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9th April 2013

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON 9th OF APRIL 2013 AT 5.22PM

PRESENT:
Jordan Taylor (Chair), Kamil Saifuddin, Lucy Gaudin, Ruby Sycamore-Smith, Blake Luff, Keir Russell, Rachael Davidson, Zac Gawn, Pippa Benson, Francisco Hernandez and Gianna Leoni

IN ATTENDANCE:
Darel Hall (General Manager), Shonelle Eastwood (Minute Secretary), Nicholas Jolly (Critic Reporter)

APOLOGIES:
Pippa Benson, Keir Russell for lateness
Gianna Leoni for leaving early

Moved from the Chair
84/13 THAT the above apologies be accepted
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
85/13 THAT minutes of the Executive meeting held of the 26th of March 2013 be accepted with amendments as a true and correct record
CARRIED U
MATTERS ARISING
The Secretary is still waiting on confirmed numbers from the Director of Student Services.

The Facebook Poll for the Capping Charity is still coming.

SPEAKING RIGHTS
Moved from the Chair
86/13 THAT Darel Hall and Shonelle Eastwood be given speaking rights for the duration of this meeting.
CARRIED U
HOSPICE STREET APPEAL
Ruby will compile a roster on Facebook for times from 10am - 2pm on the day. She will reply to the organisation confirming OUSA involvement.

COMMITTEE APPOINTMENTS

Luff/Gaudin
87/13 THAT Jordan Taylor be appointed to the Caroline Plummer Fellowship Committee for 2013
CARRIED



Luff/Gaudin
88/13 THAT Rachael Davidson be appointed to the Robbie Burns Fellowship Selection Committee for 2013
CARRIED

Luff/Gaudin
89/13 THAT Kamil Saifuddin be appointed to the Francis Hodgkins Fellowship Selection Committee for 2013
CARRIED

Luff/Gaudin
90/13 THAT Rachael Davidson be appointed to the Science Divisional Board for 2013
CARRIED

Luff/Gaudin
91/13 THAT Rachael Davidson be appointed to the Quality Advancement Committee for the duration of 2013
CARRIED

It was decided that Te Roopu Maori would appoint another representative to the Library Services Committee.

EXECUTIVE REPORTS

Blake Luff
Fran commends Blake for coming in during O Week for his lunchtimes even though he had classes on

Hernandez/Gawn
92/13 THAT Blake Luff's First Quarter Report be accepted and his honorarium be paid
CARRIED
Francisco Hernandez
Fran notes his progress on his goal. He thanks Darel and the Executive for their hard work and support

Fran left at 5.48pm
Darel left at 5.51pm

93/13 Sycamore-Smith/Davidson
THAT Francisco Hernandez's First Quarter Report be accepted and his honorarium continue to be paid.
CARRIED

Zac Gawn
Zac spoke to his report, mentioning his policy work. Zac is asked to amend his report as there is some inconsistencies with the name of the President



Luff/ Saifuddin
94/13 THAT Zac Gawn's First Quarter Report with amendments be accepted and his honorarium continue to be paid
CARRIED

Ruby Sycamore-Smith
95/13 Luff/ Saifuddin
THAT Ruby Sycamore-Smith's First Quarter Report with amendments be accepted and her honorarium be paid.

Darel and Fran enter at 5.53pm
Ruby Sycamore-Smith assumed the Chair from Jordan Taylor at 5.57pm

Jordan Taylor
96/13 Luff/Gawn
THAT Jordan Taylor's First Quarter Report be accepted and his honorarium continue to be paid
CARRIED

Keir arrives at 5.57pm
Gianna leaves at 5.59pm
Pippa arrives at 5.59pm
Jordan Taylor resumed the Chair at 6.04pm

Pippa Benson
97/13 Luff/Davidson
THAT Pippa Benson's First Quarter Report be accepted and her honorarium be paid
CARRIED
Lucy Gaudin
98/13 Luff/Gawn
THAT Lucy Gaudin's First Quarter Report be accepted and her honorarium continue to be paid
CARRIED

Kamil Saifuddin
99/13 Luff/Davidson
THAT Kamil Saifuddin's First Quarter Report be accepted with amendments and a percentage of his honorarium be paid.
CARRIED
Fran leaves at 6.11pm

Zac leaves at 6.12pm

Darel leaves at 6.14pm

It was noted that Keir Russell has only been in office for a short time and will be paid a percentage of his honorarium according to when he first took over office.



