Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND ON ZOOM ON THURSDAY 6 APRIL 2023 AT 12.03PM
PRESENT
Quintin Jane (Chair), Cyrus Yam, Keegan Wells, Haki Hamilton, Elisepa Taukolo (zoom), Emily Fau-Goodwin (zoom), Tessa Camp4bell (zoom) and Lilly Baird
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Claire Gallop (Director, Student Services)
APOLOGIES
Reid Eberwein, Kaia Kahurangi Jamieson, Mai Heaphy Butts
Elisepa Taukolo for leaving early.
Tessa Campbell for lateness
Moved from the Chair
97/23 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
98/23 THAT the minutes of the executive meeting held on 30 March 2023 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from Chair
99/23 THAT Debbie Downs, Donna Jones and Claire Gallop be granted speaking rights for the duration of this meeting.
CARRIED U
GUEST: CLAIRE GALLOP
Claire addressed the meeting explaining her role and her history working for the University of Otago. She was open to the Executive communicating with her and email address will be exchanged. She was thanked for coming.
ALTER ORDER OF THE AGENDA
Moved from the Chair
100/23 THAT the agenda order will be altered as people have to leave early for class or meetings.
CARRIED U
UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
- A report from the Leadership Weekend coming next week.
- Governance training including, policies and values being finalised for the hui next weekend valuable input from Gina (Advisory Board).
- New staff member joined the University of Otago Pacific Island Centre
Elisepa left at 12.19pm
EXECUTIVE FIRST QUARTER REPORTS
Moved from the Chair
101/23 THAT Emily Fau-Goodwin’s first quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
It is to be noted that Tessa Campbell’s report was presented late.
Moved from the Chair
102/23 THAT Tessa Campbell’s report be accepted, and she continue to be paid her honorarium.
CARRIED U
FINANCE, EXPENDUTURE AND STRATEGY (FESC) MEETING MINUTES
As attached.
Moved from the Chair
103/23 THAT the minutes of the Finance, Expenditure and Strategy meeting held on 21 March 2023 be received and approved.
CARRIED U
DIRECTORS REMUNERATION RECOMMENDATIONS
Part of the Commercial restructure Strategic Pay were approached, and they did a report on the proposed pay scales. It was agreed when Directors have been appointed, they would be paid the following amounts.
Moved from the Chair
104/23 THAT the OUSA Executive approve the remuneration for the directors of OUSA Holdings Limited to be $16,000 per annum and $21,000 per annum for the Chair to come from the Executive budget.
CARRIED U
OTAGO POSTGRADUATE ASSOCIATION MOU AND PAYMENT
As attached. Agreement with both parties that this be applied for annually on presentation of a budget.
Wells/Hamilton
105/23 THAT OUSA approve the payment of $2,000 to the Postgraduate Association for 2023 as per the Memorandum of Understanding.
CARRIED
TE RŌPŪ MĀORI UPDATE
- Māori scholarship dinner held – 70-80 in attendance, Te Roopu Māori kapa haka performed at the function.
- Hui with Office of Māori Development about the strategic programme. Clarify wording in the framework.
- Student General Meeting held and a full executive is now elected. Flynn Rosie has been elected as Vice President. Congratulation to Haki on his election of Tumuaki and the relief of only having one position to manage now. Thank you to Elisepa Taukolo for chairing this meeting. She did a marvellous job.
NZUSA UPDATES
- National Council Meeting on 27 April being held in Dunedin.
- OUSA has endorsed the national Political Strategy, OUSA has our own but the national one mostly ties in.
OUSA UPDATE
- Debbie on leave next week.
- Discussions have been held about the increase to a living wage for employees as OUSA not a leaving wage employer but accept the proposal.
APPOINTMENTS POLICIES TO SET
These policies have through our Lawyers and because of the time restraints came directly to the Executive meeting and by-passed Policy Committee. It was pointed out that they need to pass with 2/3rd if not giving a notice period.
The Secretary pointed out they aren’t written in our usual format like other policies.
Moved from the Chair
107/23 THAT the OUSA Holdings Limited Director Appointment Policy, version 1,150323 be set.
CARRIED U
Moved from the Chair
108/23 THAT the OUSA Appointments Policy, version 1 1503232 be set.
CARRIED U
APPOINTMENT OF DIRECTORS
As attached. As per the OUSA Holdings Limited constitution the Executive is responsible for appointing the board. As part of the commercial restructure interest was sought last year for these positions from people who were familiar with OUSA and have been responsible for the governance. Debbie endorses the recommendations.
Emily left at 12.38pm
Lilly in at 12.38pm
Moved from the Chair
109/23 THAT the OUSA Executive appoint Paul Allison, Nigel O’Rourke, Ben Nettleton and Amit Prasad to the OUSA Holdings Board for a period of no more than three (3) years and Paul Allison be offer the Chair.
CARRIED U
The Executive expressed concern at the lack of gender diversity in this appointment. It was pointed out that interest was sought and will look at it more favourably in future.
It was acknowledged accepting it this time with the skill set being offered.
APPOINTMENT OF GRANTS COMMITTEE FOR 2023
Moved from the Chair
110/23 THAT Caroline Hallgarth, Reid Eberwein, Quintin Jane, Emily Fau-Goodwin, Olivia Townsend, Jamie Leckie, Brooke Macdonald, Jidapa Tolley and Amanda Dyer be appointed to the OUSA Grants Panel for 2023.
CARRIED U
GENERAL BUSINESS
Please fill out the when2meet roster as this executive meeting time isn’t working.
All other items on the agenda to be postponed until the next exec meeting.
Meeting closed at 12.44pm
Signed: ___________________________________ Date: _________