Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON TUESDAY 30 APRIL 2024 AT 3.34PM
PRESENT
Keegan Wells (Chair), Emily Williams, Stella Lynch, Tara Shepherd, Abby Clayton, Emma Jackson, Telekalafi (Tele) Likiliki, Liam White, Hanna Friedlander and Gemella Reynolds-Hatem
IN ATTENDANCE
Nina Brown (Critic Editor), Donna Jones (Minute Secretary) and Debbie Downs (Chief Executive Officer).
APOLOGIES
Ibuki Nishida
Gemella Reynolds-Hatem for lateness
Moved from the Chair
151/24 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
152/24 THAT the minutes of the executive meeting held on 23 April 2024 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
153/24 THAT Nina Brown, Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
OUSA UPDATES
Health and Safety – 3 minor incidents, all documented and dealt with.
Capping Show – this is the longest running capping show in the world. Students at Otago give their time and it is very popular. Please see advertising and tell your friends and family to attend as attendance numbers have been declining over the years.
UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
Workload has calmed down a little. There is a showcase of executive photos being displayed. The Leadership weekend is coming up with an excellent guest speaker.
The Cook Island Students Assn are holding their SGM.
Sports events and fundraisers happening.
EXECUTIVE QUICK ROUND UP
The executive gave a quick overview of what they had been up to.
Gemella arrived at 3.51pm
TE RŌPŪ MĀORI UPDATE
A wellness lunch has been held. Many took part in the Relay for Life event at the Stadium. Te Rōpū Māori kapa haka group did a fabulous performance at the OUSA/Uni ANZAC Service and Gemella read a welcome.
Te Reo classes scheduled, an invitation to all. A hui with Te Mana Akonga (National Māori Students’ Association) being held soon.
The service was once again a great success. It was well attended with about 300 there. Thank you to the large attendance from the executive.
There was a debrief to consider any changes for future events –
Change the national anthem.
Could the MC be given more information when introducing the speakers etc. Also the announcement after the wreath laying and anthems needs to be louder and expanded.
The piper was left playing for a long period at the beginning, could we decrease this to 5 minutes?
Could there be an announcement warning people when the canon is being fired as it is very loud.
Could all participating attend a pre-meeting and or the walk through prior to the day.
Could there be a Te Rōpū Māori banner included at the service. This to be discussed at a later meeting with Te Rōpū Māori exec.
EXECUTIVE GOAL PLANNING
Charity Match – August – Emma to lead
Initiations – August – Keegan to lead
Lecture Recordings – work in progress, abolish current policy eventually – Stella L
Alumni/Life members newsletter and communications – work in progress – Stella M
Look After Your Mates Campaign – July – Tara
Increase the Political Climate – work in progress on campaigns – Liam to lead
Future proofing roles – onboarding – ongoing
FINANCE, EXPENDITURE AND STRATEGY MEETING MINUTES
Moved from the Chair
154/24 THAT the meeting of the Finance, Expenditure and Strategy Committee minutes of 19 April 2024 be received.
CARRIED U
TERTIARY OPEN DAY PLANS
The Executive will wear their tees and mingle with students and families. They will have giveaways at the desk.
REFERENDUM DATES
There is a requirement to hold a referendum in the first semester, so a decision was to postpone any AGM and hold a Referendum to invite questions and to submit the 2023 annual report and financial statements to the student body.
Moved by the Chair
155/24 THAT the Secretary be directed to hold a Referendum starting at 9am 27 May 2024 and closing at 4pm on 30 May 2024.
CARRIED U
Moved from the Chair
156/24 THAT THE Referendum being held 27-30 May 2024 be by electronic means only.
CARRIED U
Moved from the Chair
157/24 THAT OUSA invites questions to adminvp@ousa.org.nz for the 27-30 May 2024 referendum by 4pm 8 May 2024.
CARRIED U
AGM
As stated previously an AGM will be held later in the year.
Becca requested clarification from the executive on previous dialogue about the UniQ representative position on the executive to inform UniQ. Becca expressed disapproval that this role is now being modified.
Moved from the Chair
158/24 THAT the meeting move into confidential committee for reasons of personal privacy at 4.21pm.
CARRIED U
Moved from the Chair
159/24 THAT the meeting move out of confidential committee at 4.44pm
CARRIED U
GENERAL BUSINESS
Unveiling of the new University of Otago sign with new logo – all welcome to meet on Cumberland Street at 6.50am tomorrow.
Te Mana Akonga Memorandum of Understanding – this to be discussed at another meeting.
Meeting closed at 4.48pm
Signed: ___________________________________ Date: _________