Executive Meeting Minutes

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September 15 2009

Meeting Highlights
It was a looong meeting of grants giving (too many to note this time) and HOURS of budget discussion. If you want to know what kind of intense discussions lie behind the OUSA’s budgets: these are the minutes for you!


Mike Bridges (Chair), Jos Hadfield, Harriet Geoghegan, Fiona Bradley, Imogen Roth, Lloyd Burr, Cordelia Huxtable, James Meager, Nathalie Saurat, Margi MacMurdo-Reading, Art Kojarunchitt, John Philipson, Neal Barber, Daniel Stride and Edwin Darlow

Aimee Gulliver (Critic Reporter), Amy Joseph (Critic Editor), Stephen Alexander (General Manager) and Donna Jones (Minute Secretary)

Sarah Parvaiz, Edwin Darlow, Claire Jackson and Daniel Stride
Fiona Bradley for leaving early

294/09 THAT the above apologies be accepted.

295/09 THAT the minutes of the executive meeting held on 8 September 2009 be accepted as a true and correct record.

Jos left at 5.28pm (Jos was nominated for a Blue Award)

Moved from the Chair
296/09 THAT the meeting move into Strict Committee for reasons of personal privacy at 5.28pm.

Moved from the Chair
297/09 THAT the meeting move out of Strict Committee at 5.43pm

Jos returned at 5.44pm

298/09 THAT the minutes of the Golds Committee Meeting held on 7 September 2009 be received.

299/09 THAT the minutes of the Blues Panel Meeting held on 9 September 2009 be received.


300/09 THAT the recommendations of the Blues and Golds Panel be approved.
Barber: Against

Parfait’s application was declined because it was for a social event and this didn’t fit a grants criterion.

301/09 THAT the minutes of the OUSA Grants Committee meeting held on 10 September 2009 be received.

302/09 THAT Afrotago be awarded $400.00 towards the costs of the Afrotago Cultural Night on 15th August 2009.

303/09 THAT Capoeria be awarded $500.00 towards travel costs for instructors to attend the Capoeria workshop on 11-13 September 2009.

304/09 THAT the Muslim Students Association be awarded $200.00 to pay for the travel costs for Dr Zachariah Matthews to carry out a series of talks in Dunedin.

305/09 THAT the Sri Lankan Students Association be awarded $400.00 towards costs of the Sri Lankan Cultural Night to be held on 19th September 2009.

306/09 THAT the Otago University Mountain Bike Club be awarded $300.00 to purchase equipment.

307/09 THAT the Otago University WTF Taekwondo Club be awarded $1000.00 to purchase equipment (minus the guns).

308/09 THAT the Otago University Tramping Club be awarded $2150.00 to purchase helmets.

309/09 THAT the University Grange Cricket Club be awarded $400.00 towards the cost of hiring the Otago Cricket High Performance Centre for their preseason training.

310/09 THAT Sarah Gilmore, Sarah Laurenson, Emma McKeown, and Kenna Sugrue be awarded $200.00 towards travel costs for the team to attend the National B-grade Squash tournament in Taupo.

311/09 THAT Harald Askevold, Thomas Jackson, and Alex Walker be awarded $100.00 each towards travel costs to attend the National Teams Event in Ashburton 9-12 September 2009.

312/09 THAT Sarah Baldwin, Louise Brazier, Amy Leggat, Erin McCulloch, Alice Stuckey, Nicki Thomson, Kate Underwood, and Johanna Waas be awarded $200.00 each towards domestic travel expenses to attend the World Qualifying Tournament in Taiwan from 26 August – 1 September 2009.

313/09 THAT Felicity Mitchell be awarded $500.00 towards travel costs to take part in the International Student Volunteer programme in Costa Rica.

314/09 THAT Karina Bhikha, Josh Hercus, William Horton, Vineeta Jakhar, and Agnieszka Nazaruk be awarded $100.00 each towards travel costs to attend the AIESEC Conference in Christchurch 19-23 November 2009.

315/09 THAT Soraya Jensen, Hayden Jury, and Kendall Stevenson be awarded $300.00 each towards travel costs to attend the Australian University Games.

