Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON TUESDAY 19 MARCH 2024 AT 3.31PM
PRESENT
Keegan Wells (Chair), Emily Williams (part Chair), Hanna Friedlander, Tara Shepherd, Telekalafi Likiliki, Abby Clayton, Emma Jackson, Stella McCurdy, Liam White, Stella Lynch and Ibuki Nishida
IN ATTENDANCE
Donna Jones (Minute Secretary), Nina Brown (Critic Editor) and Hugh Arskerud (Critic News Editor).
APOLOGIES
Gemella Reynolds-Hatem
Ibuki Nishida for leaving early.
Moved from the Chair
95/24 THAT the above apologies be accepted.
CARRIED U
Emily relinquished the Chair to Keegan at 3.33pm
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
96/24 THAT the minutes of the executive meeting held on 5 March 2024 be accepted as a true and correct record.
CARRIED U
MINUTES OF THE PREVIOUS EMERGENCY MEETING
Moved from the Chair
97/24 THAT the minutes of the previous emergency meeting held on 13 March 2024 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
The letters have been sent.
RATIFY THE MINUTES OF THE EMERGENCY MEETING
Moved from the Chair
98/24 THAT the minutes of the emergency meeting held on 13 March 2024 be ratified.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
99/24 THAT Donna Jones and Nina Brown be granted speaking rights for the duration of this meeting.
CARRIED U
OUSA UPDATES
Debbie away so a fuller report at the next meeting.
Ibuki arrived at 3.35pm
UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE
Everyone doing really well. There are many AGM’s and welcomes keeping the entire Pacific Island community busy.
Fiji welcome, Male Mental Health, Tongan students AGM, Commerce SGM, Samoan Social, Humanities and Law welcome held, Back to Basics workshop, Moana Nui festival being held at the Stadium on 23 March and the UOPISA SGM.
BEREAVEMENT OF LIFE MEMBER
Moved from the Chair
100/24 THAT OUSA staff and executive extend their condolences to the family of David Richardson former Director of Student Services and OUSA Life Member.
` CARRIED U
POLICY AMENDMENT
The name change of the Society for Postgraduate Students Association has a follow on that requires changes to some of the Duties of the Executive Officers clauses 11.6 & 11.13.
Moved from the Chair
101/24 THAT the Duties of the Executive Officers version 12 be amended and set.
CARRIED U
AFFILIATIONS
Moved from the Chair
102/24 THAT the meeting move into confidential committee for reasons of personal privacy sensitivity at 3.40pm.
CARRIED U
Moved from the Chair
103/24 THAT the meeting move out of confidential committee at 3.50pm.
CARRIED U
The International Youth and Students for Social Equality (Otago) have applied for affiliation and the affiliation policy states you can’t be like a pre-existing club, as per clause 3.6.2 in the Club Affiliation Policy "Be distinctly different from those already affiliated". It was considered that this club was very similar to the Otago University International Socialists Club, so affiliation was declined.
Moved from the Chair
104/24 THAT the Otago University Korean Students’ Association be affiliated to OUSA.
CARRIED U
Moved from the Chair
105/24 THAT the Anatomy and Physiology Students’ Association be affiliated to OUSA pending the amendment of clause 17.14 regarding term of office.
CARRIED U
GRANTS PANEL MEETING AND RECOMMENDATIONS
Moved from the Chair
106/24 THAT the minutes of the Grants Panel Meeting Round 1 held on 13 March 2024 be received and the recommendations be approved.
CARRIED U
EXECUTIVE COLLECTIVE GOALS
It was suggested that the executive as a group work towards something, all get on the same page. The Lecture recordings policy was discussed as a goal.
A day long hui together about planning and goal setting should be organised.
Abby is working on strategies of how other University Students Association collaborate. Keegan has been talking with VUWSA.
APPOINTMENT TO FINANCE AND EXPENDITURE COMMITTEE
Moved from the Chair
107/24 THAT Emily Williams be appointed to the Finance, Expenditure and Strategy Committee (FESC) for 2024.
CARRIED U
TIK TOK
It was suggested OUSA Executive use Tik Tok to reach more students to get involved with OUSA. Emma happy to plan and assist with idea so please give any ideas to her.
EXECUTIVE FIRST QUARTER REPORTS
Keegan designed a form for the executive to give her feedback on all reports each quarter. The format this year will be that each executive member will be invited to talk to their report and then leave the room for honest and open discussion and feedback will be given when they return.
Tele’ left at 4.03pm and returned at 4.04pm
Moved from the Chair
108/24 THAT Telekalafi (Tele) Likiliki’s first quarter report be received, and she be paid her honorarium.
CARRIED U
Ibuki left at 406pm and returned at 4.07pm
Moved from the Chair
109/24 THAT Ibuki Nishida’s first quarter report be accepted, and he continue to be paid his honorarium.
CARRIED U
Emily left at 4.09pm and returned at 4.10pm
Moved from the Chair
110/24 THAT Emily Williams first quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Abby left at 4.11pm and returned at 4.12pm
Moved from the Chair
111/24 THAT Abby Clayton’s first quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Stella Lynch left at 4.15pm and returned at 4.16pm
Moved from the Chair
112/24 THAT Stella Lynch’s first quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Tara left at 4.17pm and returned at 4.18pm
Moved from the Chair
113/24 THAT Tara Shepherd’s first quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Liam left at 4.19pm and returned at 4.20pm
Moved from the Chair
114/24 THAT Liam White’s first quarter report be accepted, and he continue to be paid his honorarium.
CARRIED U
Emma left at 4.22pm and returned at 4.23pm
Moved from the Chair
115/24 THAT Emma Jackson’s first quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Stella McCurdy left at 4.24pm and returned at 4.26pm
Moved from the Chair
116/24 THAT Stella McCurdy’s first quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Hanna Friedlander left at 4.28pm and returned at 4.30pm
Moved from the Chair
117/24 THAT Hanna Friedlander’s first quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
118/24 THAT Keegan Wells relinquish the Chair to Emily Williams at 4.31pm.
CARRIED U
Keegan left at 4.32pm and returned at 4.33pm
Moved from the Chair
119/24 THAT Keegan Wells first quarter report be accepted, and she continue to be paid her honorarium.
CARRIED U
Moved from the Chair
120/24 THAT Emily Williams relinquish the Chair to Keegan Wells at 4.34pm.
CARRIED U
GENERAL BUSINESS
Residential Representative is taking leave 22/3 – 8 April and has requested her honorarium be suspended for the time she is on leave. Any enquiries for this position to Keegan or Emily.
Association Secretary on leave – Donna has been invited to attend Hon Grant Robertson’s valedictory speech in Parliament on 20 March 2024 and will be on leave until Monday 25 March 2024. Keegan will be going to Wellington with Donna and will visit campuses whilst she is there.
Podcast – Hanna suggested the executive could make a podcast explaining their positions and what they get up to. She reiterated she has approval from university departments and has a good relationship with them.
Critic Column – Gemella is taking the space next but if the executive have something they would like to write about please send it to critic@critic.co.nz
Meeting closed at 4.40pm
Signed: ___________________________________ Date: _________