MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE OUSA EXECUTIVE BULLPEN MEETING ROOM ON WEDNESDAY 28 MAY 2025 AT 9.05AM      

PRESENT

Liam White (Chair), Amy Martin, Stella Lynch (zoom), Daniel Leamy, Amy Whyman (part Chair), Ibuki Nishida, Jett Groshinski, Joshua Stewart, Deborah Huang, Ngātiki Taylor and Seluvaia Ratoul

IN ATTENDANCE

Donna Jones (Minute Secretary), Debbie Downs (Chief Executive Officer), Nina Brown (Critic Editor) and Molly Smith-Soppet

APOLOGIES

          Stella Lynch and Jett Groshinski for leaving early

          Moved from the Chair

259/25 THAT the above apologies be accepted.

                                                                                                                      CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Nina Brown and Hanna Varrs appeared twice under speaking rights

          Moved from the Chair

260/25 THAT the minutes of the executive meeting held on 21 May 2025 be accepted as a true and accurate record with the above amendments.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

            Moved from the Chair

261/25 THAT Donna Jones, Debbie Downs, Nina Brown and Molly Smith-Soppet be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

MOTION TO ALTER AGENDA

          Moved from the Chair

262/25 THAT the order of the agenda be altered, move item 13 up ahead of item 6 to enable a member to leave the meeting and attend a class test.

                                                                                                                        CARRIED U

CAMPAIGNS & CONFLICT OF INTEREST PLAN – LOCAL BODY ELECTIONS

Jett requested that part of the introduction of his proposal on the conflict of interest be held in confidence owing to a sensitive issue.

Moved from the Chair

263/25   THAT the meeting move into confidential committee for reasons of personal privacy at 9.10am

                                                                                                                          CARRIED U

              Moved from the Chair

264/25   THAT the meeting move out of confidential committee at 9.13am

                                                                                                                          CARRIED U

              Moved from the Chair

265/25 THAT Amy Whyman assume the chair at 9.13am owing to Liam White’s stated his conflict of interest.

                                                                                                                          CARRIED U

              Jett was invited to continue his introduction and go through his attached proposal on how he will manage any conflict of interest and maintain his workload whilst running for local body elections and being the OUSA Political Representative on the OUSA executive – as attached.

              Concern was expressed at the perceived lack of transparency during this process of Jett being nominated and the executive being informed.

              It was expressed how Politics Week at the university held during this time is a large part of the Political Reps’ role and some see this as a conflict?  Others had offered to assist with the workload during this time.

              The discussion on the Campaigns submitted along with the conflict-of-interest proposal, Free Our Future, Protect Our Education, and Stop the Cuts and Universal Student Allowance – an OUSA led campaign plan would be difficult to run and presented last minute. It was pointed out these are Labour party campaigns.

              There was a discussion if there was a vacancy on the executive a by election would be problematic during this busy time.

              Jett proposed four options to the executive to decide.

              Option A Baseline Separation

Description: I remain Political Representative but step back from Local-Body-Election (LBE) projects and relinquish the PAC chair.
Goal: Maximum continuity of advocacy work with minimal conflict risk.

Option B Heightened Separation

Description: I keep the Political Rep title but fully withdraw from all PAC and LBE-related work.
Goal: Give the Exec extra assurance by stripping away every political-events task.

Option C Reassignment to General Executive

Description: I become a General Executive Member
Goal: Remove the formal political-advocacy title while preserving the Exec vote and labour.

Option D Full Resignation

Description: I leave the Executive entirely. Exec triggers a by-election.
Goal: Eliminate all possibility of perceived conflict.

Jett left at 9.50am

            Moved from the Chair

266/25 THAT the meeting move into confidential committee for reasons of personal privacy at 9.59am.

                                                                                                                        CARRIED U

            Moved from the Chair

267/25 THAT the meeting move out of confidential committee at 10.03am.

                                                                                                                        CARRIED U

            Several straw polls were taken.

            Moved from the Chair

268/25 THAT the Liam White resume the Chair at 10.05am

                                                                                                                        CARRIED U

            Moved from the Chair

  269/25 THAT the Executive agree for Jett Groshinski to adopt Option A - Baseline Separation. (Description: he remains Political Representative but step back from Local-Body-Election (LBE) projects and relinquish the PAC chair) during his election on the DCC Local-Body-Election this year.
                                                            Leamy/Lynch/Martin               Abstain:

                                                                        Stewart                        Against:

                                                                                                            CARRIED

Campaigns ideas – it was agreed this discussion should be postponed until another executive meeting with more time.  Stella queried why she hadn’t been informed of this idea before this.  These overlap with her role as Academic Rep.

 TE RŌPŪ MĀORI UPDATE

            A good birthday celebration was held last Monday.

Market – please come and support the TRM and UOPISA Market on Friday evening starting at 6.30pm.

Māori graduation had a great turnout.

UOPISA UPDATE

          Leadership weekend went well.

          Pacific Island graduations were held and enjoyed by all.

CHIEF EXECUTIVE OFFICER MAY REPORT

          Moved from the Chair

270/25 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 10.14am

                                                                                                                        CARRIED U

            Moved from the Chair

271/25 THAT the meeting move out of confidential committee at 10.18am

                                                                                                                        CARRIED U

            Moved from the Chair

272/25 THAT the Chief Executive Officers’ May report be received.

                                                                                                                        CARRIED U

AOTEAROA TERTIARY STUDENTS’ ASSN UPDATE

The conference was held in Dunedin with a large contingent attending.  It was a fragmented and difficult hui at times with people leaving early or walking out.  There is a proposal document being drafted and will be presented to OUSA to resume ATSA and a sub-committee of ATAG being developed alongside.

MARKING/MEDIA UPDATE

          Referendum going well. 

ODT has continued to cover many student issues, especially poor student housing on the front page this week.

TOUR OF CLUBS AND SOCIETIES BUILDING

Executive members are invited to have a good look at the new roof work and earthquake proofing of the building after this meeting.

REMINDER OF EXECUTIVE SECOND QUARTER REPORTS DUE 16 JUNE

Report due to the Secretary by 1pm on 16 June.  Please ensure you look at the reporting policy and template.

AFFILIATIONS

          Moved from the Chair

273/25 THAT the Swiftie Club be affiliated to OUSA.

                                                                                                                        CARRIED U

            The Bookworm Club – need to resend as their constitution needs revision. Tabled.

GENERAL BUSINESS

          Referendum – ensure questions are checked before being voted on.

Student flat visits went well and some of the worst flat were inspected as per invitation.  Since the publicity some students have contacted OUSA to have their flat viewed.

Meeting closed at 10.35am

Signed: ___________________________________            Date: _________