Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON FRIDAY 17 FEBRUARY 2023 AT 2.10PM
PRESENT
Quintin Jane, Imogen Macalister, Mia Heaphy Butts, Kaia Kahurangi Jamieson, Lilly Baird (zoom), Cyrus Yam (zoom), Tessa Campbell and Elisepa Taukolo.
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Ben Nettleton (Advisory Board) and Tangihaere Gardiner (Co-President NZUSA).
APOLOGIES
Emily Fau-Goodwin, Haki Hamilton, Reid Eberwein.
Elisepa Taukolo for leaving early.
Moved from the Chair
sc01/23 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc 02/23 THAT Debbie Downs, Donna Jones, Ben Nettleton and Tangihaere Gardiner or granted speaking rights for the duration of this meeting.
CARRIED U
ALTER THE ORDER OF AGENDA
Moved from the Chair
sc 03/23 THAT owing to members having other commitments 9 and 14 be moved up and Ben Nettleton will address the meeting.
CARRIED U
Ben addressed the meeting to introduce himself and ask if there were any questions. He reminded the new exec the advisory board are a sounding board and always happy to help.
BoardPro meeting app is set up for your use.
Mia left at 2.14pm
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc 04/23 THAT the minutes from the Standing Committee of the Executive held on 15 December 2022 be accepted as a true and correct record.
CARRIED U
Mai returned at 2.18pm
RE-AFFILIATION OF AUMAGA DANCE GROUP TO OUSA
The attached constitution is not compliant for OUSA rules. Reid our OUSA Clubs and Societies Representative is back soon so he will be asked to follow this up.
Moved from the Chair
sc 05/23 THAT the Aumaga Dance Group affiliation be deferred allowing for their constitution to be in line with OUSA’s constitution.
CARRIED U
CULTURAL AWARENESS/IDENTITY PRESENTATION PROPOSAL
The executive is mindful of the importance of cultural awareness and how to engage with other cultures within their team and staff. It has been suggested to repeat the workshop held a couple of years ago by MJ Kivalu that was very valuable and well received. More later.
UNIVERSITY OF OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
- Preparation for PI Leadership camp at Waihola Camp on 25th & 26th March
- Working on getting the PI logo on the ID cards
· Prayer service yesterday for Dr Tasileta Teevale
- PI welcome to new students next week and 13 Pacific welcomes for their member associations in the first 3 weeks.
- Looking to update MoU with OUSA and UOPISA
- UOPISA national AGM coming up, Elisepa will keep us informed.
Elisepa left at 2.30pm
EXECUTIVE REPORTING DATES FOR 2023
As attached.
Moved from the Chair
sc 06/23 THAT the Executive first quarter reports be due to the Secretary by 1pm on Wednesday 15 March 2023.
CARRIED U
Moved from the Chair
sc 07/23 THAT the Executive second quarter reports be due to the Secretary by 1pm on Wednesday 21 June 2023. CARRIED U
Moved from the Chair
sc 08/23 THAT the Executive third quarter reports be due to the Secretary by 1pm on Wednesday 13 September 2023.
CARRIED U
Moved from the Chair
sc 09/23 THAT the Executive fourth quarter reports be due to the Secretary by 1pm on Wednesday 15 November 2023.
CARRIED U
OUSA UPDATE
- Orientation organised and looking great for next week, Toga Party and OneFest sales a little slow.
- Tent City next week on the Museum reserve, with Clubs Day on Thursday.
- Refurbishment of 378 Great King completed, with all 6 high end apartments tenanted. It is satisfying this is a good commercial asset, as we started this in 2019 with Covid following. There is a commercial board restructure happening now, the Executive members will become shareholders and overseers of OUSA Holdings and OUSA Commercial. Charitable status has been applied for companies.
ASB BANK SIGNATORIES FOR 2023
Moved from the Chair
sc 10/23 THAT Quintin Jane be appointed as a bank signatory for all OUSA Accounts from 1 January 2023 until 31 December 2023.
