Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE OUSA BULL-PEN OFFICE, CUMBERLAND STREET, DUNEDIN ON WEDNESDAY 14 MAY 2025 AT 9..00AM
PRESENT
Liam White (Chair), Amy Martin, Stella Lynch, Amy Whyman, Daniel Leamy, Ibuki Nishida, Jett Groshinski, Deborah Huang, Josh Stewart, and Callum Hadlow
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Nina Brown (Critic Editor), Hanna Varrs (Critic News Editor), Molly Smith-Soppet (Critic Writer) and Peyton Mitchell (Observer)
APOLOGIES
Ngātiki Taylor
Josh Stewart for leaving early
Moved from the Chair
225/25 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
226/25 THAT the minutes of the executive meeting held on 7 May 2025 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
227/25 THAT Debbie Downs, Donna Jones, Nina Brown, Hanna Varrs and Molly Smith-Soppet be granted speaking rights for the duration of this meeting.
CARRIED U
OUSA UPDATE
Amy W at 9.06am
Grants being applied for, including Creative NZ
Clubs and Societies building scaffolding down and car park back in use next week.
Callum arrived at 9.07am
ATSA UPDATE
Amy Martin attending the online meeting this week, the planning for the national conference here on 24-26 May underway.
MARKETING AND MEDIA UPDATE
Good ODT coverage and a letter to the Editor was received. Liam wrote a reply.
Internal communications working on referendum advertising.
AFFILIATION
Moved from the Chair
228/25 THAT the Chair be assumed by Amy Whyman at 9.09am
CARRIED U
Liam left at 9.09am
Liam returned at 9.10am
Stella expressed she was in favour of this club being affiliated. It was considered a bit of light-hearted fun and good for students to see the executive having a bit of entertainment amongst themselves.
Daniel wasn’t opposed to this club being affiliated.
There was opposing views and concern this could set a bad precedent and could encourage bullying.
Callum left at 9.14am
Is this compliant with the affiliation policy, including clubs being for the benefit of students and not risking bringing the association into disrepute.
Callum returned at 9.16am
Moved from the Chair
229/25 THAT the Daniel Leamy Fan Club be affiliated to OUSA.
Stewart, Leamy Abstain:
CARRIED
Moved from the Chair
230/25 THAT Liam White assume the Chair at 9.19am
CARRIED U
POLICY COMMITTEE MINUTES AND POLICIES
Moved from the Chair
231/25 THAT the Policy Committee (3) meeting minutes of 9 April 2025 be received.
CARRIED U
Moved from the Chair
232/25 THAT the Executive Travel Expenditure Policy version 4 be put for notice.
CARRIED U
Moved from the Chair
233/25 THAT the Welfare and Equity Committee Terms of Reference version 6 be put for notice.
CARRIED U
Moved from the Chair
234/25 THAT Submission Committee Terms of Reference version 2 be rescinded.
CARRIED U
FINANCE, EXPENDITURE & STRATEGY (FESC)
Moved from the Chair
235/25 THAT Finance, Expenditure & Strategy meeting minutes of 25 March 2025 be received.
CARRIED U
Moved from the Chair
236/25 THAT the letter of representation to the Executive from Audit Professionals Limited be received and signed.
CARRIED U
The workplan was submitted via email for information sharing.
OUSA SERVER REPLACEMENT PROPOSAL
This has been through a FESC meeting and a full proposal including costings attached, there are three proposals to consider. There was disapproval of the late notice of the replacement requirement of OUSA’s Servers, nonetheless there is a real need for the work to be done as they are out of warranty, aging and there is an increased risk of failure. Either proposal fits within the OUSA Capital Expenditure budget.
Moved from the Chair
237/25 THAT the OUSA Executive authorises the Chief Executive Officer to purchase the Servers as noted in Option 1 to replace both servers at a cost of $73,479.90.
CARRIED U
OUSA AUDITED FINANCIAL STATEMENTS FOR 2024
As attached these accounts are consolidated.
Moved from the Chair
238/25 THAT the Otago University Students’ Association Annual Audited Financial Statements for the year ended 31 December 2024 be received and accepted and presented to the student body in the Referendum on 26 – 28th May 2025.
CARRIED U
OUSA ANNUAL REPORT FOR 2024
As attached.
Moved from the Chair
239/25 THAT the 2024 OUSA Annual Report be received and accepted and presented to the student body at the Referendum on 26-28th May 2025.
