MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD ON 3 AUGUST 2022 IN THE OUSA EXECUTIVE BULL-PEN AT 2.02PM             

PRESENT

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

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Fox Meyer (Critic Editor) and Ben Nettleton (UBS Board member)

APOLOGIES

            Ravneel Chand

            Caitlin, Melissa, Sean and Emily for lateness

            Moved from the Chair

219/22 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE EMERGENCY MEETING

            Moved from the Chair

220/22 THAT the minutes of the Executive Emergency meeting held on 21 July 2022 be accepted as a true and correct record.

                                                                                                                        CARRIED U

            Melissa arrived assumed the Chair from Maya at 2.04pm

RATIFY MOTIONS FROM THE EMERGENCY MEETING

            Moved from the Chair

221/22 THAT the Minutes of the Executive Emergency meeting held on 21 July 2022 be ratified.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

222/22 THAT Debbie Downs, Donna Jones, George Sabonadāire and Ben Nettleton be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

TE RŌPŪ MĀORI UPDATE

• Wonderful trip down to Otakau Marae
• Remember all welcome to the Māori ball on 18 August
• SGM being held next week
• Leadership weekend with UOPISA Friday next
• Practices taking place for kapa haka performances
• TRM vice president has resigned leaving a vacancy

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

Sean arrived at 2.07pm

• Happy Cook Island Language Week
• Planning for Leadership hui with TRM on Friday.
• Workshop for mental health and wellbeing
• SGM held and new Treasurer elected
• Pacific Welcome for David Murdoch the VC was a great success
• Merchandise available for anyone wanting to purchase it
• Cultural night being held
• Change the drinking culture ideas being sought
• Raising awareness of climate change event being held, gold coin donation and all welcome

ELECTORAL COMMISSION/OUSA WORKPLAN

            Emily arrived at 2.10pm

George was invited to address the meeting.  He announced this document formalises the long-standing relationship with the Electoral Commission and OUSA. The document is a high level workplan which been thoroughly worked through and has been through Policy Committee (PolCom). It clearly acknowledges roles which is helpful for the future Executive members coming in and the Education Committee.

Moved from the Chair

223/22 THAT the Common Seal be affixed to the shared workplan between Electoral Commission AND OUSA (Community Engagement Strategy, Lower Southern Region)

                                                                                                                        CARRIED U

RETURNING OFFICERS’ HANDBOOK

            As circulated. 

A list of recommendations from the Returning Officers’ report, a comprehensive list of complaints and a copy of the past five years reports have been compiled into this handbook for future use.  George was thanked for his hard work with this which will be a good handover document.

Moved from the Chair

224/22 THAT the Returning Officers’ Handbook be received.

                                                                                                                        CARRIED U

POLICY COMMITTEE MINUTES TO RECEIVE

            Polaschek/Raman

225/22 THAT the minutes of the Policy Committee (PolCom) held on 2 August 2022 be received.

                                                                                                                        CARRIED

ELECTIONS POLICY FOR NOTICE

            As attached.  Most of the Returning Officers’ suggestions were adopted.

            Polaschek/Marsh

226/22 THAT the Elections Policy version 7 be put for notice.

                                                                                                                        CARRIED

EQUAL OPPORTUNITIES IN SPORT AND RECREATION POLICY TO RESCIND

The Clubs and Societies Manager has indicated this policy has not been used in many years.

Polaschek/Marsh

227/22 THAT the Equal Opportunities in Sport and Recreation Policy version 1 be rescinded.

                                                                                                                        CARRIED

UNIVERSITY BOOK SHOP (OTAGO) LIMITED

            Moved from the Chair

228/22 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 2.23pm.

                                                                                                            CARRIED U

Caitlin arrived at 2.23pm

Moved from the Chair

229/22 THAT the meeting move out of confidential committee

                                                                                                                        CARRIED U

            Moved from the Chair

230/22 THAT the OUSA Executive authorise the Chief Executive Officer to write a letter of comfort to the University Book Shop (Otago) Limited Board for the building fit out and decant up to the amount of $150k.

                                                                                                            CARRIED U

Emily left at 2.44pm

CHIEF EXECUTIVE OFFICERS’ SECOND QUARTER REPORT

            Moved from the Chair

231/22 THAT the Chief Executive Officers’ second quarter report be received.

                                                                                                                        CARRIED U

            Jade out at 2.47pm

AFFILIATION

            Raman/Teow

232/22 THAT the Otago Campus Vegans be affiliated to OUSA

                                                                                                                        CARRIED

BEREAVEMENT OF LIFE MEMBER

Richard Good was awarded life membership for his work with Radio One.  He was extremely honoured and grateful to receive this award.  Richard passed away recently. OUSA sent an acknowledgement to his family and a member of Radio One attended his funeral.

Moved from the Chair

233/22 THAT OUSA acknowledge the recent death of Richard Good an OUSA life member.

                                                                                                                        CARRIED U

OTAGO PERFORMING ARTS COMMITTEE REPRESENTATIVE APPOINTMENT

            Moved from the Chair

234/22 THAT Tulsi Raman be appointed to the Otago Performing Arts Committee for 2022.

                                                                                                                        CARRIED U

OU DIGITAL WORKSPACE PROJECT STEERING COMMITTEE APPOINTMENT

            Moved from the Chair

235/22 THAT Ravneel Chand be appointed to the (OUDW) Project Steering Committee for 2022.

                                                                                                                        CARRIED U

STUDENT NUMBERS FOR SEMESTER TWO

Of the 21,005 students, 3,385 are enrolled in at least one distance paper.

VICE CHANCELLOR/OUSA SUMMIT & COVID HUI

            Maya to send out calendar invites.

            Covid Hui -      10 August        1-3pm in the MCR

            VC/OUSA -     11 August        12-2pm in the Staff Club

GENERAL BUSINESS

International Cultural Expo – all cultural clubs are being encouraged to attend. The Events and Marketing & Comm’s departments are liaising with Sean to get this event organised.

Full degree description added to graduation certificates – this going to Senate meeting next week for approval.  Caitlin has worked hard on this and is confident it will be approved.

Extended breaks for students – student success is working on this; it would come into effect from 2026 if adopted.  It was hoped the breaks could align with other tertiary institutions.

Affiliated Clubs Council meeting – there was a meeting last week with better attendance in person this time. The policy needs amended and will be presented to the Policy committee meeting on 16 August.

Mandating Mask wearing – there is a group petitioning for it to be compulsory to wear masks at the university especially as they have members who are compromised.

Tenancy Law – There is a case being tested presently at the tribunal to protect flatting students.

Annual General Meeting – a reminder this is on 23 August 2022 at 1pm in the MCR.  Please ensure you encourage students to attend as required quorum is 105.

Meeting closed at 3.13pm

Signed: ___________________________________                        Date: _________