Meeting Minutes
MINUTES OF THE EXECUTIVE BOARD COMMITTEE MEETING HELD IN THE BULL-PEN OFFICE, CUMBERLAND STREET, ON WEDNESDAY 2 APRIL 2025 AT 9:04AM
PRESENT
Liam White (Chair), Amy Martin, Daniel Leamy, Stella Lynch, Amy Whyman Josh Stewart, Jett Groshinski, Ngātiki Taylor, Callum Hadlow and Seluvaia Ratoul.
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Hanna Varrs (Critic News Reporter) and Chanel Gardner (Otago Coastal Biosphere - Executive Officer)
APOLOGIES
Deborah Huang, Ibuki Nishida
Moved from the Chair
178/25 THAT the above apologies be accepted.
CARRIED U MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
179/25 THAT the minutes from the executive meeting held on 1 April 2025 be accepted as a true and accurate record.
CARRIED U
MATTERS ARISING
Clarity was given on how the executive delegate from sub-committees to exec for action. The intention is to have groundwork done before coming to exec meeting.
SPEAKING RIGHTS
Moved from the Chair
180/25 THAT Debbie Downs, Donna Jones, Hanna Varrs and Chanel Gardner be granted speaking rights for the duration of this meeting.
CARRIED U
OUSA UPDATE
- Starters Bar building demolished yesterday.
- Hyde Street Party this weekend, all going to plan thus far
- Free breakfasts still being well attended
TE RŌPŪ MĀORI UPDATE
- Lots of admin
- Te Rōpū Māori attended the relay for life event
- Hui coming up and Te Mana Akonga will be in attendance
UOPISA
- Hopeful there has been an office space found
- Lots of work with AGM’s etc
- Leadership camp coming up
AOTEAROA TERTIARY STUDENTS’ ASSOCIATION UPDATE & MINUTES
Moved from the Chair
181/25 THAT the minutes from the ATSA meeting held on 3 March 2025 be received.
CARRIED U
MARKETING/MEDIA UPDATE
No updates. The pre-scheduled meeting about branding etc will be on Friday next.
GRANTS PANEL MINUTES AND RECOMMENDATIONS
Moved from the Chair
182/25 THAT the minutes of the round 1 Grants Panel meeting held on 21 March 2025 be received and the recommendations be approved.
CARRIED U
AFFILIATION
Moved from the Chair
183/25 THAT the Otago Biochemistry and Genetics Students’ Association club be affiliated to OUSA.
CARRIED U
POLICIES TO SET
The following policies have been up for notice.
Moved from the Chair
184/25 THAT the Appointments Policy version 43 be set.
CARRIED U
Moved from the Chair
185/25 THAT the Grants Panel Terms of Reference version 5 be set.
CARRIED U
Moved from the Chair
186/25 THAT the Accountability Policy version 13 be set.
CARRIED U
Moved from the Chair
187/25 THAT Executive Discipline Procedure version 3 be set.
CARRIED U
Moved from the Chair
188/25 THAT the Political Action Committee Terms of Reference version 1 be set.
CARRIED U
POLICY FOR NOTICE
Moved from the Chair
189/25 THAT the Blues and Golds Panel Terms of Reference version 3 be put for notice.
CARRIED U
POLCOM MINUTES TO RECEIVE
Moved from the Chair
190/25 THAT the minutes from the Policy Committee meeting held on 12 March 2025 be received.
CARRIED U
GUEST: OTAGO COASTAL BIOSPHERE
Chanel Gardner, Executive Officer of the Otago Coastal Biosphere Organisation addressed the meeting to explain their purpose and what their campaign is about.
We are embarking on a journey to establish Aotearoa’s first UNESCO Biosphere Reserve. We believe that harmoniously integrating environmental conservation with cultural heritage and economic prosperity will foster a sustainable future for all.
The global vision is anchored in “prosperous people in a thriving environment”.
Our proposed Biosphere is rooted in the principles of Te Ao Māori, the Māori worldview, which emphasises the interconnectedness of all life forms and the importance of stewardship. This perspective enriches our approach to sustainability, offering valuable insights into living in harmony with the environment.
Chanel hoped OUSA would consider becoming a partner in this initiative. There are no financial requirements and at the very least we would help share a commitment to a sustainable future
The Executive thanked Chanel for coming and said they would discuss this throughout the week and decide at the next executive meeting.
SUBMISSION – TAXATION OF CHARITIES
As attached.
Moved from the Chair
191/25 THAT OUSA approves the submission on Taxation of Charities and agrees to it being submitted.
CARRIED U
CAPPING CHARITY 2025
Each year the Executive have the privilege of deciding on a charity to donate to. If we have lost property sales or donations we give the monies to a charity.
The finalists were: -
Riding for the Disabled
Southern Youth Development
Youthline Otago
Dunedin Curtain Bank
The Valley Project
Moved from the Chair
192/25 THAT the Valley Project be the Capping Charity for 2025.
CARRIED U
GENERAL BUSINESS
Relay for Life – the team of six has raised $859.65 so far. Amy W team leader would like any feedback.
Submissions for OUSA to consider writing on, are – Otago Regional Council Annual Plan, Otago Regional Public Transport Plan and the Dunedin City Council 9 Year Plan
It is Critic te arohi’s 100th birthday today and the executive wish to congratulate them.
Meeting closed at 10.19am
Signed: ___________________________________ Date: _________