Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE OUSA EXECUTIVE BULLPEN ON 9 APRIL 2025 AT 9.01AM
PRESENT
Liam White (Chair), Amy Martin, Daniel Leamy, Stella Lynch, Amy Whyman, Deborah Huang, Josh Stewart, Jett Groshinski, Callum Hadlow and Ngātiki Taylor
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Hanna Varrs (Critic news reporter), Siobhan Smith (Library Services) and Bailey Hadlow (Executive Dog)
APOLOGIES
Seluvaia Ratoul
Ngātiki Taylor for lateness
Moved from the Chair
193/25 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
194/25 THAT the minutes of the executive meeting held on 9 April 2025 be accepted as a true and accurate record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
195/25 THAT Debbie Downs, Donna Jones, Hanna Varrs and Siobhan Smith be granted speaking rights for the duration of this meeting.
CARRIED U
Ngātiki arrived at 9.05am
EXECUTIVE QUICK ROUND UP
An around the table update was held.
OUSA UPDATE
Hyde Street party went well and more will be discussed at the Board level later
CEO Executive Assistant interviews being held
The planning for a national meeting to be hosted by OUSA in Mid-May still being discussed. Liam was grateful to receive support and advice from VUSA President Liban about issues with ATSA.
MARKETING/MEDIA UPDATE
Liam had interviews from Hyde Street that went well.
ATSA media.
POLICY TO SET
Moved from the Chair
196/25 THAT the University of Otago Blues and Golds Awards Panel Terms of Reference version 3 be set.
CARRIED U
GRANTS PANEL ROUND 2 MINUTES AND RECOMMENDATIONS
Moved from the Chair
197/25 THAT the minutes of the Grants Panel Round 2 held on 4 April 2025 be received and the recommendations be approved.
CARRIED U
LIBRARY SERVICES – GUEST
Siobhan was invited to address the meeting. She was keen to liaise with OUSA to see how the library can be accessed more by students and promote other activities to be held in the library. There are sensory spaces being set up, places to play music hoping to be inclusive and welcoming to all.
There is an engagement team set up to help groups and to build a community hub.
Please let her know if you have any ideas.
EXECUTIVE FIRST QUARTER REPORT
Deborah left at 9.29am
Deborah returned at 9.37am
Moved from the Chair
198/25 THAT Deborah Huang’s first quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
OTAGO COASTAL BIOSPHERE DECISION
Further to the presentation at the last executive meeting about OUSA being involved in the Otago Coastal Biosphere project. It was reiterated there was no financial requirement and is a good environmental initiative and a commitment to a sustainable future.
Moved from the Chair
199/25 THAT OUSA endorse a partnership with the Otago Coastal Biosphere Project.
CARRIED U
LIFE MEMBERS DINNER PLANNING
The invitations have been sent out from the alumni office to all life members of OUSA to celebrate OUSA’s 135th birthday with a dinner on 24 May in the Staff Club.
There is to be no cost to OUSA, so we were hoping to find some fundraising ideas. The committee for social occasions may wish to be involved to help.
Callum left at 9.46am
DELEGATIONS
Liam is working on the documents and will have them for the next executive meeting.
Callum returned at 9.49am
REFERENDUM DATES
Moved from the Chair
200/25 THAT the Secretary be directed to call a Referendum from 9am 26 May 2025 and close at 4pm on 28 May 2025.
CARRIED U
Moved from the Chair
201/25 THAT the Referendum being held 26-28 May 2025 be held by electronic means only.
CARRIED U
GENERAL BUSINESS
Spelling Bee – it was suggested it could be fun to hold a spelling bee. More later.
Meeting closed at 9.56am
Signed: ___________________________________ Date: _________