Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE OFFICE BULL-PEN ON THURSDAY 31 OCTOBER 2024 AT 9.02AM
PRESENT
Keegan Wells (Chair), Emily Williams, Ibuki Nishida, Emma Jackson, Tara Shepherd, Tele’ Likiliki, Stella Lynch, Daniel Leamy, Liam White and Hanna Friedlander
IN ATTENDANCE
Debbie Downs (Chief Executive Officer) and Donna Jones (Minute Secretary)
APOLOGIES
Hanna Friedlander for lateness
Moved from the Chair
404/24 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
405/24 THAT the minutes of the executive meeting held on 17 October 2024 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
406/24 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
OUSA UPDATES
Health and Safety – Debbie will talk to some of the Exec as work has been done already.
Two pictures fell off a wall in the SSC. No harm caused.
The new APP feedback is positive.
Clubs and Societies Building scaffolding going up, daily updates on morning report.
Beerfest planning underway, most of the Events team will be at the Stadium next week setting up.
13 December is OUSA Christmas party, and all are welcome to attend.
19 December is OUSA complete Christmas period shut down until Summer School begins.
UOPISA UDPATES
Helping with University staff recruitment. Things slowing down a little now.
POLICY COMMITTEE MINUTES, POLICIES AND TERMS OF REFERENCE
Moved from the Chair
407/24 THAT the minutes of the Policy Committee meeting version 7 held on Thursday 29 August 2024 be received.
CARRIED U
Moved from the Chair
408/24 THAT the Accountability Policy version 3 be amended and set.
CARRIED U
Moved from the Chair
409/24 THAT the Appointments Policy version 4 be amended and set.
CARRIED U
Moved from the Chair
410/24 THAT the Executive Discipline Procedure Policy version 3 be amended and set.
CARRIED U
Moved from the Chair
411/24 THAT the Grants Panel Terms of Reference version 5 be set.
CARRIED U
Moved from the Chair
412/24 THAT the Constitutional Review Committee Terms of Reference version 5 be amended and set.
CARRIED U
Hanna arrived at 9.10am
AFFILIATIONS
Our Club Development Officer and Clubs and Societies Representative have set up a google document to enable clubs to use when filling out forms to affiliate.
Student Birding Society to expand the purpose section.
Moved from the Chair
413/24 THAT the Student Birding Society be affiliated to OUSA with above amendment.
CARRIED U
Moved from the Chair
414/24 THAT the Otago University Gliding Club be affiliated to OUSA.
CARRIED U
ACKNOWLEDGEMENT OF STATE CARE SURVIVORS, DECEASED & FAMILIES
The Royal Commission of Inquiry was established on 1 February 2018 to investigate what happened to children, young people and adults in State care and in the care of faith-based institutions in Aotearoa New Zealand between 1950 and 1999.
The Royal Commission heard nearly 3000 survivor accounts of abuse and neglect.
The final report findings were made public on 24 July 2024 when the final report was presented to parliament.
The Government will deliver a public apology on behalf of the Crown to survivors and those deceased on 12 November 2024.
OUSA wished to acknowledge this as it affects our community and students at the University of Otago and Otago Polytechnic.
415/24 THAT OUSA acknowledges the survivors, deceased and families of those affected by the abuse in state care in Aotearoa New Zealand between 1950 and 1999.
CARRIED U
LETTER ON CODE OF CONDUCT
As attached. There have been discussions with the University and OUSA. Some grammatical and minor changes will be made to this letter and emailed to Exec.
Moved from the Chair
416/24 THAT OUSA receive the statement to Senior Leadership Team on the Code of Conduct, and it be submitted.
CARRIED U
DRAFT LECTURE RECORDINGS POLICY
Moved from the Chair
417/24 THAT the meeting move into confidential committee for reasons of personal privacy at 9.30am
CARRIED U
Moved from the Chair
418/24 THAT the meeting move out of confidential committee at 10.05am
CARRIED U
Lecture Recordings has been a long and complicated process with constant dialogue with the University, so it is important to have the full executive discuss this policy and give any further feedback to Stella. The current draft did not include anything about closed captions which is an essential part of the policy. A further full draft will be presented to another executive meeting for review. Well done, Buki, Tara, and Stella!
HONORARIUM PAYMENTS FOR EXECUTIVE 2025
As budgeted in the OUSA budget rounds, below, effective 1 January 2025.
President 40 hours $49,800
Administrative Vice President, Finance, Expenditure & Strategy Officer, Academic Rep and Welfare & Equity Rep
20 hours $24,900
Political Rep, Clubs and Societies Rep, Postgraduate Students’ Rep, International Students’ Rep and Residential Rep
10 hours $12,450
Ex- officio Executive members - Te Rōpū Māori Tumuaki and UOPISA President
5 hours $ 6,225
GENERAL BUSINESS
Submissions – Liam working on submission, Legislation Advisory Committee (LAC) at next meeting.
Student Health Meeting feedback – it was reported the wait times for appointments have greatly improved.
Digital Strategy and Partnership roadmap – Keegan said to let her know if anyone is interested in participating in this.
Executive fourth quarter reports with handover documents – these are due 1pm on 20 November please.
Graduation ceremonies in December. Please let Keegan know who is available to parade and sit on the stage.
"OUSA executive have ensured the internal procurement and advertisement process OUSA is aligned with the official boycott list on the BDS movement website. This will be up for review again in July of 2025"
Executive final get together – Christmas theme, bring potluck – Saturday, 5pm Hanna’s place.
‘Cliff’ the save our Southern Hospital campaign ambulance – Along with a group will be on campus tomorrow, there will be Halloween giveaways and music between exams outside the Auahi Ora cafe.
CHANGE OF EXECUTIVE MEETING TIME NEXT WEEK
Next executive meeting will at on 7 November at 10.30am.
Meeting closed
Signed: ___________________________________ Date: _________