MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD VIA ZOOM ON THURSDAY 15 DECEMBER 2022 AT 6.04PM.

PRESENT

Melissa Lama (Chair), Emily Fau-Goodwin, Caitlin Hancy, Jade Mills, Elisepa Taukolo and Tulsi Raman

IN ATTENDANCE

            Donna Jones (Minute Secretary)

CO-OPT MEMBERS ONTO THE STANDING COMMITTEE

            Moved from the Chair

^sc349/22 THAT Jade Mills, Elisepa Taukolo and Tulsi Raman be co-opted onto the Standing Committee for the duration of this meeting.

                                                                                                              CARRIED U

APOLOGIES

            Maya Polaschek

            Moved from the Chair

^sc350/22 THAT the above apology be accepted.

                                                                                                              CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

^sc351/22 THAT Donna Jones be granted speaking rights for the duration of this meeting.

                                                                                                              CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

^sc352/22 THAT the minutes of the Executive Standing Committee meeting held on 24 November 2022 be accepted as a true and correct record.

                                                                                                              CARRIED U

MATTERS ARISING

Further discussion and clarification are being asked for regarding the letter for elected Executive from the Advisory Board.  More under general business.

Support for sub-wardens.  Patrice would like this to be supported.   More under general business.

EXECUTIVE FOURTH QUARTER REPORT

            The Political Representative hasn’t submitted her fourth quarter report. 

CONSTITUTIONS FOR OUSA HOLDINGS LIMITED AND FOR OUSA COMMERCIAL LIMITED

It was suggested these constitutions be considered this year as waiting until next year would delay the settlement date.  Also bringing it to the 2023 Executive would mean they haven’t been fully involved in the discussion this year.

OUSA have been advised there will be matters for OUSA to consider and these constitutions have ‘standard’ charitable restrictions/provision. but in the meantime, this is an agreement in principle only is required.

The executive was sent all correspondence to consider in an email prior to this meeting.

Moved from the Chair

^sc353/22 THAT OUSA agrees in principle for the constitution of OUSA Holdings Limited be submitted to the Charities Commission to apply for charitable status.

                                                                                                                          CARRIED U

              Moved from the Chair

^sc354/22 THAT OUSA agrees in principle for the constitution of OUSA Commercial Limited be submitted to the Charities Commission to apply for charitable status.

                                                                                                                          CARRIED U

              Tulsi arrived at 6.12pm

NZ INTERNATIONAL STUDENTS’ ASSOCIATION/OUSA MOU

              Sean sent an email asking for feedback and for the outdated MoU to be reviewed.  It was agreed this should be done asap.  Donna to follow up with ISO.

              As attached it was agreed to pay the invoice, numbers provided by the university the cost per EFTS – 834.4 I at 0.45NZD.

              Moved from the Chair

^sc355/22 THAT OUSA approve payment of the invoice from NZISA calculating through the number of EFTS studying at Otago in 2022 - $375.48.

                                                                                                                          CARRIED U

OUSA LIFE MEMBERSHIP FOR 2022

              Moved from the Chair

^sc356/22 THAT Melissa Lama, OUSA President 2022 be awarded life membership of OUSA.

                                                                                                                          CARRIED U

GENERAL BUSINESS

Donations to the Cook Islands – Elisepa to talk to Donna about any leftover stationery items that could be donated to Cook Island students.  Elisepa will investigate more and get back to Donna.

Jade has been busy with Māori graduations and helping with OUSA parades and sitting on the stage at the graduations.

The letter for OUSA Executive presented to exec needs further discussion.  Melissa and Quintin will have a meeting with Ben about it.

Support for Sub-wardens.  Melissa said we need to be careful with our support and approach on this. There needs to be consultation with the university.  Donna will talk to Lilly the 2023 Residential Rep and ask Patrice to leave her info for next year.

            Donna was thanked for her work and committment throughout the year.

Meeting closed at 6.35pm

Signed: ___________________________________                        Date: _________