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3rd September 2013

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 3 SEPTEMBER 2013 AT 5.15PM



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

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

APOLOGIES
Blake Luff
Jordan Taylor for lateness
Gianna Leoni and Keir Russell for leaving early

Moved from the Chair
360/13 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Gawn/Benson
361/13 THAT the minutes of the executive meeting held on the 13 August 2013 be accepted as a true and correct record.
CARRIED

MATTERS ARISING
It was stated that Otago won the bid to host the Australasian Intervarsity Debating Tournament (AUSTRALS). The Otago University Debating Society has sent a message to OUSA expressing their gratitude for our support.

Rachael arrived at 5.18pm

WELCOME TO FINANCE OFFICER ELECT
The Chair congratulated Nick Tenci on his election to the OUSA Executive and welcomed him with a loud applause from around the table.

SPEAKING RIGHTS
Moved from the Chair
362/13 THAT Darel Hall and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U




SNOW GAMES COMMON SEALING OF FUNDING APPLICATIONS
Funding applications for the University Snow Games were presented to a previous executive meeting, however the Snow Games were cancelled so these weren't used.

James Grubb had put a lot of hard work into organising the games and some people were disappointed they were cancelled so he helped organise a Freestyle event in Wanaka for those who had already planning to travel.

This saw students entertained for 3 hours starting with a coaching session. One snowboard and one ski free-ride coach taking them to the top of the mountain providing tips for all. In total 20/21 students took part and judging by the feedback received all had a fantastic time.

This morning a rail jam in the Jazz Park, Saddle Basin, were students can put skills taught from yesterday and will be judged on their performance

ESPORTS UPDATE
An ESports update was not available as the organizer was not in attendance as requested by Fran. This disappointed some on the Executive. Fran had sent him a facebook invitation to attend this meeting yesterday. The mood of the Executive suggested some confidence building in the event was necessary. Fran will follow up this evening.

GENERAL MANAGER'S JULY OPERATIONAL REPORT
Darel highlighted some of his report and some additions. He said he received advice from a real estate agent about the former Docs coffee space at the Recreation Centre and it requires re-wiring to the mains power board, the frontage would need a revamp and some tenants would require a separate toilet with disability access.

Planning is underway to move staff from the Rec Centre for the redevelopment from November. 1/11/03 - 14/02/14 will the official shutdown period.

Darel was asked if there as going to be a Study Link space on campus. No further update on this at this stage.

Moved from the Chair
363/13 THAT Sam McChesney be granted speaking rights for the duration of this meeting.
CARRIED U

Rape joke articles in Critic - Sam advised the meeting he received a letter of gratitude (article 20) from Georgia Knowles on behalf of the women of Rape Crisis New Zealand after his apologies regarding previous rape jokes that were published in previous critics.

Davidson/Saifuddin
364/13 THAT the General Manager's July Operational Report be received.
CARRIED


GO CARDS FOR BUSES
As attached. The Otago Regional Council have offered a 75% discount to first year and new entrant students, this being roughly 5000 students.

Fran recommends OUSA gives a Go Card with our handbook diary to all students next year. This would come at a cost of roughly $1.25 per student.

He pointed out that first year students usually stayed in Colleges which meant they wouldn't be the main target market for the bus usage.

A major concern is with the ineffectual bus timetables which haven't been addressed yet. OUSA has been asking for this to be fixed for a very long time and some expressed apprehension as to whether this scheme would be beneficial if the timetables did co-ordinate.

Keir arrived at 5.30pm

Could OUSA receive a guarantee that this would be fixed or upgraded before we commit?

Fran said the chairperson of the Otago Regional Council has agreed they will work with OPSA and OUSA on this.

Could a key bus route timetable be inserted into the handbook diary with the Go Card?

It was emphasized that OUSA had been working for 10 years on discounted buses so it has to work in every aspect. Fran is reasonably sure the Otago Regional Council will want to make this work as it is in their interest to have more students using buses.

Fran is attending a meeting with the Otago Regional Council tomorrow evening and he will request that a fixed bus timetable be inserted into the handbook diary. If this isn't agreed the executive would like to repel any decision made tonight.

It was noted there would be a cost to insert cards and timetables into the diaries.

Gianna and Jordan arrived at 5.43pm

The Association Secretary asked for confirmation of expenditure at this level as there was a level of discomfort.