CARRIED U
REFERENDUM QUESTIONS TO THE STUDENT BODY
Moved from the Chair
240/25 THAT OUSA submit the following questions to the Referendum being held 26th – 28th May 2025.
- Should the Otago University Students’ Association (OUSA) Annual Audited Financial
Statements for the year ended 31 December 2024 be received and accepted?
- Should OUSA's Annual Report for 2024 be received and accepted?
- Should OUSA advocate for students who are required to complete unpaid placements to be paid for the services they provide on such placements?
- Should OUSA establish student friendly bars and pubs in North Dunedin?
- Should OUSA adopt a policy for its operations that aligns with the call for "Boycotts, Divestment and Sanctions" movement?
- Should OUSA accept sponsorship from alcohol companies for OUSA run events and functions?
- Should OUSA endorse local election candidates who campaign for policies to support students and improve student outcomes in the upcoming 2025 Local Body Elections?
- Should OUSA lead a national campaign to repeal section 261 of the Education and Training Act 2020 to remove the right of voluntary student association membership
- Should OUSA lobby the Government to reinstate the student allowance for all postgraduate students (not just postgraduate honours students)?
- Should OUSA release a detailed annual report summarising OUSA's financial statements to all students who pay student services fees to the University of Otago?
- Should OUSA undertake a review of the eligibility criteria for the Hardship Grant to determine if the grant should be more accessible for a wider range of students?
- Should OUSA develop and undertake a safe-drinking campaign?
- Should OUSA establish roles on the OUSA Executive for a Disabled Students’ Representative and a Queer Students’ Representative?
- Should OUSA establish an elected position for each of the University of Otago's four academic divisions to sit on the OUSA Executive as 5-hour roles for 2026?
- Should OUSA establish a 10-hour role on the OUSA Executive for an Information and Transparency Officer to improve communication, access to information, and accountability of OUSA to students?
- Should the President's role on the OUSA Executive be extended to a two-year term? (without requirement for a re-election)
- Should OUSA lobby the University to include the Tūmuaki of Te Rōpū Māori on
University Council?
- Should OUSA lobby the University of Otago for mandatory consent and effective
bystander training to all student facing staff through Te Whare Tāwharau?
CARRIED U
AFFILIATED CLUBS COUNCIL MINUTES AND CONSTITUTIONAL CHANGES
Moved from the Chair
241/25 THAT the Affiliated Clubs Council meeting minutes of 6 May 2025 be received.
CARRIED U
Deborah summarised the proposed changes to the club’s constitution template as attached and asked for feedback from the executive.
MANDATORY TE WHARE TĀWHARAU TRAINING
As attached. The OUSA executive believes there should be the implementation of HYBRID training for all Tutor and Demonstrators given by Te Whare Tāwharau. It would contribute to a well-rounded training and education regime and creating a safer, more responsive and proactive university community. This training would also help the University continue to meet the Pastoral Care Code of Practice requirements.
Request for feedback please before any consideration of going to the staff at the university for their approval to proceed. Please email Amy Whyman.
SUBMISSION
Moved from the Chair
242/25 THAT OUSA Executive agree to submit the submission on the SH1 Safety Improvements – Dunedin one-way System.
CARRIED U
GENERAL BUSINESS
Graduation this weekend – Amy W, Amy M, Daniel and Callum to parade. Amy M and Daniel will sit on the stage.
BDS posture – it was pointed out that McDonalds McNuggets were mentioned in the Capping Show and could be seen as in opposition to our stance.
Health and Safety committee – When is this being implemented? There are quotes being obtained this month for a policy review from professionals as a complex job.
Lecture Recording Policy - Closed-captioning will not be a part of the Lecture Recording Policy as there is currently not a program capable of creating closed-captions for multiple languages in one piece of audio. The DVC-Māori has raised concerns regarding te reo Māori closed-captions – particularly that the closed-captioning software will generate egregiously bad captions in te reo Māori.
Local Council Elections– do we have any students running for local council elections?
CHIEF EXECUTIVE OFFICERS’ KPI’S
Moved from the Chair
243/25 THAT the meeting move into Strict Committee for reasons of personal privacy at 10.06am.
CARRIED U
Moved from the Chair
244/25 THAT the meeting move out of Strict Committee at 10.19am.
CARRIED U
Meeting closed 10.19am
Signed: ___________________________________ Date: _________