Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON TUESDAY 4 JULY 2023 AT 5.32PM
PRESENT
Quintin Jane (Chair), Imogen Macalister, Emily Fau-Goodwin (zoom), Mia Heaphy Butts (zoom), Kaia Kahurangi Jamieson (zoom), Keegan Wells (zoom), Emily (Em) Bulls, Tessa Campbell, Cyrus Yam (zoom), Haki Hamilton (zoom) and Elisepa Taukolo (zoom)
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Nina Brown (Critic news reporter).
APOLOGIES
Lilly Baird
Haki Hamilton, Mia Heaphy Butts, Kaia Kahurangi Jamieson and Keegan Wells for leaving early.
Moved from the Chair
205/23 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
206/23 THAT the minutes of the executive meeting held on 27 June 2023 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
207/23 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
ALTER ORDER OF AGENDA
Moved from the Chair
208/23 THAT items 5,6,7,8 be deferred, and item 13 be heard before item 9.
CARRIED U
EXECUTIVE SECOND QUARTER REPORTS
Moved from the Chair
209/23 THAT Keegan Well’s second quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
210/23 THAT Haki Hamilton’s second quarter report be received, and he be paid his honorarium.
CARRIED U
Moved from the Chair
211/23 THAT Kaia Kahurangi Jamieson’s second quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
212/23 THAT Cyrus Yam’s second quarter report be accepted, and he continue to be paid his honorarium.
CARRIED U
Emily Fau-Goodwin – Emily’s report tabled until the next meeting.
Moved from the Chair
213/23 THAT Mia Heaphy Butts second quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
214/23 THAT Elisepa Taukolo’s second quarter report be received, and she be paid her honorarium.
CARRIED U
Moved from the Chair
215/23 THAT Imogen Macalister’s second quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
216/23 THAT Reid Eberwein second quarter and final report be accepted, and he was paid his final honorarium.
Against: K Wells
CARRIED
Moved from the Chair
217/23 THAT Tessa Campbell’s second quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
218/23 THAT Imogen Macalister assume the Chair at 5.51pm
CARRIED U
Moved from the Chair
219/23 THAT Quintin Jane’s second quarter report be accepted, and he continue to be paid his honorarium.
CARRIED U
Moved from the Chair
220/23 THAT Quintin Jane resumes the Chair at 5.52pm.
CARRIED U
Noting: Kaia Kahurangi Jamieson, Emily Fau-Goodwin, Tessa Campbell and Lilly Baird’s reports were late.
AFFILIATIONS
The Otago Korean Students’ Association affiliation be tabled as their constitution incomplete.
Bulls/Macalister
221/23 THAT the Otago Case Club be affiliated to OUSA.
CARRIED
Bulls/Macalister
222/23 THAT the Refugee Students’ Association be affiliated to OUSA.
CARRIED
BLUES AND GOLD PANEL APPOINTMENTS FOR 2023
There appears to be two different copies of the updated terms of reference with the Te Rōpū Māori representative being omitted. Haki will be included, and this will be amended.
Moved from the Chair
223/23 THAT Haki Hamilton, Caroline Hallgarth, Olivia Townsend, Quintin Jane, Emily Bull, Terence Dennis, Natalie Smith, Robin Quigg, Geoff Simons, Amie Taua, Lea Mutzel and Heli Patel be appointed to the Blues and Golds Panel for 2023.
CARRIED U
POLICY COMMITTEE MINUTES AND POLICIES FOR NOTICE
Moved from the Chair
224/23 THAT the minutes of the Policy Committee meeting held on 15 June 2023 be received.
CARRIED U
Moved from the Chair
225/23 THAT the Executive Social Media Guidelines Policy version 1 be put for notice.
CARRIED U
Moved from the Chair
226/23 THAT the Delegated Authorities Policy version 3 be amended and put for notice.
CARRIED U
Moved from the Chair
227/23 THAT the Executive Travel Expenses version 2 Policy be amended and put for notice.
CARRIED U
Moved from the Chair
228/23 THAT the Student General Meeting Engagement Committee version 1 Terms of Reference be rescinded.
CARRIED U
Moved from the Chair
229/23 THAT the Submissions Committee Terms of Reference version 1 be amended and put for notice. CARRIED U
Moved from the Chair
230/23 THAT the Elections Policy version 8 be amended and put for notice.
CARRIED U
EXECUTIVE 2024 ELECTION DATES
Moved from the Chair
231/23 THAT the nominations for the 2024 Executive Elections be opened at 9am on 4 September 2023 and close at 4pm on 7 September 2023.
CARRIED U
Moved from the Chair
232/23 THAT voting for the 2024 Executive Elections opens at 9am on 18 September 2023 and close at 4pm on 21 September 2023.
CARRIED U
Moved from the Chair
233/23 THAT the 2024 Executive Elections being held on 18 September – 21 September 2023 be by electronic means only.
CARRIED U
RETURNING OFFICERS’ REPORT
Moved from the Chair
234/23 THAT the meeting move into confidential committee for reasons of confidentiality at 6.06pm.
CARRIED U
Moved from the Chair
235/23 THAT the meeting move out of confidential committee at 6.14pm.
CARRIED U
The report for the By Election has been referred to the next Executive meeting for further clarification.
GENERAL BUSINESS
Executive meeting times - When to meet calendar invite has been circulated to find the best time for the meetings next semester. Please ensure you fill it out.
12 July 11-1pm will be another Drop-in Session in the Link with the Market Day,
12 July is also going to be a lost property sale, proceeds to our charity. Help required please.
Executive column in Critic – please let Imogen know if you had some exciting text you would like to submit.
Meeting closed at 6.17pm
Signed: ___________________________________ Date: _________