MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON FRIDAY 6 OCTOBER 2023 AT 10.02AM

PRESENT

Quintin Jane (Chair), Imogen Macalister, Emily Fau-Goodwin, Keegan Wells, Cyrus Yam, Mia Heaphy Butts (zoom), Elisepa Taukolo, Haki Hamilton

IN ATTENDANCE

            Donna Jones (Minute Secretary)

APOLOGIES

            Moved from the Chair

326/23 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

            Cyrus Yam arrived at 10.04am

SPEAKING RIGHTS

            Moved from the Chair

327/23 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

328/23 THAT the minutes of the previous executive meeting held on 29 September 2023 be accepted as a true and correct record.

                                                                                                                        CARRIED U

            Haki Hamilton arrived at 10.13am

RETURNING OFFICERS’ REPORT

            3 recommendations to PolCom. Make the campaign period clearer. Posters are being put up on walls and windows, this needs to be clearly noted in the rules. The Financial return being sent to the Returning Officer needs to be looked into as often not done.

            Moved from the Chair

329/23 THAT the Returning Officers’ report for the 2024 OUSA Executive elections be received, and Archie Ritchie thanked for his work.

                                                                                                                        CARRIED U

APPOINTMENT OF RETURNING OFFICER FOR BY ELECTION

            The Secretary notified the Executive that Archie Ritchie has been re-employed for the By Election being held 6-9 November 2023.

DUTIES OF THE EXECUTIVE POLICY

            This is outdated and requires amendments. There has been consultation with all the Executive about their roles.  Imogen will take this to Policy Committee.

LETTER OF EXPECTATION FOR HOLDINGS

            As attached.  This has been circulated around the executive and they were encouraged to give feedback. It has been through FESC.

            Moved from the Chair

330/23 THAT the OUSA Executive accept the Finance, Expenditure and Strategy Committee (FESC) recommendations and receive this Letter of Expectation 2023/2024.

                                                                                                                        CARRIED U

MEMORANDUM OF UNDERSTANDING BETWEEN DEVELOPMENT AND ALUMNI RELATIONS OFFICE AND THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION STUDENT SUPPORT CENTRE TO COMMON SEAL

            Moved from the Chair

331/23 THAT the common seal be affixed to the Memorandum of Understanding between Development and Alumni Relations Office and the Otago University Students’ Association Student Support Centre.

                                                                                                                        CARRIED U

GENERAL BUSINESS

Handover for new executive – Please get information collated.  The feedback from this years’ exec has been they don’t know what each other is doing.

Exec quick round up – Quintin asked that everyone give a quick run down on what they have been doing this week.

Meeting closed at 10.32am

Signed: ___________________________________                        Date: _________