MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON THURSDAY 10 MARCH 2022 AT 10.02AM          

PRESENT

Melissa Lama (Chair), Maya Polaschek, Emily Fau-Goodwin, Jade Mills, Tulsi Raman, Patrice Le Sueur, Caitlin Hancy, Lily Marsh, Elisepa Taukolo and Awhina Pounamu-Waikaramihi

IN ATTENDANCE

Donna Jones (Minute Secretary), Scotty Godsall (Events Coordinator), George Sabonadiēre (Electoral Commission) and Fox Meyer (Critic Editor)

APOLOGIES

            Ravneel Chand

            Moved from the Chair

95/22   THAT the above apology be accepted.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

96/22   THAT Donna Jones, George Sabonadiēre and Scotty Godsall be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

97/22   THAT the minutes of the Executive meeting held on 23 February 2022 be accepted as a true and correct record.

                                                                                                                        CARRIED U

HEALTH AND SAFETY

            No accidents or incidents to report.

OUSA UPDATE

            Debbie away today but sent through a general update.

 A number of staff off work due to isolating or being unwell. This has meant reduced hours in Clubs and Socs as well as other affects across the Association.

Food/care pack distribution has slowed significantly this week – however close to $4,000 packs have been delivered to students since mid-February. It has been a fantastic effort by both Student Support and the Events team who took over logistics of the operation when requests ramped up. Lots of fantastic feedback from students and parents as well.

TE ROOPU MĀORI UPDATE

Things going well considering 4 Executive have Covid and 2 others have come out of isolation.

TRM have been giving out care parcels supplied by Te Kaika.

TRM are now looking at future events they can plan for.

Melissa gave a big shout out to TRM for the mahi they have been doing.

NZUSA UPDATES

As attached – the purpose of the Reform of Democratic Structures Working Group is to review the governance and representative structures of NZUSA and to report back to the National Council with its findings and recommendations for change.

Melissa said after all the years of dissatisfaction with NZUSA and the request for a review it would be important for someone from OUSA to sit on this working group to ensure we have taken every measure to help improve NZUSA. The structure of the working group would be 3 University and 2 Polytechnic people sitting on the group.

Elisepa Taukolo arrived at 10.09am

Fau-Goodwin/Polaschek

98/22   THAT the OUSA Executive endorse the nomination of Melissa Lama to sit on the NZUSA Reform of Democratic Structures Working Group.

                                                                                                                                    CARRIED

OTAGO UNIVERSITY PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

After Happy Birthday greetings were given to Elisepa she reported all the UOPISA executive are now out of isolation.

There has been support given to many Pacific Island families, both externally and internally to the university. OUSA Student Support Centre also offering support.

It is with sadness the UOPISA acknowledged the death of our Pacific Island student Tuvale Saulelei Tulafono. There are plans for a memorial service to be held later here at Otago.

Te Āwhina Pounamu-Waikaramihi arrived at 10.18am

OTAGO ELECTORAL COMMISSION/OUSA SHARED WORKPLAN – MoU

As attached.  George Sabonadiēre the Community Liaison Officer was invited to address the meeting.  He explained the format could be changed to a Memorandum of Understanding; the electoral commission chose to change the title to a shared workplan model.  They have 3 principles/objectives – increase voting, develop better relationships, and empower students as the local body elections are later in the year and it is important to get students involved and voting.

The Executive and Electoral Commission had been working on this last year. It was suggested if there were any changes to be made this would be done before the next Executive meeting where it could be adopted and signed.

ANZAC DAY PLANNING

Scotty was invited to address the meeting to gauge what format the OUSA ANZAC service would take this year.  He explained there could be a digital service planned regardless of covid levels, allowing for the wreath laying to take place on campus.

The consensus is that we plan to hold the service outdoors as done pre-covid and make contingency plans if there is a covid outbreak. Scotty and Donna will email some of the main attendees of this decision and keep us all updated.

There was a discussion about extra funding needed as the event is getting expensive.  An extra $2,000 is needed.

COMMITTEE APPOINTMENTS

            Taukolo/Mills

99/22   THAT Susana Jones and Melania Napa’a be appointed to the Humanities Māori & Pacific Islands Advisory Board for 2022.