Luff/Davidson
100/13 THAT Keir Russell's First Quarter Report be accepted and a percentage of his honorarium be paid.
CARRIED

GRANTS MOTIONS
Blake explains the Grants Committee and says minutes will come next meeting. Blake will query a Rowing Club motion.

101/13 Luff/Davidson
THAT the University Women's Basketball Club be granted $1,000 to purchase new uniforms under the provision that members pay a bond for the uniforms.
CARRIED
102/13 Luff/Davidson
THAT the Otago University Canoe Club be given $500.00 for a second-hand boat.
CARRIED
103/13 Luff/Davidson
THAT the Otago University Canoe Club be given $500.00 for a second-hand boat.
CARRIED
104/13 Luff/Davidson
THAT the Otago University Go Club be granted $740.00 for purchasing new Go clocks and one volume of books.
CARRIED
105/13 Luff/Davidson
THAT the Dunedin Australasian Union of Jewish Students be granted $500.00 to assist with the costs of accommodation and flight tickets for a speaker who survived the holocaust.
CARRIED
106/13 Luff/Davidson
THAT the Muslim Students' Association MUSA be granted $330.00 to assist with covering the costs of transport for the Annual South Island Brothers' Camp.
CARRIED
107/13 Luff/Davidson
THAT the Otago Students Spearfishing and Hunting Club be given $1,000.00 to help start the club and provide members with a communal pool of gear.
CARRIED
108/13 Luff/Davidson
THAT Latafale Auva'a be granted $750.00 to assist with covering the costs of travel to the United States of America for the World Championships of Performing Arts.
CARRIED
109/13 Luff/Davidson
THAT Dexter Buchanan and Tyler Schreurs be granted $500.00 each to assist with the costs of travel to and from the University Rugby League World Cup.
CARRIED


Luff/Davidson
110/13 THAT Sophia Frentz be granted $197.00 to the costs of travel to Los Angeles to present at Haiku North America.
CARRIED

Luff/Davidson
111/13 THAT Lisa Tay and Dion Morley be granted $100.00 each to help cover the costs of attending the Autumn Conference of AIESEC, in Wellington.
CARRIED
Luff/Davidson
112/13 THAT Lisa Owen be granted $750.00 to cover the costs of attending the World Rowing U23 Championships.
CARRIED
Luff/Davidson
113/13 THAT Kimberly Ronald be granted $150.00 to help cover the costs of attending the Canoe Polo Oceania Championship.
CARRIED
Luff/Davidson
114/13 THAT the Dental Students (Thai Huah Yap, Talha Ayaz Gul, Krystel Fernandes, and Emily Goodhew) be granted $500.00 each to contribute to the costs of living in the Cook Islands whilst participating in the 2013 University of Otago Dental Care Project.
CARRIED

Zac and Darel enter at 6.20

REFERENDUM DATES
Zac speaks to referendum dates and hoped to have a schedule of proposed dates ready for the next executive meeting for your agreement.

Fran enters at 6.23

Guinness World Record EVENT
Zac spoke to this and described how this event would aim to break Guinness World Records. He discussed how it would foster culture and recreation within the University environment and would be a great non-musical and non-alcoholic event that could have big student involvement. He mentioned that the Events Department has already expressed interest in having a GWR Event during Re O Week. However, this event is dependent on how quickly students are to respond as the application stage s 4-6 weeks long.

