MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON THURSDAY 3 OCTOBER 2024 AT  9.04AM

PRESENT

Keegan Wells (Chair), Emily Williams, Daniel Leamy, Tara Shepherd, Emma Jackson, Hanna Friedlander, Liam White, Stella Lynch, Ibuki Nishida, Gemella Reynolds-Hatem and Telekalafi Likiliki

IN ATTENDANCE

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

APOLOGIES

            Stella Lynch for lateness and leaving early.

            Gemella Reynolds-Hatem and Telekalafi Likiliki for lateness.

            Moved from the Chair

359/24 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Ibuki returned at 9.59am was excluded in the minutes

            Moved from the Chair

360/24 THAT the minutes of the Executive Committee Meeting held on 26 September 2024 be accepted as a true and correct with the above amendment.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

361/24 THAT Donna Jones, Debbie Downs and Nina Brown be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

EXECUTIVE QUICK ROUND UP

            Each member gave an account of their weeks’ work.

            Gemella arrived at 9.07am

TE RŌPŪ MĀORI UPDATES AND THIRD QUARTER REPORT

Gemella has been extremely busy and noted that September is a very busy month for Te Rōpū Māori annually. Apologies for late report.

Gemella left at 9.12am and returned at 9.13am

Moved from the Chair

362/24 THAT Gemella Reynolds-Hatems’ third quarter report be received and she be paid her honorarium.

                                                                                                                        CARRIED U

OUSA UPDATES

            No health and safety incidents.

            New App going well.

            The planning to get work on the Clubs and Societies building inching forward.

            Looking into the Security we use for all our Events.

            Moved from the Chair

363/24 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 9.15am.

                                                                                                                        CARRIED U

            Moved from the Chair

364/24 THAT the meeting move out of confidential committee at 9.21am.

                                                                                                                        CARRIED U

            Telekalafi arrived at 9.21am

UOPISA UDPATES

            Telekalafi gave an overview of their weeks work.

2025 BUDGET TO THE STUDENT BODY

            Moved from the Chair

365/24 THAT the proposed Otago University Students’ Association (OUSA) budget for 2025 be recommend in its entirety to the student body.

                                                                                                                        CARRIED U

FESC MINUTES

            Moved from the Chair

366/24 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 9.26am.

                                                                                                                        CARRIED U

            Moved from the Chair

367/24 THAT the meeting move out of confidential committee at 9.30am.

                                                                                                                        CARRIED U

            Moved from the Chair

368/24 THAT the minutes of the Finance, Expenditure and Strategy Committee (FESC) meeting (5) held on 23 September 2024 be received.

                                                                                                                        CARRIED U

5 ETHEL BENJAMIN PLACE

            Moved from the Chair

369/24 THAT the OUSA Executive approve the sale of 5 Ethel Benjamin Place, Dunedin.

                                                                                                                        CARRIED U

            Moved from the Chair

370/24 THAT the OUSA Executive agrees the Chief Executive Officer engages a Real Estate Agent to proceed with the sale of 5 Ethel Benjamin Place, Dunedin.

                                                                                                                        CARRIED U

LOAN APPROVAL

            Moved from the Chair

371/24 THAT the OUSA Executive agrees the Chief Executive Officer apply for a $1.1 million dollar loan from ASB for the reroofing and strengthening of the Clubs and Societies Centre Building, 77 Albany Street, Dunedin.

                                                                                                                        CARRIED U

AFFILIATIONS

Slackline – there isn’t a title on the documents and the Health and Safety Officer position should be included a job description.

Moved from the Chair

372/24 THAT the Otago University Slackline Society be affiliated to OUSA with the above two amendments.

                                                                                                                        CARRIED U

            The Climate Clinic Otago Club – it was noted this club is similar to the Students for the Environment Action (SEA) Club.

            It seemed a bit odd about needing to be affiliated to Victoria University club.

            Need to expand acronyms.

            Tabled until the club is consulted on these changes.

OTAGO POSTGRADUATE ASSOCIATION WELLINGTON – OPAW FUNDING

As attached. The President visited this group when she was in Wellington recently.  They have been working really hard and have been doing a lot of work on pastoral care, subsidise GP visits, ongoing counselling support and more.

Moved from the Chair

373/24 THAT OUSA donate $2,000 to the Wellington Postgraduate Students’ Association (OPAW) in recognition of their long-standing commitment to pastoral care and the vital support they offer postgraduate students.

                                                                                                                        CARRIED U

COURSESPY FUNDING

            This is viewed as a good strategic asset, attracting students to use this platform.

Since the presentation there have been meetings and good progress made.  The cost of running the platform next year will cost around $30,000.

The Executive agrees in principle to support this project development alongside a Memorandum of Understanding (MOU) being created.

Moved from the Chair

374/24 THAT the OUSA Executive agrees to donate $3.000 to CourseSpy as an initial investment to support the project’s development while aligning with our strategic goals and digital future.

                                                                                                                        CARRIED U

            Stella left at 9.51am

TEA

            Moved from the Chair

375/24 THAT the meeting move into confidential committee for reasons of personal privacy at 9.53am

                                                                                                                        CARRIED U

            Moved from the Chair

376/24 THAT the meeting move out of confidential committee at 10.06am.

                                                                                                                        CARRIED U

            Hanna wanted to bring a sensitive matter to the executive to see if we would be involved.  She will now seek feedback and consider options.

GENERAL BUSINESS

            Congratulations –

            Moved from the Chair

377/24 THAT the OUSA Executive and staff congratulate Tara Shepherd on her recent engagement.

                                                                                                                        CARRIED U

            Loud applause was heard.

            The Year of – please get any photos of what you have been up to over the year to Emma.

            Permanent lockup BBQ on the Union paved area – The University has asked for feedback on an idea of having a BBQ and sink outside for students and groups to use for fundraising purposes. This would be supplied by the University and the bookings managed by an Executive member, perhaps the FSO as part of their portfolio. It is only for fundraising and would be the responsibility of the user to leave it clean and the gas consumption monitored, this is not the job of the Executive.

            This idea was met with agreement by the Executive so the Association Secretary will notify the Union Operations Manager with the good news.

            Executive fun vote count tally – the Executive were taking bets on how many votes would be cast during this election.

Meeting closed at 10.09am

Signed: ___________________________________            Date: _________