MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON THURSDAY 7 NOVEMBER 2024 AT 10.30AM                         

PRESENT

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

IN ATTENDANCE

Donna Jones (Minute Secretary), Debbie Downs (Chief Executive Officer), Abby Bowman (Returning Officer), Amy Whyman (Executive 2025 elect), Joshua Stewart (Executive 2025 elect)

APOLOGIES

            Telekalafi Likiliki and Gemelle Reynolds-Hatem

            Hanna Friedlander for lateness

            Moved from the Chair

419/24 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Submissions – should read Local Alcohol Policy (LAP) and other submission.

            Moved from the Chair

420/24 THAT the minutes of the executive meeting held on 31 October 2024 be accepted as a true and correct record with the above amendment.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

421/24 THAT Donna Jones, Debbie Downs, Abby Bowman, Amy Whyman and Joshua Stewart be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

OUSA UPDATES

            No accidents or incidents to report.

            First aid kits to be checked yet.

A burst pipe behind the wall in the OUSA Accounts office caused a massive leak through to reception and Marketing offices.  Being successfully dried.

Scaffolding still being erected on the clubs and societies building.  They are hoping to begin construction on 18 November.  Unfortunately, the completion date has been extended to 21 April 2025.

ASB lending documents need to be authorised by the Governors. A form will be set up for you all. The OUSA lawyers will attend an executive meeting to explain this process fully.

Beerfest preparation and set up going very well.  Many staff down at the stadium helping.

Hanna arrived at 10.37am

RETURNING OFFICERS’ REPORT

Abby went through her recommendations, especially the one about having the candidates’ financial returns and list of helpers not getting to her when requested.  This has been problematic many times in the past as well.  This will be clearly outlined in the rules in future.  The do and don’ts paper needs to be in line with the elections policy as there are contradictions.

There was a request to have clearer guidelines about candidates running on a ticket.

These will be discussed at a Policy Committee and changes to the policy made were appropriate.

Moved from the Chair

422/24 THAT the Returning Officers report for the 2025 Elections be received and Abby applauded for her work.

                                                                                                                        CARRIED U

EXAMINATION DATES DISCUSSION

Stella addressed the meeting to gauge ideas to ask the university to consider examination dates in future. CALT have already set dates for 2025.

There are issues with classes finishing near exams and dates being problematic.

Stella will daft a letter for executives’ approval for a further meeting.

 It was suggested a document be attached to the agenda explaining this would be beneficial in future.

FINANCE, STRATEGY AND EXPENDITURE (FESC) MEETING MINUTES

            Daniel informed the meeting there will be a full review of our budgeting process.

            The Advisory Board have been assisting with this and may help with a workshop.

            Moved from the Chair

423/24 THAT the minutes of the Finance, Strategy and Expenditure (6) meeting held on 30 September 2024 be received.

                                                                                                                        CARRIED U

OUSA HOLDINGS LETTER OF EXPECTATIONS

            Moved from the Chair

424/24 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 11.08am.

                                                                                                                        CARRIED U

            Moved from the Chair

425/24 THAT the meeting move out of confidential committee at 11.15am.

                                                                                                                        CARRIED U

            Moved from the Chair

426/24 THAT the Letter of Expectation: OUSA Holding Limited 2024-2025 dated 7 November 2024 be accepted and sent to OUSA Holding Limited.

                                                                                                                        CARRIED U

SUBMISSION – LAC

            As attached.  Some grammatical changes and tweaks to been made.

            Moved from the Chair

427/24 THAT the Submission on the Local Alcohol Policy to the Dunedin District Licencing Committee dated 7 November 2024 be submitted with small changes.

                                                                                                                        CARRIED U

GENERAL BUSINESS

The Treaty Principles Bill will be introduced to parliament tomorrow, this is being brought forward a fortnight earlier than previously planned. First reading debate on the bill during the week of 11-15 November.

After first reading, Bill to be sent to select committee for six-month public hearing process. After select committee, the bill will be sent for second reading debate in parliament – where all parties but ACT have promised to vote it down.

Executive meetings - will be online for the rest of the year.

University budgeting process – university staff have been invited to attend executive meetings in future to explain how their budget works and what it is made up of.

The Chief Operation Officer, Stephen Willis is leading a panel to review entertainment spaces on campus, including gigs and bands etc.  Te Rōpū Māori and UOPISA groups will be involved.  Radio One will be suggested as part of the panel as well.

STANDING COMMITTEE

            Moved from the Chair

428/24 THAT the powers of the Executive be delegated to the Standing Committee of the Executive henceforth Sine die.

                                                                                                                        CARRIED U

Meeting closed at 11.36am

Signed: ___________________________________            Date: _________