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Meeting Minutes

Meeting Minutes

16 May 2023

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Meeting Minutes

MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON TUESDAY 16 MAY 2023 AT 5.32PM

 

PRESENT

Quintin Jane (Chair), Imogen Macalister, Kaia Kahurangi Jamieson, Keegan Wells, Lilly Baird, Cyrus Yam, Reid Eberwein, Elisepa Taukolo (zoom), Flynn Rosie (TRM Vice President), Emily Fau-Goodwin, Mia Heaphy Butts and Tessa Campbell (zoom)

IN ATTENDANCE

Debbie Downs (Via zoom), Donna Jones (Minute Secretary), Nina Brown (Critic News Reporter) and Sean Norling (Radio One Manager)

APOLOGIES

            Emily Fau-Goodwin for leaving early.

            Moved from the Chair

146/23 THAT the above apology be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

147/23 THAT the minutes of the executive meeting held on 2 May 2023 be accepted as a true and correct record.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

148/23 THAT Debbie Downs, Donna Jones and Sean Norling be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

OUSA UPDATE

  • If you have any queries on the audited financial statements, please see Debbie or Mukesh.  The draft audit is almost complete.
  • Commercial restructure – there were many documents drafted by our Lawyers that were circulated at the FESC meeting this morning.  The deadline is 31 May 2023 for have this all completed.
  • There was a health and safety incident reported at a Gig in the Union Hall recently where a forbidden type of Lazer was produced.  Quickly dealt with, without incident.

TE RŌPŪ MĀORI UPDATE

  • Māori pre-grad held last Friday and another this Friday
  • A hui held with OUPISA and TRM, covering policies and constitution
  • The tertiary open day was great and TRM had a great stall etc

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

  • Enjoyed the hui with TRM and hope they continue.
  • Workshop held with standing committee and another session to be held on Sunday.
  • A kava session was held.
  • A photoshoot this Saturday.

NZUSA UPDATES

  • The national board are still hoping to hold a meeting owing to the other being cancelled. 
  • A 0.5 staff member is going to be employed to cover administrative duties owing to the vacancy on the executive.
  • The 2023 fees invoice has come through to OUSA for payment.

CAROLINE PLUMMER FELLOWSHIP SELECTION COMMITTEE

            Moved from the Chair

149/23 THAT Imogen Macalister be appointed to the Caroline Plummer Fellowship Selection Committee for 2023.

                                                                                                                        CARRIED U

CO-OPT DONNA JONES ONTO THE POLICY COMMITTEE

            Moved from the Chair

150/23 THAT Donna Jones be appointed to the Policy Committee after recommendation from the Policy Committee.

                                                                                                                        CARRIED U

POLICY COMMITTEE MINUTES

            Moved from the Chair

151/23 THAT the minutes of the Policy Committee meeting held on 17 May 2023 be received and the recommendations be adopted.

                                                                                                                        CARRIED U

COMBINING RESIDENTIAL/COLLEGES COMMITTEES

            After further discussions that these two committees are very similar it was sensible to combine them. This was discussed last year as well. 

            Moved from the Chair

152/23 THAT the Colleges Committee terms of reference be rescinded.

                                                                                                                        CARRIED U

            Moved from the Chair

153/23 THAT the Residential Committee terms of reference be amended.

                                                                                                                        CARRIED U

ELECTIONS CAMPAIGNS SUB COMMITTEE TERMS OF REFERENCE

            Moved from the Chair

154/23 THAT the Elections Campaigns sub committee terms of reference be rescinded.

                                                                                                                        CARRIED U

ACCOUNTABILITY POLICY REMINDER

Quintin wanted to ensure the Executive were aware they need to fill out the hourly breakdowns online to keep an eye on your workload and hours to date.

Flynn left at 5.48pm

Flynn returned at 5.50pm

THE FATE OF THE GARFIELD/LASANGEREI OUSA ART PIECE 2017

Each year the President chooses a piece of art from the Student Art Exhibition.  In 2017 the Garfield/Lasangerei was chosen by Hugh Baird and has been the focus of much discussion. It was also a centre fold in the Critic Magazine.  Some of us want it displayed front facing, and others want it in a less public space.  It was decided an executive motion would help solve this issue.

Sean Norling joined the meeting via zoom at 5.57pm

Moved from the Chair

155/23 THAT the Garfield/Lasangerei 2017 art piece be hung in a public facing area in the Clubs and Societies Building subject to availability of appropriate wall space.

