Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE OUSA EXECUTIVE BULLPEN MEETING ROOM ON WEDNESDAY 21 MAY 2025 AT 9.02AM
PRESENT
Liam White (Chair), Amy Martin, Stella Lynch, Amy Whyman, Daniel Leamy, Ibuki Nishida, Jett Groshinski, Deborah Huang, Ngātiki Taylor and Callum Hadlow
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Professor Stuart Brock (Deputy Vice Chancellor - Academic), Gabriel Jonson (Observer), Gryffin Blockley (Staff Writer), Molly Smith-Soppet (Staff Writer), Nina Brown (Critic Editor) and Hanna Varrs (Critic News Editor)
Callum arrived at 9.04am
APOLOGIES
Seluvaia Ratoul and Joshua Stewart
Moved from the Chair
245/25 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
246/25 THAT the minutes of the executive meeting held on 14 May 2025 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
247/25 THAT Stuart Brock, Debbie Downs, Donna Jones,Gryffin Blockley and Molly Smith-Soppet be granted speaking rights for the duration of this meeting.
CARRIED U
MEET AND GREET WITH STUART BROCK – DEPUTY VICE CHANCELLOR – ACADEMIC
Professor Brock addressed the meeting confirming the executive he would like an open-door policy and encourages them to contact him should they wish, encouraging a good working relationship. He then invited questions.
Callum left at 9.07am and returned at 9.08am
EXECUTIVE QUICK ROUND UP
A busy week for most.
OUSA UPDATE
Sophia Charter training this afternoon
OUSA insurance – please answer insurance questions as per email as this is a requirement from them.
Clubs and Societies building looking good – an opening will be planned soon to thank contractors and all involved.
A 30-page constitution has now been completed. Conference planning for this weekend underway.
MARKETING AND MEDIA UPDATE
Lots of media around the housing issues.
The Bog Hotel faces having its liquor licence suspended after ignoring an order to remove padlocks from two of its three fire exits. Liam was asked for comment by the media, and he viewed it as dangerous for everybody inside.
OPSA/OUSA PROVISION OF SERVICE RENEWAL
As attached. This document has been reviewed for another term. Together OPSA and OUSA form the broader Dunedin Tertiary Community. OPSA benefits from this agreement by not having to invest in establishing their own relevant infrastructure.
Moved from the Chair
248/25 THAT the provision of Service between the Otago Polytechnic Students’ Association Incorporated (OPSA) and the Otago University Students’ Association Incorporated (OUSA) dated 21 May 2025 be accepted and signed by both parties.
CARRIED U
GRANTS ROUND (3) MINUTES AND RECOMMENDATIONS
There were a couple of applications from people who were refused last round and declined this round.
There was a discussion about the definition of Koha when applying for grants, especially when buying Kai. It was suggested that perhaps a policy should be developed on the use of Koha for grant applications.
Amy W left the meeting at 9.26am
Discussions were held about informing our clubs and societies of the interpretation and transparency of our BDS posture when it comes to purchasing pizza and other related issues that arise from our stance.
Moved from the Chair
249/25 THAT the minutes from the Grants round (3) held on 16 May 2025 be received and the recommendations be approved.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
250/25 THAT Hanna Varrs and Nina Brown be granted speaking rights for the duration of this meeting.
CARRIED U
ACADEMIC COMMITTEE MINUTES
As attached.
Moved from the Chair
251/26 THAT the minutes from the Academic Committee held on 24 March 2025 be received.
CARRIED U
POLICIES FOR SETTING
Both policies have been up for notice this week.
Moved from the Chair
252/25 THAT the Welfare and Equity Committee Terms of Reference version 6 be set.
CARRIED U
Moved from the Chair
253/25 THAT the Executive Travel Expenses Policy version 4 be set.
CARRIED U
BULK STUDENT POWER AND WIFI PROPOSAL
As attached. This proposal hasn’t been shared with the wider OUSA yet, primarily want to get feedback from the executive first. Ideas that OUSA approach providers to obtain cheaper power and WiFi and perhaps partner with a provider.
Moved from the Chair
254/25 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 9.36am.
CARRIED U
Moved from the Chair
255/25 THAT the meeting move out of confidential committee at 9.41am
HAPPY 135TH BIRTHDAY OUSA
OUSA’s birthday was celebrated with cake and a Kereru landing on our kowhai tree on the lawn.
Moved from the Chair
256/25 THAT OUSA celebrate turning 135 years on 20 May 2025 and commend all that have contributed to this amazing organisation and may there be many more.
CARRIED U
GENERAL BUSINESS
Te Rōpū Māori – Happy 30th Birthday, there will be a celebration at 5pm on 26th May
Local Body Elections -
Moved from the Chair
257/25 THAT the meeting move into confidential committee for reasons of personal privacy at 9.44am
CARRIED U
Moved from the Chair
258/25 THAT the meeting move out of confidential committee at 10.14am
CARRIED U
Callum left at 9.47am
Ibuki left at 9.47am
Jett left at 9.53am
Jett Groshinski has been nominated to stand for the Local Body Elections, and he wanted to inform the executive and discuss if there would be any ramifications with the two roles. To be discussed at next week’s executive meeting.
Meeting closed at 10.16am
Signed: ___________________________________ Date: _________