Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD VIA ZOOM ON MONDAY 4 JULY 2022 AT 10:04AM
PRESENT
Melissa Lama (Chair), Maya Polaschek, Emily Fau-Goodwin, Tulsi Raman, Sean Teow, Caitlin Hancy, Lily Marsh, Patrice Sueur and Jade Mills
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Ben Nettleton (OUSA Advisory Board) and Gina Hu’akau (OUSA Advisory Board)
APOLOGIES
Elisepa Taukolo, Te `Āwhina-Pounamu-Waikaramihi and Ravneel Chand
Moved from the Chair
177/22 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
178/22 THAT Debbie Downs, Donna Jones, Ben Nettleton and Gina Hu’akau be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
179/22 THAT the minutes of the executive meeting held on 16 June 2022 be accepted as a true and correct record.
CARRIED U
HEALTH AND SAFETY
No accident or incidents to report.
OUSA UPDATE
Moved from the Chair
180/22 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 10:07am.
CARRIED U
Jade joined the meeting online at 10:15am
UNIVERSITY BOOK SHOP
Ben and Gina requested a ‘breakout’ to discuss thorough and careful wording of motions being considered.
Moved from the Chair
181/22 THAT the meeting move out of confidential committee at 10.57am
CARRIED U
Moved from the Chair
182/22 THAT the order of business be altered to allow for the University Book Shop item to be reconvened later when Ben and Gina are present.
CARRIED U
NZUSA UPDATE
Little to report except the People’s enquiry draft will be out soon and Melissa will distribute it when available
COMMITTEE APPOINTMENT
Moved from the Chair
183/22 THAT Emily Fau-Goodwin and Maya Polaschek be appointed to the Otago University Digital Workspace project (OUDW) committee for 2022.
CARRIED U
BLUES AND GOLDS COMMITTEE APPOINTMENTS
As attached.
Moved from the Chair
184/22 THAT Kathryn Corry, Jane Read, Melissa Lama, Tulsi Raman, Terence Dennis, Natalie Smith, Robin Quigg, Susan Houg Mackenzie, Amie Taua, Ondrea Driscoll, Sean Teow and Amanda Dyer be appointed to the Blues & Golds Panel for 2022.
CARRIED U
EXECUTIVE 2023 ELECTION DATES
Polschek/Fau-Goodwin
185/22 THAT nominations for the 2023 Executive Elections open at 9am on 12 September 2022 and close at 4pm on 14 September 2022.
CARRIED
Polschek/Fau-Goodwin
186/22 THAT voting for the 2023 Executive Elections open at 9am on 26 September 2022 and close at 4pm 28 September 2022.
CARRIED
Polschek/Fau-Goodwin
187/22 THAT voting for the 2023 Executive Elections be by electronic means only.
CARRIED
RETURNING OFFICER
For noting that the Secretary has appointed George Sabonadiere as the Returning Officer for these elections as per clause 23 (a) of the OUSA constitution.
EXECUTIVE SECOND QUARTER REPORTS
Moved from the Chair
188/22 THAT Sean Teow’s second quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Moved from the Chair
189/22 THAT Jade Mills second quarter report be received and she be paid her honorarium.
CARRIED U
Elisepa agreed to have her report heard in her absence as she is at a funeral today.
Moved from the Chair
190/22 THAT Elisepa Taukolo’s second quarter report be received and she be paid her honorarium.
CARRIED U
Moved from the Chair
191/22 THAT Patrice Sueur’s second quarter report be accepted and he continue to be paid his honorarium.
CARRIED U
Ben and Gina returned online to enable the UBS discussion to resume.
UNIVERSITY BOOK SHOP RESUMED & ADVISORY BOARD WORKPLAN
Moved from the Chair
192/22 THAT the Executive resolve to exercise its power as Shareholder under the Constitution / Companies Act 1993 to appoint the following persons as Directors of University Book Shop (Otago) Limited (149382) (“the Company”) for a term of up to twelve (12) months. Gina Hu’akau, Ben Nettleton and Amit Prasad.
CARRIED U
Moved from the Chair
193/22 THAT the Executive request the Advisory Board provide a further report to the Executive within six weeks of their appointment as Directors of Company, confirming their recommended approach as to:
-
- Implementation of strategic options as proposed by the Directors of the Company.
- Viability of any further funding requirements.
- Any further considerations.
CARRIED U
Moved from the Chair
194/22 THAT the Executive approve in principle the shift of certain commercial assets (to be agreed) under the management of the Company, and the commercial governance oversight of the Directors. The Advisory Board / Company will provide a further report within two (2) months.
CARRIED U
ADVISORY BOARD WORKPLAN
Moved from the Chair
195/22 THAT the Advisory Board will provide its workplan through to December 2023 to the next Executive Meeting, with an anticipated workload of five meeting per annum based on the following key areas:
-
-
- Executive Induction
- Strategic Planning
- Annual Report and Risk Review
- CEO Performance and Renumeration
- Transition of Executive
-
CARRIED U
Ben and Gina were thanked for their attendance and outstanding work, as they left the meeting at 11.20am.
The Advisory Board invited any further questions or queries to them.
The Executive would like any paperwork from the UBS board sent to them where possible.
It was agreed the OUSA Executive will formally communicate decisions to the UBS Board.
EXECUTIVE SECOND QUARTER REPORTS RESUMED
Moved from the Chair
196/22 THAT Emily Fau-Goodwin’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
197/22 THAT Maya Polaschek’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Emily and Maya left the meeting to attend another meeting at 11.25am
Moved from the Chair
198/22 THAT Caitlin Hancy’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
199/22 THAT Lily Marsh’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
200/22 THAT Tulsi Raman’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Hancy/Teow
201/22 THAT Melissa Lama’s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED
Ravneel’s and Te Āwhina’s reports deferred until they are present.
SECOND HALF OF THE YEAR FOCUS
Melissa will email out a plan but wanted to encourage the Executive to work on some projects together. Especially with the OUSA elections, the local body elections, Tertiary open day etc and a market day stall involving the Exec.
REGROUPING AS AN EXECUTIVE
It would be good to see you all in the office. Don’t hesitate to contact staff or executive with any ideas or assistance.
INTERNATIONAL STUDENTS BALL FUNDING
As per the attached memo.
Moved from the Chair
201/22 THAT OUSA approve a payment of $1,000 to be paid to the International Students’ Association to go towards running an International Students’ Ball this year to come from the Executive budget.
CARRIED U
TE RŌPŪ MĀORI UPDATE
Owing to Jade being late this item was deferred until now.
- Tauira have been in exams
- Matariki was an amazing success – many events. The night market was great. Planning underway for next years’ event.
- Tumuaki and 3 other tauira attend a hui with Te Mana Akonga in Christchurch. Very informative hui and lots gained from it.
Caitlin left at 11.35am
Meeting closed at 11.37am
Signed: ___________________________________ Date: _________