Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN AND VIA ZOOM ON FRIDAY 24 NOVEMBER 2023 AT 10.07AM
PRESENT
Quintin Jane (Chair), Imogen Macalister, Kaia Kahurangi Jamieson, Mia Heaphy Butts (zoom), Emily Fau Goodwin, Lilly Baird (zoom), Emily Bull (zoom), Elisepa Taukolo, Keegan Wells and Cyrus Yam
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc376/23 THAT Keegan Wells, Cyrus Yam, Lilly Baird, Emily Bull and Elisepa Taukolo be co-opted onto the OUSA Standing Committee for the duration of this meeting.
CARRIED U
APOLOGIES
Haki Hamilton and Tessa Campbell
Moved from the Chair
sc 377//23THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc378/23THAT the minutes of the Executive meeting held on 10 November 2023 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
The OUSA Survey has been distributed to Management and executive members.
NZUSA congress meeting was held and some of our Executive attended. There was clear evidence there is a lot of work to be done. No election or budget set.
Emily Fau-Goodwin arrived at 10.10am
SPEAKING RIGHTS
Moved from the Chair
sc379/23THAT Donna Jones and Debbie Downs be granted speaking rights for the duration of this meeting.
CARRIED U
OUSA UPDATES – CEO 3RD QUARTER REPORT
As attached. Debbie went through her report and explained more fully.
Moved from the Chair
sc380/23 THAT the Chief Executive Officers’ third quarter report be received.
CARRIED U
Mia arrived at 10:13am
UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
Moving offices.
Organising for archives to go to the Hocken Library, proving to be a large task.
Elisepa getting ready to finish for the year and handover to the new President.
CARRIED U
NZUSA UPDATE
Quintin Jane, Keeqan Wells, Emily Fau-Goodwin, Abby Clayton (2024 Exec) and Emily Williams (2024 Exec) attended the NZUSA national congress meeting in Wellington recently. There were positive discussions however the meeting wasn’t quorate, the budget wasn’t finalised and next years’ executive weren’t elected so another meeting is to be held.
Student Job Search AGM – Quintin attended and was underwhelmed. The fees structure for 2024 should be investigated asap Quintin said.
EXECUTIVE FOURTH QUARTER REPORTS
Moved from the Chair
sc381/23 THAT Elisepa Taukolo’s fourth quarter report be received and she be paid her honorarium.
CARRIED U
Elisepa left 2at 10:26am
Moved from the Chair
sc382/23 THAT Mia Heaphy Butts fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
sc383/23THAT Lilly Baird’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Kaia Kahurangi Jamieson’s report was deferred for additions and amendments to be made.
Moved from the Chair
sc384/23THAT Kaia Kahurangi Jamieson’s fourth amended report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
sc 385/23THAT Cyrus Yam’s fourth quarter report be accepted with the amendments and to be paid his honorarium.
CARRIED
Moved from the Chair
sc386/23 THAT Emily Bull’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
sc387/23THAT Keegan Well’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
sc388/23THAT Emily Fau-Goodwin’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
sc389/23THAT Imogen Macalister’s fourth quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
sc390/23THAT Haki Hamilton’s fourth quarter report be received, and his honorarium be paid.
CARRIED U
Moved from the Chair
sc391/23THAT Quintin Jane relinquishes the Chair to Imogen Macalister at 11.01am
CARRIED U
Moved from the Chair
sc392/23THAT Quintin Jane’s fourth quarter report be accepted, and he continue to be paid his honorarium.
CARRIED U
Moved from the Chair
sc393/23THAT Quintin Jane resumes the Chair at 11.06am
CARRIED U
Moved from the Chair
sc394/23 THAT Tessa Campbell’s honorarium be suspended until her fourth quarter report is submitted in full and accepted.
Macalister: Against
Yam Abstain
CARRIED
OUSA STRATEGIC TO OPERATIONAL PLANS
As attached. A three-step process was used to ensure all departmental operational plans are fully informed by the new OUSA Strategic plan. Noting the plans are fluid and will be updated regularly as required to ensure they remain relevant.
Moved from the Chair
sc395/23 THAT the OUSA Strategic plan to Operational plans 2023 documents be received.
CARRIED U
AFFILIATION
Moved from the Chair
sc396/23 THAT MOV-E Club be affiliated to OUSA.
CARRIED U
APPOINTMENT TO STUDENT NETWORK AWARDS AND SNA TRUSTEE
Moved from the Chair
sc397/23 THAT Kyle Murdoch be appointed as Director to the Student Radio Network (SRN) Limited Board.
CARRIED U
Moved from the Chair
sc398/23THAT Kyle Murdoch be appointed as trustee to the Student Radio Network Charitable Trust.
CARRIED U
LIFE MEMBERSHIP OF OUSA
Nominations received this year were:
Elisepa Taukolo, Sean Norling, Maya Polaschek and Aaron Hawkins.
Moved from the Chair
sc399/23THAT Elisepa Taukolo OUPISA President be awarded Life Membership of OUSA.
CARRIED U
Moved from the Chair
sc400/23 THAT Sean Norling, Radio One Manager be awarded Life Membership of OUSA.
CARRIED U
Kahurangi Jamieson/Macalister
sc401/23 THAT Quintin Jane OUSA President be awarded Life Membership of OUSA.
CARRIED U
NEW ZEALAND INTERNATIONAL STUDENTS’ ASSN REPORT
Moved from the Chair
sc402/23 THAT the New Zealand International Students’ conference report document be received.
CARRIED U
REVISED LETTER OF EXPECTATIONS FOR OUSA HOLDINGS
As attached. This is in template form to be used in future and the Board wanted approval from the OUSA Executive. Quintin will advise the Board of the Executive’s acceptance.
Moved from the Chair
sc403/23 THAT the OUSA Executive accepts and approves of the changes to the letter of expectations for OUSA Holdings.
CARRIED U
POLICY COMMITTEE MINUTES
Moved from the Chair
sc404/23 THAT the minutes of the Policy Committee meeting held on 6 October 2023 be received.
CARRIED U
The minutes of the final meeting held today of the Policy Committee will be presented at the next executive meeting. In the meantime, OUPISA and TRM have submitted excellent documents to support more Blues and Golds awards for their Associations.
Haki informed us Kai Tahu have been consulted on his document and given their approval.
The Executive Job Description policy is a work in progress. It is yet to be finalised.
OUSA/SUSTAINABILITY MEMORANDUM OF UNDERSTANDING
This requires more discussion.
END OF YEAR EVENT
There isn’t going to be a wider OUSA Executive Christmas Party this year. They are talking about a gathering of Exec only to finish off the year.
EXECUTIVE RESIGNATION
Imogen Macalister informed the meeting she resigned last evening.
Moved from the Chair
sc405/23 THAT OUSA formally thank Imogen Macalister for her work this year on the OUSA Executive.
CARRIED U
GENERAL BUSINESS
No executive meeting next Friday.
Meeting closed at 11.52am
Signed: ___________________________________ Date: _________