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21st May 2013

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 21 MAY 2013 AT 5.24PM



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

IN ATTENDANCE
Sam McChesney (Critic Reporter), Donna Jones (Minute Secretary) and Darel Hall (General Manager)

APOLOGIES
Jordan Taylor and Blake Luff

Pippa Benson for lateness

Moved from the Chair
166/13 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Gaudin/Davidson
167/13 THAT the minutes of the executive meeting held on 7 May 2013 be accepted as a true and correct record.
CARRIED

MINUTES OF THE PREVIOUS EMERGENCY MEETING
Gaudin/Davidson
168/13 THAT the minutes of the emergency executive meeting held on 13 May 2013 be accepted as a true and correct record.
CARRIED
RATIFY THE EMERGENCY MEETING MOTIONS
Gaudin/Leoni
169/13 THAT the motions 160/13 - 166/13 from the Emergency Executive Meeting held on 13 May 2014 be ratified.
CARRIED

GRANTS COMMITTEE MINUTES
Sycamore-Smith/Gaudin
170/13 THAT the minutes of the OUSA Grants Committee Meeting held on 10 May 2013 be received.

GRANTS COMMITTEE RECOMMENDATIONS
Sycamore-Smith/Gaudin
171/13 THAT the Otago Campus Badminton Club be granted $650.00 to purchase new shuttlecocks and medals for their First Semester Tournament.
CARRIED

Sycamore-Smith/Gaudin
172/13 THAT the Otago University Association Football Club grant application be deferred until a member of the club has a meeting with the CDO to discuss the grant, as required in the OUSA Grants Policy.
CARRIED

Sycamore-Smith/Gaudin
173/13 THAT the Otago University Karate Club be given 50% of the total cost to purchase safety training equipment up to a maximum $852.00.
CARRIED

Sycamore-Smith/Gaudin
174/13 THAT the Otago University Squash Club be granted $480.00 for purchasing a new dishwasher.
CARRIED

Sycamore-Smith/Gaudin
175/13 THAT Josephine Byrnes, Emma Gattey, and Dustin Pearson be granted $250.00 each to assist with covering the costs of flights in order to attend the Australasian Animals Studies Group Conference in Sydney.
CARRIED

Sycamore-Smith/Gaudin
176/13 THAT the individual grants for Leah Carrell, Miriam Marler, and Siobhan Milner each be declined on the basis that it was deemed the dance festival, for which they each wished to attend, was academic in nature.
CARRIED

Sycamore-Smith/Gaudin
177/13 THAT Karli Haugh be granted $750.00 to assist with the costs of participating in the 2013 Age Group Standard Distance Triathlon World Championships, in London.
CARRIED

Sycamore-Smith/Gaudin
178/13 THAT Elora Konok Saha be granted $100.00 to help cover the costs of attending the Autumn Conference of AIESEC, in Wellington.
CARRIED

Sycamore-Smith/Gaudin
179/13 THAT Nita Sullivan be granted $150.00 to assist with the costs of participating in the Under 21 Hockey Tournament, in Whangarei.
CARRIED

Sycamore-Smith/Gaudin
180/13 THAT Jan (JC) Susan be granted $750.00 to help cover the costs of attending the ISA World Open Surfing Games in Panama.
CARRIED



Sycamore-Smith/Gaudin
181/13 THAT Cameron Yung be granted $100.00 to contribute to the costs of attending the South Island Golden Gloves tournament, in May.
CARRIED

CLUB AFFILIATIONS
Davidson/Sycamore-Smith
182/13 THAT P3 Foundation on Campus be affiliated to OUSA.
CARRIED

Davidson/Sycamore-Smith
183/13 THAT the Dunedin Feminist Collective be affiliated to OUSA.
CARRIED

SPEAKING RIGHTS
Moved from the Chair
184/13 THAT Darel Hall, Donna Jones and Sam McChesney be granted speaking rights for the duration of this meeting.
CARRIED U

ROTARY CLUB OF DUNEDIN FUNDING REQUEST
The Executive declined this application. The Secretary will notify them.

EDUCATION COMMITTEE MEETING MINUTES
Gaudin/Davidson
185/13 THAT the minutes of the education committee meeting held on 9 May 2013 be received.
CARRIED

LOCAL BODY REGISTRATION
Fran and his team are keen to get more students to sign up on the electoral roll. Encourage more student engagement will be OUSA�s focus.

Fran would like OUSA to assist with advertising to encourage students to vote, he has liaised with Radio One and Critic. Critic said they are going to run an info-graphics to help students understand and know about each candidate in a six page colour article.

