MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON TUESDAY 5 MARCH 2024 AT 3.30PM

PRESENT

Keegan Wells (Chair), Emma Jackson, Stella Lynch, Liam White, Emily Williams, Abby Clayton, Telekalafi Likiliki, Hanna Friedlander, Stella McCurdy and Gemella Reynolds-Hatem.

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Nina Brown (Critic Editor) and Hugh Askerud (Critic News Editor)

APOLOGIES

            Tara Shepherd

            Moved from the Chair

81/24   THAT the above apology be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

82/24   THAT the minutes of the executive meeting held on 22 February 2024 be accepted as a true and correct record.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

83/24   THAT Donna Jones, Debbie Downs and Nina Brown be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

            Gemella arrived at 3.32pm

OUSA UPDATES

Health and Safety – there was a BBQ incident that was rambunctious, however all systems were in place and things were managed well.

The OUSA Health and Safety Committee held a meeting last week.

CONFIDENTIAL COMMITTEE

            Moved from the Chair

84/24   THAT the meeting move into confidential committee for reasons of commercial sensitivity at 3.34pm.

                                                                                                                        CARRIED U

            Moved from the Chair

85/24   THAT the meeting move out of confidential committee at 3.47pm.

                                                                                                                        CARRIED U

EXECUTIVE QUICK ROUND UP

The executive did a quick round up of what they had been working on over the past week.

TE RŌPŪ MĀORI UPDATE

            Sports week being held with a variety of sports.

            Cultural Hour being held on Friday 5.30 – 6.30pm.

            A Hui planned for Sunday.

            Te Reo classes coming up soon.

            There is a hui planned for wahine to teach poi making.

            Regional champs being held in Christchurch on 27 April.

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

            Welcoming new students’ meetings.

            SGM this month and a welcome message for new Pacific students in sciences.

            Back to Basics workshop for the Executive – how to about meetings etc.

            A Waikato students welcome for Pacific Island Students

 NZUSA UPDATE

            Things are still in a slight quagmire at NZUSA so no more updates yet.

AFFILIATIONS

            This club replaces the former Postgraduate Association which was considered old and very difficult to reach quorum, so a refresh was needed.

            Moved from the Chair

86/24   THAT the Otago Society for Postgraduate Students be affiliated to OUSA.

                                                                                                                        CARRIED U

            Moved from the Chair

87/24   THAT the SCRIPT (Supporting, Coaxing, Reassuring, Inspiring Playwrights to Scribe) be affiliated to OUSA providing they copy their mission statement into their constitution – amendment to clause 4.1).

                                                                                                                        CARRIED U

APPOINTMENTS TO POLICY COMMITTEE & IT GOVERNANCE BOARD

            Moved from the Chair

88/24   THAT Donna Jones be appointed to the Policy Committee.

                                                                                                                        CARRIED U

            Moved from the Chair

89/24   THAT Abby Clayton be appointed to the IT Governance Board for 2024.

                                                                                                                        CARRIED U

CONFLICT OF INTEREST REGISTER

            It is a requirement for the Executive to declare any conflict of interests regarding the boards and committees they sit on. It isn’t necessary to note the positions prescribed from your role.  Please fill out the attached form and return to Keegan.

FIRST QUARTER REPORTS REMINDER

            Your first report is due at 1pm on Wednesday 13 March 2024 via email to the Secretary.  Please ensure you have read the reporting policy and use the reporting template.

GRANTS PANEL APPOINTMENTS

            Moved from the Chair

90/24   THAT Keegan Wells, Abby Clayton, Olivia Townsend, Shannon van Rooijen, Sam Anderson, Jidapa Tolley and Dr Peyton Bond be appointed to the Grants Panel for 2024.

                                                                                                                        CARRIED U

GENERAL BUSINESS

            Gemella noted the spelling of Te Rōpū Māori on their ID cards isn’t correct.  Donna will assist after the meeting, the ID cards are now managed by UniPrint.

Meeting closed at 4.15pm

Signed: ___________________________________            Date: _____________