MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON THURSDAY 17 OCTOBER 2024 AT 9.08AM

PRESENT

Keegan Wells (Chair), Emily Williams, Daniel Leamy, Stella Lynch, Tara Shepherd, Liam White, Hanna Friedlander and Ibuki Nishida

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Amy Whyman and Brodie Devon (Observers)

APOLOGIES

            Gemella Reynolds-Hatem, Telekalafi Likiliki and Emma Jackson

            Moved from the Chair

395/24 THAT the above apologies be accepted

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE EMERGENCY MEETING

            Moved from the Chair

396/24 THAT the minutes of the executive emergency meeting held on 14 October 2024 be accepted as a true and correct record.

                                                                                                                        CARRIED U

RATIFY THE MINUTES OF THE EMERGENCY MEETING

            Moved from the Chair

39724  THAT the minutes of the emergency executive meeting held on 14 October 2024 be ratified.

                                                                                                                        CARRIED U

MATTERS ARISING

            The Otago Students enduring Commitment to peace statement was proofed and put on letter head when submitted to the student body.

SPEAKING RIGHTS

            Moved from the Chair

398/24 THAT Debbie Downs, Donna Jones, Amy Whyman and Brodie Devon be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

OUSA UPDATES – STAFF SURVEY

Health and Safety – a contractor entered the clubs and societies building without permission. The Executive suggested to look at a panic button.

The OUSA student survey results will be out in a few weeks.

Sophia Cristiani Coroner’s inquest findings – OUSA is to provide information to educate better safety at parties, Orientation and other events to all students.  We will oblige and work on this.

Staff survey attached – this includes infographics.  3 areas were noted to be looked at and Free Spirit consultants have been employed to help.

Strategic pay will review job descriptions and benchmark salaries. Performance Review process to be looked at as not consistent across the Association.

A focus the entire workplace getting together and knowing what each department does will be investigated.

The Executive would like a copy of the Construction tender document please.

Moved from the Chair

399/24 THAT the OUSA Executive give permission to the Chief Executive Officer, Debbie Downs to sign the Construction Tender Document.

                                                                                                                        CARRIED U

FINANCE PROPOSAL

            Moved from the Chair

400/24 THAT the OUSA President and the OUSA Finance and Strategy Officer consent to signing the ASB finance proposal confirmation to proceed document.

                                                                                                                        CARRIED U

AUDITORS FOR 2025

            Moved from the Chair

401/24 THAT Audit Professionals be appointed OUSA Auditors for 2025 be presented to the student body.

                                                                                                                        CARRIED U

ENDURING COMMITMENT TO PEACE STATEMENT

            Moved from the Chair

402/24 THAT the Otago Students Enduring commitment to Peace Statement for presented to the student body.

                                                                                                                        CARRIED U

PROPOSED CONSTITUIONAL CHANGES

            There were some changes worked through at the constitutional review committee and then presented to the OUSA lawyers for checking.  These will be presented again next year as we wanted to ensure the required dialogue and notice was given for this to be done thoroughly.

GENERAL BUSINESS

            Pae Tata meeting in St Davids Lecture Theatre at 1pm today.  Stella presenting.

AGM today at 12.00pm – please be there to assist with BBQ set up at 11.30am, Sam from Critic will assist with stickers for BBQ.  The wonderful Dane Oates will set up the sound system etc outside for us.

Drop for Good – Sunday 12-3pm.  Tara, Emma and Emily signed up thus far.

Moved from the Chair

403/24 THAT the OUSA Executive congratulate Porourangi Templeton, Ngātiki Taylor – Tumuaki Takirua and the Te Rōpū Māori Executive on being elected for 2025.

                                                                                                                        CARRIED U

            Dates for the end of year – please let Keegan know your departure dates for December.

Meeting closed at 9.48

Signed: ___________________________________            Date: _________