Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON FRIDAY 21 JULY 2023 AT 10.03AM
PRESENT
Imogen Macalister (Chair), Emily Fau-Goodwin, Kaia Kahurangi Jamieson, (zoom), Mia Heaphy Butts (zoom), Keegan Wells, Cyrus Yam (zoom), Emily Bull, Lilly Baird (zoom) and Elisepa Taukolo (zoom).
IN ATTENDANCE
Donna Jones (Minute Secretary)
APOLOGIES
Quintin Jane
Moved from the Chair
205/23 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
206/23 THAT the minutes of the meeting held on 4 July 2023 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
207/23 THAT Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
NZUSA UPDATES
Quintin passed on that there was a meeting held on 19 July and he will be attending the national conference in Wellington next week and will report back.
EXECUTIVE LATE SECOND SEMESTER REPORTS
It is to be noted these reports were presented after the due date.
Moved from the Chair
208/23 THAT Emily Fau-Goodwin’s second quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Lilly arrived via zoom at 10:07am
Moved from the Chair
209/23 THAT Lilly Baird’s second quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
AFFILIATION
Bull/Wells
210/23 THAT the Otago University Investment Club be affiliated to OUSA.
CARRIED U
GRANTS PANEL MEETING AND RECOMMENDATIONS
As attached. $29,250.37 awarded in the last 3 rounds, leaving $30,749.63.
Moved from the Chair
211/23 THAT the Grants Panel meeting minutes held on 11 July 2023 be received and the recommendations be approved.
CARRIED U
Elisepa arrived at 10.16am
BLUES AND GOLDS PANEL ADDITIONAL APPOINTMENTS
The terms of reference version 2 membership section should include the Tumuaki of Te Rōpū Māori as it is in the Tumuaki’s job description. Whilst changing this it was pertinent to include the President of the University of Otago Pacific Island Students’ Association.
Moved from the Chair
212/23 THAT the Te Rōpū Māori Tumuaki and the University of Otago Pacific Island Students’ Association President be added to section 3 membership of the University of Otago Blues & Golds Awards Panel Terms of Reference version 2.
CARRIED U
MEMORANDUM OF UNDERSTANDING – OUSA/UOO
Moved from the Chair
213/23 THAT the Common Seal be affixed to the Memorandum of Understanding between the Otago University Students’ Association (OUSA) and the University of Otago Vice Chancellor.
CARRIED U
POLICIES TO SET
It was discussed that a lively executive Instagram could be made to encourage students to look at our website, policies to encourage their participation in what the executive are up to. Imogen and Emily F-G to follow up.
Moved from the Chair
214/23 THAT the Delegated Authorities Policy version 4 be set.
CARRIED U
Moved from the Chair
215/23 THAT the Elections Policy version 8 be set.
CARRIED U
Moved from the Chair
216/23 THAT the Executive Social Media Guidelines version 1 be set.
CARRIED U
Moved from the Chair
217/23 THAT the Executive Travel Expenses Policy version 3 be set.
CARRIED U
Moved from the Chair
218/23 THAT the Submissions Committee Terms of Reference version 2 be set.
CARRIED U
RETURNING OFFICERS’ REPORT UPDATED
Moved from the Chair
219/23 THAT the meeting move into confidential committee for reasons of personal privacy at 10.19am.
CARRIED U
Moved from the Chair
220/23 THAT the meeting move out of confidential committee at 10.21am.
CARRIED U
To note, aspects of this report have been amended for privacy and confidentiality.
Moved from the Chair
221/23 THAT the updated Clubs Representative By Election Returning Officers report be received and accepted.
CARRIED U
SUBMISSION
The Executive strongly oppose the proposed increase of 2.8% in fees for 2024 and ask this be halted and also more dialogue with student associations and representatives to collaboratively find sustainable solutions that prioritise the welfare of students and promote a fair and equitable education system.
International student fees have not been addressed yet.
Moved from the Chair
222/23 THAT the submission to the Ministry of Education regarding proposed increase in the Annual Maximum Fee Movement (AMFM) for 2024 be submitted.
Abstain: 1
CARRIED
GENERAL BUSINESS
Executive budgeting – it was suggested in a meeting with Emily and Debbie that there be a quick budget summary perhaps in the form of a pie chart be accessible to the executive for better understanding and clarity of the budget. Emily offered to do this.
Students’ wellbeing – there have been some students expressing loneliness and winter blues. Could the executive promote a ‘get out of your flat’ theme and perhaps organise gatherings at clubs and socs to get students together. All the exec to promote and come up with ideas.
Drop-in Session – there is a session planned for next Wednesday in the Link 11-2pm.
Executive Instagram – this is looking really good with about 67 followers so far. Someone to ask Marketing and Communications to give this a shout out.
International Cultural Expo – This is being planned for 22 September in the MCR, 12-5pm. International High School students will also be invited.
Meeting closed at 10.35am
Signed: ___________________________________ Date: _________