MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON FRIDAY 20 OCTOBER 2023 AT 10.03AM

PRESENT

Quintin Jane (Chair), Imogen Macalister, Emily Fau-Goodwin, Keegan Wells, Emz Bull, Lily Baird, Cyrus Yam

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Esther Moore (Minute Secretary)

APOLOGIES

                Haki Hamilton

Moved from the Chair

332/23 THAT the above apologies be accepted.

            Against: 1

            Imogen Macalister

CARRIED

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

Moved from the Chair

333/23 THAT the minutes of the previous executive meeting held on 6 October 2023 be accepted as a true and correct record.

CARRIED U

SPEAKING RIGHTS

Moved from the Chair

333/23 THAT Debbie Downs and Esther Moore be granted speaking rights for the duration of this meeting.

CARRIED U

OUSA UPDATE

                World-wide IT incident on Wednesday in which external emails sent via Microsoft 360 were automatically cc’ing in Global Administrators, resulting in OUSA IT contractors “OneCall” receiving OUSA emails unintentionally. The issue is now resolved.

                There was a Health and Safety incident in the sauna in which sparking was seen coming from the electrical unit, the sauna was immediately closed and repairs ordered, now waiting for the all-clear to reopen.

                OUSA are updating van hire and towing procedures following a WorkSafe release detailing an incident regarding a fatality due to an incorrectly connected trailer. We are pre-empting any similar events by updating our safety procedures and prerequisites during van use.

Debbie is underway creating the draft for the new Risk Management Plan, focusing on strategic risks, as opposed to hazards etc. Once the draft is complete a version will be sent to the Holdings Board and the other will go to the Advisory Board and then on to the Executive.

The OUSA operating plans, which is the outcome of the Strategic Planning initiative, are in the final stages and will be presented to the Executive soon.

The Dunedin Craft Beer and Food Festival event is in its final preparation stages.

Kyle Murdoch has begun his role as the Student Media Manager.

The new Radio One manager has been hired and will be starting in November.

Dwaine Tait has moved from Senior Student Support Advocate to Student Support Manager. Beth Tua’i has moved into the Senior position.

Tessa Campbell arrived at 10.10am

NZUSA UPDATE

NZUSA 2024 nominations have now opened. The NZUSA Congress will be held next month and attended by Quintin Jane, Keegan Wells, Emily Fau-Goodwin and two 2024 incoming OUSA exec members; Emily Williams (Admin VP) and Abby Clayton (Finance and Strategy Officer).

AFFILIATIONS

Emz Bull was happy to announce the proposed affiliation of a literary society, of which she described as “pretty lit.”

Moved from the Chair

334/23 THAT the Otago University Literary Society be affiliated to OUSA.

CARRIED U

CHECK IN

                The Executive held a quick check in regarding their personal well-being and mental health during the busy exam and end of year season.

GENERAL BUSINESS

Imogen reminded the Executive to be kind to themselves during the exam period in relation to workload, but to also remember to continue to work on tasks such as their hand-over documents during the November – December period, while honorarium is still being received.

Two life members need to be chosen for recognition of their contribution towards OUSA.

Meeting closed at 10.35am

Signed: ___________________________________                               Date: _________