MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON THURSDAY 23 MARCH 2023 AT 12.38PM

PRESENT

Imogen Macalister (Chair), Lilly Baird, Cyrus Yam, Keegan Wells, Tessa Campbell, Haki Hamilton, Elisepa Tautoko (zoom), Mai Heaphy Butts and Quintin Jane (zoom)

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Josephine Taimalie (Observer) and Nina Brown (Critic Reporter)

APOLOGIES

            Reid Eberwein, Kaia Kahurangi Jamieson and Emily Fau-Goodwin

            Quintin Jane for lateness

            Moved from the Chair

69/23   THAT the above apologies be accepted.

                                                                                                                              CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

70/23   THAT the minutes of the executive meeting held on 9 March 2023 be accepted as a true and correct record.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

71/23   THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

TE RŌPŪ MĀORI UPDATE

• Rehashing MoU between OUSA and TRM with Quintin for clarity to allow for flexibility and an option added. Flexibility with hui times added.
• Relay for Life prep’ – Haki will have his head shaved for the cause.
• Forum being held 5 April at 6pm in the MCR for Māori students to discuss the University of Otago logo change, Hone Paul, Director of Marketing, Paul and Ryan have been in discussion.
• Finalising the SGM date and agenda.

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

• Pacifica Welcome for all the Associations
• This coming weekend is the ‘Leadership Weekend’ at Waihola, where they will also hold their AGM.  All welcome.
• Hone Paul, Director of Marketing speaking to OUPISA about the University logo proposed changes.
• Apologies for non-attendance at Relay for Life as away at hui.
• Alumni from Auckland down.

OUSA UPDATE AND CEO FOURTH QUARTER 2022 REPORT

            Keegan Wells left at 12.48pm

            Moved from the Chair

72/23   THAT the meeting move into confidential committee for reasons of confidentiality at 12.48pm.

                                                                                                                        CARRIED U

            Moved from the Chair

73/23   THAT the meeting move out of confidential committee at 12.58pm.

                                                                                                                        CARRIED U

            Quintin arrived via zoom from Wellington at 1.01pm

            Quintin asked if the layout and structure of the CEO quarterly reports layout could be altered.

            Moved from the Chair

74/23   THAT the Chief Executive Officers’ 2022 fourth quarter report be received.

                                                                                                                        CARRIED U

• Orientation 2023 we well overall.  Good vibe having it back on campus.Good publicity and also the previous trend of students leaving gigs early didn’t happen this year which was a good sign.
• Events department have shifted to the clubs and societies building, Marketing and Communications department are moving down to the Events space and the Accounts staff will move into the Marketing and Communications space.

NZUSA UPDATES

NZUSA are working on a national election strategy and is allowing each region to do their own with their support.

STUDENT NUMBERS FOR FIRST SEMESTER

For noting. These are for OUSA to verify quorum at General Meetings and Referenda.

FINANCE, EXPENDITURE AND STRATEGY COMMITTEE APPOINTMENTS

            Moved from the Chair

75/23   THAT Emily Fau-Goodwin, Quintin Jane, Imogen Macalister, Kaia Kahurangi Jamieson and Debbie Downs be appointed to the FESC committee for 2023.

                                                                                                            CARRIED U

            Noting that Mukesh Kumar will be co-opted to attend meetings when required.

MOU TRM/OUSA AMENDMENT AND COMMON SEAL

            Section 4.4 changed from will to may attend.

Moved from the Chair

76/23   THAT the amendment to the Otago University Students’ Association and Te Rōpū Māori Memorandum of Understanding be approved and the common seal be affixed.

                                                                                                                        CARRIED U   

NEW CLUB CONSTITUTION

            Moved from the Chair

77/23   THAT the Otago University Snow Sports Club Incorporated revised constitution be accepted and adopted.

                                                                                                                        CARRIED U

APPOINTMENT TO THE ADVISORY BOARD

            Moved from the Chair

78/23   THAT the meeting move into confidential committee for reasons of personal confidentiality at 1.13pm.

                                                                                                                        CARRIED U

            Moved from the Chair

79/23   THAT the meeting move out of confidential committee at 1.16pm.

                                                                                                                        CARRIED U

            As attached.

            Moved from the Chair

80/23   THAT the OUSA Executive authorises Debbie Downs to give an offer of appointment to Jeffery Broughton to the OUSA Advisory Board for a period not exceeding 3 years (36 months).

                                                                                                                        CARRIED U

EXECUTIVE FIRST QUARTER REPORTS

            Lilly left at 1.17pm.

            Lilly returned at 1.23pm.

            Moved from the Chair

81/23   THAT Haki Hamilton’s first quarter for report for 2023 be received.

                                                                                                                        CARRIED U

            Mia left at 1.46pm

            Moved from the Chair

82/23   THAT Elisepa Tautoko first quarter report for 2023 be received.

                                                                                                                        CARRIED U

            Haki left at 1.48pm

            Meeting closed at 1.49pm.

Signed: ___________________________________                        Date: _________

            Moved from the Chair