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5th March 2013

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 5TH MARCH 2013 AT 4.07PM



PRESENT
Francisco Hernandez (Chair), Ruby Sycamore-Smith, Blake Luff, Kamil Saifuddin, Jordan Taylor, and Gianna Leoni

IN ATTENDANCE
Jaz Morris (OU Tramping Club), Eliot Lynch (Assisting with Post Graduate duties) and Donna Jones (Minute Secretary)

APOLOGIES
Pippa Benson, Zac Gawn and Lucy Gaudin

Moved from the Chair
16/13 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Gianna Leoni was present

Moved from the Chair
17/13 THAT the minutes of the previous executive meeting held on 26 February 2013 were accepted as a true and correct record with the above amendment.
CARRIED U

MATTERS ARISING
Tramping Club - a meeting had been held with Francisco Hernandez, Blake Luff, Darel Hall, Debbie Coulter, Jaz Morris and Tim Bright to discuss the storage of the tramping club gear again. A good compromise was reached for the club to use another front of house position and an area as a drying room for their equipment.

Jaz expressed his gratitude on behalf of the club and thanked OUSA. He was thanked for attending this meeting and left.

Cafe idea on Albany Street - As emailed; there were various ideas on how to manage this cafe. It was agreed that it would be best managed by an external provider. We will advertise and have them submit a proposal to the executive.

This matter will be discussed later in the meeting as it is on the agenda.

USNZ/OUSA MEMORANDUM OF UNDERSTANDING
As previously discussed this has been submitted for consultation and this is now the final copy attached.

All agreed they had read it and were happy with the contents.

Luff/Sycamore-Smith
18/13 THAT the common seal be affixed to the Memorandum of Understanding between the Otago University Students' Association and University Sport New Zealand document.
CARRIED

Moved from the Chair
19/13 THAT Logan Edgar be thanked for his hard work writing up this Memorandum of Understanding between OUSA and USNZ
CARRIED

UNIVERSITY BOOK SHOP (OTAGO) LIMITED ARCHWAY SPACE
As attached this letter is an agreement on the terms of occupancy by the UBS (Otago) Limited of the North Archway space. As discussed the term is for one year ending 31 December 2013. At the end of the period UBS will assess the success and suitability of having premises on campus and engaging directly with staff and students.

Luff/Taylor
20/13 THAT the common seal be affixed to the letter of occupancy for the University Book Shop (Otago) Limited.
CARRIED

DUNEDIN PRIDE FESTIVAL
After discussion it was agreed to wait until the next executive meeting and check the pledge-me balance and decide how much to pledge should the target not be reached. Tabled.

CAFE IDEA
Blake Luff addressed the meeting and said after more and closer consideration with management I now believe that our original option discussed last year is to get the space to a usable level for a business and then lease the space out to a commercial entity that has the ability to produce food off site to avoid registration and compliance issues with the DCC. This also give OUSA another income stream. During Blake's investigation it seemed that it is a substantial initial capital outlay and is far greater than what OUSA can expect in returns.


Luff/Saifuddin
21/13 THAT the Executive direct the General Manager to make the leasable space adjoining the Recreation Centre on Albany Street suitable for an outside provider to use as a cafe.
CARRIED

SATELLITE CAMPUSES POLICY
This policy has been put for sufficient notice and now can be put with the amendment below providing it is passed unanimously.

Add 2.1.6 any other relevant satellite campuses meeting the approval of the executive that are currently not covered in the policy.

Moved from the Chair
22/13 THAT Eliot Lynch be granted speaking rights for the duration of this meeting.
CARRIED U

Leoni/Luff
23/13 THAT Satellite Campuses Policy be set with the above amendment and put on current letterhead.
CARRIED

APPOINTMENT OF AN INDEPENDENT ARBITRATOR
It was explained to the meeting that the executive are required to appoint an Independent Arbitrator to deal with issues if they arise during the By Election.

Luff/Leoni
24/13 THAT Prof Paul Roth be appointed as an Independent Arbitrator.
CARRIED

HYDE STREET KEG PARTY UPDATE
There was a public forum organized for noon on Thursday in the Main Common Room for a full and frank discussion on the issues being posted on face book etc. Police and Health Professionals were present along with representation from OUSA, however only three other people turned up so the meeting was abandoned.

There is a meeting of the residents of Hyde Street this evening at 5pm in the Evison Lounge in the Recreation Centre to go over any issues and the planned format going forward.

SAFETY WEEK DATE AND CONTENTS
A written contract has been received by the Ministry of Social Development for the $10k funding. Ruby needs to go over the contract and check the details etc.

$3 DINNERS UPDATE
Once again some weren't comfortable with this proposal. There was concern expressed that some of the executive not here this evening couldn't put their view forward if a final decision was being voted on this evening.

It was agreed to table this item so Darel can answer some questions about the costs etc

MICROWAVES ON CAMPUS FOR GENERAL STUDENT USAGE
OUSA has supplied microwaves in the Link area in the past proving very popular with students.

It was suggested that two be purchased for the Recreation Centre and two for the Link area, one near the parent's room and the other down near the lockers.

It has been agreed by staff to purchase commercial microwaves this time for ease of cleaning and more cost effective over time.

Some were opposed to the purchase as they saw this as a service that could be supplied by the University.

Scyamore-Smith/Saifuddin
25/13 THAT the OUSA Executive allocate $4,290 plus GST to purchase four microwaves for student use as per the costing suggested.
Taylor/Luff Against
CARRIED

GENERAL BUSINESS
Memorandum of Understanding between DCC and OUSA - It was asked if this was underway as the deadline is 23 March. Fran has emailed the Mayor for an update and is waiting for a response.

By Election Booth - Fran would like a booth in the Link for this By Election and he will put up a roster for the executive to sign up.



Meeting closed at 4.49pm