                                                                                                                        CARRIED

STUDENT NUMBERS FOR SEMESTER ONE

            Data as at 2^nd March 2022 for noting.

Includes foundation studies. Includes 2,656 students that are taking at least one distance paper

AFFILIATIONS

            Raman/Hancy

100/22 THAT the Women in Health Network Otago be affiliated to OUSA.

                                                                                                                        CARRIED

            Raman/Fau-Goodwin

101/22 THAT the Otago Kiribati Islands Students Association be affiliated to OUSA.

                                                                                                                        CARRIED

SUMMARY OF THE CLUB CONDUCT POLICY – IN A NUTSHELL

The CDO would like to have a summarised copy of the club policies to ensure the clubs and societies members read and understand them.  There was a feeling the full policies were lengthy, and members weren’t reading them. She had hoped this would simplify things.

There was discussion that if there were changes to any policy, they would need to go through the Policy Committee (PolCom) and then the Executive.  It was expressed it would need to be made clear this was a summary, and they must refer to the main policy.

Could all Policies be easily found on the clubs and societies website?  There were suggestions that the website be modified to make them more accessible.

More discussion needed. Tulsi said there was an affiliated club’s council meeting on 22 March and she would take it to this meeting for discussion.

PLAN FOR PUSHING FLAT HUNTING OUT TO SEMESTER TWO

This question was asked at the last referendum question 12 and approval was given by our members, below -

Should OUSA campaign to shift student flat hunting into Semester Two each year?

Results:            Yes 753 (67.4%)    No 268 (24%)         Abstain 96 (8.6%)  1117 total:

Patrice would like to address this with the large Property Management Companies and Landlords as soon as possible and would like OUSA’s support.

Moved from the Chair

102/22 THAT the OUSA Executive supports Patrice Le Sueur – Residential Representative to engage with Property Managers and Landlords to postpone flat listings until semester 2 each year.

                                                                                                                        CARRIED U

GENERAL BUSINESS

Thursdays in Black – The committee asking OUSA for guidance for running events this year.  It was agreed it was up to them, but we could assist with promotion.

Tulsi is creating a newsletter for the clubs and societies future events.

Sub wardens at the Colleges are being heavily worked and there is concern for them. Melissa and Patrice are going to draft a letter to the University.  Patrice will bring Melissa up to speed with the correspondence he has received.

Sophia Charter – DVC Helen Nicolson and a Steering Group are working on a draft to help clean up the rubbish, glass, and mess on Castle Street in line with the Sophia Charter.

It was also suggested a good topic for the local body elections would be to request the local liquor stores to shut earlier to help alleviate some of the mess.  However, it was generally thought they wouldn’t agree.  Encouragement for flats to register with the Good One scheme as it is a great support of the Sophia Charter.

Some of the current students on the Sophia Charter committee are graduating from the university at the end of this year and are hoping they can find others to take their place to ensure the good work is continued.

University Council Meeting – the University Council meeting held last Tuesday approved the revised admissions policy. the MoS is designed to ensure that the Division of Health Sciences promotes and facilitates academic equity for Māori students, and for students from other under-represented MoS category groups, who have the potential to succeed academically, and who applied via the application process. A new provision includes people with disabilities as a priority group.

The new name for the MoS is – Te kauae paraoa and it will be reviewed in three years.

Maya Polaschek left at 11.30am

Web Review – How is the Otago University website is working for students at present.

Strategic Planning Meeting – this will be held from 9am until 4.30pm tomorrow via zoom.  It will be split into 3 parts.  Lunch will be delivered. All to attend please.

Otago Community Trust – letter received advising they have approved a grant offer of $150,000, contribution towards Clubs and Societies Building roof.

Moved from the Chair

103/22 THAT the letter from the Otago Community Trust dated 22 February 2022 advising the approval of a grant for $150,000 be received.

                                                                                                                        CARRIED U

            Care Packages – thanks to all who have helped.  Please let the Events department know if you know of students in isolation that require assistance with food parcels.

Meeting closed at 11.36am

Signed: ___________________________________                        Date: _________