Moved from the Chair
186/13 THAT Fran, Zac, Lucy, Ruby, Rachael and Keir be appointed to the Local Body Election Working Party.
CARRIED U

Davidson/Sycamore-Smith
187/13 THAT OUSA allocate $2,000 to the Local Body Elections Working Party to come from the Campaigns Line
CARRIED

The working party will come up with a funding model and planning.

OUSA-WMSA SERVICE LEVEL AGREEMENT
As attached, essentially OUSA is funding the WMSA to run services and events which OUSA can't provide due to the impracticalities caused by distance. In return WMSA will meet the deliverables set out in the Table attached of WMSA services provided. This SLA Agreement can be subject to amendments on the consent of both parties.

Are other satellite campuses receiving funding? Fran explained from a total of $20,000 - $10,000 for Christchurch, $7,000 for Wellington and the remaining $3,000 will be tagged for Invercargill hopefully.

A sentence to be added to the fifth paragraph before this document is submitted for signing - Finance Officer with consultation with the Satellite Campus Committee

Davidson/Gaudin
188/13 THAT the Common Seal be affixed to the Service Level Agreement (SLA) between the Otago University Students' Association (OUSA) and the Wellington Medical Students' Association (WMSA)
CARRIED

Pippa arrived at 6.01pm

OUSA OFFICERS PORTFOLIOS AND RESPONSIBILITIES
As attached the meeting went through and allocated responsibilities and tasks for the new portfolios.

This document will be updated and forwarded to the Secretary and the Executive with the names and positions outlined.

GOVERNANCE AND REPRESENTATION REVIEW
Discussion took place as to the purpose of this owing to a review being conducted by previous executive. Some thought this would be a good test to see if the current executive structure is working well.

Gaudin/Davidson
189/13 THAT a Governance and Representation Review will be convened.
Abstain: Gawn
CARRIED

Saifuddin/Davidson
190/13 THAT Fran (Chair), Lucy, Gianna and Zac be appointed to the Governance and Representation Review Working Party.
CARRIED

POST GRADUATE COMMITTEE MINUTES
Benson/Gaudin
191/13 THAT the minutes of the Post Graduate Meeting held on 8 May 2013 be received.
CARRIED


COMMITTEE OF THE WHOLE
Russell/Sycamore-Smith
192/13 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 6.50pm
CARRIED

Gaudin/Davidson
193/13 THAT the meeting move out of Committee of the Whole at 6.57pm
CARRIED

INTERNATIONAL CULTURAL COUNCIL MEETING MINUTES
Russell/Gaudin
194/13 THAT the minutes of the International Cultural Council meetings held on 27 February 2013, 20 March 2013, 10 April 2013, and 30 April 2013 be received.
CARRIED

OTAGO REGIONAL COUNCIL SUBMISSION
This submission has been submitted.

FINANCE OFFICERS MONTHLY REPORT
Included in this report are the attached Fair Trade Report and Otago Regional Council Submission. Lucy went through her report and highlighted some points.

Sycamore-Smith/Saifuddin
195/13 THAT the Finance Officers May Report be received.
CARRIED

Gianna left at 7.06pm

REFERENDUM PLANNING
There would be a static booth in the Link but the executive wouldn't be able to sit on it. The Secretary will manage a volunteer to do so for part of the week.

Explanatory notes and referenda questions have been compiled, run by the Mediator and are ready to go to Blair for the voting system to be set up.

Global email request submitted.

COMMITTEE OF THE WHOLE
Moved from the Chair
196/13 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 7.12pm

Moved from the Chair
197/13 THAT the meeting move out of Committee of the Whole at 7.24pm
CARRIED

GENERAL BUSINESS
Craft Beer Festival - as submitted by Darel Hall there have been discussions about a craft beer and food festival towards the end of this year as our end of year event for larger number of students than last years' Wingatui event.

Note: The 'Great Dunedin Beer Festival' will take place of the Wingatui event and is subject to a DCC funding application and will occur within budget for the OUSA end of year event.

The Executive agreed this would be a great idea and they would get together with staff and work on this.

Gaudin/Saifuddin
198/13 THAT the Executive authorize the organization of a craft beer and food event as the OUSA's end of year function to be known as "The Great Dunedin Beer Festival"
CARRIED

Moved from the Chair
199/13 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 7.27pm.
CARRIED

Moved from the Chair
200/13 THAT the meeting move out of Committee of the Whole at 7.37pm.
CARRIED


Meeting closed at 7.38pm



Signed: _________________________________ Date: _____________