MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON FRIDAY 22 SEPTEMBER 2023 AT 10.01AM

PRESENT

Quintin Jane (Chair), Imogen Macalister, Emily Fau-Goodwin, Keegan Wells, Lilly Baird, Elisepa Taukolo, Cyrus Yam, Mai Heaphy Butts (zoom), Haki Hamilton and Tessa Campbell (zoom).

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Nina Brown (Critic news reporter).

APOLOGIES

            Kaia Kahurangi Jamieson and Emily (Emz) Bull

            Moved from the Chair

293/23 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

294/23 THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

295/23 THAT the minutes of the executive meeting held on 15 September 2023 be accepted as a true and correct record.

                                                                                                                        CARRIED U

MATTERS ARISING

Executive Officer duties – please get any amendments to your job description to Imogen so they can be updated.

MINUTES OF THE EMERGENCY EXECUTIVE MEETING

            Moved from the Chair

296/23 THAT the minutes of the emergency executive meeting held on 15 September 2023 be accepted as a true and correct record.

                                                                                                                        CARRIED U

RATIFICATION OF EMERGENCY MEETING MOTIONS

            Moved from the Chair

297/23 THAT the motions be ratified from the emergency executive meeting held on 15 September 2023.

                                                                                                                        CARRIED U

AFFILIATION

            Moved from the Chair

298/23 THAT the Matagouri Rural Medicine Club be affiliated to OUSA.

                                                                                                                        CARRIED U

OUSA UPDATES

Lots of recruitment now – Student Media Manager, Radio One Manager, Student Support Centre Manager and an Events staff member is moving to a clubs and societies role, leaving a vacancy in the Events department.

Debbie attending a OUSA Holding Meeting this afternoon and has leave Thursday and Friday next week.

Sophia Charter article in the Listener magazine this month.

Moved from the Chair

299/23 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 10.07am.

                                                                                                                        CARRIED U

            Tessa arrived via zoom at 10.10am

            Moved from the Chair

300/23 THAT the meeting move out of confidential committee at 10.14am.

                                                                                                                        CARRIED U

GRANTS PANEL MEETING

            Moved from the Chair

301/23 THAT the minutes of the Grants Panel meeting held on 21 September 2023 be received and the recommendations be approved.

                                                                                                                        CARRIED U

EXECUTIVE THIRD QUARTER REPORTS

            Moved from the Chair

302/23 THAT Elisepa Taukolo’s third quarter report be received and she be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

303/23 THAT Lilly Baird’s third quarter report be accepted and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

304/23 THAT Cyrus Yam’s third quarter report be accepted and he continue to be paid his honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

305/23 THAT Emily Fau-Goodwin’s third quarter report be accepted and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

306/23 THAT Keegan Wells’ third quarter report be accepted and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

307/23 THAT Tessa Campbells’ third quarter report be accepted and she continue to be paid her honorarium.

                                                                                                            CARRIED U

            Moved from the Chair

308/23 THAT Mia Heaphy Butts’ third quarter report be accepted and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

309/23 THAT Imogen MacAlister’s’ third quarter report be accepted and she continue to be paid her honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

310/23 THAT Haki Hamilton’s’ third quarter report be received and he be paid his honorarium.

                                                                                                                        CARRIED U

            Haki notified the meeting he is writing a Tikanga document for OUSA and our companies which is being looked over by Tangata whenua before he presents it.

            Haki also wished to remind the executive of the Te Reo classes at the Te Rōpū whare on Castle Street.

            Moved from the Chair

311/23 THAT Quintin Jane relinquishes the Chair to Imogen Macalister at 10.41am.

                                                                                                                        CARRIED U

            Moved from the Chair

312/23 THAT Quintin Jane’s third quarter report be accepted and he continue to be paid his honorarium.

                                                                                                                        CARRIED U

            Moved from the Chair

313/23 THAT Imogen Macalister relinquishes the Chair back to Quintin Jane at 10.43am.

                                                                                                                        CARRIED U

ELECTIONS AND REFERENDUM RESULTS

            As attached for noting.  Congratulations to Keegan Wells on her election as President 2024.  Loud applause was heard.

            More discussion at another meeting about the referendum results and what they mean.

GENERAL BUSINESS

Lockers – we were advised that there will be some changes and a tidy up of the clubs and societies lockers.

International Cultural Expo 2023 – this is being held this afternoon until 5pm in the Main Common Room. All invited.

There was a suggestion that each Executive member think about what legacy they would like to leave when they finish at OUSA.

There is a handover meeting with the Advisory Board this afternoon with Quintin and Debbie attending.

A suggestion a retreat be held at Trotters Gorge with the current and new Executives, Te Rōpū Māori and University of Otago Pacific Island Students Assn for a bonding and learning experience.

BBQ – all invited to a BBQ with Te Rōpū and UOPISA at the TRM whare on Castle Street today – 12pm – 2pm.

Meeting closed at 10.51am

Signed: ___________________________________                        Date: _________