MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON  FRIDAY 28 JULY 2023 AT 10.05AM

PRESENT

Quintin Jane (zoom) (Chair), Imogen Macalister, Emily Fau-Goodwin, Lilly Baird, Emily (Em) Bull, Cyrus Yam, Elisepa Taukolo (zoom), Tessa Campbell (zoom), Mia Heaphy Butts (zoom), Kaia Kahurangi Jamieson and Keegan Wells (zoom)

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Gina Haukau (Advisory Board) and Ben Nettleton (Director, OUSA Holdings)

APOLOGIES

            Keegan Wells

            Cyrus Yam and Lilly Baird for leaving early.

            Moved from the Chair

223/23 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

224/23 THAT Debbie Downs, Donna Jones, Gina Haukau and Ben Nettleton be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

225/23 THAT the minutes of the executive meeting held on 21 July 2023 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

Instagram posts – Emily spoke with Marketing and Communications about this and they suggested when the next lot of policies go up for notices we will do a post then as none at the moment.

MoU – this has been common sealed and signed by both parties.

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

            It was agreed that these updates along with the Te Rōpū be fortnightly from now on.

Still drafting the MoU, Tim from Anderson Lloyd very kindly assisting and Professor Helen Nicholson involved in the drafting.

Pasifika Week being planned for September. 

The Chief Ombudsman visiting Dunedin to talk about Pacific youth.

POLICY COMMITTEE MINUTES

            As attached.

            Moved from the Chair

226/23 THAT the minutes of the Policy Committee meeting held on 20 July 2023 be received.

                                                                                                            CARRIED U

RECAP OF PAPERS

Mia addressed the meeting explaining that there are going to be minor technical changes to some bachelor’s degree requirements.  The Summer School papers have come out, and she explained the work of the programmes and papers working group.

REFERENDUM DATES

            Fau-Goodwin/Baird

227/23 THAT the Secretary be directed to call a Referendum from 9am 18 September 2023 and close at 4pm on 21 September 2023.

                                                                                                            CARRIED U

            Fau-Goodwin/Baird

228/23 THAT the Referendum being held 18-21 September 2023 be held by electronic means only.

                                                                                                            CARRIED U

PROPOSED CLUB CONSTITUTION UPDATES

The Club Development Officer and the Executive Clubs and Societies Representative have been consulting to change the current club constitution template.  This is a general tidy up with no substantial amendments so hoping to get executive approval at this meeting. Clause 17.10 to amend typo.

Moved from the Chair

229/23 THAT the OUSA Executive endorses the amended Club constitution (rules) template (update 28/7/23)

                                                                                                            CARRIED U

            Lilly Baird left at 10.26am

`           Kaia Kahurangi Jamieson left at 10.27am

HOLDINGS BOARD LOAN AGREEMENT

            Moved from the Chair

230/23 THAT the meeting move into Confidential Committee for reasons of commercial sensitivity at 10.29am.

                                                                                                            CARRIED U

            Keegan Wells arrived at 10.31am

            Cyrus Yam left at 10.42am

            Moved from the Chair

231/23 THAT the meeting move out of Confidential Committee at10.56am.

                                                                                                            CARRIED U

The Executive wanted to ensure they were well informed and understood the change in loan agreement terms.  The meeting was about to lose quorum as people had other commitments, so it was decided to postpone any decision for now.

Meeting closed at 10.57am

Signed: ___________________________________                        Date: _________