MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON  FRIDAY 8 DECEMBER 2023 AT 10.06AM

PRESENT

Quintin Jane (Chair), Kaia Kahurangi-Jamieson (zoom), Elisepa Taukolo, (zoom), Cyrus Yam (zoom), Lilly Baird (zoom), Emily Bull (zoom), Tessa Campbell, Mia Heaphy Butts and Keegan Wells.

CO-OPT MEMBERS ONTO THE STANDING COMMITTEE

            Moved from the Chair

^sc406/23 THAT Elisepa Taukolo, Cyrus Yam, Lilly Baird, Emily Bull, Tessa Campbell and Keegan Wells be co-opted onto the standing committee for the duration of this meeting.

                                                                                                                          CARRIED U

APOLOGIES

            Emily Fau-Goodwin

            Moved from the Chair

^sc407/23 THAT the above apology be accepted.

                                                                                                                          CARRIED U   

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

^sc408/23 THAT the minutes of the standing committee of the executive held on 24 November 2023 be accepted as a true and correct record.

                                                                                                                          CARRIED U

MATTERS ARISING

            Two fourth quarter reports requiring amendments have been done.

Owing to no end of year function for a presentation the Life members will be notified by Quintin. 

SPEAKING RIGHTS

            Moved from the Chair

^sc409/23 THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.

                                                                                                                          CARRIED U

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

            Pacific Island students’ graduation coming up.

            Pacific Island Fono on Tuesday

            Elisepa thanked OUSA for their support this year.

OUSA UPDATES

            The Ori 2024 acts have been announced.

            There has been resource consent granted for Ori events to close at 1am.

            A successful Holdings Company meeting has been held.

The Clubs and Societies Building is now closed to students for the Christmas break but staff still have access.

Keegan arrived at 10:10am

Elisepa left at 10:11am

NZUSA UPDATE

Not much happening.  They have pencilled in a new date for SGM sometime in January.

FOURTH QUARTER REPORT

            Tessa apologised for lateness.

            Moved from the Chair

^sc410/23 THAT Tessa Campbell’s fourth quarter report be accepted and her honorarium payments resume.

                                                                                                  Wells:              Against

                                                                                                                          CARRIED

AFFILIATION

There were minor concerns with their constitution.  They need to make it clear they are affiliated to the Love World church and their title changed from OUSA Wellness Outreach Club to Otago Wellness Outreach Club.

Moved from the Chair

^sc411/23 THAT the Otago Wellness Outreach Club be affiliated to OUSA with the required amendments.

                                                                                                  Yam:               Abstain

                                                                                                                          CARRIED

POLICY COMMITTEE MINUTES AND POLICIES

It appears the Polcom minutes and policies from 24 August were on the agenda but overlooked.

Moved from the Chair

^sc412/23 THAT the minutes of the Policy Committee meeting held on 24 August 2023 be received.

                                                                                                                          CARRIED U

              Moved from the Chair

^sc413/25   THAT the minutes of the Policy Committee meeting held on 23 November 2023 be received.

                                                                                                                             CARRIED U

                 Blues and Golds Awards policy -

Te Rōpū Māori and UOPISA have provided documents to suggest extra awards for Māori and Pacific Island students. More work to be done on this.

Tikanga guidelines document –

Haki has been working on this document. This document will be a part of succession and strategic planning rather than policy.  The document has been overseen by Kai Tahu and with the incoming Te Rōpū Māori Tumuaki.  This will be discussed next year.

Duties of the Executive Policy –

Work has been done on this policy, however, there needs to be a lot more.

Moved from the Chair

^sc414/23 THAT the Executive Code of Conduct Version 3 be set.

                                                                                                                          CARRIED U

AFFILIATED CLUBS TERMS OF REFERENCE

              Moved from the Chair

^sc415/23 THAT the Affiliated Club Council Terms of Reference version 3 be set.

                                                                                                                          CARRIED U

LAST MEETING OF THE YEAR FOR NOTING

There is an expectation that some work will still be undertaken but if the Executive are leaving Dunedin, please return their office key.

CHIEF EXECUTIVE OFFICERS’ REMUNERATION

            Moved from the Chair

^sc416/23 THAT the meeting moves into Strict Committee for reasons of personal privacy at 10:23am.

                                                                                                                          CARRIED U

Moved from the Chair

^sc417/23 THAT the meeting moves out of Strict Committee at 10:28am. 

                                                                                                                          CARRIED U

              Moved from the Chair

^sc418/23 THAT the OUSA Executive accept the recommendations from the performance review committee for the Chief Executive Officers’ remuneration, to be backdated to 1 November 2023.

Meeting closed at 10.29am

Signed: ___________________________________                        Date: _________