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.
- Facility Agreement for OUSA
- Incorporated Societies Certificate
- ASB Memorandum of mortgage
- Terms and Conditions for OUSA
- Anderson Lloyd private Corporate Client Authority and instruction Document
- 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: _________