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13th August 2013

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 13 AUGUST 2013 AT 5.19PM


PRESENT
Francisco Hernandez (Chair), Zac Gawn, Pippa Benson, Kamil Saifuddin, Kier Russell, Jordan Taylor, Rachael Davidson and Ruby Sycamore-Smith

IN ATTENDANCE
Nick Tenci (candidate for Finance Officer), Thomas Mitchell (OU Debating Society), Hannah Payne-Harker (Environmental Officer), Sam Allen (Women's Rep) Darel Hall (General Manager) and Donna Jones (Minute Secretary)

APOLOGIES
Blake Luff and Gianna Leoni

Gawn/Russell
348/13 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING
Gawn/Saifuddin
349/13 THAT the minutes of the executive meeting held on 30 July 2013 be accepted as a true and correct record.
CARRIED

MATTERS ARISING
There was gratitude expressed for the fine job that Timothy Grigg did as Acting Association Secretary in Donna Jones' absence.

SPEAKING RIGHTS
Moved from the Chair
350/13 THAT Thomas Mitchell, Hannah Payne-Harker, Darel Hall, Sam Allen and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U

PROPOSALS FOR AUSTRALS
Thomas addressed the meeting highlighting their intention to put in a bid for to host the Australasian Intervarsity Debating Tournament (AUSTRALS) one in semester one and one in semester two. He emphasized that they are requesting OUSA's support in this venture.

Ruby and Rachael arrived at 5.17pm

They are applying to other large business's to sponsor them but hope to gain support from OUSA and the University. They agreed to write up a Memorandum of Understanding with OUSA on this.

He said this would be a great way to promote Dunedin.

It was stated that OUSA would do everything in its power to assist with this event and agreed a Memorandum of Understanding should be drafted by the OU Debating Society.

Sycamore-Smith/Saifuddin
351/13 THAT OUSA agree to support the Otago University Debating Society's bid to host the Australasian Intervarsity Debating Tournament (AUSTRALS) in 2014.
CARRIED

The Chair requested that the order of the agenda be changed to enable visitors in attendance to leave after their item is discussed should they desire.

ENVIRONMENTAL WEEK
Hannah informed the meeting that the advertising is organized for Environmental Week and the planning well underway. It was suggested that their meeting minutes should come to the executive meetings for information sharing.

Hannah was thanked for attending and she left the meeting.

WOMEN'S WEEK
As circulated Sam wanted to update the executive on the proposed events coming up and seek permission to spend the balance of the Women's Week budget for these events.

Sycamore-Smith/Davidson
352/13 THAT the OUSA Women's Representative, Sam Allen be granted permission to spend up to $1,500 from the Women's Budget Line for the events proposed.
CARRIED

Sam was thanked for attending and she left the meeting.

LOCAL BODY ELECTIONS
Rachael Davidson has been busy with volunteers getting students to sign up on the roll to enable them to vote. She has been short on assistance and would appreciate help with the BBQ on Thursday especially. She has a facebook roster set up. There will be pizza for those who help out during this busy campaign.

FLATTING WEEK
Please go and see Philippa at Student Support to assist with activities for flatting week, especially the stall to give out flatting buckets on Market Day.

OUSA EXECUTIVE MEMBERS IN NON-STUDENT ELECTIONS
As attached this document is intended to guide executive members who are candidates in non-student elections in particular Fran who is standing for the local body elections.

This document is modelled on the rules discussed for a staff member who stood for Mayor in 2010 and is standing again this year.

It is to ensure that they separate their election campaigning from their positions at OUSA/PMDL/Radio 1/Critic.

Russell/Saifuddin
353/13 THAT the OUSA Executive members in non-students election principles and protocols document be received and accepted.
CARRIED

OUSA CONSTITUTIONAL CONVENTION
It was agreed that the documents attached were taken as read as they were submitted in plenty of time prior to the meeting.

