Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON WEDNESDAY 09 FEBRUARY 2022 AT 5:05PM VIA ZOOM AND IN THE BULL-PEN
PRESENT
Melissa Lama (Chair), Maya Polaschek, Emily Fau-Goodwin, Caitlin Hancy, Lily Marsh, Ravneel Chand, Sean Teow, Jade Mills, Patrice Le Sueur and Elisepa Taukolo
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Fox Meyer (Critic Editor)
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc65/22 THAT Lily Marsh, Ravneel Chand, Sean Teow, Jade Mills, Patrice Le Sueur and Elisepa Taukolo be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc66/22 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc 67/22 THAT the minutes of the standing committee of the executive meeting held on 26 January 2022 accepted as a true and correct record.
CARRIED U
HEALTH AND SAFETY
No incidents or accidents to report.
Debbie liaising with the University and working on the latest Covid plan. Planning for when Omicron arrives on campus.
OUSA UPDATE
Moved from the Chair
sc 68/22 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 5.09pm.
Moved from the Chair
sc 69/22 THAT the meeting move out of confidential committee at 5.29pm.
CARRIED U
Hall Packs – it was decided to do this again this year. There will be assistance needed next week to get them packed up.
Auditors – the Auditors are working through our accounts as the 2021 OUSA financial statements are required in the first quarter to present to the student body. This will be reviewed owing to Omicron outbreak.
Advisory Board - 11 March is the Executive strategic planning day with the Advisory Board.
TE ROOPU MĀORI UPDATE
Continuing to plan O-week on a smaller scale owing to Covid, trying to plan day events.
OTAGO UNIVERSITY PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
The Pacific welcome to new students will be online this year.
The Tongan disaster relief appeal is continuing.
New Executive will be back in town soon.
NZUSA UPDATES
Melissa has sent around the survey link, please fill it out.
Maya still happy to attend the national conference with Melissa.
NZUSA have been lobbying the government especially Chris Hipkins for tertiary support.
UNIVERSITY BOOK SHOP (UBS) OTAGO LIMITED DIRECTORSHIP
In the early 2000’s it was decided to have an OUSA Executive position appointed onto the UBS Board. However, last year it was agreed that a staff member be appointed from now on. This was agreed at a UBS meeting by the Board and was noted in the UBS letter of expectation late last year.
BLUES AND GOLDS TERMS OF REFERENCE, POLICY AND CRITERIA
Moved from the Chair
sc 70/22 THAT the University of Otago Blues and Golds Awards Policy version 1 be amended and put for notice.
CARRIED U
Moved from the Chair
sc 71/22 THAT THE University of Otago Blues & Golds Awards Panel Terms of Reference version 2 be amended and put for notice. CARRIED U
AFFILIATION
Women in Health Network Otago – this group have applied for affiliation; however, their constitution and documents aren’t filled out correctly and are needing updated. Donna to contact Tulsi the clubs and societies representative to follow these up.
FINANCE, EXPENDITURE AND STRATEGY MINUTES
Fau-Goodwin/Teow
sc 72/22 THAT the minutes from the Finance, Expenditure and Strategy meeting held on 1 October 2021 be received.
CARRIED
GENERAL BUSINESS
Otago International Students’ Association (OISA) - met with the staff at the international office a couple of days ago and it was a great meeting with good networking. There were discussions about what support is in place for international students coming to study.
Social Media posts – there was a request “can OUSA advertise more on our social media?” Debbie offered to talk with Ingrid the Marketing and Communications Manager. Also, some pages on OUSA website require updating, Marketing and Comms’ to be notified.
Submission – OUSA to submit on the submission ‘Inquiry into learning support for Akonga Māori’ going through Parliament due on 21 February 2022. Melissa will send the link to the Executive for feedback and Te Āwhina, Political Rep’ has been informed.
Postgrad students/ framework – there is a need for assistance for students out there who are struggling. It was pointed out our Student Support Centre (SSC) have good systems in place to assist but it was suggested that the OUSA Executive could act as a conduit for the students, guide them in the right direction. Further discussion to be held.
Combined Colleges Committee meeting – there was discussion about the noise levels for boarders during the building extension work being done at the new Aquinas College.
Te Rangi Hiroa College rebuild – this new 450 residential bed College on the corner of Albany and Forth Streets is underway. This college will replace the existing 125 bed college with the same name. Consultation on the renaming of this building was discussed at the Combined Colleges meeting.
Meeting closed at 6.02pm
Signed: ___________________________________ Date: _________