Executive Meeting Minutes

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23rd April 2013

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 23 APRIL 2013 AT 5.18PM



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

IN ATTENDANCE
Debbie Coulter (Clubs and Societies Manager), Darel Hall (General Manager), Marama Kainau-Wheeler Te Roopu Maori Representative

APOLOGIES
Jordan Taylor (because of exceptional personal circumstances on leave until 30th June 2013) and Gianna Leoni

Keir Russell and Pippa Benson for lateness

Luff/Davidson
126/13 THAT the above apologies be accepted.
CARRIED


MINUTES OF THE PREVIOUS MEETING
Luff/Davidson
127/13 THAT the minutes from the executive meeting held on 9 April 2013 be accepted as a true and correct record.
CARRIED

OUSA MEMBERSHIP FIRST SEMESTER
Moved from the Chair
128/13 THAT Debbie Coulter, Donna Jones and Darel Hall be granted speaking rights for the duration of this meeting.
CARRIED

The Secretary informed the meeting that the student numbers for the first semester is 19,595 this to be used for quorum purposes at our Referendum and Student General Meetings.

SQUASH CLUB
It was agreed that this item would be moved forward to enable the OUSA Recreation Manager to vacate the meeting early.

Debbie wished to clarify that the usage of the squash membership was more like 200 overall, including half yearly members.

Some Executive members wanted more advertising of the Squash Courts to increase membership to bring in more money. Debbie agreed she would explore this and perhaps include University staff.

Keir arrived at 5.26pm

Documents circulated. The Squash Club Building is old and needs constant upkeep. It also requires earthquake proofing, some fire safety system upgrades and the fire alarm require work. $42k over 10 years was quoted, a minimum of $10k per year to keep the building running.

Specific quotes to undertake some urgent repairs will be presented to another Executive Meeting.

OUSA Aquatic Centre repairs - Debbie suggested the repairs to the barrier and railing on the balcony at the Aquatic Centre are urgent as it could be dangerous and is non-compliant with safety standards.

The Aquatic Centre needs maintenance of up to $50k spent on it.

To be discussed in full at another meeting.

REFERENDUM DATES
Luff/Sycamore-Smith
129/13 THAT the Secretary be directed to call a binding Referendum on 27 May 2013 at 9am and closing at 4pm on 31 May 2013.
CARRIED

Luff/Sycamore-Smith
130/13 THAT the binding Referendum to be held on 27 May 2013 at 9am and closing at 4pm on 31 May 2013 be held by electronic means only.
CARRIED

The Secretary will advise the Media and Communications to advertise the Referendum.

CAPPING CHARITY
Results are as follows from the facebook poll.

Barnados 15
The Cancer Society 119
Otago Rescue Helicopter Trust 133
Canteen 17
SPCA 62
Red Cross 8
Otago Community Hospice 19
The NZ Heart Foundation 8
St Clair Surf Saving Club 11
Youthline 173

Luff/Gawn
131/13 THAT Youthline Otago be appointed as the official OUSA Capping Charity for 2013.
CARRIED
FUNDING REQUEST FROM QUEER SUPPORT
Queer Support are seeking funding for a tee shirt campaign for an event on 17 May IDAHO - International Day Against Homophobia. The Executive would prefer a design that exhibits longevity which could be used more often, Fran will go back and make this suggestion to Andy.

Pippa arrived at 6.02pm

Russell/Davidson
132/13 THAT OUSA allocate $500 for the Queer Support Tee Shirt Campaign to come from the Executive Queer Projects budget.
CARRIED

OUSA/DCC MEMORANDUM OF UNDERSTANDING
As attached. "proactively" to be added to section Intent - 2.0.

Davidson/Russell
133/13 THAT the Common Seal be affixed to the Memorandum of Understanding between the Dunedin City Council (DCC) and the Otago University Students' Association (OUSA) 2013-2014 document.
Luff: Abstain
CARRIED

FAIRTRADE FORTNIGHT
As memorandum attached

Luff/Sycamore-Smith
134/13 THAT OUSA allocate $50 to develop posters to promote Fair Trade Fortnight to come from the Campaigns and Initiatives budget line.
CARRIED

UNIVERSITY SNOW GAMES
As attached. The Otago University Freestyle Sports Club are seeking non-financial support from OUSA to assist in the running of the Uni Snow Games in Wanaka in August. Sponsorship is being sought.

Blake explained this would allow University students the opportunity to compete on the snow in a safe and fun environment. They will encourage friendship and socialization between New Zealand and Australian teams.

Luff/Sycamore-Smith
135/13 THAT OUSA support the Winter Games proposal as submitted.
CARRIED

POLICY COMMITTEE MINUTES
Luff/Sycamore-Smith
136/13 THAT the minutes of the Policy Committee Meeting held on 9 April 2013 be received.
CARRIED

GRANTS COMMITTEE MINUTES
H: Otago University Rowing Club - Blake Luff was checking with the Club Development Officer about their loan agreement as per the motion.

` Luff/Gawn
137/13 THAT the minutes of the Grants Committee Meeting held on 26 March 2013 be received.
CARRIED

UNIVERSITY OF OTAGO STRATEGIC DIRECTION 2012 - 2020
As attached. Consultation is being sought and submissions are being invited.
AJ will be asked for a post to be put on scarfie.com to gauge wider student feedback. Francisco is writing a submission on behalf of OUSA.

FINANCE AND EXPENDITURE MEETING MINUTES IN COMMITTEE
Luff/Sycamore-Smith
138/13 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 6.26pm.
CARRIED

Luff/Davidson
139/13 THAT the Meeting move out of Committee of the Whole at 6.32pm.
CARRIED

Luff/Gawn
140/13 THAT the minutes of the Finance and Expenditure Committee Meeting held on 16 April 2013 be received.
CARRIED

Gaudin/Luff
141/13 THAT the OUSA Executive empowers the Finance and Expenditure Committee to investigate the investment of future students funds by 30 June 2013.
CARRIED

GENERAL BUSINESS
General Manager's April Report - a number of the Executive have not read this report. It will be tabled until the next executive meeting. However, the General Manager wished to have some important points discussed at this meeting.

Annual University Assessment - he was pleased to announce that OUSA has been ranked 9th from 22nd.

Service Level Agreement Audit - OUSA are to be audited on the SLA, what have the levies been spent on etc. A review of services is needed. A costing model required.

Staff remuneration - Darel advised that OUSA was reviewing all staff remuneration as they were considered lower than some other organisations.


Luff/Saifuddin
142/13 THAT OUSA allocate $7,200 to Audit the Service Level Agreement to come from the Management Consultancy line.
CARRIED
ANZAC Day - remember to be at the Cenotaph at 6am and come to the OUSA office to assist with the 1.30pm University ANZAC Walk at noon. A rehearsal will be held tomorrow. Fran, Rachael, Lucy, Ruby, Zac and Blake have offered to assist.

Education Officer Portfolio - owing to Jordan being on leave there needs to be cover for his committees and workload. Next meeting to consider who could manage some of the commitments.

Executive on leave during holidays - Kamil - 18 June - 7 July
Ruby - 22 June - 5 July
Pippa - 21 June - 5 July

All contactable via email and cell phone.

PhD Doctoral Lounge - The University has indicated they are cutting services to the doctoral lounge and increasing the rent. The Graduate Research Manager and Keir have been in consultation about this. Keir said OUSA would probably be asked for some funding. He will report back later.



Meeting closed at 6.52pm