                                                                                                                        CARRIED U

STUDENT RADIO NETWORK CHARITABLE TRUST DEED

As attached. Campus Radio BFM Limited, Radio Active Charitable Trust, Massey University Students’ Association Palmerston North Incorporated, Otago University Students’ Association Incorporated and RDU 98.5 Limited (the donors).

James Stuart Whetu Meharry,Jennifer Anne Kyle, Michael Vamaua and Sean Norling (hereinafter together are appointed as the Trustees, wish to create a Charitable Trust, know as Student Radio Network (SRN Charitable Trust).

This would give formal governance to Radio One (R1).  It doesn’t transfer assets or staff.  Once this is set up there won’t be any financial change.

The process of setting up a trust for the student radio network was facilitated by New Zealand On Air.

Moved from the Chair

156/23 THAT the meeting move into Confidential Committee for reasons of commercial sensitivity at 5.59pm.

                                                                                                                        CARRIED U

Elisepa left at 6.03pm

 

            Moved from the Chair

157/23 THAT the meeting move out of Confidential Committee at 6.39pm.

                                                                                                                        CARRIED U

            Moved from the Chair

158/23 THAT the common seal be affixed to the Student Radio Network (SRN) Charitable Trust deed.

                                                                                                            1          Abstained.

                                                                                                                        CARRIED

CONSTITUTIONS – OUSA COMMERCIAL LTD AND OUSA HOLDINGS LTD

            As attached. These constitutions were adopted at Standing Committee meeting last year sc353/22 and sc354/22.  However, now there are a few small semantic changes being made to enable charitable status process and tidy things up in sections 2.1, 8.7 and 10.2.

    Lilly left at 6.26pm

            Emily left at 6.25pm and returned at 6.26pm

                                                                                                                        CARRIED U

            Moved from the Chair

159/23 THAT the Constitution of OUSA Holding Limited be amended and the Executive authorises Debbie Downs (CEO) as its agent to take all actions required to adopt and register the Constitutions.

                                                                                                                        CARRIED U

SUBMISSION – LONGLINING

Imogen apologised for submitting this Longlining submission without exec approval, she wasn’t aware submissions come through the executive in the first instance and there was a deadline she was up against. Imogen felt this was a good opportunity to show students care and support this.

STUDENT BAR DISCUSSION RESUMES

            Moved from the Chair

160/23 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 6.31pm.

                                                                                                                        CARRIED U

            Moved from the Chair

161/23 THAT the meeting move out of confidential committee at 6.52pm.

                                                                                                                        CARRIED U

            Starters Bar – the last inspection of this building it had deteriorated a lot more, with leads and being very run down. The CEO ensured the executive all chattels belonging to OUSA are safe and a decision will need to be made of them.

            There was a lot of discussion about the desire of a bar for students and how OUSA would like to oblige and have been working on it, but this proving unlikely with this building. Some indicated they would like a final opinion before making any decisions.

            Baird/Campbell

162/23 THAT OUSA terminate the Starters Bar lease.

                                                                                                            3          For

                                                                                                            7          Against

                                                                                                                        FAILED

            Wells/Kahurangi Jamieson

163/23 THAT the OUSA Executive receive final confirmation of the Starters Bar and the state of the building from Landlord via the Chief Executive Officer.

                                                                                                            2          Against

                                                                                                                        CARRIED

BY ELECTION

            Owing to the resignation of the clubs and societies representative a by election is necessary.

            Moved from the Chair

164/23 THAT the nominations for the position of the Clubs and Societies Representative open at 9am on 24 May 2023 and close at 4pm on 26 May 2023.

                                                                                                                        CARRIED U

            Moved from the Chair

165/23 THAT voting for the position of the Clubs and Societies Representative open at 9am 6 June 2023 and close at 4pm 8 June 2023.

                                                                                                                        CARRIED U

            Moved from the Chair

166/23 THAT the voting for the Clubs and Societies Representative being held 6 June 2023 until 8 June 2023 be by electronic means only.

                                                                                                                        CARRIED U   

GENERAL BUSINESS

The Secretary advised the meeting George Sabonadiere has agreed to be the Returning Officer for the By Election.

Graduation parade – please sign up to parade and hold the banners this coming Saturday 20th.  It only takes 30 minutes leaving from First Church to the Town Hall.

 

Meeting closed 6.58pm

 

 

Signed: ___________________________________                        Date: _________