Gawn/Hernandez
115/13 THAT the proposed Guinness World Record event be in place of one of the extra musical gigs as stated in the Events Department's KPI's.
CARRIED

Gawn/Sycamore-Smith
116/13 THAT OUSA allocate $250 from the Events Budget line to enable Zac Gawn along with the OUSA Events Department to investigate the practicalities of holding a GWR Event.
CARRIED

Ruby Sycamore-Smith assumed the Chair from Jordan Taylor at 6.14pm


STUDENT LEARNING CENTRE TUTORIALS
Jordan mentioned that one of the objectives in the OUSA Constitution is to support and represent members of the Association in attaining their educational and academic goals and he felt that the SLC tutorials would be in accordance with this objective. There was some opposition to this as it was felt OUSA should be focusing on funding for welfare related initiatives. It was noted that although these tutorials are not open to those in Halls, they are open to all those taking first semester papers. It was also noted that the OUSA Logo is on the advertising and OUSA will be advocating for these tutorials to be funded by the University.


Taylor/ Luff
117/13 THAT OUSA allocate $2,500 towards the SLC tutorials with 1,500 from SSC budget and 1k from Education budget line
CARRIED
Zac Opposed

Jordan Taylor resumed the Chair at 6.34pm

MOU WITH USNZ
Luff/Gawn
118/13 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 6.35pm
CARRIED
Luff/Gawn
119/13 THAT the meeting move out of Committee of the Whole for reasons of Commercial Sensitivity at 6.48pm
CARRIED

It was decided to table the USNZ memo until next meeting

Student Job Search Volunteer Project
Following discussions since late 2012, SJS have finalised a concept plan for a proposal for a volunteer scheme to be run through and leverage off the SJS website. It will be for a 6 month trial and Otago registered charities will be able to advertise for volunteer roles for students.

Hernandez/Gawn
120/13 THAT the OUSA allocate $9,100 for a six month volunteering pilot project with Student Job Search Aeotearoa
CARRIED

Blake leaves at 6.51pm

Blake returns at 6.53pm

OUSA ANNUAL PLAN SUBMISSION
Darel spoke to this and outlined how the results of the OUSA survey on DCC services were that in general, students disliked the Chinese Gardens and buses but really appreciated the Botanical Gardens and Bike Lanes. The Executive commented on a draft submission written reflecting this information and the final document with those edits was before the Executive.

Sycamore-Smith/Luff
121/13 THAT the OUSA Annual Submission be received.
CARRIED

ESPORTS TOURNAMENT
This is currently in the works and Call of Duty Tournament has already been allocated under OUSA Recreation Centre budget. Fran asked to go through advertising with PMDL

Ruby leaves at 7.01pm
Ruby arrives at 7.04pm

Hernandez/Davidson
122/13 THAT OUSA allocate $1000 for the E Sports tournament from the Events General Budget in Semester One
CARRIED
HYDE STREET
This item related to expenditure for Pizza's for Hyde Street Residents. It was discovered that this had already been dealt with.

Ruby assumes Chair from Jordan Taylor at 7.15pm

$3 Dinners
Blake speaks first and expresses his concern re: compliance costs and cost of running $3 dinners. Darel was invited by the chair to speak to the issue of compliance costs. He advised that there are risks that adding this activity will increase compliance costs but that he is not yet convinced that the OUSA shouldn't be moving to a higher regime of compliance with food safety and hygiene anyway. Darel stated that should the motion pass that further investigations would take place and any material risks reported back to the Executive.
Lucy questioned the capacity of clubs to deliver the dinner service. With the current redevelopment there is no plan for redevelopment of the kitchen to increase it form a large domestic to a commercial operation.

Hernandez/Davidson
123/13 THAT OUSA allocates $2000 for compliance and training costs from the OUSA Budget Surplus Jordan, Blake Opposed CARRIED

Hernandez/Russell
124/13 THAT OUSA allocates $2180 as support costs for $3 dinners from the OUSA Budget Surplus
Jordan, Blake Opposed
Lucy Abstain
CARRIED

Gawn/Saifuddin
125/13 THAT OUSA allocates 4,700 for 27 $3 dinners from the OUSA Budget Surplus
Jordan, Lucy, Blake Opposed
CARRIED

GENERAL BUSINESS
Reminders about the Youth Suicide Postvention Hui, Anzac Day and Are You Okay Volunteering at Hyde Street.


Meeting closed at 7.12pm