Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON WEDNESDAY 9 NOVEMBER 2022 AT 2.05PM
PRESENT
Melissa Lama (President), Maya Polaschek, Ravneel Chand, Caitlin Hancy, Elisepa Taukolo (zoom), Jade Mills (zoom), Te Āwhina-Pounamu-Waikaramihi (zoom) and Sean Teow (Zoom)
IN ATTENDANCE
Anne McLeod (Partner, Anderson Lloyd), Debbie Downs (Chief Executive Officer) and Donna Jones (Minute Secretary)
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc313/11 THAT Ravneel Chand, Elisepa Taukolo, Jade Mills and Te Āwhina-Pounamu-Waikaramihi be co-opted onto the standing committee of the executive for the duration of this meeting.
CARRIED U
APOLOGIES
Patrice Le Sueur, Lily Marsh, Emily Fau-Goodwin and Tulsi Raman
Sean Teow for lateness
Moved from the Chair
sc314/22 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc315/22 THAT Debbie Downs, Donna Jones and Anne McLeod be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc316/22 THAT the minutes of the Executive meeting held on 26 October 2022 be accepted as a true and correct record.
CARRIED
NZUSA UPDATES
NZUSA Congress and SJS meeting being held in Wellington 18th & 19th November. Melissa, Maya, Emily, Quintin, Imogen are attending Congress.
Ralph and Marla have been encouraged to run for NZUSA Co-Presidents for 2023. No other nominations have been received to date but others could.
It has been noted that we are still waiting on NZUSA to invoice OUSA for their 2022 membership fee to be paid.
TE RŌPŪ MĀORI UPDATE
Exams finished and things quietening down, although a trip to Wellington for some.
Māori Graduations coming up in December.
UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
A blessing and honour to have Paula Vivili the Deputy Director General, Science and Capability of Pacific Community – SPC visit recently.
Pacific Island Students’ graduations coming up.
OUSA UPDATE AND CEO 3RD QUARTER REPORT
As attached. Overall, no surprises.
Quite a few staff are leaving and the recruitment going well.
Auditors in house this week.
Dunedin Craft and Beerfest went very well. Feedback from both attendees and stall holders is positive.
Hawkes Bay Beerfest has been cancelled at the last moment because there is a large weather bomb predicted which would cause health and safety issues with setting up.
Sean arrived at 2.18pm
PROPOSED OUSA STRUCTURE
As circulated the setting up of a new structure will help give better strategic governance to our commercial investments and the ability to bring experts on if necessary and give advice to the executive on commercial decisions.
Debbie and the Executive have received advice from Anne McLeod of Anderson Lloyd, OUSA’s honorary solicitors with thorough consultation. There were 3 proposals suggested all have gone through the Finance and Strategy Committee and the Advisory Board.
There was discussion if we should be informing the student body of this proposal. A suggestion was to put a question through a referendum. It was agreed this wasn’t necessary, but a full education campaign will be done to inform students next year.
Moved from the Chair
sc317/22 THAT the OUSA Executive approves creating the Holdings Co Operations (‘Flat Structure) to enable the Executive to focus on the student service side of OUSA and will bring more sophisticated and diverse perspectives to the governance of OUSA’s commercial operations and assets that will assist the Executive going forward.
CARRIED U
Noting the structure above is a commercial structure of OUSA only.
It is agreed how important it is for a student sits on this Board, anyone who is a current university student can apply but we should be selective, preferably someone with business and governance likes and understanding.
Moved from the Chair
sc318/22 THAT OUSA approves appointing a current student to the Board of the OUSA Holdings Co Operation for a period of up to 2 years.
CARRIED U
This position will be advertised to all current University students. There will be more discussion at Policy Committee.
CO-OPT MEMBER ONTO STANDING COMMITTEE
Moved from the Chair
sc319/22 THAT Sean Teow be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
Moved from the Chair
sc321/22 THAT the CEO third quarter Operational Report be received.
CARRIED U
AFFILIATION
Polaschek/Hancy
sc322/22 THAT the Otepoti Student Board riders club be affiliated to OUSA.
CARRIED
RE-AFFILIATIONS
Polaschek/Hancy
sc323/22 THAT the University Grange Cricket Club Inc be re-affiliated to OUSA.
CARRIED
Polaschek/Hancy
sc324/22 THAT Otago Youth Choir Trust be re-affiliated to OUSA, on the proviso that following their AGM in March they are to fulfil the criteria of providing minutes and constitutional updates and they are using the portal for their membership registration.
CARRIED
MEMORANDUM OF UNDERSTANDING WITH CANCER SOCIETY/OUSA
As attached.
Moved from the Chair
sc325/22 THAT the OUSA Common Seal be affixed to the Memorandum of Understanding between the Cancer Society/relay for life and OUSA.
CARRIED U
REMINDER 4TH QUARTER REPORTS DUE
Maya asked that all handover documents are emailed to her by next Sunday evening please.
Melissa emphasised the term of the Executive is 31 December and if you are leaving to ensure work it up to date and any scheduled meetings are covered.
There was a request if the next standing committee meetings could be later in the day as people are working at other jobs. This will be looked into before next meeting.
Meeting closed at 3.02pm
Signed: ___________________________________ Date: _________