MINUTES OF THE STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD ON VIA ZOOM AND IN THE BULL-PEN ON WEDNESDAY 16 FEBRUARY 2022 AT 5.02PM             

PRESENT

Melissa Lama (Chair), Maya Polaschek, Emily Fau-Goodwin, Caitlin Hancy Lily Marsh, Ravneel Chand, Jade Mills, Patrice Le Sueur, Elisepa Taukolo and Sean Teow

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

^sc 73/22  THAT Ravneel Chand, Jade Mills, Patrice Le Sueur, Elisepa Taukolo and Sean Teow be co-opted onto the Standing Committee for the duration of this meeting.

                                                                                                                          CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

^sc 74/22THAT 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 75/22THAT the minutes of the standing committee of the executive meeting held on 9 February 2022 be accepted as a true and correct record.

                                                                                                                        CARRIED U

HEALTH AND SAFETY

            No accidents or incidents to report.

The country moving into phase two of the Covid plan has been communicated to all at OUSA.  OUSA is supplying critical services so Rapid Antigen testing kits will be available.

OUSA UPDATE

Student Support will be supplying care packages to students, the university have agreed to give more funding from the Pūtea Tautoko Management fund for these.

Events – the orientation program is out with the smaller events being planned, making sure there is enough room for people to be segregated.

NZUSA UPDATES

The NZUSA President has been in dialogue with the government.  Chlöe Swarbrick – Green Party MP has requested a meeting with Melissa.

COMMITTEE APPOINTMENTS

            Fau-Goodwin/Polaschek

^sc 76/22THAT Melissa Lama, Emily Fau-Goodwin, Maya Polaschek, Tulsi Raman, Patrice Le Sueur, Sean Teow and Debbie Downs be appointed to the Finance, Expenditure and Strategy Committee for 2022.

                                                                                                                        CARRIED

            Polaschek/Marsh

^sc 77/22THAT Maya Polaschek, Debbie Downs, Melissa Lama and Emily Fau-Goodwin be appointed to the Policy Committee for 2022.

                                                                                                                        CARRIED

BLUES AND GOLDS TERMS OF REFERENCE, CRITERIA & POLICY TO SET

            These documents have been put for notice and now can be set.

            Moved from the Chair

^sc 78/22THAT the University of Otago Blues and Golds Awards Policy version 1 be set.

                                                                                                                        CARRIED U

            Moved from the Chair

^sc 79/22THAT the University of Otago Blues and Golds criteria be set.

                                                                                                                        CARRIED U

            Moved from the Chair

^sc 80/22THAT the University of Otago Blues and Golds Terms of Reference version 2 be set.

                                                                                                                        CARRIED U

GRANTS PANEL APPOINTMENTS

As attached. There was clarity requested on the criteria for the appointment of the Community Representative.  A need for transparency and Maya said she would check this with the CDO as the terms of reference state this position is selected by the CDO.

Moved from the Chair

^sc 81/22THAT Tulsi Raman, Kathryn Corry, Melissa Lama, Emily Fau-Goodwin and Jane   Read be appointed to the Grants panel for 2022.                                     

CARRIED U

            The community representative appointment will be tabled for further explanation.

LETTER OF ENGAGEMENT FROM PRICEWATERHOUSE COOPERS

As attached.  This is formal notification that the OUSA Auditors will be undertaking the audit again this year.  This is standard practice for the letter presented to Exec’

Fau-Goodwin/Le Sueur

^sc 82/22  THAT OUSA acknowledge receipt of the PricewaterhouseCoopers letter of engagement dated 24 November 2021.

                                                                                                                          CARRIED

AFFILIATIONS

The Otago University Scuba Dive Club requires their header to be updated to reflect their full name and Otago Students of Colour Association requires some small edits.

Tulsi to notify them and Maya will send her edits. Owing to the edits being small it was agreed to affiliate them pending amendments.

Moved from the Chair

^sc 83/22 THAT The Otago University Scuba Dive Club be affiliated to OUSA with the header  

            amended.  

                                                                                                                        CARRIED

            Moved from the Chair

^sc84/22 THAT Otago Students of Colour Association be affiliated to OUSA with the small edits made.

                                                                                                                          CARRIED

Sean Teow and Elisepa Taukolo arrived at 5.20pm

Moved from the Chair

^sc85/22 THAT Sean Teow and Elisepa Taukolo be co-opted onto the Standing Committee of the Executive for the duration of this meeting.

                                                                                                                        CARRIED U

OTAGO UNIVERSITY PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

            Looking out for new students.

The Memorandum of Understanding with OUSA and OUPISA for the Leadership week document to be submitted to the next Executive meeting.

GENERAL BUSINESS

Hall packs – please try and give some time to helping fill the bags tomorrow, as numbers to help are down.

Summers in Dunners – the final lunchtime gathering was today.  The numbers were a bit slow but those who attended like the initiative.  Thanks to those Exec’ members who turned up to help give out ice creams.

Sean pointed out the International Office and others are working together to assist students have a safe return to the city and the University. The International Office are releasing numbers of students returning.

Submission – ‘Inquiry into learning support for Akonga Māori’ please give Te Āwhina your ideas as this is due 25 February.

Wellbeing Group – Lily Marsh working with Sze-En Watts the Manager of the Social Impact Studio on prioritising students arriving in Dunedin.

Meeting closed at 5.30pm

Signed: ___________________________________                        Date: _________