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13th May 2013 Emergency Meeting

MINUTES OF THE EMERGENCY EXECUTIVE MEETING HELD IN THE OUSA EXECUTIVE BULL PEN ON MONDAY 13 MAY 2013 AT 4.17PM

PRESENT
Francisco Hernandez (Chair), Zac Gawn, Lucy Gaudin, Blake Luff, Rachael Davidson, Ruby Sycamore-Smith and Gianna Leoni
IN ATTENDANCE
Donna Jones (Minute Secretary)
APOLOGIES
Jordan Taylor, Pippa Benson, Keir Russell and Kamil Saifuddin
Moved from the Chair
159/13 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
160/13 THAT Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
REFERENDUM MOTIONS
Gaudin/Davidson
161/13 THAT the Otago University Students' Association Annual Audited Financial Statements for the year ended 31 December 2012 be received and accepted and presented to the `student body.
CARRIED
Gawn/Leoni
162/13 THAT the Otago University Students' Association Annual Report for 2012 be r received and accepted.
CARRIED
Luff/Gaudin
163/13 THAT PricewaterhouseCoopers be appointed as Auditors for the Otago University Students' Association for 2013.
CARRIED

Luff/Gawn
164/13THAT Anderson Lloyd be appointed as Honorary Solicitors for the Otago University Students' Association for 2013
CARRIED

REFERENDUM QUESTIONS
Should OUSA amend the role of OUSA Environmental Officer to be an elected executive level position?
The mover asked that the above question be withdrawn after a brief discussion.
Should OUSA support a 'warrant of fitness' test for a minimum standard of insulation and efficient source of heating in students flats?
PETITION TO THE EXECUTIVE OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION - D Stride
In accordance with section 19.2 of the Constitution and Rules of the Otago University Students' Association, we the undersigned request that a binding referendum be held on the following question:
Should the following amendments be made to the Constitution and Rules of the Otago University Students' Association for the 2014 Executive Elections?
THAT section 6.2 be amended to read:

6.2 The Student Body may exercise the following powers at Student General Meetings:
a. To amend these Rules,
b. To remove Executive members from their positions through a motion of 'no confidence'
c. To expel a member from the Association
d. To validate breaches of these Rules
e. To pass resolutions on any matters, and to transmit recommendations to the Executive.
f. To set External Policy.
g. To set the Association's budget and the Levy.
h. To appoint the auditors for the next financial year.
i. To appoint the honorary solicitor for the next financial year.
j. To appoint the secretary of the Association.
k. To receive the annual report of the Association.

THAT section 6.3 be amended to read:

6.3 The Student Body may exercise the following powers through a Referendum:
a. To pass Resolutions on any matters, and to transmit recommendations to the Executive.
b. To set External Policy.
c. To set the Association's budget and the Levy.
d. To appoint the auditors for the next financial year.
e. To appoint the honorary solicitor for the next financial year.
f. To appoint the secretary of the Association.
g. To receive the annual report of the Association.
THAT section 8.2 be amended to read
8.2 These Rules, excluding section 3 (as per the Charities Act 2005), may only be amended or rescinded by a Special Resolution at a Student General Meeting.
THAT section 11.5 be amended to read:
11.5 Policy will be set, rescinded or amended by Resolution, except in the absence of notice where policy will be set, rescinded or amended by unanimous Resolution of the Association or Executive as the case may be.
THAT section 15.4 be amended to read:
15.4 Any document to which the Common Seal is affixed must be signed by the Secretary and either the President or Finance and Services Officer as attesting witnesses.
THAT section 19.1 be amended to read:
19.2 Referendums may be called by the Secretary under section 21.11 of these Rules.
THAT section 19.2 be amended to read:
19.3 Any referendum involving finance or administrative matters, other than the following, shall be indicative only and not binding on the Association.
19.2.1 Receiving and accepting the annual report of the Association for the previous year;
19.2.2 Receiving and accepting the audited annual financial statements for the previous year;
19.2.3 Appointing the auditors for the next financial year; and
19.2.4 Appointing the honorary solicitor for the next financial year.
19.2.5 Setting any Levy for the forthcoming year; and
19.2.6 Setting the budget for the forthcoming year.
THAT section 19.10 be amended to read:
19.10 Any Referendum at which fewer than five (5) percent of the total number of members cast their vote will be considered indicative only, except where the issue is about any or all matters listed in sections 19.2.1-19.2.6, where the threshold will be one percent (1%) of the total members, a figure which the Secretary will ascertain at the commencement of each semester and report to the Executive and the Student Media.
THAT sections 19.3, 19.4, 19.11, 19.12, and 19.16 be rescinded, and section 19 be renumbered accordingly.
THAT section 21.4 be amended to read:
21.4 A Student General Meeting will be called by the Secretary:
a. On receipt of a petition signed by one hundred (100) members of the Association, calling for a Student General Meeting; or
b. By Resolution of the Executive.
THAT section 21.5 be inserted:
21.5 There shall be at least one Student General Meeting in the First Semester, which, without limiting its business, shall:
21.5.1 Receive and accept the annual report of the Association for the previous year;
21.5.2 Receive and accept the audited annual financial statements for the previous year;
21.5.3 Appoint the auditors for the next financial year; and
21.5.4 Appoint the honorary solicitor for the next financial year.
THAT section 21.6 be inserted:
21.6 There shall be at least one Student General Meeting in the Second Semester, which, without limiting its business, shall:
21.6.1 Set any Levy for the forthcoming year; and
21.6.2 Set the budget for the forthcoming year.
THAT section 21.7 be inserted:
21.7 Except as provided for by sections 21.5 and 21.6 any Student General Meeting motion involving finance or administrative matters shall be indicative only and not binding on the Association.
THAT the old 21.5 and 21.6 be renumbered as 21.8 and 21.9
THAT the new section 21.8 be amended to read:
21.9 Subject to section 8.3, such a meeting must be called between five (5) and fifteen (15) working days after receipt of such a petition or Resolution of the Executive. If the meeting is not called, any member may call the meeting.
THAT section 21.10 be inserted to read:
21.9 Subject to section 11.5, any Student General Meeting motion that involves the following requires a Special Resolution to pass
21.10.1 Setting External Policy.
21.10.2 Setting the Association's budget and the Levy.
21.10.3 Appointing the auditors for the next financial year.
21.10.4 Appointing the honorary solicitor for the next financial year.
21.10.5 Appointing the secretary of the Association.
21.10.6 Receiving the annual report of the Association.

THAT section 21.11 be inserted to read:

21.11 If a section 21.10 motion receives a majority positive vote, but does not reach the two-thirds threshold, the motion shall be referred to a referendum of the Student Body. A motion may not otherwise be referred to a referendum.

THAT section 26.3 be amended to read:
26.3 The Standing Committee of the Executive will comprise:
a. the President;
b. the Finance and Services Officer;
c. the Education Officer;
d. the Welfare Officer; and
e any other Executive Officer(s) that the Standing Committee of the Executive may co-opt.