316/09 THAT Mitchell Dallimore and Mason Hanly be awarded $150.00 each towards travel costs to attend the Australian University Games

John left at 5.50pm
John back at 5.52pm
Neal left at 5.53pm
Lloyd left at 5.53pm
Lloyd returned at 5.54pm
Neal returned at 5.54pm


317/09 THAT Stephen Alexander be granted speaking rights for the duration of this

Mike explained the process and asked if the meeting would like to discuss line by line. Once this process is complete the draft budget would be published in the next issue of Critic for submissions and later be ready for presentation to the student body.
Levies - It was discussed why the student levies weren’t changed by the CPI each year? This is a political decision and was left to the current Executive year by year. The building levy was substantially increased in 2006 to maintain some of our buildings, but aside from that the levies had only increased moderately over the last few years. Presently the levies for a full time student including GST are:
The OUSA Levy $87.82
The OUSA Building Levy $87.73

Investments – it was noted they were left flexible should the Executive decide to reinvest anytime during each year.

Lloyd out at 6.11pm
Lloyd returned at 6.13pm
Cordelia and Fiona left at 6.15pm
Cordelia and Fiona returned at 6.17pm

Stephen Alexander explained OUSA’s investment strategies.

Nat out at 6.20pm
Nat returned at 6.21pm

Office operational – it was stressed that everyone should be diligent with the lighting and heating, especially turn off heaters and lights when you vacate the premises.

Imogen out at 6.30pm
Fiona left at 6.31pm
Imogen returned at 6.33pm

Implementation of Strategic Objectives:
Brand Awareness – big increase to this line earlier this year. Some said that certain aspects of printing and marketing being spent were too expensive and that this line could be decreased again now.

Lloyd out at 6.40pm
Lloyd returned at 6,42pm

Discussion on the DVD’s in the first year packs were costly, however it was pointed out that the Orientation pass pre-sales had increased and they captured a good target audience.
This line would be decreased to $50,000.

The Secretary left the meeting to go and pick up the pizzas for dinner at
Harriet left at 7.05pm
Harriet returned at 7.08pm
Meeting recessed at 7.10pm
Meeting resumed at 7.20pm

Executive expenses – Executive internal training was requested for first aid, report writing and meeting procedures etc. This would be over and above the training at NZUSA conference. Penny Love at the University of Otago was approached for ideas. Margi will get some quotes for training and let the Executive know. It was also suggested that the Otago and Southland Employers Association ran good training programmes.
Should this line be executive travel and training? Should this line be split between travel and training? It was agreed that the “travel, training and general expense” line be increased to$17,500 due to rising travel and general costs. In addition the creation of a “professional development” line with a budget of $2,500 be implemented this year and reevaluate if necessary later.

Lloyd left at 7.49pm
Lloyd returned at 7.51pm
Dan arrived at 8.02pm

Scarfie (Media) TV – This year has been brilliant with Lloyd Burr and Cordiella Huxtable using their excellent media skills and tireless energy.
Also Lloyd used his personal equipment on many occasions.
It was decided this amount should remain at $4,500 to see if this position is filled next year. If not, this amount could be used for other Media.

Nat left at 8.23pm
Nat returned at 8.25pm
Art left at 8.28pm
Art returned at 8.29pm
Nat left at 8.27pm
Nat returned at 8.30pm
Harriet left at 8.33pm
Harriet returned at 8.35pm

Running of Events – it was asked if OUSA Events should be running more of the Executive events, like Women’s Week and some of the International Student events.

318/09 THAT Donna Jones be granted speaking rights for the duration of this meeting.

It was expressed that if increased work was going to be expected of the Events staff then further increase in running costs to the Association would be incurred. Thus an increase in the budgetary figures for operational costs.

319/09THAT Amy Joseph and Aimee Gulliver be granted speaking rights for the duration of this meeting.

Lloyd left at 8.47pm
Lloyd returned at 8.49pm
Margi left at 8.50pm
Imogen left at 8.53pm
Margi returned at 8.54pm

Maori Representative Budget proposal – James addressed the meeting saying he didn’t submit a written proposal because of the elections and not having anyone in this position for 2010. However, he had good ideas for Maori students. This money could go towards promoting the culture and the language to OUSA members more widely from within OUSA.