Gawn/Benson
354/13 THAT the OUSA Constitutional Convention memorandum be received with agreement that $1500 be allocated for catering costs to incentivize students to take part in the Governance and Working Party Review.
CARRIED


GOVERNANCE & REPRESENTATION REVIEW TIMEFRAMES
Gawn/Benson
355/13 THAT the Governance and Representation Review extended timeframes as attached be received.
CARRIED

OUSA GOVERNANCE & REPRESENTATION WORKING PARTY REPORT
Fran explained the outcome of the Maori Constitutional Engagement Stakeholder Forum on 4 August 2013 where they arranged and promoted this event through Te Roopu Maori.
Discussion took place about Maori representation on the Executive and it was agreed that Te Roopu Maori would prefer to appoint a member to attend the executive meetings rather than the present appointment of TRM Tumuaki/President. This would involve a constitutional change for both associations if implemented.

Gawn/Benson
356/13 THAT the OUSA Governance and Representation Working Party Report
Be received.
CARRIED

OUSA GOVERNANCE & REPRESENTATION DISCUSSION QUESTIONS
Gawn/Benson
357/13 THAT the OUSA Governance and Representation Discussion questions document be received.
CARRIED

RATE OUR FLATS
A attached - Fran is instigating the development of an online flat-rating system where you can rate flats across an area using integrated google maps technology. He has been in consultation with the General Manager and Greg Hughson of Core Development who set up our online voting system.

Zac Gawn is keen to engage with Core Development and assist with this proposal, obtain the necessary proof of concept and any additional information. It was agreed that the Administrative Vice President would lead on this issue and the General Manager would provide assistance.

Saifuddin/Russell
358/13 THAT OUSA allocate $5,000 to an online flat rating system to come from the Capital Expenditure line.
CARRIED

MENTAL HEALTH AWARENESS
As the memo states there is a mental health awareness day planned for 10 October. The day is in the early stages of planning, Rachael has contacted Jodie Black from Southern District Health Board and is hopeful she will give a suicide prevention and postvention talk. Rachael is seeking funding to promote this day.

Davidson/Russell
359/13 THATOUSA allocate up to $500 to promote and facilitate a Mental Health Awareness Day on 10 October 2013 to come from the campaigns line.
CARRIED

FIRE & JUGGLING CLUB FUNDING REQUEST
Keir addressed the meeting stating there was a conflict of interest as he is a member of this club.

He stated as per the attached document that the original ferry travel dates booked to Wellington for 8 students to travel to NZ's premier community circus gathering had been changed and they now urgently required funding.

Keir said the club hadn't relied on OUSA for funding initially but this forced them to ask for assistance as it is an emergency. He said the ferry would be cheaper if 10 people booked so students from Nelson were willing to book with them to attend.

There was opposition as this wasn't an executive matter and could set a bad precedent, funding applications of this nature should be taken to the OUSA grants committee. Keir explained he didn't have time for the next round as the ferry bookings would be cheaper if booked now.

Advice was sought from a couple of grants panel members on the overall criteria and conditions when clubs apply to perhaps enable this club to pay up front and then pay the money back with a grant for which they would normally be eligible.

A loan was suggested but this wasn't possible under the new criteria being introduced for loans.

After a long debate the following compromise was decided.

Gawn/Davidson
THAT OUSA grant The Dunedin Fire and Juggling Club $1500 bridging finance for their trip to Wainuiomata near Wellington on 6-8 September 2013 to be repaid by the end of September.
Abstain: Russell/Sycamore-Smith/Saifuddin
CARRIED


Keir to visit the accounts office to make sure all relevant documentation is filled out to enable this to be a straight forward accounting transaction.





GENERAL BUSINESS
Otago Regional Council - Fran informed the meeting that the ORC have committed to a trial bus service at a 25% discount for tertiary students next year. This will be advertised in the first year packs and through summer school next year.

This is a good outcome as Rachael and Lucy worked on this earlier in the year visiting the ORC and the OUSA student survey indicated this should be a priority for students as the Dunedin bus services weren't user friendly and are expensive for students.



Meeting closed at 6.14pm