Benson/Davidson
365/13 THAT OUSA allocate $25,000 to purchase Go Cards for all students at the University of Otago for 2014 to come from the Reserves.
Leoni/Taylor/Tenci Abstain
CARRIED

PROPOSED 2014 BUDGET
Moved from the Chair
366/13 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 5.50pm.
CARRIED U

Two additions are: Mental Health Awareness Campaign $500
Post Graduate line re-inserted $5,000

Ruby left at 6.04pm
Ruby returned at 6.06pm

As per section 23.5 of the constitution there is five working days notice required before the proposed budget is presented to the student body so all questions will be presented to next week's executive meeting and a discussion forum held.

Davidson/Taylor
367/13 THAT the meeting move out of Committee of the Whole at 6.21pm
CARRIED

Gawn/Davidson
368/13 THAT the proposed 2014 OUSA Budget be presented to the Student Body in its entirety.
CARRIED

REFERENDUM DATES
It was agreed to run the Referendum alongside the 2014 Elections. The final wording of the questions will be submitted to the next executive meeting.

Taylor/Gawn
369/13 THAT a binding Referendum be held from 9am 30 September 2013 until 4pm 3 October 2013.
CARRIED

Taylor/Gawn
370/13 THAT the binding Referendum held from 9am 30 September 2013 until 4pm 3 October 2013 be held by electronic means only.
CARRIED

INWARD CORRESPONDENCE - UNIVERSITY UNION/OUSA BUILDING
As the letter states a former OUSA President has contacted OUSA and noted his disbelief that as to OUSA own half of the University Union Building why isn't there some advertising or memorabilia relating to the Association within the building.

The honours-board displayed upstairs could be more visual downstairs. There isn't any recognition of OUSA anywhere in the areas around the Main Common Room etc.

The Secretary will have a meeting with Union Management and bring to up with them.

Moved from the Chair
371/13 THAT correspondence received from Paul McDonald Gourlie dated 28 August 2013 be received.
CARRIED U

OUSA MEMBERSHIP FOR SECOND SEMESTER
For quorum purposes this number must be reported to the executive each semester. The membership for this semester is - 20,897.

SIGNATORIES FOR OUSA BANK ACCOUNTS, PMDL AND IRD
Owing to Lucy Gaudin resigning as an Executive member to become an employee she will no longer be on certain committees but still is required to be a bank signatory.

Taylor/Gawn
372/13 THAT motion sc76/12 be rescinded.
CARRIED

Taylor/Gawn
373/13 THAT Lucy Gaudin during her time of employment with OUSA is confirmed as a bank signatory for all OUSA banking relationships.
CARRIED

Taylor/Gawn
374/13 THAT Lucy Gaudin be authorized to access OUSA's accounts with the Inland Revenue Department (IRD) henceforth for a period not exceeding 36 months or until she ceases to be an employee for the Association, whichever is the shorter.
CARRIED

Taylor/Gawn
375/13 THAT Nicholas Tenci be appointed as a bank signatory for OUSA banking until 31 December 2013.
CARRIED

COMMITTEE AND BOARD APPOINTMENTS
Leoni/Davidson
376/13 THAT Darel Hall be appointed to the Board of the University Union Limited henceforth for the period not exceeding 36 months or until he ceases to be an employee of the Association, whichever is the shorter.
CARRIED

Sycamore-Smith/Leoni
377/13 THAT Nicholas Tenci be appointed to the Board of Planet Media Dunedin Limited for 2013.
CARRIED




Sycamore-Smith/Leoni
378/13 THAT Nicholas Tenci be appointed to the Policy Committee for 2013
CARRIED


Sycamore-Smith/Leoni
379/13 THAT Nicholas Tenci be appointed to the Finance and Expenditure Committee for 2013
CARRIED

Taylor/Gawn
380/13 THAT Ruby Sycamore-Smith be appointed to the Governance and Representation Review Panel for 2013.
CARRIED

It was noted that Lucy Gaudin is no longer on the Governance and Representation Review Panel as she is now a staff member.

Darel articulated that Sean Norling the Radio One Manager may have expressed keen interest in being involved on this panel.

A break was taken at 6.36pm for some food
Meeting resumed at 6.46pm

APPOINTMENT OF INDEPENDENT ARBITRATOR
Taylor/Gawn
381/13 THAT Professor Paul Roth be appointed as the Independent Arbitrator for the Elections and Referendum being held on 30 September 2013 - 3 October 2013.
CARRIED

MEMORANDUM OF UNDERSTANDING - OPSA/OUSA QUEER SUPPORT
The OUSA Queer Support Centre has been supporting all students and this agreement assures Polytechnic students have full access to the OUSA resources and support. This M.O.U may be varied by the written consent of both parties and shall be reviewed annually.

