Executive Meeting Minutes

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30th July 2013


Francisco Hernandez (Chair), Rachael Davidson, Lucy Gaudin, Zac Gawn, Blake Luff, Keir Russell, Kamil Saifuddin, Ruby Sycamore-Smith, Jordan Taylor.

Timothy Grigg (Minute Secretary), Darel Hall (General Manager) and Sam McChesney (Critic Reporter)

Pippa Benson and Gianna Leoni.

318/13 THAT the above apologies be accepted.

319/13 THAT the minutes of the executive meeting held on 19 July 2013 be accepted as a true and correct record.

320/13 THAT Darel Hall and Donna Jones be granted speaking rights for the duration of this meeting.

Blake outlined the Grants Committee meeting and the recommendations that the committee made regarding who should receive OUSA Grants for Round 4.

Blake still has to chase up the Netball Officials Club before their grant is approved.

321/13 THAT the minutes of the Grants Committee Meeting held on the 19th of July 2013 be received.

322/13 Luff/Russell
THAT the Otago Australian Football Club be granted 50% of the total cost of the purchase of jumpers up to $1000.00

323/13 Luff/Russell
THAT the Otago University Men's Basketball Club be granted $896.00 to purchase 8 full sets of white uniforms, which is to be billed to the OUSA.

324/13 Luff/Russell
THAT the Otago University Medical Students' Association be granted 30% of the total cost of printing, up to $1,500, as long as the OUSA receives a half page of advertising in the magazine.

325/13 Luff/Russell
The grant for the OUSA Netball Officials be deferred until Blake can confirm prices with Dan from Unipol.

326/13 Luff/Russell
The grant for the P3 Foundation Otago will cover the printing costs, but there will be no monetary costs granted.

327/13 Luff/Russell
The grant request by the Sri Lankan Students' Association be declined due to the lack of information however, the application may be resubmitted once valid quotes and information is obtained and submitted.

328/13 Luff/Russell
That Nicholas Barraclough be granted $750.00 each to assist with the costs of attending the U23 Under Water Hockey Junior Men's World Championships in Hungary.

329/13 Luff/Russell
That Sam Bond be granted $450.00 to assist with the costs of attending the 2013 IBSF World Under 21 Snooker Championships in Beijing.

330/13 Luff/Russell
That Grace Jansen be granted $200.00 to assist with the costs attending the Australs, in Malaysia.

331/13 Luff/Russell
That Kathryn McLachlan be granted $100.00 to help cover the costs of participating in the New Zealand Senior Nationals for Squash, in Auckland.

332/13 Luff/Russell
That Jaz Morris be DECLINED an OUSA grant.

333/13 Luff/Russell
That Marcus Norbury be granted $750.00 to assist with the cost of attending the World Junior Canoe Slalom Championships in Slovakia.

334/13 Luff/Russell
That Thomas Hobman, Harald Askevold, Michael Brocks, Samuel Laurenson, Tamati Brooks be granted $80.00 each to contribute to the costs of attending to cover the costs the Squash B-Grade Nations in Whangarei.

335/13 Luff/Russell
That Laura Russell, Jessica Souchon, Hannah Hibbert, Olivia Lloyd, Stephanie Commim, Rachael Verhaegh, Stacey Hitchcock be granted $80.00 each to attend the Women's C-Grade Squash Nationals in Palmerston North.

336/13 Luff/Russell
That Daniel Wehner be DECLINED an OUSA grant, based on the ineligibility of the event.

337/13 Luff/Russell
That Rona Wignal be granted $750.00 to assist with the costs of attending the U23 Underwater Hockey World Championships in Hungary.

As attached. Zac explained the contents of the minutes. The Executive Travel Policy has been completed and is to be brought to the Executive.

338/13 THAT the minutes of the Policy Committee meeting held on the 24th of July 2013 be received.

As attached. Ruby explained the contents of the minutes and ideas that have come up including: putting up photos of the WelCom members so students can put names to faces, having a puppy room during exams, having a pajama day at university.

Ruby also noted that Women's Week is going well and that Mental Health Awareness Day is coming up.

339/13 THAT the minutes of the Welfare Committee meeting held on the 22th of July 2013 be received.

Is attached. Darel highlighted some points from the June report such as a bid for a 3 year funding approach with the university.

Francisco informed the meeting that surplus is running at 111% of budget and that the Executive is being conservative with spending. There was a discussion about the current surplus.

Darel also noted other points:
- Communications between OUSA and UBS will be through the Finance & Expenditure Committee
- There will be an "After party" at UBS after Art Week.
- The use of the kitchen at the Recreation Centre has to keep up with health and safety standards, and any issues will be dealt with in the near future.
- The DCC has responded to OUSA's submission on the annual plan.

340/13 Luff/Saifuddin
THAT the DCC's response to OUSA's submission on the annual plan be received.

Darel and Francisco outlined the Student Satisfaction report. OUSA currently has broad satisfaction with its members and is up 8%. Darel has the full report if anyone wants to read it.

There is currently a survey of undergraduates at the University of Otago Wellington and Christchurch.

Only 18% of students would not pay more for OUSA services.
Most students recognize the relationship between OUSA and the satellite campuses, with only 15% not.

Francisco explained that only the undergraduates were being surveyed and why.

341/13 Sycamore-Smith/Gawn
THAT the Draft Survey Summary Report be received/accepted (deleted one)

As attached. Judging of the best and worst landlords is to occur on the 15th of August, which is also an OUSA Market Day.

There is to be a spring clean give away, a flatting agreement give away and an OUSA Housing Summit.

Discussion occurred about the amount being spent and reasons for it.

342/13 Sycamore-Smith/Saifuddin
THAT $1500 be authorized from the Campaigns line to be spent on the OUSA Housing Week.

343/13 Gaudin/Sycamore-Smith
THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 5.47pm.

344/13 Gaudin/Sycamore-Smith
THAT the meeting move out of Committee of the Whole at 6.01pm.

Blake is the student panelist for the ITS review. Please submit feedback to him on what ITS can do.

Blake has a 7 week placement coming up in Wyndham and will be doing work remotely but will not be coming in to the office during that time. Blake has requested to not be paid his honorarium during this time.

The Cat Clinic day happened in the 26th of July. 56 cats belonging to students were micro chipped, de-wormed, got vaccinations and had a health check. Good publicity with the New Zealand Herald and the Otago Daily Times. Lucy requested that $150 be spent to thank you gifts for people who donated their time to this project.

345/13 THAT $150 be spent on thank you gifts for Cat Clinic volunteer vet staff.

Kamil wished to thank Lucy, Ruby, Rachael, Zac, Francisco and Gianna for coming to and helping out at the International Cultural Night held on the 28th of July.

Francisco thanked Lucy for her service to the Executive.

346/13 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 6.07pm.

347/13 THAT the meeting move out of Committee of the Whole at 6.01pm.

It was noted that Lucy is to continue as the Animal Welfare/FairTrade person on the Welfare Committee and that Lucy will continue to be on the Finance and Expenditure Committee as a student representative until the new Finance Officer is elected.

Meeting closed 6.21pm