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22nd October 2013

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 22 OCTOBER 2013 AT 5.21PM


PRESENT
Francisco Hernandez (Chair), Ruby Sycamore-Smith, Jordan Taylor, Pippa Benson, Kamil Saifuddin and Blake Luff

IN ATTENDANCE
Darel Hall (OUSA General Manager), Dan Hendra (Events Manager) and Donna Jones (Minute Secretary)

CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc23/13 THAT Pippa Benson, Kamil Saifuddin and Blake Luff be co-opted onto the Standing Committee of the Executive for the duration of this meeting.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Luff/Sycamore-Smith
sc24/13 THAT the minutes of the executive meeting held on 8 October 2013 be accepted as a true and correct record.
CARRIED

BRIDGING FINANCE FOR A STUDENT
An International Student has been in contact with our Education Officer stating financial hardship in obtaining a first aid certificate a pre-requisite for entry into their course. Jordan wanted the executive advice on this as he would consider this a loan. Concern was expressed at a precedence being set.

Most were of the opinion this student should go to the Student Support Centre for advice on budgeting and obtain guidance from them.

OUSA CAT SWAP
Tabled from the last meeting for clarification. Lucy wanted the executive's support in principle on this. The Executive were happy to support this idea.

INTERNATIONAL GALA NIGHT
As the attached memorandum states the Gala night held on 27 September, this evening is held to celebrate the great work the international cultural clubs have done throughout the year. This year it ran at a loss owing to less people attending and this has caused the international budget to go over budget.

It was agreed that funds could be allocated from the welfare budget line to help with this deficit.

Sycamore-Smith/Benson
sc25/13 THAT the OUSA Executive allocate up to the maximum of $1200 from the Welfare budget towards financing the balance of expenses for the International Gala Night held on 27 September 2013.
Abstain: Saifuddin
CARRIED

RETURNING OFFICERS' REPORT
As emailed and attached. The Returning Officers were commended on their good work and assistance with the highest voter turnout of the century.

The recommendation* regarding the website is worth noting as it will coincide with the proposed revamping of the overall OUSA website.

*There was insufficient advertising on the OUSA website. The banner advertising the election and containing the link to the voting page was one of four rotating banners at the top of the page (and so would have been present for only a quarter of the time). This resulted in some people (myself included) having some confusion as to how to vote and is clearly unsatisfactory given the importance of the elections. The elections banner needs to be prominent and permanent for the duration of the election period.

Luff/Saifuddin
sc26/13 THAT the Returning Officers Report for the OUSA elections and referendum held 30 September 2013 to 3 October 2013 be received and the recommendation be noted.
CARRIED

BLUES & GOLDS REPORT
As the attached report states this was an excellent evening with very good speakers and entertainment. The Vice Chancellor made mention of the Te Kapa Haka performance at a University Council meeting recently, commending them.

Luff/Saifuddin
sc27/13 THAT the University of Otago Blues and Golds Awards 2013 report be received and the recommendations be noted.
CARRIED

SPEAKING RIGHTS
Moved from the Chair
sc28/13 THAT Dan Hendra, Darel Hall and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U

CRAFT BEER & FOOD FESTIVAL DATES FOR 2014
Dan Hendra the Events Manager was invited to speak to the proposed changes to the dates for next year hoping to expand the event.

If this could be scheduled for later in the year after the rugby season it could be expanded onto the pitch providing extra space for stalls and perhaps an area for children to play and a picnic area. There wasn't enough seating this time and more space could be provided for extra seating.

Ruby expressed concern that if it was held later it would clash with exams and students wouldn't be able to attend. This event is to cater for other people in the community as well as students, however, OUSA wishes to prioritise these events being convenient for students to attend.

There were questions asked about the ratio of students and the general public in attendance. The Wingatui race day 250 students used the OUSA area and this festival 1000 students were in attendance.

Ruby will consult with her 2014 Executive and report back with their views on changing the date to later.

Luff/Benson
sc29/13 THAT Ruby Sycamore-Smith will assume the Chair whilst Fran leaves the room.
CARRIED

Fran left at 5.56pm
Fran returned at 5.57pm

CLASS REP SYSTEM OVERHAUL
There is going to be a complete overall of the Class Rep system. Jordan Taylor and Phillipa Kearney have been meeting with other groups from the university. Phillipa is writing up a paper to present to VCAC and will engage with the executive before she submits it.

They are aiming to introduce a best practice tertiary model of student representation that will also strengthen and support wider student engagement.