Moved from the Chair
382/13 THAT the Common Seal be affixed to the Memorandum of Understanding between the Otago Polytechnic Students' Association (OPSA) and Otago University Students' Association (OUSA) Queer Support
CARRIED U

POLICY COMMITTEE
Gawn/Russell
383/13 THAT the minutes of the Policy Committee Meeting held on 5 August 2013 be received.
CARRIED

POLICY AMENDMENTS OR SETTING
The Secretary explained that if Policies are agreed on and passed in a meeting with unanimity they need to go to notice for seven days.

All the attached policies have gone through the Policy Committee and sent to the Executive for their perusal.

Gawn/Russell
384/13 THAT the OUSA Loans Policy be amended.
CARRIED U

Gawn/Russell
385/13 THAT the OUSA Emergency Communications Policy be set.
CARRIED U

Gawn/Russell
386/13 THAT the OUSA Grants Policy be amended.
CARRIED U

Gawn/Russell
387/13 THAT the OUSA Employment Policy be amended.
CARRIED U
The Employment Policy update was a technical update due to language change in legislation and did not alter any employment rights of any staff.

AFFILIATION
Sycamore-Smith/Tenci
388/13 THAT the Film, Media and Communications Society be affiliated to OUSA.
CARRIED

GRANTS COMMITTEE MINUTES AND RECOMMENDATIONS
Leoni/Saifuddin
389/13 THAT the minutes of the OUSA Grants Committee Meeting held on 22 August 2013 be received and the recommendations be approved.
CARRIED

BLUES AND GOLDS PANEL MINUTES AND RECOMMENDATIONS
Leoni/Saifuddin
390/13 THAT That the Otago University Association Football Club be granted $1,000for the purchase of sports equipment to run a football club.
CARRIED

Leoni/Saifuddin
391/13 THAT the Indian Students' Association be granted $500 provided that OUSA is mentioned in the donation to charity.
CARRIED

Leoni/Saifuddin
392/13 THAT the Otago Malaysian Students' Association be granted $500 to assist with the costs of holding their cultural night.
CARRIED






Leoni/Saifuddin
393/13 THAT the Muslim University Students' Association be granted $400 to help fund Muslim awareness week.
CARRIED

Leoni/Saifuddin
394/13 THAT the Organisation for Global Non-violent Action be granted $200 to help cover costs towards hosting World Peace Day.
CARRIED

Leoni/Saifuddin
395/13 THAT the Students for Environmental Action be granted $295to help cover the costs of the Annual Organic Festival under the provision that OUSA banners are used at the event and the OUSA logo is included in fliers and promotion of the event.
CARRIED

Leoni/Saifuddin
396/13 THAT The Otago Students' Spearfishing and Hunting Club be granted $1,000 to purchase a boat, under the provision that the club provides the money for the boat first and purchases the boat from the PE School.
CARRIED

Leoni/Saifuddin
397/13 THAT The Otago University Swords Club be granted $750to help purchase new equipment to increase the participation of females, under the provision of an inventory check.
CARRIED

Leoni/Saifuddin
398/13 THAT Jacob Anderson be granted $350 to help cover the costs of attending the United Nations Framework Convention in Poland, provided he joins the UN Youth club and gives a presentation for the club.
CARRIED

Leoni/Saifuddin
399/13 THAT Gary Evans be granted $80to assist with the costs of attending the B-Grade Squash Nationals in Whangarei.
CARRIED




Leoni/Saifuddin
400/13 THAT Paige Lane, Charlotte Henley, Jamie Wiles, Emma Spratt, Richard Storey be granted $150each to assist with the costs attending the National Hockey League Tournament.
CARRIED

Leoni/Saifuddin
401/13 THAT Juliet Kane, Caroline Newson, Sunniva Jones be granted $200.00 each to help cover the costs of attending the Australian Medical Students Association Global Health Conference
CARRIED

Leoni/Saifuddin
402/13 THAT Nicole McCallum be granted $200to assist with the costs of attending the Pacific Youth and Sports Conference in Noumea.
CARRIED

Leoni/Saifuddin
403/13 THAT Brendan Austin, Joseph O'Connor, Dylan Queen, and Taylor Sizemore be granted $80 each to assist with the cost of attending the Squash D-Grade Nationals in Tauranga.
CARRIED

OUSA BLUES AND GOLDS MINUTES AND RECOMMENDATIONS
Taylor/Russell
404/13 THAT the OUSA Blues Panel Meeting minutes of 14 August 2013 be received and the recommendations be approved.
CARRIED

Taylor/Russell
405/13 THAT the OUSA Golds Panel Meeting minutes of 8 August 2013 be received and the recommendations be approved.
CARRIED

It was reiterated that the recipients of these awards names are to be kept confidential until the prize giving ceremony.

Gianna requested that a Te Roopu Representative be on the Blues and Golds panels in future. Donna will follow this up.