THAT section 29 be repealed and replaced with:
29. Composition of the Executive
29.1 The Executive shall consist of the following elected Executive Officers
29.1.1 A President;
29.1.2 A Finance and Services Officer;
29.1.3 An Education Officer;
29.1.4 A Welfare Officer;
29.1.5 A representative from each Academic Division within the University;
29.1.6 A Post-Graduate Students' Representative;
29.1.7 An International Students' Representative;
29.1.8 A Clubs and Societies' Representative;
29.1.9 A Women's Representative;
29.1.10 Two General Representatives;
29.1.11 A Pacific Island Students' Representative;
29.1.12 A Maori Students' Representative;
29.1.13 A Queer Students' Representative
THAT section 30 be repealed and replaced with
30. Responsibilities of Executive Officers
30.1 President
30.1.1 The President must not hold office for longer than two (2) years.
30.1.2 The President is the primary elected representative of members of the Association. He/she will lead the Association in fulfilling its core functions and achieving its goals of advancing the educational, welfare, social, cultural and sporting interests of the members of the Association.
30.2 Finance and Services Officer
30.2.1 The Finance and Services Officer is responsible for coordination and oversight of the legislative requirements, financial performance, commercial interests and development, implementation and monitoring of the strategic and commercial goals of the Association.
30.2.2 In addition the duties immediately above, the Finance and Services Officer is the Vice-President of the Association and will act as President and assume all the powers and duties of President in the absence of the President.
30.3 Education Officer
30.3.1 The Education Officer is responsible for co-ordination and oversight of the education affairs of the Association and will ensure that the academic interests of members are represented, respected and enhanced.
30.4 Welfare Officer
30.4.1 The Welfare Officer is responsible for co-ordination and oversight of welfare affairs of the Association and will ensure that the welfare needs of members are represented, respected and enhanced.
30.5 Divisional Representatives
30.5.1 The Divisional Representatives must be enrolled for study at the University for a Qualification in the academic division that they represent, both in the year of election, and the year of holding office.
30.5.2 The Divisional Representatives are responsible for the representation of the students from within that division, within the University, the Association, and the community.
30.6 Post-Graduate Students' Representative
30.6.1 The Post-Graduate Students' Representative must be enrolled in a post-graduate programme at the University in the year he/she holds office.
30.6.2 The Post-Graduate Students' Representative is responsible for the representation of post-graduate students within the University, the Association, and the community. He/she will also facilitate quality representation of post-graduate students and pursue projects of benefit to post-graduate students.
30.7 International Students' Representative
30.7.1 The International Students' Representative must not be a New Zealand citizen or permanent resident.
30.7.2 The International Students' Representative is responsible for representing the interests of members who are not New Zealand citizens or permanent residents, within the Association, University, and community. He/she will also facilitate quality representation of these members and pursue projects of benefit to these members.
30.8 Clubs and Societies' Representative
30.8.1 The Clubs and Societies' Representative must be a member of an affiliated club, society, union, or other body, both in the year of election and the year of holding office.
30.8.2 The Clubs and Societies' Representative is responsible for representing the interests of all clubs, societies, unions, or other bodies affiliated to the Association, and will provide these groups with assistance where required and ensure the necessary support, advice and resources for affiliated bodies.
30.9 Women's Representative
30.9.1 The Women's Representative must be female
30.9.2 The Women's Representative is responsible for representing the interests of women within the Association, the University, and community, and will facilitate quality representation of women and pursue projects of benefit to women.
30.10 General Representatives
30.10.1 The General Representatives are responsible for implementing the strategic goals of the Executive for the year, and will assist in fulfilling the roles of the Executive that are not covered by other executive officers.
30.11 Pacific Island Students' Representative
30.11.1 The Pacific Island Students' Representative must be a Pacific Island student.
30.11.2 The Pacific Island Students' Representative is responsible for representing the interests of members who identify as Pacific Islanders within the Association, the University and the community. He/she will also facilitate quality representation of those members and pursue projects of benefit to these members.
30.12 Maori Students' Representative
30.12.1 The Maori Students' Representative must be a Maori student.
30.12.2 The Maori Students' Representative is responsible for representing the interests of Maori students within the Association, the University, and the community. He/she will also facilitate quality representation of Maori and pursue projects of benefit to Maori.
30.13 Queer Representative
30.13.1 The Queer Representative must be a Queer student.
30.13.2 The Queer Representative is responsible for representing the interests of Queer students within the Association, the University, and the community. He/she will also facilitate quality representation of Queer students, and pursue projects of benefit to Queer students.
30.14 The Executive may set policies expanding upon the responsibilities of Executive Officers in these Rules, provided that such policies are consistent with these Rules.
THAT section 34.5 be repealed.
THAT section 36.1 be amended to read: "Except as otherwise provided for in these Rules, all members will be eligible for nomination, election and re-election and voting provided they hold the necessary prerequisites for the office."
THAT section 36.3.1 be inserted to read: "No currently serving Executive Officer may nominate."
THAT section 37.5 be repealed and replaced with:
37.5 Every member duly enrolled will be entitled to exercise one vote only for each position, except as otherwise provided for in these Rules, and as follows:
37.5.1 Only females may vote for the Women's Representative
37.5.2 Only non-New Zealand citizens and non-permanent residents may vote for the International Student's Representative.
37.5.3 Only post-graduate students may vote for the Post Graduate Representative.
37.5.4 No student may vote for more than one Divisional Representative
37.5.5 A student may vote only for the Divisional Representative of the Division that teaches a qualification for which the student is currently enrolled.
37.5.6 The polling officer at any polling station will have the discretion to refuse to allow a member to vote for a particular Divisional Representative position if he or she is not satisfied that the member is enrolled for a qualification taught in that Division.
37.5.7 Only Pacific Island students may vote for the Pacific Island Students' Representative
37.5.8 Only Maori students may vote for the Maori Students' Representative

Meeting closed at 4.28pm