present at the time
- Omar says he doesn't have keys
- Also needs a rep to sign off on the checklist

**Motion Passed to change busy bee frequency**
## Motion to change busy bees to fortnightly instead of weekly
- Was seconded
- Motion to reduce frequency of busy bees from every fortnight
- 16-1-4
- Updates to come about what the dates will be for upcoming busy bees
- Disregard Sep 11 2020-09-11 Busy Bee

### Busy Bee Attendance and Notice
- Participation in busy bees has been good
- Busy bees are compulsory
- Clubs to be consistent with having someone in there
- Helps to tick off items on the checklist
- The lawyer bit is going to be removed
- *"Definitely think it was for the meme value"*
- Will make sure we omit that next time
- Will follow up at a later time
- New checklist to happen
- Also asked if Tenancy could make sure dates are current on Guild 
website
- When tenancy reviews applications at the end of every year these are 
important
- It is something that is taken into account with reallocations

- Some clubs haven't been receiving emails
- hss president email haven't
- *Many others also haven't...*
- Omar said they would meet after to discuss

## Cameron Hall Entry and Access
- Capacity has been over COVID limits in some club rooms
- University management getting triggered by limits
- Cameron Hall doors still jamming open
- A work order to fix it happened but it's still jamming
- Door props itself open still even
- UWAnime instructions about door being left open
- Make sure it's the right door as an issue happened over the break

### Non-Campus Card holders to have access in Phase 5
- Bre and Tony have been asked whether non-students can come into campus 
spaces at UWA
- They have been hesitant to let non-students into campus spaces into 
UWA
- Waiting until Phase 5 to allow this to happen

#### SSZ
\[ALI\]
- SSZ is still only accessible to club execs?
- Accessible to UWA students currently
- Still restricted for 2nd/3rd floor
- Omar encouraged holding an executive meeting in Guild Council Room

#### Using the Guild Council Rom
- *Question:* Non-student member access?
- Non-student committee members want to attend to
- Guild council room needs president's permission
- Unlikely during Phase 4 for non-students to attend

## Camoneron Hall Feasibility Study
- No real update on that as yet
- Haven't met the date specified
- Has not yet been released
- Feasibility study did happen on a date but...
- Waiting for Campus Management to submit the report
- Not sure when that will happen

### New Club Spaces
- In addition to the new rooms: Guild level 3
- Sorry, Guild level 2...has new rooms
- Need a planning permit from Perth Council for work to be done
- Need to wait for that to be approved
- Will therefore be after week nine in the study break
- Hoping after week nine when most construction will happen
- Master sheet is the original allocations but were subject to change
- There will be a new 3-4 new rooms
- Can't say more than that as appeals are with exec

## Guild Precinct

## Tagging and Testing
- Electrical appliances are in working order
- Week nine to test electrical appliances
- Monday the 21st of September to Tuesday the 22nd of September
- Looking at all the electrical appliances
- Not tagged, needs to be tagged
- $3.30 plus GST per item
- More information to come
- Can do it externally *or* internally
- Usually costs more for external
- Happens every Sem
- (Do we need a list of UCC tagged items?)

- *"We love UCC"*
- Omar, 2020

## Working Orders by Campus Management on Guild Spaces, etc
- Work orders are submitted
- Campus Management then gets the work order
- These are university facilities so we hope the University pays the 
bill
- **Question:** Will the Ceiling holes (which are a hazard) in Cameron 
Hall be fixed?
- Omar acknowledges it is a hazard
- Other misc club working orders have been submitted
- Are the lights sorted in the Loft? Omar unsure


### Other Questions
- Clubrooms getting evicted by no one is moving in
- Initially room was specifically going to be vacated
- Was going to be used by UWAnime
- Will depend on what decision the exec comes to
- There was movement in Guild departments

## Everyone is Responsible
- Keep Cameron Hall Entry Closed
- Everyone is responsible
- Especially clubs
- External students who come in
- *That kind of **** is not on*
- Not really you guys who get the flac for it
- Guild Management comes down on them
- Campus Management too
- Really take extra effort
- Only people using those rooms holding those rooms open

- **Question:** Will Guild clean the shared space in Cameron Hall?
- Omar asks if any clubs would like to volunteer
- Some words exchanged, used to be done
- It really isn't a job for one or two clubs
- The walls are dirty and there is a lot of space to cover
- Omar asks if anyone else would like to clean the common space in the 
loft
- Used to have a professional cleaner
- Zero people volunteer to do this
- Raised issue about how tenancy policy says Guild to cover cleaning of 
shared space
- Also asked if clubs will have a chance to see the revised reallocation 
policy before it is accepted
- For feedback, etc
- One of the things is that rellocations should occur before tenancy 
lease expires
- So that we have a document to refer to about cleaning of common 
spaces...

## Tenancy Allocations
- Final Question...
- Tenancy allocations happened asynchronously over a period of 17-28 
hours
- Will it be the same trickle approach to releasing the revised master 
sheet?
- Master sheet will be made publically accessible to the tenants 
straight away
- Caused tension between clubs
- Revised reallocations will be sent to everyone at the same time
- Means it will be public at the same time

*Closed 16:10*

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Alexie [PQZ]
UCC Secretary