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8th October 2013

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 8 OCTOBER 2013 AT 5.18PM


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

IN ATTENDANCE
Darel Hall (General Manager) and Donna Jones (Minute Secretary)

APOLOGIES
Gianna Leoni

Zac Gawn, Jordan Taylor, Nick Tenci and Keir Russell for lateness

Moved from the Chair
451/13 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
452/13 THAT the minutes of the executive meeting held on 24 September 2013 be accepted as a true and correct record.
CARRIED U

SPEAKING RIGHTS
Moved from the Chair
453/13 THAT Darel Hall and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U

EXECUTIVE THIRD QUARTER REPORTS
Blake suggested a reduction in his honorarium as he has been away on placement for the past 7 weeks, nonetheless he has been back every weekend, contactable via email and attended functions when he was in Dunedin.

Davidson/Saifuddin
454/13 THAT Blake Luff's third quarter report be accepted and he be paid 70% of his honorarium.
Luff: Abstain
CARRIED

Jordan arrived at 5.16 pm

Benson/Taylor
455/13 THAT Rachael Davidson's third quarter report be accepted and she be paid her honorarium.
CARRIED
Keir arrived at 5.23pm

EXECUTIVE RETREAT
The 2013 executive would like to hold a retreat before the year is over. It was suggested that accommodation at Arrowtown was available and also Long Beach was suggested.

The local venue was preferable, especially as it is a lot cheaper and accessible.

Blake and Jordan will get into organisational mode and let the executive know the plan soon. Blake once again offered to be the driver.

Zac arrived at 5.30pm

GENERAL MANAGER'S AUGUST OPERATIONAL REPORT
Darel highlighted some areas and invited questions.

He advised the meeting the Recreation Centre will close on 23 October for the big redevelopments to begin.

Fran commended Darel on his good governance and excellent fiscal responsibility.

Luff/Sycamore-Smith
456/13 THAT the General Manager's August Operational Report be received.
CARRIED

ELECTION AND REFERENDUM RESULTS
Attached are the results with 5193 votes. Fran congratulated the standing executive members who were re-elected.

The referendum questions all passed. The Single Transferable Voting question will require a constitutional change to be implemented. Especially clause 37.5 alleged the Association Secretary.

Fran indicated the STV question could be viewed as indicative only.

The Returning Officers report will be submitted in a couple of weeks.

PIU PIU
The Association Secretary explained that OUSA has owned these Piu Piu for many years and hired them to groups. However, they aren't being used enough and need looking after. There are 14 female and 6 male skirts in storage.

There is a policy to be completed to outline the intention. The present Te Roopu Tumuaki and the OUSA Secretary have agreed this would be a good way for them to be in circulation and they will be stored at Te Tumu until agreed otherwise.



Taylor/Davidson
457/13 THAT the OUSA Piu Piu (20 skirts) be loaned to Te Roopu Maori for hiring and stored at Te Tumu until this motion is rescinded.
CARRIED

FAIR TRADE BANNER
As the attach memorandum states, the University of Otago is having an official ceremony on 23 October to celebrate becoming New Zealand's first Fair Trade registered university.

Could OUSA have a Fair Trade Pull up Banner to use at Orientation and other events to advertise Fair Trade?

Davidson/Luff
458/13 THAT OUSA allocate up to $800 to purchase a fair trade and OUSA branded banner to come from the executive campaigns line.
CARRIED

Nick arrived at 5.35pm

PUSSY CAT SWAP
To help reduce the number of cats being abandoned the SPCA, OUSA and the Otago Polytechnic would like to adopt a system where students can swap or put their cats up for adoption as the attached document states.

This will require advertising and promoting at a cost. A website set up.

The executive were unsure exactly what was being asked of them and needed more information.

Rachael/
THAT OUSA devise a system to facilitate the exchange of cats between students of the University of Otago and the Otago Polytechnic and allocate $100 towards the promotion of this project.
Abstain: Luff/Tenci
LAPSED

Tabled for more information.

OUSA XMAS PARTY AND EXECUTIVE PHOTOS
The planning is getting underway. 18 October at 5.30pm in the Evison Lounge. Luff to lead the catering. Please be dressed up for the executive photo at 4.30pm prior to party.

LIFE MEMBERS
Luff/Taylor
459/13 THAT the meeting move into committee of the whole for reasons of personal privacy at 5.46pm
CARRIED


Taylor/Luff
460/13 THAT the meeting move out of committee of the whole at 6.01pm
CARRIED

Luff/Gawn.
461/13 THAT David Richardson, Director of Student Services be granted life membership of OUSA
Abstain: Saifuddin/Tenci
CARRIED

Luff/Gawn
462/13 THAT Stuart Reid former Recreation Centre Custodian be granted life membership of OUSA.
Abstain: Saifuddin/Tenci
CARRIED

Luff/Gawn
463/13 THAT Francisco Hernandez, 2011 Colleges and Communications Officer, 2012 Welfare Officer and 2013 President be granted life membership of OUSA
CARRIED

It was agreed to keep this a secret so as to surprise them at the presentation on the evening of the OUSA Xmas Party.

GOVERNANCE REVIEW
Fran spoke happily about the Governance Review work he had undertaken. He asked if each Executive member could update their job descriptions and get the feedback to him as soon as possible please. He realizes that some of them are very outdated.

MENTAL HEALTH AWARENESS WEEK
Rachael has been working on the events OUSA are part of over this week. There is a stall giving away soup at the Market Day Thursday and she would appreciate it if the Executive could help. There is a fun run at the Ravensbourne cycle-way on Saturday where Rachael will be coordinating a BBQ and handing out water outside the OUSA Aquatic Centre.

A Puppy Room is being set up at the Link area on the 10 October.

INTERNATIONAL STUDENT OFFICER BUDGET 2013
Kamil explained he would like to allocate the remainder of his budget to the Otago Community Hospice along with the usual donation the International Cultural Society give.

Saifuddin/Tenci
464/13 THAT the remainder of the International Student Officer budget for 2013 up to the maximum of $4,000 be paid to the Otago Community Hospice.
CARRIED

GENERAL BUSINESS
Next meeting - 22 October 2013 at 5.15pm


DELEGATION OF POWERS TO THE STANDING COMMITTEE
Moved from the Chair
465/13 THAT the Standing Committee of the executive be authorised to exercise all powers of the executive henceforth.
CARRIED


Meeting closed at 6.04pm