Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON THURSDAY 5 MAY 2022 AT 10.00AM IN THE BULL-PEN, 640 CUMBERLAND STREET, DUNEDIN
PRESENT
Melissa Lama (Chair), Maya Polaschek, Emily Fau-Goodwin, Tulsi Raman, Jade Mills, Elisepa Taukolo, Ravneel Chand, and Te Āwhina (Āwhi) Pounamu-Waikaramihi and Sean Teow
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Fox Meyer (Critic Editor)
APOLOGIES
Patrice Le Sueur, Caitlin Hancy, Lily Marsh.
Sean Teow for lateness.
Maya Polaschek for leaving early.
Moved from the Chair
138/22 THAT the above apologies for accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
139/22 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
140/22 THAT the minutes of the executive meeting held on 7 April 2022 be accepted as a true and correct record.
CARRIED U
HEALTH AND SAFETY
It was noted a person entered the upstairs offices recently and ended up in the Marketing and Communications office. The person was intoxicated and loud but didn’t pose a risk. They managed to contact Campus Watch to have him removed from the University grounds. All was managed well, and no one feels it is serious issue.
Do we need to tighten security? Do we need to think about swipe cards for more secure entry? Is there a need for training? Owing to the Executive being the governors it is our responsibility for the health and safety of OUSA.
OUSA UPDATE
As attached.
CHIEF EXECUTIVE OFFICERS’ FIRST QUARTER REPORT
As attached. Debbie explained the variances and how they are ‘intended dollars’,
our budget is earlier than the SLA meaning time factors are different.
Sean arrived at 10.18am
The Events area is showing differently in the budget because of Covid cancelling or changing events.
Moved from the Chair
141/22 THAT Chief Executive Officers’ first quarter report be received.
CARRIED U
It was agreed to alter the budget order owing to Maya leaving for another meeting soon.
ELECTORAL COMMISSION WORKPLAN WITH OUSA
As circulated. There have been a few minor amendments from the original copy and almost ready to be finalised. Maya was advised to be specific with them that advertising they want will be paid for by them.
Maya will finalise the document and meet with George from the Electoral Commission before this is finalised by the executive.
REFERENDUM QUESTIONS
The 15 questions submitted have been to the Mediator.
Polaschek/Fau-Goodwin
142/22 THAT OUSA submit the following questions to the Referendum being held on 25-28 May 2022.
- Should the Otago University Students’ Association (OUSA) Audited Annual Financial Statements for the year ended 31 December 2021 be received and accepted?
- Should OUSA's Annual Report for 2021 be received and accepted?
- Should OUSA lobby the University of Otago to provide more accessible mental health services for the students?
- Should OUSA lobby the University of Otago to provide more cultural competency training for staff responsible for pastoral care (College staff, Sub-Wardens, Chaplains etc.)?
- Should OUSA lobby the University of Otago to add a compulsory te ao Māori paper to all degrees offered?
- Should OUSA lobby the University to move the mid-year and mid-semester breaks by one week to align with other Universities?
- Should OUSA lobby for the University of Otago to have a blanket policy to provide lecture recordings to all students?
- Should OUSA lobby the University of Otago for a Pacific entrance pathway into law school?
- Should OUSA support the University of Otago Pacific Island Students’ Association in gaining sustainable financial support for Pacific associations?
- Should OUSA lobby the University of Otago to allow postgraduate students to access the conference grant that has been put on hold during the COVID-19 pandemic?
- Should OUSA lobby the Graduate Research School for more effective overall support (including academic and wellbeing) to students on campus and stuck abroad?
- Should OUSA run a competition for the design of a sign for The Zoo to be placed at the top of The Zoo stand at Forsyth Barr Stadium?
- Should OUSA set up a subsidiary company to invest in flats in North Dunedin as a way to diversify revenue streams and to offer students a fair and reliable flatting option?
- Should OUSA fund and support the creation of a student owned and run micro-brewery and shop in North Dunedin?
- Should OUSA lobby the University of Otago for UBar to be available only to those students in second year and above?
