Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON TUESDAY 23 APRIL 2024 AT 3.31PM
PRESENT
Keegan Wells (Chair), Stella McCurdy, Emily Williams, Stella Lynch, Abby Clayton, Tara Shepherd, Ibuki Nishida, Liam White and Hanna Friedlander
IN ATTENDANCE
- Downs (Chief Executive Officer), Josephine Taimalie (Minute Taker), Distance Takamori (Te Rōpū Māori Executive) and Nina Brown (Critic Editor)
APOLOGIES
Emma Jackson, Gemella Reynolds-Hatem and Telekalafi (Tele) Likiliki
Moved from the Chair
140/24 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
141/24 THAT the minutes of the executive meeting held on 9 April 2024 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
142/24 THAT Nina Brown, Josephine Taimalie and Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
EXECUTIVE QUICK ROUND UP
Residential Representative
The OUSA Life Members Newsletter is a work in progress. Needs a volunteer from the Executive to be the first interviewee.
Writing speech for the ANZAC Service.
Working on a letter regarding national tenancy with Liam and Keegan.
Political Representative
Have put many hours into working on the Fast Track Bill submission.
Will be attending the Regional Council feedback submission representing the general student voice.
Academic Representative
Lecture Recordings Policy is progressing.
Class Reps and Division Reps are both doing well.
Careers would like the involvement of the Executive.
Finance and Strategy Officer
Chaired the first FESC meeting on 19 April 2024.
An informative video about what OUSA does is in the process of being made for tertiary students.
Postgraduate Students’ Representative
Attended a Sustainability Committee meeting this morning.
Will be attending Senate tomorrow.
A new Facebook page for postgraduate students has been created.
International Students’ Representative
Began working on International Cultural Expo which takes place at the end of Diversity Week. Dunedin City Council would like to collaborate and target a wider audience.
Another event will be held in September, more details to come.
Administrative Vice-President
Having been posting on the Executive Instagram
Held a Hyde Street ticket giveaway via Instagram last week
President
Finished draft Free Speech Policy yesterday.
Worked on Tuakirtitaka.
Attended Hyde Street party and spoke to media.
Welfare and Equity Representative
Have created a Tiktok video with Stella M. and Emma for the Executive channel. It is yet to be posted.
Will be filling out the OUSA Marketing brief for Re-O Week.
NZUSA UPDATE
An alumni lawyer has agreed to go through all accounts to locate available funds.
The Accounts Department has provided an outline of what funds should be available.
Timeline for the accounts will hopefully be completed by Second Semester.
When the accounts are completed, their Constitution can be rebuilt.
No one will take over the two vacant NZUSA positions for 2024.
OUSA UPDATES
Preliminary lease conditions have been received for the new Student Support building. Yet to work through negotiations.
New Planet Media Manager has signed their contract, waiting for confirmation of start date.
Have been approached by members of the wider university community about how to strengthen Otago University sports clubs.
Thursday is ANZAC Day, no OUSA staff will be in the office.
Staff performance reviews are underway.
An internal health survey is being sent out to staff next month. The results will be presented to the Executive.
An ODT article has been published about the addition of a cycle lane on Albany Street. It is noted support of the cycle lane from the student voice has been misreported.
Moved from the Chair
143/24 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 3.45pm.
CARRIED U
Moved from the Chair
144/24 THAT the meeting move out of confidential committee at 3.50pm.
CARRIED U
TE RŌPŪ MĀORI UPDATE
Bank accounts have been sorted.
The Palestine event has been moved to May 5, 2024. Currently working on ways to market the event.
ANZAC Day has been organised.
Taking part in the Relay for Life on Friday 26 April.
Performance reviews taking place on Wednesday May 1.
EXECUTIVE GOAL SETTING
Abby and Keegan will be compiling a document this week for goal setting with a focus on engagement.
A session with the Advisory Board will take place.
FAST TRACK BILL SUBMISSION
Has been submitted after being circulated to the executive as discussed.
Moved from the Chair
145/24 THAT the Fast Track Bill submission be received.
CARRIED U
LECTURE RECORDINGS POLICY
Met with the Deputy Vice-Chancellor (Academic) on Friday 19 April, they are happy to move forward with the new policy. The DVCA publicly supported lectures with closed captions.
Stella L. will now be meeting weekly with the DVCA.
The current Lecture Recordings Policy will be dissected and a memo about the new policy will be sent from the whole Executive.
The new policy will hopefully be approved on 30 May with a one-month open consult for staff and students after approval. The policy will then be presented to Senate.
RESCIND MOTIONS sc78/24 79/24 AND RE-APPOINT TO COMMITTEE
Becca stepped down from her positions on two committees.
Emily will be taking over on the Performing Arts Committee.
Someone is yet to be appointed to the Humanities Division Board.
Moved from the Chair
146/24 THAT motion sc78/24 be rescinded.
CARRIED U
Moved from the Chair
147/24 THAT Emily Williams be appointed to the Performing Arts Committee for 2024.
CARRIED U Moved from the Chair
148/24 THAT motion sc79/24 be rescinded.
` CARRIED U
Re-appointment of Humanities Board yet to be finalised.
ACADEMIC TERMS OF REFERENCE TO BE AMENDED
Moved from the Chair
149/24 THAT Academic Committee terms of reference version 7 be amended and set.
CARRIED U
GRANTS PANEL MEETING ROUND 2 MINUTES
Moved from the Chair
150/24 THAT the minutes and recommendations of grants be approved.
CARRIED U
GENERAL BUSINESS
ANZAC Day Service – SEVEN Executive members will be in attendance.
Some Executive members will be attending the Queens Gardens ANZAC Service.
Stella L. volunteered to be the first interviewee for the Life Members Newsletter.
POLCOM – please fill out forms for POLCOM from Emily.
Diversity Week – Events would like some help from the Executive for Diversity Week.
OUSA Tertiary Video – after the ANZAC Service filming for the video will take place.
Meeting closed at 4.07pm
Signed: __________________________________ Date: ______________