RED FROG RECOGNITION PROPOSAL
It was explained that the Red Frog group aren't affiliated to OUSA so aren't eligible for an award under the current criteria, however OUSA would like to acknowledge this group for their continued valued and hard work at OUSA and Student Support events and support them receiving a special award at the Blues and Golds ceremony.


Sycamore-Smith/Benson
406/13 THAT OUSA acknowledge with appreciation the contribution Red Frog make to OUSA Events.
CARRIED

IGNITE FUN RUN FUNDRAISER
As attached this group are seeking support from OUSA for their student fun run for Camp Quality. The main support they are requesting is encouragement and help with printing and advertising.

It was pointed out that it is on the same day as the Craft Beer Festival.

Sycamore-Smith/Benson
407/13 THAT OUSA support the student fun-run for Camp Quality to be held on 14 September 2013 with advertising and printing.
CARRIED

Gianna left at 7.04pm

THE CAPTAIN COOK TAVERN PLEDGEME
There was a long diverse discussion whether OUSA should be involved in setting up a 'pledgeme' to assist with retaining this popular student pub.

Ruby wished to suggest a 'pledgeme' be set up by OUSA and if the target was reached the money could go towards the pub. Who would own it? Who would run it? How would it be advertised? There were many questions on whether the University would agree with this proposition.

Sycamore-Smith/
408/13 THAT OUSA create an online 'pledgeme' to save the Captain Cook Tavern to promote buyers to purchase this hotel to the minimum of $500,000
LAPSED

Sycamore-Smith/
409/13 THAT OUSA co-operate with the University of Otago to create a 'pledgeme' to incentivise the establishing of a student bar in North Dunedin.

Further discussion took place about the pros and cons of this idea. It was then realized that some of this conversation could be commercial sensitive.

Sycamore-Smith/Davidson
410/13 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 7.18pm
CARRIED
Davidson/Taylor
411/13 THAT the meeting move out of Committee of the Whole at 7.29pm
CARRIED


Keir left at 7.29pm

The mover requested that motion 409/13 be withdrawn and that Fran and Ruby or both will discuss this with the Vice Chancellor before making any decision to ensure we are working with them on this matter.

NZUSA LEARNERS ADVISORY BOARD
As attached NZUSA are recruiting participants for the NZUSA Learner Advisory Panels Project and need to get names of the panelists from all Associations. Fran keen to fill these appointments.

It was agreed we should check who has the time and the commitment to this before they are appointed and to wait until after our OUSA Elections so the new executive can be considered. Fran will collate the names and bring to a meeting later on.

OUSA RENOVATIONS UPDATE - COMMITTEE OF THE WHOLE
As attached. Darel wished to add that this paper does not include minor University Book Shop spends.

Sycamore-Smith/Davidson
412/13 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 7.36pm.
CARRIED

Davidson/Taylor
413/13 THAT the meeting move out of Committee of the Whole at 7.40pm
CARRIED

Tenci/Davidson
414/13 THAT the OUSA Executive receives the 'Renovations Budget' paper dated 27 August 2013 from the OUSA General Manager.
CARRIED

Tenci/Davidson
415/13 THAT the OUSA Executive agrees to the Finance and Expenditure (FEC) recommendations in the 'Renovations Budget' paper dated 27 August 2013 from the General Manager.
CARRIED

Tenci/Davidson
416/13 THAT the OUSA Executive agrees to a final budgeted cost for the Main OUSA Office renovations of $324,765 plus GST.
CARRIED

Tenci/Davidson
417/13 THAT the OUSA Executive agrees to a final budgeted cost for the OUSA Recreation Centre renovations of $1,944.836 plus GST.
CARRIED


The General Manager's report noted that the full report is available for Executive members and student media to read and copy from the General Manager and that his recommendation was that the full report be available for any student member to read and copy and be so noted in the minutes.


GENERAL BUSINESS
Local Body enroll to vote - Rachael updated the Executive saying they have managed to increase the student numbers to sign up on the roll to vote. The BBQ they held was a great success. She was dismayed to hear there wasn't going to be a polling booth on campus now after all their hard work. Darel explained to that he and AJ had met with the DCC to try and change this ruling, understood the DCC's reasoning and had agreed to continue working with the DCC.

An online group have approached OUSA for their support on their endeavor to promote candidate on their website - cut the crap. They have sent surveys to all candidates.

There was concern that this site may not be to our liking. There would have to be conditions if OUSA were to support it and it would have to be screened.

ESport - more concern was expressed about OUSA funding this event and the desire for an update. It was agreed an update was needed at the next meeting to continue on with the project.



Meeting closed at 7.55pm