Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE BULLPEN OFFICE, 640 CUMBERLAND STREET, DUNEDIN ON WEDNESDAY 16 APRIL 2025 AT 9.05AM
PRESENT
Liam White (Chair), Amy Martin, Amy Whyman, Daniel Leamy, Ibuki Nishida, Seluvaia Ratoul, Ngātiki Taylor, Deborah Huang and Callum Hadlow
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Hone Paul (Project Manager – Director of Marketing), Hanna Varrs (Critic News Editor) and Bailey Hadlow (Executive dog).
APOLOGIES
Stella Lynch, Jett Groshinski and Josh Stewart
Moved from the Chair
202/25 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
203/25 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
204/25 THAT Debbie Downs, Donna Jones, Hanna Varrs and Hone Paul be granted speaking rights for the duration of this meeting.
CARRIED U
TE RŌPŪ MĀORI UPDATE
A very productive hui held in Canterbury with many in attendance.
Happy that the memorandum of understanding will be signed today.
UOPISA UPDATE
Pleased the memorandum of understanding will be signed off today.
All going well.
OUSA UPDATE
Clubs and Societies building - Hopeful the plastic covering over the entire building will be removed this week.
TUAKIRITAKA GRADUATION CERTIFICATE PRESENTATION
Hone was invited to address the meeting and go through his presentation on the branding project on the changes to the graduation certificates.
As stated in an executive meeting last year, there has been consultation with alumni, staff and students.
The new design is to align with the University new identity without a radical change and still retain the traditional elements of the coat of arms and add the Tohu.
Te Rōpū Māori and University of Otago Pacific Island groups will be consulted for feedback and then anticipating the final design can be presented to a university council meeting on 10 June for them to make a decision at the university council meeting on 8 July.
AFFILIATIONS
Still waiting for their amended constitutions to come back to an executive meeting.
MEMORANDUM OF UNDERSTANDING OUSA -TRM & UOPISA
It is the first time a financial contribution has been outlined in the MoU’s. This will be worked out by OUSA contributing membership fees towards TRM and UOPISA.
Moved from the Chair
205/25 THAT the Common Seal be affixed to the Memorandum of Understanding between the Otago University Students’ Association and Te Rōpū Māori.
CARRIED U
Moved from the Chair
206/25 THAT the Common Seal be affixed to the Memorandum of Understanding between the Otago University Students’ Association and the University of Otago Pacific Island Students’ Association.
CARRIED U
No recent updates. The comprehensive 8-page article in Critic written by Hanna Varrs and illustrated by Tevya Faid is very good and worth a read explaining some of the goings on over the years with NZUSA. Well done, Hanna.
DELEGATIONS
As attached. All now live projects and each committee to minute meetings and report them to an executive meeting. The Executive agreed to endorse the following:
Community Services Cards for Students – Callum to double check this is possible as there were reservations.
Emergency Student Housing – Investigate viable emergency housing options for students as there isn’t any emergency housing at present.
Student Charter – Develop a Charter outlining OUSA’s key tasks and positions for local body elections and submissions.
Dunedin Sound at Otago – provide curated playlists of Dunedin artists via Radio One. Good for students’ wellbeing.
Life Members Dinner – a way to strengthen alumni relations and honour OUSA’s legacy. OUSA turns 135 on 20 May 2025.
Spelling Bee – host a charitable Spelling Bee to promote staff-student relations.
Special Consideration Accessibility – Identify and advocate for changes to make the special consideration process more accessible for student.
Local Body Elections – deliver a comprehensive civic engagement programme for the 2025 local body elections.
Student Senate – for a student senate from which to discuss key issues affecting students with input from University staff.
Students’ Financial Literacy – this idea would see OUSA Executive partner with student clubs and community groups to deliver financial education and advise to students experiencing hardship.
Rental Warrant of Fitness – advocate for the introduction of a mandatory WoF standard for rental properties.
Lecture Recordings – Advocate for a University-wide policy ensuring the consistent availability of recorded lectures with closed captions across departments. Thanks to those involved this is already well underway.
Te Whare Tāwharau Training for Academic Staff – Campaign for all academic staff and tutors to receive basic sexual violence prevention training via Te Whare Tāwharau.
Safe Streets – Map and promote safe walking routes around Dunedin using street lighting, camera presence and public support.
Paid Placements – Advocate for publicly funded support for unpaid placements, particularly in education, health, and social services.
Automatic Student Membership – campaign to repeal the 2011 Education Freedom of Association Act. (VSM Bill)
Sub warden Role – Advocate for tiered pay based on experience, clear role descriptions, and fairer treatment for sub wardens across colleges.
Collective Bargaining for Power and Wi-Fi Deals – OUSA would pursue collective agreements and deals for students; in the areas of power and Wi-Fi to support students through the cost-of-living crisis.
Student Winder Energy Payment – OUSA would pursue an advocacy campaign which would see the winter payment plan extended to tertiary students.
POLICY MINUTES AND ADVISORY BOARD POLICY FOR NOTICE
Moved from the Chair
207/25 THAT the minutes of the Policy Committee meeting held on 26 March 2025 be received.
CARRIED U
Moved from the Chair
208/25 THAT the Advisory Board Policy version 1 be put for notice.
CARRIED U
It was reiterated OUSA needs expert input with the policies. FINDEX were approached for a quote especially important to get the health and safety policies right. Also, Otago Community Trust and Weave Together – South Island’s Charity Consultancy would be good to enquire about as well.
RESIDENTIAL COMMITTEE TERMS OF REFERENCE
Amend clause 3.1.4 title Otago Postgraduate Students OPS should be Society of Postgrad Students - SPS
Moved from the Chair
209/25 THAT the Residential Committee Terms of Reference version 2 be set with the above correction of title to clause 3.1.4 above.
CARRIED U
REFERENDUM QUESTIONS
Moved from the Chair
210/25 THAT OUSA invites questions to adminvp@ousa.org.nz to close 2 May 2025 for the Referendum being held 26-28 May 2025.
GENERAL BUSINESS
Budget – it has been signalled the budget being delivered on 22 May will be a very challenging. Tertiary funding receiving less and for us to be aware.
Executive meeting – no meeting next week owing to the holidays and many people away.
Meeting closed at 10.04am
Signed: ___________________________________ Date: _________