Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON TUESDAY 7 MAY 2024 AT 3.31PM
PRESENT
Keegan Wells (Chair), Emily Williams, Abby Clayton, Tara Shepherd, Emma Jackson, Ibuki Nishida, Hanna Friedlander, Stella Lynch, Telekalafi (Tele) Likiliki, Stella McCurdy and Gemella Reynolds-Hatem
IN ATTENDANCE
Donna Jones (Minute Secretary), Debbie Downs (Chief Executive Officer), Nina Brown (Critic Editor) and Mukesh Kumar (Financial Controller)
APOLOGIES
Gemella Reynolds-Hatem for lateness
Moved from the Chair
160/24 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
161/24 THAT the minutes of the executive meeting held on 30 April 2024 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
162/24 THAT Nina Brown, Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
OUSA UPDATES
Staff performance reviews are currently being held.
Leith walk building – OUSA is entering into negotiations with the University of the Otago on the lease agreement especially as some interior work needs done.
2023 financial statements and management letter are now with OUSA. The management letter had no serious audit issues this will be discussed at the next FESC meeting.
UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
There has been great feedback from the event held over the weekend.
Learning about conflict of interest and good ideas were shared.
A fun run is being held in mid-September.
Discussion has been taking place on how a fund can be raised to assist students and families with travel and general costs when there is a bereavement or family issue.
Merchandise being offered for sale soon.
Pacific Island week will be held next semester.
EXECUTIVE QUICK ROUND UP
A brief summary from all exec on their activities over the week.
AUDITED FINANCIALSTATEMENTS FOR 2023
Moved from the Chair
163/24 THAT Mukesh Kumar be granted speaking rights for the duration of this meeting.
CARRIED U
Mukesh gave a broad overview of the financial statements and invited questions.
Moved from the Chair
164/24 THAT the Otago University Students’ Association Annual Audited Financial Statements for the year ended 31 December 2023 be received and accepted and presented to the student body at the Referendum being held 28-30 May 2024.
CARRIED U
OUSA ANNUAL 2023 REPORT
Moved from the Chair
165/24 THAT the 2023 OUSA Annual report be received and accepted and presented to the student body at the Referendum being held on 28-30 May 2024.
CARRIED U
AFFIX THE COMMON SEAL TO OUSA/TRM MOU
Moved from the Chair
166/24 THAT the Common Seal be affixed to the Memorandum of Understanding between the Otago University Students’ Association (OUSA) and Te Rōpū Māori (TRM).
CARRIED U
AFFIX THE COMMON SEAL TO OUSA/TMA MOU
Moved from the Chair
167/24 THAT the Common Seal be affixed to the Memorandum of Understanding between the Otago University Students’ Association (OUSA) and Te Mana Akonga (TMA.)
CARRIED U
POLICY COMMITTEE MINUTES
Moved from the Chair
168/24 THAT the policy committee meeting minutes of 7/3/24, 11/3/24 and 2/5/24 be received.
CARRIED U
POLICY FOR NOTICE
Moved from the Chair
169/24 THAT the Duties of Executive Officers version 13 be put for notice.
CARRIED U
ACADEMIC COMMITTEE MINUTES
Moved from the Chair
170/24 THAT the Academic Committee minutes of 18 April 2024 be received.
CARRIED U
AFFILIATION
Moved from the Chair
171/24 THAT the Amnesty Youth Otago Club be affiliated to OUSA.
CARRIED U
TE RŌPŪ MĀORI UPDATE
Te Kapa Haka practice
Palestine fundraiser
Te Reo classes going well.
Maori graduations coming up next 2 Fridays – all invited to attend by Gemella.
Gemella graduating 1pm Saturday.
GENERAL BUSINESS
Referendum questions – please note they close 4pm 8th May. Please encourage students to submit.
Emergency Meeting – this will be Thursday 10.30am to finalise questions received and screen them for the Mediator.
Meeting with staff at the library – date still to be finalised. Please let Hanna know which date suits within the dates suggested.
Sciences Divisional Board – new paper being proposed. More info, talk to Stella L.
Quality Advancement Unit survey – please fill it in.
OUSA pamphlet – please supply Abby with information on your role.
Graduation Parade – please go to OUSA at 11am Saturday to set up banners and walk to the Dental School in time to parade sharp at 11.25am. Banner carrying – Gemella, Hanna, Ibuki and Stella L. Sitting on the stage – Tele’ and Hanna, 1pm ceremony. Abby and Stella L 4pm ceremony. Gowns in the bullpen.
Supervisors’ awards – seeking nominations. Also, cultural essence awards.
Meeting closed at 4.12pm
Signed: ___________________________________ Date: _________