Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD VIA ZOOM ON 24 NOVEMBER 2022 AT 6.03PM
PRESENT
Melissa Lama (Chair), Maya Polaschek, Elisepa Taukolo, Sean Teow, Tulsi Raman, Lily Marsh, Emily Fau-Goodwin (Cell), Ravneel Chand, Jade Mills, Caitlin Hancy (Cell) and Patrice Le Sueur
IN ATTENDANCE
Donna Jones (Minutes Secretary) and Quintin Jane (Observer – 2023 President)
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc326/22 THAT Sean Teow, Tulsi Raman and Ravneel Chand be co-opted onto the standing committee for the duration of this meeting.
CARRIED U
It is to be noted there will be changes in order of the agenda owing to some executive members needing to leave the meeting after their reports are heard because of other commitments.
APOLOGIES
Emily Fau-Goodwin, Caitlin Marsh and Te Āwhina Pounamu-Waikaramihi
Ravneel and Tulsi for leaving
Moved from the Chair
sc327/22 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc328/22 THAT Donna Jones and Quintin Jane be granted speaking rights for the duration of this meeting.
CARRIED U
Patrice arrived at 6.07pm
Jade arrived at 6.08pm
Moved from the Chair
sc329/22 THAT Patrice Le Sueur and Jade Mills be co-opted onto the standing committee for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc330/22 THAT the minutes of the executive standing committee meeting held on 9 November 2022 be accepted as a true and correct record.
CARRIED U
NZUSA UPDATES
Melissa, Emily, Maya and Imogen attended the Congress meeting in Wellington. Owing to Covid Quintin attended via zoom.
From the candidates who put themselves forward for President 2023 no-one was elected. The discussions at the meeting were not productive and with that the voting wasn’t able to reach a consensus. Hoping a resolution will be reached in the coming weeks.
The fees for NZUSA are going to hike next year.
TE RŌPŪ MĀORI UPDATE
Had a wonderful visit to the Te Tatau o te Pō Marae in Lower Hutt. “Very cool to see them all”.
Cleaning up the whare for the year.
Things quieter now.
UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
Strategic planning for the 2023 year.
Preparing for graduation ceremonies coming up in December.
FINANCE, EXPENDITURE AND STRATEGY COMMITTEE MINUTES
As attached.
Moved from the Chair
sc331/22 THAT the minutes from the Finance, Expenditure and Strategy meeting held on 31 October 2022 be received.
CARRIED U
EXECUTIVE FOURTH QUARTER REPORTS
Moved from the Chair
sc332/22 THAT Tulsi Raman’s fourth quarter report be accepted, and her honorarium continue to be paid.
CARRIED U
Moved from the Chair
sc333/22 THAT Sean Teow’s fourth quarter report be accepted, and his honorarium continue to be paid.
CARRIED U
Moved from the Chair
sc334/22 THAT Patrice Le Sueur’s fourth quarter report be accepted, and his honorarium continue to be paid.
CARRIED U
Moved from the Chair
sc335/22 THAT Jade Mill’s fourth quarter report be received, and she be paid her honorarium.
CARRIED U
Ravneel arrived at 6.24pm
Moved from the Chair
sc336/22 THAT Ravneel Chand’s fourth quarter report be accepted, and he continue to be paid his honorarium.
CARRIED U
Ravneel left at 6.31pm
Moved from the Chair
sc337/22 THAT Lily Marsh’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Emily called in via cell phone at 6.34pm
Moved from the Chair
sc338/22 THAT Emily Fau-Goodwin’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Emily hung up at 6.35pm
Caitlin called in via cell phone at 6.35pm
Moved from the Chair
sc339/22 THAT Caitlin Hancy’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Caitlin hung up at 6.36pm
Moved from the Chair
sc340/22 THAT Elisepa Taukolo’s fourth quarter report be received, and she be paid her honorarium.
CARRIED U
Te Āwhina Pounamu-Waikaramihi will present her report at the next meeting owing to personal reasons her report will be delivered late.
Moved from the Chair
sc341/22 THAT Maya Polaschek’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Melissa assumed the Chair to Maya for her report to be heard.
Moved from the Chair
sc342/22 THAT Melissa Lama’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Melissa resumed the Chair from Maya at 6.44pm
POLICIES FOR AMENDMENT
Polaschek/Raman
sc343/22 THAT the OUSA Club Conduct Policy version 3 be amended.
CARRIED
Polaschek/Raman
sc344/22 THAT the Affiliated Clubs Council Terms of Reference version 3 be amended.
CARRIED
Polaschek/Raman
sc345/22 THAT the University of Otago Blues & Golds Awards Policy version 2 be amended.
CARRIED
Polaschek/Raman
sc346/22 THAT the Delegated Authorities Policy version 4 be amended.
CARRIED
Polaschek/Raman
sc347/22 THAT the Investment Policy version 2 be amended.
CARRIED
Tulsi left at 6.53pm
LETTER FOR EXECUTIVE ELECTED OFFICERS
As attached. There was a discussion about this document reading like a contract. What was the purpose of this document? The 2023 Officers have been elected and they are expected to sign this document.
Others spoke about ensuring the Executive were classed as elected officers and not employees.
Could Ben the author of this letter come to an Executive meeting and explain some of the contact please?
Melissa will talk to the Advisory Board.
CONDOLENCES
Lesley Elliott was a strong domestic violence campaigner and was responsible for setting up the Sophie Elliott Foundation, touring the country teaching people about safe and healthy relationships and warning signs of abuse.
There is a tree planted near the clocktower in memory of Sophie Elliott a former graduate of the University of Otago.
Moved from the Chair
sc348/22 THAT OUSA express their condolences to the family of Lesley Elliott who passed away recently.
CARRIED U
Meeting closed at 7.05pm
Signed: ___________________________________ Date: _________