CARRIED U
Moved from the Chair
sc 11/23 THAT Emily Grace Fau-Goodwin be appointed as a bank signatory for all OUSA Accounts from 1 January 2023 until 31 December 2023.
CARRIED U
Moved from the Chair
sc 12/23 THAT Imogen Macalister be appointed as a bank signatory for all OUSA Accounts from 1 January 2023 until 31 December 2023.
CARRIED U
CEASED ARISE CHURCH AFFILIATION
Moved from the Chair
sc 13/23 THAT the meeting move into confidential committee for reasons of confidentiality at 2.43pm.
CARRIED U
Moved from the Chair
sc 14/23 THAT the meeting move out of confidential committee at 2.50pm.
CARRIED U
A letter dated 1 September 2022 from the OUSA Executive stating they would temporarily suspend the affiliation up to six months until they have confidence the issues have been addressed (and sustained) at a national level.
It is to be noted that OUSA is supporting current students of Arise Club where needed.
Moved from the Chair
sc 15/23 THAT OUSA continue the disaffiliation of the Students of Arise Club for a further 6 months.
CARRIED U
LETTER TO THE PRIME MINISTER FOR NOTING
The President on behalf of OUSA has sent letters of best wishes to the former and current Prime Ministers and other MP’s.
AGM DATE SETTING/INCENTIVES
This is tabled for further discussions.
MARAE STAY
Imogen suggested this Executive have a Marae stayover, to get to know each other, do some planning for the year and indulge in the cultural experience that has been enjoyed by previous exec. Imogen will investigate this further.
SCHOOL STRIKE 4 CLIMATE MARCH – 3 MARCH
Would the exec be interested in joining this march after their exec training? The protest will leave the Union paved area around 3pm and join the schools walk to the Octagon.
SUSTAINABILITY OFFICE MoU
Moved from the Chair
sc 16/23 THAT the OUSA Common Seal be affixed to the Memorandum of Understanding between OUSA and the University of Otago Sustainability Office.
CARRIED U
MENTORING
As emailed, the Vice Chancellor’s office offer mentorship to those who would like support. Please supply information on your areas of focus, what you are studying, your interests and career aspirations. Please get your responses to Quintin as soon as possible before the month ends.
GENERAL BUSINESS
Eleven Bar
Moved from the Chair
sc 17/23 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 3.03pm
CARRIED U
Moved from the Chair
sc 18/23 THAT the meeting move out of confidential committee at 3.03pm
CARRIED U
Lilly left at 3.04pm
Executive training – 3 March, 9-3pm
Lilly returned at 3.05pm
Accountability breakdown – please ensure you all fill out the weekly spreadsheet of the mahi you have been doing.
Executive columns – each executive member will get a chance to contribute in the weekly exec column. Imogen will send out a form.
Relay 4 Life – The executive is keen to get involved. Imogen will lead this.
Lads Without Labels – This was launched a couple of years ago to support young university aged men’s mental health and wellbeing. Kaia keen to promote this in our region.
European Secondary Schools Union – this group is being set up to encourage students to be more aware of issues.
NZUSA UPDATES
OUSA agreed to endorse the AUTSA & NZUSA Statement on Student Safety. NZUSA stands in support of the Auckland University of Technology Students’ Association who have encountered several losses last year among their student body. As attached.
Tangihaera the Co-President was welcomed to the meeting and the exec expressed their gratitude having a NZUSA representative visiting Dunedin.
They explained how NZUSA is making a real effort to get more involved nationally this year, hoping to restore faith knowing there has been a lack of representation and work in the past. There is a strong membership base, and they want this to be built on.
They asked we all be more involved in politics week this year.
DELEGATION OF POWERS BACK TO THE EXECUTIVE
Moved from the Chair
sc 19/23 THAT the powers of the Standing Committee be delegated back to the Executive henceforth.
CARRIED U
Meeting closed at 3.27pm
Signed: ___________________________________ Date: _________