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Meeting Minutes

Meeting Minutes

14 September 2022

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Meeting Minutes

MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE BULL-PEN AND VIA ZOOM ON WEDNESDAY 14 SEPTEMBER 2022 AT 2.00PM         

 

PRESENT

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

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Fox Meyer (Critic Editor)

APOLOGIES

            Lily Marsh

            Sean Teow, Caitlin Hancy, Jade Mills and Emily Fau-Goodwin for leaving early

            Moved from the Chair

264/22 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

265/22 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

266/22 THAT the minutes of the executive meeting held on 31 August 2022 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

Clubs’ constitution consultation – there has been a request from some clubs when this is going to be finalised as there appears to be conflicting discussions.  There has been feedback received from Clubs – work in progress!

TE RŌPŪ MĀORI UPDATE

Te Wiki Māori Week – The first national Māori Language Day, on 14 September 1972, was marked by the presentation of a petition on the steps of Parliament. This week crowds assembled outside Parliament.

 ‘With or without you, we will sail in both worlds’.

Hoping to hold more frequent hui’s

2023 TRM exec elections in the planning

There is a trip to Hamilton being planned

           

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

            Moana Nui Festival to be held at the Stadium this month with a powhiri prior

            Pacific Island awards evening on 23 September

Preparation for the up-and-coming Mental Health week

AGM planned for 16 October

INTERNATIONAL STUDENTS’ OFFICER UPDATE

International Cultural Expo – this was a great event with many different cultural clubs attending.

Mental Health week is being held in conjunction with Silverline. ALL IN!

NZISA Roadshow on 22 September.  The Executive are invited. 

NZISA Annual General Meeting coming up.

OUSA UPDATE

            As attached.

There has been no incidents or accidents this period, although the change of Covid rules made by the Government last week is ensuring our Health and Safety Policy is up to date, so it is distributed to the Managers for consultation.  Mask wearing is not essential and will be personal choice.

378 Great King Street – a delay in opening has been signalled.

26 September a public holiday for all OUSA in respect to the late Queen Elizabeth II’s death.

Budget 2023 – this is almost finalised and will be put before the next executive meeting for acceptance and presenting to the student body in the up-and-coming referendum.

Moved from the Chair

267/22 THAT the meeting move into confidential committee for reasons of confidentiality at 2.16pm.

                                                                                                                        CARRIED U

 

           

 

             

            Moved from the Chair

268/22 THAT the meeting move out of confidential committee at 2.25pm.

                                                                                                             CARRIED U

NZUSA UPDATES

The NZUSA Reform working group still meeting but meeting quorum has been problematic postponing meetings.

Victoria University of Wellington is one of the NZ tertiary institutions to offer free tuition for eligible tertiary learners in 2022. – NZUSA are meeting with Education Minister, Chris Hipkins.

POLICIES FOR NOTICE

            Polaschek/Taukolo

269/22 THAT the Affiliated Clubs and Societies Sexual Misconduct Policy version 4 be put for notice.

                                                                                                            CARRIED

            Polaschek/Taukolo

270/22 THAT the OUSA Affiliated Clubs and Societies Resolution (and complaints) Policy version 1 be put for notice.

                                                                                                            CARRIED

RESULTS FROM THE FIRST REFERENDUM ACTION, IF ANY

Some of the results are worthy of action so if any of them are under your portfolio please let Melissa know. An example is how can OUSA help with health care services as students are wanting this? They are trying to improve the online health services at the university, but more is needed.  Melissa will send you a follow up email.

ELECTION NOMINATION PERIOD EXTENSION

            Moved from the Chair

271/22 THAT the nominations period for the 2023 Executive Elections be extended from 14th September to the 16th of September 2022 at 4pm.

                                                                                                            CARRIED U

BREACH OF CONSITITUTION AND RULES

The public holiday announced this week to commemorate the death of her majesty Queen Elizabeth II on 26 September is the day our polling for the OUSA 2023 Executive elections begin.  This timing is last minute and owing to the nominations being in and the dates requiring a notice period it is not viable to try and select other dates.

 

 

378 KING STREET LENDING

            All confidential documents sent to the executive on the subject of the lending.

  1. Facility Agreement for OUSA
  2. Incorporated Societies Certificate
  3. ASB Memorandum of mortgage
  4. Terms and Conditions for OUSA
  5. Anderson Lloyd private Corporate Client Authority and instruction Document
  6. Copy of minutes approving borrowing and mortgage.

            Moved from the Chair

272/22 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 2.37pm.

                                                                                                                        CARRIED U

            Moved from the Chair

273/22 THAT the meeting move out of confidential committee at 2.39pm.

                                                                                                                        CARRIED U

            Moved from the Chair

274/22 THAT the OUSA Common Seal be affixed to the ASB Facility and Mortgage Agreement document, Incorporated Society Certificate and Private Corporate Client Authority and instruction for electronic transaction document.

                                                                                                                        CARRIED U

GENERAL BUSINESS

Colleges Master Plan – this is a very interesting document.  If anyone wants to see it please contact Patrice.

Best and Worst Flat Awards – nominations opening soon, and judges to be finalised.

Clubs and Societies event dates – Tulsi and Kat are compiling a booklet for next year.

 

Meeting closed at 2.46pm

 

 

Signed: ___________________________________                        Date: _________