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9th July 2013

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 9 JULY 2013 AT 5.21PM



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

IN ATTENDANCE
Donna Jones (Minute Secretary), Darel Hall (General Manager) Katy Atkinson (President - Cancer Core), Emily Sutton (Keen project), Sam McChesney (Critic Reporter) and Baz McDonald (ESports member)

MINUTES OF THE PREVIOUS MEETING
Sycamore-Smith/Davidson
264/13 THAT the minutes of the executive meeting held on 18 June 2013 be accepted as a true and correct.
CARRIED

Kamil, Lucy and Jordan arrived at 5.24pm

INWARD CORRESPONDENCE
Letter from the Otago Regional Council regarding the OUSA submission on the Council's Annual Plan on bus services for students was for noting. They informed us there is to be a meeting about this.

SPEAKING RIGHTS
Moved from the Chair
265/13 THAT Donna Jones, Darel Hall, Katy Atkinson and Sam McChesney be granted speaking rights for the duration of this meeting.
CARRIED U

UNIVERSITY RELAY FOR LIFE
As attached. Katy addressed the meeting to gauge interest and support for a proposed University Relay for Life event next March in conjunction with OUSA and the University of Otago.

The Vice Chancellor was keen to get students involved. It was suggested perhaps staff vs students. And hopefully the Halls will get involved.

The University of Dublin is currently the only University outside of America to organise a student run Relay for Life.

Leoni/Sycamore-Smith
266/13 THAT OUSA will support the Otago University Relay for Life Event to be held in March 2014.
CARRIED

KEEN APP IDEA
This to be tabled until the next Executive Meeting as the information wasn't supplied in time for the agenda to have it discussed at this meeting.

ASSOCIATION SECRETARY'S LEAVE
Donna Jones is going to Hong Kong, China and Hanoi for three weeks on 19TH July. Timothy Grigg will be Acting Secretary in her absence.

Luff/Taylor
267/13 THAT Sean Timothy Richard Loughrey Septimus Grigg be appointed as Acting Association Secretary whilst Donna Jones is on vacation.
CARRIED

EXECUTIVE SECOND QUARTER REPORTS
Leoni/Davidson
268/13 THAT Blake Luff's second quarter report be accepted and his honorarium be paid.
CARRIED

Luff/Benson
269/13 THAT Lucy Gaudin's second quarter report be accepted and she continue to be paid her honorarium.
CARRIED

Taylor/Luff
270/13 THAT Rachael Davidson's second quarter report be accepted and her honorarium be paid.
CARRIED

It was noted that the Campaigns Officer job description will in need of a revision.

Taylor/Saifuddin
271/13 THAT Kamil Saifuddin's second quarter report be accepted and he be paid his honorarium.
CARRIED

Fran relinquished the Chair to Lucy at 5.44pm

Davidson/Leoni
272/13 THAT Francisco Hernandez's second quarter report be accepted and he continue to be paid his honorarium.
CARRIED

Fran went through the duties he carried out as acting Education Officer in Jordan Taylor's absence. Mostly he attended many meetings.






Davidson/Leoni
273/13 THAT Francisco Hernandez's second quarter report for his role as acting Education Officer be accepted and Jordan Taylor continue to be paid his honorarium.
CARRIED

Luff/Leoni
274/13 THAT Pippa Benson's second quarter report be accepted and she be paid her honorarium.
CARRIED

Luff/Hernandez
275/13 THAT Gianna Leoni's first half yearly report be accepted and her honorarium be paid.
CARRIED

Gianna Leoni has requested she be paid in full after her second half yearly report is accepted.

It is to be recorded that Keir Russell's second quarter report was late owing to personal family commitments.

Luff/Hernandez
276/13 THAT Keir Russell's second quarter report be accepted and his honorarium be paid.
CARRIED

Gianna left at 5.56pm

Davidson/Taylor
277/13 THAT Ruby Sycamore-Smith's second quarter report be accepted and she continue to be paid her honorarium.
CARRIED

It is to be recorded that Zac Gawn's second quarter report was late. There was a discussion about the extent of lateness of this report and that there should be a consequence for this.

Luff/Taylor
278/13 THAT Zac Gawn's second quarter report be accepted, he continue to be paid his honorarium with a reduction of one week's pay for lateness.
CARRIED

BLUES PANEL MEMBERSHIP
Luff/Davidson
279/13 That Blake Luff, Francisco Hernandez, James Grubb, George McLenaghan, Ron Palenski, Ken Hodge and David Gerrard be appointed to the Blues Panel for 2013.

FUNDING APPLICATIONS FOR SNOW GAMES TO COMMON SEAL



The Club Development Officer is seeking funding to assist with the New Zealand University Snow Games coming up in August and the applications require a common seal affixed.

Luff/Russell
280/13 THAT the OUSA Executive authorizes the Club Development Officer to apply to the NZ Community Trust for up to $5,000.00 for costs directly associated with hosting the New Zealand University Snow Games, Wanaka, 26 - 31 August 2013, and that the Common Seal be affixed to the application.
CARRIED

Luff/Russell
281/13 THAT the OUSA Executive authorizes the Club Development Officer to apply to The Lion Foundation for up to $5,000.00 for costs directly associated with hosting the New Zealand University Snow Games, Wanaka, 25 - 31 August 2013, and that the Common Seal be affixed to the application.
CARRIED

Luff/Russell
282/13 THAT the OUSA Executive authorizes the Club Development Officer to apply to Pub Charity for up to $5,000.00 for costs directly associated with hosting the New Zealand University Snow Games, Wanaka, 25 - 31 August 2013, and that the Common Seal be affixed to the application.
CARRIED

Luff/Russell
283/13 THAT the OUSA Executive authorizes the Club Development Officer to apply to The Southern Trust for up to $5,000.00 for costs directly associated with hosting the New Zealand University Snow Games, Wanaka, 25 - 31 August 2013, and that the Common Seal be affixed to the application.
CARRIED

Luff/Russell
284/13 THAT the OUSA Executive authorizes the Club Development Officer to apply to the Bendigo Valley Sports and Charity Foundation for up to $5,000.00 for costs directly associated with hosting the New Zealand University Snow Games, Wanaka, 25 - 31 August 2013, and that the Common Seal be affixed to the application.
CARRIED




GOVERNANCE STRUCTURE REVIEW UPDATE
The attached document was to update the executive and for noting. The time frame for the completion of has been pushed out as the initial timing was unrealistic.

