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Meeting Minutes

Meeting Minutes

24 November 2023

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Meeting Minutes

MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON  FRIDAY 24 NOVEMBER 2023 AT 10.07AM

PRESENT

Quintin Jane (Chair), Imogen Macalister, Kaia Kahurangi Jamieson, Mia Heaphy Butts (zoom), Emily Fau Goodwin, Lilly Baird (zoom), Emily Bull (zoom), Elisepa Taukolo, Keegan Wells and Cyrus Yam

CO-OPT MEMBERS ONTO THE STANDING COMMITTEE

            Moved from the Chair

sc376/23 THAT Keegan Wells, Cyrus Yam, Lilly Baird, Emily Bull and Elisepa Taukolo be co-opted onto the OUSA Standing Committee for the duration of this meeting.

                                                                                                                        CARRIED U

APOLOGIES

            Haki Hamilton and Tessa Campbell

            Moved from the Chair

sc 377//23THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

sc378/23THAT the minutes of the Executive meeting held on 10 November 2023 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

            The OUSA Survey has been distributed to Management and executive members.

NZUSA congress meeting was held and some of our Executive attended.  There was clear evidence there is a lot of work to be done. No election or budget set.

Emily Fau-Goodwin arrived at 10.10am

SPEAKING RIGHTS

            Moved from the Chair

sc379/23THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

OUSA UPDATES – CEO 3RD QUARTER REPORT

            As attached.  Debbie went through her report and explained more fully.

            Moved from the Chair

sc380/23 THAT the Chief Executive Officers’ third quarter report be received.

                                                                                                                        CARRIED U

            Mia arrived at 10:13am

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

            Moving offices.

            Organising for archives to go to the Hocken Library, proving to be a large task.

            Elisepa getting ready to finish for the year and handover to the new President.

                                                                                                                        CARRIED U

NZUSA UPDATE

Quintin Jane, Keeqan Wells, Emily Fau-Goodwin, Abby Clayton (2024 Exec) and Emily Williams (2024 Exec) attended the NZUSA national congress meeting in Wellington recently.  There were positive discussions however the meeting wasn’t quorate, the budget wasn’t finalised and next years’ executive weren’t elected so another meeting is to be held.

Student Job Search AGM – Quintin attended and was underwhelmed. The fees structure for 2024 should be investigated asap Quintin said.

EXECUTIVE FOURTH QUARTER REPORTS

            Moved from the Chair

sc381/23 THAT Elisepa Taukolo’s fourth quarter report be received and she be paid her   honorarium.

                                                                                                                        CARRIED U

            Elisepa left 2at 10:26am

            Moved from the Chair

sc382/23 THAT Mia Heaphy Butts fourth quarter report be accepted, and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

sc383/23THAT Lilly Baird’s fourth quarter report be accepted, and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Kaia Kahurangi Jamieson’s report was deferred for additions and amendments to be made.

            Moved from the Chair

sc384/23THAT Kaia Kahurangi Jamieson’s fourth amended report be accepted, and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

sc 385/23THAT Cyrus Yam’s fourth quarter report be accepted with the amendments and              to be paid his honorarium.

                                                                                                                        CARRIED

Moved from the Chair

sc386/23 THAT Emily Bull’s fourth quarter report be accepted, and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

sc387/23THAT Keegan Well’s fourth quarter report be accepted, and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

sc388/23THAT Emily Fau-Goodwin’s fourth quarter report be accepted, and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

sc389/23THAT Imogen Macalister’s fourth quarter report be accepted, and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

sc390/23THAT Haki Hamilton’s fourth quarter report be received, and his honorarium be paid.

                                                                                                                        CARRIED U

            Moved from the Chair

sc391/23THAT Quintin Jane relinquishes the Chair to Imogen Macalister at 11.01am

                                                                                                                        CARRIED U

            Moved from the Chair

sc392/23THAT Quintin Jane’s fourth quarter report be accepted, and he continue to be paid     his honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

sc393/23THAT Quintin Jane resumes the Chair at 11.06am

                                                                                                                        CARRIED U

           

Moved from the Chair

sc394/23 THAT Tessa Campbell’s honorarium be suspended until her fourth quarter report is  submitted in full and accepted.