CARRIED
Maya left at 10.28am
TE RŌPŪ MĀORI UPDATE
- Mystery bus tour was a great success
- Unfortunately TRM have had many tangi’s to attend recently
- Study nights have started again with kai being provided
- Māori Graduations over the next three Fridays
- Hall visits have started up again
UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
- A Tokelau memorial service was held last week which was lovely
- Criminal Justice system review being held
- The Te Rōpū Māori and OUPISA BBQ has been postponed
UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION LEADERSHIP WEEKEND REPORT
As attached. A great weekend and big thanks to all those who took part, especially thanks to Emily for representing OUSA. Thank you for the comprehensive report, Elisepa.
Moved from the Chair
143/22 THAT the University of Otago Pacific Island 2022 Leadership Weekend Report be received.
CARRIED U
NZUSA UPDATES
- National Council meeting in Wellington – 23-24 May, the reform committee will also meet this weekend. Melissa will attend.
- No Policy or Welfare committee meetings scheduled yet. OUSA has submitted and asked for them to start up.
- Please fill out the submission from NZUSA circulating in your inbox.
AFFILIATION
Raman/Taukolo
144/22 THAT the O Le Tui”e Volleyball Club be affiliated to OUSA.
CARRIED
CONSTITUTIONAL AMENDMENT
Raman/Fau-Goodwin
145/22 THAT the Otago University Squash Club amendments to their constitution be accepted.
CARRIED
OUSA GRANTS ROUND 2
Raman/Fau-Goodwin
146/22 THAT the minutes from the OUSA Grants meeting held via zoom on 13 April 2022 be received and the grants (round 2) be approved.
CARRIED
ANZAC SERVICE
The ANZAC Service held outside the staff club was a great success. There were about 150 people in attendance and the feedback was very positive from the dignitaries, University staff and members of the public. It was excellent having a live stream and there is a hope this can be done again next year. People were watching it from as far as Australia and were very impressed. A big thank you to the Events team, Jade and the wonderful kapa haka performers, Elisepa Taukolo for her reading and all the other contributors. Thanks to the Executive for your help and especially to our young flag bearer Amoni McCallum.
APPOINT AN INDEPENDENT ARBITRATOR
Moved from the Chair
147/22 THAT Professor Andrew Geddis be appointed as the Independent Arbitrator for 2022.
CARRIED U
GRADUATION PARADES
There is a roster circulating, please ensure you turn up to collect the banners at the OUSA at 11am each Saturday for the next three weeks. If you wish to sit on the stage, please let Maya or Donna know as you will need a gown.
FINANCE, EXPENDITURE & STRATEGY MINUTES
As attached.
Fau-Goodwin/Raman
148/22 THAT the minutes of the Finance Expenditure and Strategy meeting held on 12 April 2022 be received.
CARRIED
GENERAL BUSINESS
International Students update – Sean informed the meeting they held a mix and mingle event last evening in the Harry Evison Lounge and it was great. Nice to get back in person again after Covid restrictions.
There was a New Zealand International Rep’s meeting was held. Sean is drafting an open letter visa submission, it will be signed and supported by other International Student Reps at their respective universities.
Disappointment and frustration were expressed that the International Food Festival is not going ahead. Our International Tauira were looking forward to it as it helps fund their Cultural Clubs and proves a space for the wider Dunedin community to partake in cultural exchanges through food and diversity. This event is one of the most popular held in Dunedin.
The International Residential Officer has been elected and he is working on a ‘Residential Handbook’ to support our Tauira studying off-shore and on-shore with the whole process of applying for listings.
Clubs and Societies Newsletter – the idea has been canned now, sadly. Marketing and Communications have created a weblink. Any updates to Tulsi each fortnight so she can get this weblink updated.
Ukraine community support – a student has approached Melissa to see if OUSA could help. Melissa and Sean will get together to discuss maybe having a fundraiser to help support families in Ukraine.
West Papua – There have been scholarships removed from four student studying at the University of Otago. OUSA would like to support them and perhaps contact the Ministry of Internal Affairs.
Meeting closed at 10.57am
Signed: ___________________________________ Date: _________