OUSA AQUATIC CENTRE RAILING
The conversation continued about the railing being non-compliant because of its height and the wood is rotting making it unsafe.

Blake offered to find out the proper figures that were quoted to repair this and bring the information back to the executive. There was to be a visit to the OUSA Aquatic Centre by the executive but this still hasn't happened.

INTER-UNIVERSITY ESPORT COMPETITION
The last Electronic Sports competition went well and Fran raised the idea with other university student association President's recently whilst he was in Wellington who showed enthusiasm and were keen to participate in a University ESport competition and Fran is seeking funding to help get this started.

The Vice-Chancellor is keen to embark on a partnership collaboration with OUSA to cement our status as the leading University in New Zealand for ESports by having this competition.

It was explained that there would be a requirement to have monies up front to purchase flights at a cheaper price and act as a contingency plan.

Fran proposes to run a series of qualifiers across the various University campuses with the top prize being return flights to Otago.

Moved from the Chair
285/13 THAT Baz McDonald be granted speaking rights for the duration of this meeting.
CARRIED

Effectively they thought this would be putting monies up front to be paid back with entry fees etc.

Baz expressed that this has the potential to be a money maker in the future.

Hernandez/Gaudin
286/13 THAT OUSA allocate up to $15,000 to fund an Electronic Sports (ESports) University Tournament in semester two to come from the New Zealand University (NZU) Games Organising budget area.
Against: Luff/Taylor
CARRIED

DEVOLUTION IS EVOLUTION - POSTGRADUATE STUDENTS
This has been tabled for further information.


LOCAL BODY ELECTIONS ENROLMENT CAMPAIGN
As attached. Fran has asked our Designer Luci to design a poster to encourage students to enroll.

Fran has created a roster for the executive to recruit 10 volunteers to help each weekend for a month to door knock to get students on the roll.

Fran would like to offer them food for lunch each day so is seeking funding.

Hernandez/Davidson
287/13 THAT OUSA allocate $500 to assist with a campaign to encourage students to enroll for the local body elections to come from the campaigns line.
CARRIED

SOUTHLAND CAMPUS STUDENTS' ASSOCIATION/OUSA/SLA
As attached. Zac and Jordan drove down to visit the Southland campus to negotiate fuller the Memorandum of Understanding and the Service Level Agreement and work out the funding.

Lucy left the room for a telephone call at 6.50pm
Fran assumed the Chair at 6.50pm
Lucy returned at 6.51pm

Southland Campus would invoice OUSA for payment.

Lucy said she had a funding model with the other satellite campuses and would like them all to be the same.

Davidson/Sycamore-Smith
288/13 That a common seal be affixed to the Otago University Students' Association (OUSA) -Southland Campus Students' Association (CSSA) Service Level Agreement (SLA) with the proviso that the finance officer be given full authority to disburse the monthly payments at the finance officer's discretion.

CARRIED

SOUTHLAND CAMPUS STUDENTS' ASSOCIATION/OUSA/MOU
Taylor/Gawn
289/13 That a common seal be affixed to the Otago University Students' Association (OUSA) -Southland Campus Students' Association (CSSA) Memorandum of Understanding (MOU) with the proviso that the finance officer be given full authority to disburse the monthly payments at the finance officer's discretion.
CARRIED





CCS (Otago Branch) DISABILITY ACTION SUBSCRIPTION
After a robust discussion it was agreed to decline this subscription.

MOTHRA/STUDENT FILM FESTIVAL
It has been agreed that OUSA should host a Student Film Festival similar to the previously held Mothra Film Festivals to be held over two weeks.

Jordan Taylor is keen to co-ordinate this. He suggests OUSA�s key assets must be in the films as an advertising theme. He is seeking the executive support and would try and obtain sponsorship for prizes.

He envisaged they use their own camera�s etc so there shouldn�t be any extra work for OUSA.

All agreed this was a good idea and would look forward to updates.

GENERAL BUSINESS
Planet Media Dunedin Limited draft Minutes � It was noted that these minutes had not been received at a PMDL meeting yet, however the Directors had been in receipt of them via email and agreed for them to come to this meeting.

Gaudin/Benson
290/13 THAT the Planet Media Dunedin Limited Minutes of 24 June 2013 be received.
CARRIED

There was a request for a purchase (PMDL 16/13) from the OUSA capital expenditure budget to be actioned.

Benson/Gaudin
291/13 THAT Planet Media Dunedin Limited requests $5,500 excluding GST for replacement of Office Furniture (Chairs) to come from the 2013 OUSA Capital expenditure budget line.
CARRIED

$5 Dinners � These are to start next week but the Recreation Centre haven�t been given information yet. Fran said the posters had been ordered with the Designer. Fran will follow up.

OUSA Annual Survey � Darel asked people to look over the draft he sent around, especially the campaigns section as it appeared as a fair way to engage with students. Any feedback to Darel please.

Next Executive Meeting - next Tuesday 16 July for the budget timeline.



Meeting closed at 7.15pm