Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD ON 5 MARCH 2025 AT 9.01AM IN THE EXECUTIVE BULL-PEN OFFICE
PRESENT
Liam White (Chair), Amy Martin, Daniel Leamy, Ibuki Nishida, Stella Lynch, Amy Whyman, Jett Groshinski, Ngātiki Taylor, Josh Stewart, Deborah Huang, Seluvaia Ratoul and Callum Hadlow
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Nina Brown (Critic Editor) and Bailey Hadlow
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc109/25 THAT Jett Groshinski, Ngātiki Taylor, Josh Stewart, Deborah Huang, Seluvaia Ratoul and Callum Hadlow be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
APOLOGIES
For noting Callum Hadlow will be late.
MINUTES OF THE PREVIOUS EXECUTIVE STANDING COMMITTEE MEETING
Moved from the Chair
sc110/25 THAT the minutes of the Executive Standing Committee meeting held on 12 February 2025 be accepted as a true and accurate record.
CARRIED U
MATTERS ARISING
Committee appointments –
Moved from the Chair
sc111/25 THAT Ngātiki Taylor and Seluvaia Ratoul be appointed to the University of Otago Committee of the Advancement of Teaching and Learning (CALT) for 2025.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc112/25 THAT Debbie Downs, Donna Jones and Nina Brown be granted speaking rights for the duration of this meeting.
CARRIED U
EXECUTIVE QUICK ROUND UP
Each executive member gave a brief overview of what is happening in their roles.
OUSA UPDATE
Debbie said there was focus on the Six60 event being held this weekend on the Union Lawn. The university has expressed some nervousness owing to the concert being open to the Public and not running it as our usual student run events. We have worked closely with them on risk mitigation for the event.
. Callum and Bailey Hadlow arrived at 9.11am
TE RŌPŪ MĀORI UPDATE
They have held their AGM and busy settled back into Uni etc
UOPISA UPDATE
General administration and busy with students
Meeting held on Monday so minutes will be at the next executive meeting.
Discussions held at the meeting on the structure of the year being compiled.
Working groups being worked out, if anyone from the exec’ are interested in being part of any groups please let Liam know.
MARKETING/MEDIA UPDATE
Women have come forward requesting art and sculptures by prominent artist John Middleditch who was convicted of sexual abuse years ago be removed from the University of Otago. They have been removed from the Dunedin Hospital.
The OUSA executive supports the removal of the art and a sculpture from around campus.
Work on Instagram and other events being planned.
MEMORANDUM OF UNDERSTANDING – OUSA/VC
Moved from the Chair
sc113/25 THAT the common seal be affixed to the Memorandum of Understanding between OUSA and the Vice Chancellor document.
CARRIED U
Further amendments were requested. Remove 2.31, numbering requires fixing as some are inconsistent, setting of fees, no consensus so no changes needed.
Moved from the Chair
sc114/25 THAT the Women in Business Club be affiliated to OUSA after the amendments above have been made to their constitution.
CARRIED U
REPORTING DATES FOR 2025
Moved from the Chair
sc115/25 THAT THE Executive first quarter reports be due to the Secretary by 1pm on Monday 17 March 2025.
CARRIED U
Moved from the Chair
sc116/25 THAT the Executive second quarter reports be due to the Secretary by 1pm on Monday 16 June 2025.
CARRIED U
Moved from the Chair
sc117/25 THAT the Executive third quarter reports be due to the Secretary by 1pm on Monday 15 September 2025.
CARRIED U
Moved from the Chair
sc118/25 THAT the Executive fourth quarter report be due to the Secretary by 1pm on Monday 17 November 2025.
CARRIED U
TREATY PRINCIPLES BILL SUBMISSION
Written submission attached, Liam and Jett did an oral submission as well.
Moved from the Chair
sc119/25 THAT the OUSA submission on the Treaty Principles Bill be accepted and approved. CARRIED U
BOYCOTT, DIVESTMENT AND SANCTIONS (BDS) COMPLAINT
Moved from the Chair
sc120/25 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 10.09am.
CARRIED U
Moved from the Chair
sc121/25 THAT the meeting move out of confidential committee at 9.55am.
CARRIED U
Stella Lynch and Amy Martin left at 9.55am
The OUSA Executive reached the consensus decision to review the BDS posture and pursue student feedback alongside a risk assessment and policy development.
Over the coming months the executive will seek to canvas the student opinion while maintaining the BDS posture and hope to make a decision by July 2025.
BUSINESS PLAN UPDATE
A forward-looking business plan to be adopted. Feedback will be sought from Managers and an annual financial plan done. Liam hoping for long term vision for OUSA.
Amy Martin and Stella Lynch thanked for guiding the President. Feedback from students at tent city was student welfare a priority, cost of living, culture, education accessibility, student housing. News of OUSA through Clubs and Socs.
ANNUAL AGENDA FOR EXECUTIVE DISCUSSION
Deborah Huang, Seluvaia Ratoul and Callum and Bailey Hadlow out at 10.34am
Cost of living - Jett, Liam, Daniel and Callum
Student Culture - Liam and Daniel
Student Welfare - Amy W, Amy M, Stella, Josh, Ibuki, Deborah, Ngātiki & Seluvaia
Education Accessibility - Stella, Josh and Ibuki
Student Housing - Amy W, Callum, Liam and Jett
New Era of OUSA – Liam, Daniel, Ibuki, Seluvaia and Ngātiki
Reports done monthly and there will be staff involvement.
COMMITTEES REMINDER
Ensure you make contact with the university if you haven’t heard from them. Please ensure you apologise if you can’t make a meeting. where appropriate please bring minutes to an executive meeting to keep us in the loop.
Stella Lynch returned at 10.35am
EXECUTIVE MEETINGS DISCUSSION
Monthly on a Wednesdays the executive meeting will be extended to a Board meeting, from 9am-11am. This to be finalised and availability checked.
WORKPLAN
As attached a comprehensive table outlining the years’ planning. Amy M and Liam will manage the updates.
DELEGATION OF POWERS BACK TO THE EXECUTIVE
Moved from the Chair
sc122/25 THAT the powers of the Standing Committee be delegated back to the Executive forthwith.
Meeting closed at 10.41am
Signed: ___________________________________ Date: _________