Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE BULL-PEN OFFICE ON WEDNESDAY 12 MARCH 2025 AT 9.02AM
PRESENT
Liam White (Chair), Amy Martin, Daniel Leamy, Ibuki Nishida, Stella Lynch, Amy Whyman, Jett Groshinski, Ngātiki Taylor, Josh Stewart, Deborah Huang, Seluvaia Ratoul and Callum Hadlow
IN ATTENDANCE
Donna Jones (Minute Secretary), Nina Brown (Critic Editor), Hannah Varrs (News Editor) and Bailey Hadlow (Executive dog)
CONFLICT OF INTEREST
Stella Lynch will register her conflict of interest with Riding for the Disabled.
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Deborah Huang’s appointment to the Student Welfare was omitted.
Moved from the Chair
123/25 THAT the minutes of the executive meeting held on 5 March 2025 be accepted as a true and accurate record with the above amendment.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
124/25 THAT Donna Jones, Nina Brown and Hannah Varrs be granted speaking rights for the duration of this meeting.
CARRIED U
EXECUTIVE QUICK ROUND UP
A brief update on what has been happening was expressed from around the table.
TE RŌPŪ MĀORI UPDATE`
Lots of Admin and keeping up with university work.
UOPISA UPDATE
Attending meetings. Organising SGM’s for different groups. All going well.
There are vacancies on ATSA committees for anyone on the executive to join. Let Liam know if you are interested.
There was a comment the attached ATSA minutes contained a lot of acronyms.
Moved from the Chair
125/25 THAT the minutes of the Aotearoa Tertiary Students Association meeting held on 3 March 2025 be received.
CARRIED U
MARKETING AND MEDIA UPDATE
Good ODT coverage and interviews.
Amy would like updates for video and Instagram for the Day and Life of an Exec member informing what everyone gets up to in their role.
Who would like this week’s Critic Column? Let Liam know please.
ANZAC DAY SERVICE
Planning underway after the first meeting. Emphasis on those putting their hands up to turn up on the day - do so.
Those wishing to attend the Dawn Ceremony at the Queens Gardens are welcome to join Liam.
LIFE MEMBERS DINNER PROPOSAL
There is a newsletter being finalised to go out to life members with an invitation to gauge who would like to attend a dinner on 24 May 2025 to also celebrate OUSA’s 135th birthday. The dinner will be for life members, current executive and staff at this stage.
SOCIETY FOR POSTGRADUATE STUDENTS (SPS) BUDGET
As attached as per the MoU. This budget was submitted apologetically after OUSA had closed for the year last year. SPS are having an AGM soon and will set up their executive.
It was suggested SPS could sign up for fundraising for funds.
Moved from the Chair
126/25 THAT the Society for Postgraduate Students budget for 2024 be accepted and approved agreeing to $1100 being budgeted.
Stewart: Abstain
CARRIED
RIDING FOR THE DISABLED VOLUNTEERING IDEA
It was suggested that the executive could use their required volunteer hours to help with this very worthy organisation. Anyone interested see Stella.
VOLUNTEERING
Speed dating with Unicrew.
Life Matters - Laps for Life fundraising being held at Alhambra grounds this weekend
FISH OF THE YEAR
Stella requested the executive join the competition for Fish of the Year | Te Ika o Te Tau organised by Mountains to Sea Conservation Trust. Currently the Orange Roughy is leading, and she would like to recommend an endangered fish, Shortjaw kōkopu | Galaxias Postvectis.
After some discussion all other contenders were withdrawn.
Moved from the Chair
127/25 THAT the OUSA Executive would like to vote for the Shortjaw Kōkopu | Galaxias Postvectis for the fish of the year.
Hadlow: Against
CARRIED
GRANTS PANEL APPOINTMENTS
As attached.
Huang/Stewart
128/25 THAT Deborah Huang, Caroline Hallgarth, Liam White, Daniel Leamy, Olivia Townsend, Shannon van Rooijen, Becca Ritch, Satoshi Tomita and Grace Esterman be appointed to the OUSA Grants Panel for 2025.
Leamy, White, Nishada Abstain
CARRIED
AFFILIATIONS
Swiftie Club
Purpose section needs to be expanded in the constitution. 10.1 2/3 membership need to meet threshold, 17.6 typos to be fixed. Title on the constitution needs to be amended. Could Taylor Swift be appointed as a life member?
University of Otago Mahjong Club
2.3.1 clause to be amended, 17.14 and 17.15 clauses need clarification on the appointment process, should be clearer and consistent with OUSA policy.
Josh left at 9.50am
Jewish Students at Otago Club
Constitution has a few flaws. Not clear how members voted in. This constitution needs modifying, or could they perhaps use our clubs and societies constitution template?
These three affiliations are tabled for the amendments to be done. Deborah will consult with Caroline to assist clubs with their affiliation processes.
Stella left at 9.53am
COMMITTEE FOR ENJOYABLE OCCASIONS
Who would like to sit on this committee? There are tasks and events coming up that would fit under this heading – archiving old executive photos, executive functions etc.
Moved from the Chair
129/25 THAT Daniel Leamy, Liam White, Amy Martin, Amy Whyman and Callum Hadlow be appointed to the Committee for Enjoyable Occasions for 2025.
CARRIED U
GENERAL BUSINESS
Members of Parliament visiting Dunedin – Rt Hon Chris Hipkins, Leader of the Opposition will visit campus, Liam and Jett are organising along with Young Labour group a meeting.
Hon Dr Deborah Russell of the Labour Party will also be in town.
Health and Safety workshop for Exec – Stephen Willis, Chief Operating Officer will arrange a workshop.
Amy Martin will compile a bio of each executive member for the Senior Leadership Team for committee training. Tim Cooper will advise.
St Patricks Day – Liam is going up to Bracken’s view to help clean up, others welcome to join him.
1st quarter reports due – these are to be submitted to the Secretary by 1pm on 17 March 2025.
Meeting closed at 10.04am
Signed: ___________________________________ Date: _________