Meeting Minutes

MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON FRIDAY 25 AUGUST 2023 AT 10:02AM

PRESENT

Quintin Jane (Chair), Emily Fau-Goodwin, Emz Bull, Lilly Baird, Keegan Wells, Kaia Kahurangi Jamieson, Cyrus Yam, Imogen Macalister and Tessa Campbell

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Nina Brown (Critic News Editor)

APOLOGIES

Haki Hamilton and Elisepa Taukolo.

Imogen Macalister for lateness and Keegan Wells for leaving early.

Moved from the Chair

257/23 THAT the above apologies be accepted.

CARRIED U

SPEAKING RIGHTS

Moved from the Chair

258/23 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.

CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

Moved from the Chair

259/23 THAT the minutes of the executive meeting held on 18 August 2023 be accepted as a true and correct record.

CARRIED U

MATTERS ARISING

OUSA Elections – please keep on it and find at least one person to run for your position. Lecture bashing being encouraged, Emz Bull has talked to 13 lectures already. Well done!

OUSA UPDATE – CEO 2^ND QUARTER REPORT

Moved from the Chair

260/23 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 10.05am.

CARRIED U

Imogen arrived at 10.07am

Moved from the Chair

261/23 THAT the meeting move out of confidential committee at 10.12am.

CARRIED U

MOU – OUSA/OPA

As attached. Amendments to sections – 3.2 and 5.1

3.2 OUSA and OPA will promote and advertise each other’s postgraduate events and projects where appropriate through popular social media channels.

5.1 OUSA will provide OPA with up to the largest annual grant (via 4.2 of the OUSA Grants policy), to be paid in the first few months of the academic year via notice of OPA. This is to be spent on OPA operations and project that meet the shared goals of OUSA and OPA within the academic year.

Moved from the Chair

262/23 THAT the common seal be affixed to the Memorandum of Understanding between the Otago University Students’ Association - OUSA and the Otago Postgraduate Association - OPA.

` CARRIED U

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

Elisepa sent in the following in her absence.

Preparation for Pasifika week

Working on Awards Night

Pacific staff farewell

NZUSA UPDATES

Not too much to report. Mainly working on the No More Excuses Campaign, a student-led campaign pushing for Te Tiriti justice, a debt-free future and embedded student voice. Join us as we work towards a better future!

REFERENDUM QUESTIONS

As attached. There have been 29 questions submitted and the Executive realise this is too many for our members to vote on. Providing the submitters are notified and approve we can remove some.

There will be an online forum closing 1 September for students to make submissions.

There is time if adjustments to the questions submitted is needed. The full budget is being reviewed.

Moved from Chair

263/23 THAT the following questions be put to the student body through the referendum being held 18-21 September 2023.

Should the proposed Otago University Students’ Association (OUSA) budget for 2024 be recommended in its entirety to the student body?
~~Should PricewaterhouseCoopers be appointed the 2024 auditors for OUSA?~~
Should OUSA introduce a Cultural Representative to advocate for and support students from diverse cultural backgrounds?
Should OUSA lobby the government for legislative change to include a Māori and Pasifika seat on the University of Otago Council?
Should OUSA lobby the University of Otago to employ at least one Rainbow Advocate to provide support to queer/rainbow students within the University of Otago?
Should OUSA include a Queer/Rainbow Representative on the OUSA Executive committee?
Should OUSA advertise orientation week with stylised posters such as those displayed around the link and in Poppa’s Pizza?
Should the OUSA Presidential position be renamed to the OUSA Big Chungus?
Should OUSA provide a student bar for students in the North Dunedin area?
Should OUSA lobby the government to repeal the Voluntary Student Membership (VSM) Bill?
Should OUSA advocate for drug and alcohol harm reduction for the student population; including but not limited to initiatives for colleges?
Should OUSA support the University of Otago Sustainability Office to source sustainable transport options (such as a train) running between Dunedin and Christchurch at key times of the year?
Should OUSA lobby the University of Otago that teaching staff should be required to have an explicit statement on course outlines stating that all students have the option of submitting assignments in Te Reo Māori?
Should OUSA lobby the University of Otago to consult with students of the relevant department prior to the announcement of papers and programme cuts in that department?
Should OUSA lobby the University of Otago to include more Māori and Pasifika cultural awards in the Blues and Golds awards?
Should OUSA lobby the University of Otago to provide sustainable food waste bins alongside recycling/landfill bins on campus?

Yes/No/Abstain

CARRIED U

RETURNING OFFICER APPOINTMENT FOR NOTING

The Secretary advised the executive Archie Ritchie a fourth-year law student has been appointed as the Returning Officer for the up and come elections and referendum.

BLUES & GOLDS TERMS OF REFERENCE AMENDMENTS FOR SETTING

The terms of reference have been out for notice.

Moved from the Chair

264/23 THAT The University of Otago Blues & Golds Terms of Reference version 3 be set.

CARRIED U

POLICY COMMITTEE AND EXECUTIVE CODE OF CONDUCT

Moved from the Chair

265/23 THAT the minutes of the policy committee meeting held on 24 August 2023 be received.

CARRIED U

Owing to this version of the code of conduct policy not being put for notice it would need to be passed by unanimity at this meeting. It would be helpful to have it passed as nomination advertising has started for the 2024 elections and reference is made to this document.

Moved from the Chair

266/23 THAT the Executive Code of Conduct Policy version 3 be set.

CARRIED U

SUSTAINABILITY COMMITTEE MINUTES

Moved from the Chair

267/23 THAT the minutes of the Sustainability Committee meeting held on 18 August 2023 be received.

CARRIED U

GRANTS COMMITTEE MINUTES

Moved from the Chair

268/23 THAT the minutes of the Grants Panel Meeting Round 5 be received and the recommendations be approved.

CARRIED U

AFFILIATION

Moved from the Chair

269/23 THAT the Te Hunga Mātai Taihara o Ōtākou Whakaihu Waka / The Criminology Society of the University of Otago Club be affiliated to OUSA.

CARRIED U

INTERNATIONAL STUDENTS’ NATIONAL CONFERENCE

Cyrus Yam has been invited to a national conference, 5-8 September with the New Zealand International student’s group, including other International Student leaders. The University of Otago has agreed to pay half. Cyrus will present a report the executive from this conference.

GENERAL BUSINESS

OUSA elections – a reminder please all get in behind them. Marketing and Comms’ will pop up to take a photo of the executive in action soon for some promotion.

Clubs Council meeting – 5 September at 5pm in the Otago Room, all welcome.

The Vice Chancellor recruitment form to be filled out please. This is an excellent opportunity for students to be involved in.

Valid Voter BBQ – help with the BBQ on 5 September please. The Electoral Commission staff will be in attendance but not sure how many.

Meeting closed

Signed: ___________________________________ Date: _________

Meeting Minutes

25 August 2023