There is talk of a buddy system being set up.

The OUSA Education Committee for 2014 is going to ensure there are class reps on this committee.

It was noted that this was a core thing that OUSA can offer students so it will be great to have a good system.

It was noted that executive are very supportive of this process and look forward to having a meeting and discussing the document.

The meeting wished to thank the Student Support Centre for their hard work and input into this.

Sycamore-Smith/Saifuddin
sc30/13 THAT the Chair be assumed by Blake Luff as the next agenda item affects Ruby at 6.06pm
CARRIED


PRESIDENTIAL HONORARIUM CROSS OVER
Discussion took place as to the origins of this payment. The Secretary was asked to give the historical reasons for it being implemented.

Ten years ago it was decided to financially assist the newly elected President as they were in the office learning the ropes and preparing for the year over the Christmas holiday period preventing them from earning another income or obtaining an allowance. A $2,000 cross over honorarium was proposed to cover this period.

Fran explained this had been the precedence during his term and suggested this should be offered to the incoming President as it had been budgeted for.

There were reservations expressed as Officers presently on the executive who were newly elected are receiving an honorarium until 31 December 2013.

Hernandez/Saifuddin
sc31/13 THAT Ruby Sycamore-Smith, Welfare Officer be granted the $2,000 the presidential honorarium cross over.
Abstain: Benson
Against: Taylor
CARRIED
DONATION TO THE SPCA
As attached memo explains, this year OUSA was able to provide students with a puppy space to bring puppies onto campus to enable them to de-stress before exams. This time was also good for the SPCA to supply information about themselves to students and what students can do to help.

Ruby would like to suggest OUSA make a donation to the SPCA to say thank you.

Sycamore-Smith/Saifuddin
sc32/13 THAT OUSA donate $500 to SPCA Otago as a thank you to come from the Welfare budget line.
CARRIED

OUSA BRANDING ON THE RADIO ONE CARD
Ruby wished to re-enforce awareness of the relationship between Radio One and OUSA by proposing that OUSA has their branding on the front of the Radio One card along with Radio One. As explained in the attached memo.

Sycamore-Smith/Saifuddin
sc33/13 THAT the OUSA Executive instructs the General Manager to organise the sponsorship on the Radio One card up to the value of $4,000 from the Communications budget area.
CARRIED

It was noted that the Communications Budget Line could be overspent.


EXECUTIVE PHOTOS IN THE HANDBOOK DIARY
As indicated in the memorandum Ruby would like each executive members' photo printed in the handbook diary along with their email addresses to enable students better access to them.

This financial decision needs to be made now as the handbook diary is going to the printers in the next week or so.

Sycamore-Smith/Saifuddin
sc34/13 THAT OUSA allocate $300 for photographs of the 2014 Executive to be printed in the next handbook diary to come from the Campaigns line.
CARRIED

HONOURS STUDENT SEEKING URGENT ASSISTANCE
Hernandez/Sycamore-Smith
sc35/13 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 6.21pm
CARRIED
Moved from the Chair
sc36/13 THAT the meeting move out of Committee of the Whole at 6.26pm
CARRIED

It was agreed this student needs to continue with the Student Support Centre and OUSA will lobby the University to look at their Honours system.

PUPPY ROOM
OUSA would like to continue with bringing puppies on campus for students. To do this we will need to open a facebook page to communicate the times and dates to students.

Sycamore-Smith/Benson
sc37/13 THAT OUSA allocate $50 towards the publication of a puppy room page and facebook communication.
CARRIED

GENERAL BUSINESS
OUSA Keys - Could the Executive members who are vacating their position at the end of the year remember to sign their keys out with the Secretary?

International Student Officer on leave - owing to Kamil being overseas for the summer from Friday he will sign his key back in before he leaves. Kamil expressed his gratitude to the executive and staff for their help this year and wished those who are leaving all the best for their future endeavours.

OUSA Xmas Party - A big thank you to Blake Luff for his expert cooking skills, for purchasing and organising the food and beverages and working hard on the evening of the Christmas Party. He wanted to thank those on the Executive for helping him out to make this a very successful evening.

Presidential leave - Fran wished to notify the executive he will be away visiting other campuses, especially satellite campuses over the next few weeks. He will be away tomorrow until next Wednesday. He will also take this time to focus on the Governance and Representation Review he initiated, Student Job Search National Meeting and liaising with NZUSA 8 - 11 November.

Fran will also be travelling to Australia in his role as University Council Representative from 3 - 15 December.

Meeting closed at 6.33pm