                                                                                    Macalister:      Against

                                                                                    Yam                Abstain

                                                                                                            CARRIED                              

OUSA STRATEGIC TO OPERATIONAL PLANS

As attached. A three-step process was used to ensure all departmental operational plans are fully informed by the new OUSA Strategic plan.  Noting the plans are fluid and will be updated regularly as required to ensure they remain relevant.

            Moved from the Chair

sc395/23 THAT the OUSA Strategic plan to Operational plans 2023 documents be received.

                                                                                                            CARRIED U

AFFILIATION

            Moved from the Chair

sc396/23 THAT MOV-E Club be affiliated to OUSA.

                                                                                                            CARRIED U

APPOINTMENT TO STUDENT NETWORK AWARDS AND SNA TRUSTEE

            Moved from the Chair

sc397/23 THAT Kyle Murdoch be appointed as Director to the Student Radio Network (SRN) Limited Board.

                                                                                                            CARRIED U

            Moved from the Chair

sc398/23THAT Kyle Murdoch be appointed as trustee to the Student Radio Network Charitable       Trust.

                                                                                                            CARRIED U

LIFE MEMBERSHIP OF OUSA

            Nominations received this year were:

            Elisepa Taukolo, Sean Norling, Maya Polaschek and Aaron Hawkins.

            Moved from the Chair

sc399/23THAT Elisepa Taukolo OUPISA President be awarded Life Membership of OUSA.

                                                                                                            CARRIED U

           

Moved from the Chair

sc400/23 THAT Sean Norling, Radio One Manager be awarded Life Membership of OUSA.

                                                                                                                        CARRIED U

            Kahurangi Jamieson/Macalister

sc401/23 THAT Quintin Jane OUSA President be awarded Life Membership of OUSA.

                                                                                                                        CARRIED U

NEW ZEALAND INTERNATIONAL STUDENTS’ ASSN REPORT

            Moved from the Chair

sc402/23 THAT the New Zealand International Students’ conference report document be received.

                                                                                                                        CARRIED U

REVISED LETTER OF EXPECTATIONS FOR OUSA HOLDINGS

As attached. This is in template form to be used in future and the Board wanted approval from the OUSA Executive. Quintin will advise the Board of the Executive’s acceptance.

Moved from the Chair

sc403/23 THAT the OUSA Executive accepts and approves of the changes to the letter of expectations for OUSA Holdings.

                                                                                                                        CARRIED U

POLICY COMMITTEE MINUTES

            Moved from the Chair

sc404/23 THAT the minutes of the Policy Committee meeting held on 6 October 2023 be    received.

                                                                                                                        CARRIED U

            The minutes of the final meeting held today of the Policy Committee will be presented at the next executive meeting.  In the meantime, OUPISA and TRM have submitted excellent documents to support more Blues and Golds awards for their Associations.

            Haki informed us Kai Tahu have been consulted on his document and given their approval.

            The Executive Job Description policy is a work in progress.  It is yet to be finalised.

OUSA/SUSTAINABILITY MEMORANDUM OF UNDERSTANDING

            This requires more discussion.

END OF YEAR EVENT

There isn’t going to be a wider OUSA Executive Christmas Party this year.  They are talking about a gathering of Exec only to finish off the year.

EXECUTIVE RESIGNATION

            Imogen Macalister informed the meeting she resigned last evening. 

            Moved from the Chair

sc405/23 THAT OUSA formally thank Imogen Macalister for her work this year on the OUSA             Executive.

                                                                                                              CARRIED U

GENERAL BUSINESS

            No executive meeting next Friday.

 

 

Meeting closed at 11.52am

 

Signed: ___________________________________                        Date: _________