Imogen returned at 8.56pm
Margi left at 9.00pm
Margi returned at 9.02pm
Edwin arrived at 9.03pm

It was decided that this budget line could be adjusted further if a Maori Representative was elected next year. $1,000 was agreed for this line.

Cordelia left at 9.08pm
Neal left at 9.09pm
Cordelia returned at 9.11pm
Neal returned at 9.12pm

Community Grants and Donations Line – as per the notes it was suggested that this line be transferred to each executive member giving their time to a charity or group in their year of office. This would show our constituents their elected executive physically helping the community. Also it was thought this was more in line with the OUSA Strategic plan and the objectives of the association.
Historically OUSA has given donations to many groups if they apply. Also OUSA raised money for the OUSA chosen capping charities, each year.
Some thought maybe leave a line for donations and also create the new initiative of community work by the executive.
After a lengthy discussion it was decided that this line be left at zero and notes attached to the budget asking for feedback.

Event Operations
320/09 THAT the meeting move into Strict Committee for reasons of personal privacy at 10.03pm.

321/09 THAT the meeting move out of Strict Committee at 10.07pm.

It was revealed that suggestions were put forward on the running of different smaller events during the year in future. Running healthier events was discussed.
The Executive would like to make suggestions to Management on some operational aspects of event running. This would involve close liaison with staff in Events and the General Manager.

Cordelia left at 10.16pm

Stephen Alexander pointed out it was too late to make any changes this year as event planning and bookings were well underway for next year.

Harriet left at 10.20pm
Cordelia returned at 10.20pm

Insurance claims – The Rowing Club had incurred very large claims over the past years, this has lead to increases in insurance payment for OUSA.
All clubs and societies must be insured under the OUSA Affiliation policy.
Some were concerned about the large amount of money being spent on rowing insurance.
USNZ Games – the dynamics of the games has changed into a social event opposed to an elite competitive competition. We shouldn’t be funding teams to go away and socialise. They are also able to applying for funding through other charities.

The meeting took a five minute recess at 10.37pm
The meeting resumed at 10.42pm

Lloyd returned at 10.43pm
John returned at 10.43pm
Margi left at 10.44pm
Margi returned at 10.47pm

Charitable Trust – At a Student General Meeting last year a motion was passed to empowered to form a trust. The process hasn’t been completed. It was suggested that Kieran Knight be invited to an executive meeting and explain their reasons behind the trust idea.

Unipol –
Due to the commercially sensitive nature of this subject it was agreed this should be discussed in Strict Committee.

322/09 THAT the meeting move into Strict Committee for reasons of commercial sensitivity at 10.58pm.

323/09 THAT the meeting move out of Strict Committee at 11.21pm.

That a provision for a Unipol redevelopment contribution of $300, 000 in 2010 budget be made.
It was noted however, that the allocation of $300,000 may not be allocated for deposit in the trust account because the trust account is yet to be created.

Levies – Some thought it was important that the Levies are increased slightly. It isn’t financially good in the long term if they aren’t increased. It was also said that with the threat of the VSM Bill going to the Select Committee that increasing fees would not be a good idea.
Once again it was discussed that they be increased by CPI. This would easier to justify to our members. It was pointed out that it would be a poor financial choice not to.
A lengthy debate took place.

324/09 THAT the proposed amendments to the 2010 OUSA Budget be approved.

325/09 THAT the OUSA General Levy be increased in line with CPI (two year forecast: 2.3% or $2.02).
Barber/Philipson Against:

326/09 THAT the OUSA Building Levy be increased in line with CPI (two year forecast: 2.3% or $2.02).
Barber/Philipson Against:

The Chair thanked Stephen Alexander for his assistance during this budgeting process and a loud applause was heard.

- NZUSA Conference report – Imogen was still waiting on some reports. Please get them to her asap.
Teaching Awards – The nominations are now open. The Teaching Awards voting page is now set up linked to the OUSA Website.
Executive Reports – reminder they are due on 25 September.
Meeting closed at 12.04pm
Signed: _________________________________ Date: _____________