MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON THURSDAY 29 AUGUST 2024 AT 9.02AM

PRESENT

Keegan Wells (Chair), Daniel Leamy, Hanna Friedlander, Ibuki Nishida, Stella Lynch, Emma Jackson and Telekalafi Likiliki

IN ATTENDANCE

            Debbie Downs (Chief Executive Officer) and Donna Jones (Minute Secretary)

APOLOGIES

            Emily Williams, Liam White and Tara Shepherd

            Gemella Reynolds-Hatem and Telekalafi Likiliki for lateness

            Moved from the Chair

308/24 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

            Moved from the Chair

309/24 THAT the minutes of the executive meeting held on 27 August 2024 be accepted as a true and correct record.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

310/24 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

EXECUTIVE QUICK ROUND UP

            Each member present gave an account of what they had been doing this week.

            Telekalafi arrived at 9.06am

UNIVERSITY OTAGO PACIFIC ISLAND STUDENTS’ ASSOCIATION UPDATE

            Tele’ gave an overview of their busy week.

OUSA UPDATES

            A person fainted at clubs and socs but no injuries and was managed well.

The health and safety App which will include lodging maintenance requests is going to the next health and safety meeting for approval.  Staff and Executive will be able to scan the QR code and follow the prompts. There will be many posters circulated. 

The OUSA budget for 2025 has been taking up a lot of time and will be presented to the University once it is approved and accepted by the Executive.

Board meetings held with Commercial and Holdings Boards.

Beerfest and Ori 2025 marketing meetings been held for new ideas to promote.

AFFILIATION

Alter clause 2.3.1 to remove the part from the role description that the Education Rep step in when a class representative wasn’t present. Emma will inform the Clubs Development Officer for them to amend this.

Moved from the Chair

311/24 THAT the Otago Speaking French Club be affiliated to OUSA with the above amendment to clause 2.3.1 of their constitution.

                                                                                                                        CARRIED U

COURSESPY

There was a general agreement that the executive would be happy to work with CourseSpy on their projects.  Confidentiality to be adhered to.  Where to go in the future.  Stella will organise a further meeting to follow up.

OUSA/NATIONAL DISABLED STUDENTS ASSOCIATION MOU

NDSA used to be funded through NZUSA directly.  OUSA has allowed for the $5,000 funding in their Executive budget line.

Moved from the Chair

312/24 THAT the common seal be affixed to the Memorandum of Understanding between the Otago University Students’ Association (OUSA) and the National Disabled Students’ Association (NSDA) and their funding be paid.

                                                                                                                        CARRIED U

CONSTITUTIONAL REVIEW COMMITTEE MINUTES

            Moved from the Chair

313/24 THAT the minutes of the constitutional Review Committee meeting held on 22 August 2024 be received.

                                                                                                                        CARRIED U

FINANCE, EXPENDITURE & STRATEGY COMMITTEE MINUTES

            Moved from the Chair

314/24 THAT the minutes of the Finance, Expenditure & Strategy Committee (4) meeting held on 14 August 2024 be received.

                                                                                                                        CARRIED U

BIRD OF THE YEAR NOMINATION

There was a lively discussion why certain birds should be nominated.  Rock Wren, Takahe, Kaka, Hoiho and Toroa - Albatross were chosen.

Moved from the Chair

315/24 THAT the OUSA Executive nominate the Toroa – Antipodean Albatross as Bird of the Year 2024.

                                                                                                                        CARRIED U

OUSA BUDGET 2025 FOR UNIVERSITY CONSIDERATION

As requested there has been more work done on reducing lines of the budget further.

Moved from the Chair

316/24 THAT the OUSA Executive receive and accept the proposed 2025 OUSA budget and agree to submit it to the University for Service Level Agreement - SLA approval.

                                                                                                                        CARRIED U

If changes are needed to the budget after SLA negotiations have taken place. It will be represented to the Executive for approval.    

Once the budget has been approved by the University the executive will agree to submit it to the student body for acceptance in its entirety.

            Well done to everyone for their hard work with the budget this year.

            The Executive have requested that templates be developed for future budget rounds. This will be discussed at the next FESC meeting

GENERAL BUSINESS

Careers – Hanna has been approached if OUSA could further support their initiatives running interview sessions for students.  There may be workshops held with recordings or using zoom.

Meeting closed at 9.59am

Signed: ___________________________________                        Date: _________