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10th December 2013

MINUTES OF THE OUSA STANDING COMMIITTEE OF THE EXECUTIVE MEETING HELD IN THE STUDENT SUPPORT CENTRE, ETHEL BENJAMIN PLACE, DUNEDIN ON TUESDAY 10 DECEMBER 2013 AT 5.21PM


PRESENT
Jordan Taylor (Chair), Nick Tenci, Keir Russell, Gianna Leoni, Francisco Hernandez (Skype), Ruby Sycamore-Smith (Skype), Kamil Saifuddin (Skype), Pippa Benson (Skype), and Blake Luff (teleconference)

IN ATTENDANCE
Matt Tucker (Student Support Centre Manager), Donna Jones (Minute Secretary), Hannah Payne-Harker (Environmental Officer) and Darel Hall (General Manager)

Blake arrived at 5.23pm

CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc84/13 THAT Keir Russell, Kamil Saifuddin, Pippa Benson, Blake Luff and Gianna Leoni be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
APOLOGIES
Zac Gawn

Moved from the Chair
sc85/13 THAT the above apology be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc86/13 THAT Matt Tucker, Donna Jones and Darel Hall be granted speaking rights for the duration of this meeting.
CARRIED U

EXECUTIVE REPORTS
It was agreed to alter the order of the agenda as the people on skype were had limited time to attend and hearing their reports was a priority.

Sycamore-Smith/Tenci
sc 87/13 THAT Blake Luff's fourth quarter report be accepted he his full honorarium be paid.
CARRIED

Blake hung up his call at 5.26pm
Keir arrived at 5.28pm

Sycamore-Smith/Davidson
sc 88/13 THAT Gianna Leoni's second semester report be accepted and she be paid her full honorarium.
CARRIED

Gianna left at 5.29pm

Tenci/Davidson
sc 89/13 THAT Ruby Sycamore-Smith's fourth quarter report be accepted and she continue to be paid her honorarium.
Sycamore-Smith: Abstain
CARRIED

Sycamore-Smith/Tenci
sc 90/13 THAT Francisco Hernandez's fourth quarter report be accepted and he continue to be paid his honorarium.
Hernandez: Abstain
CARRIED

Kamil has been away from Dunedin since November and said he would understand if the executive considered a reduction in Honorarium to reflect this. However, the Executive agreed Kamil has done a lot of extra work throughout the year and has been working via email on the International Food Festival planning whilst away.

Russell/Tenci
sc 91/13 THAT Kamil Saifuddin's fourth quarter report be accepted and he be paid his full honorarium.
Saifuddin: Abstain
CARRIED

Davidson/Russell
sc 92/13 THAT Nick Tenci's fourth quarter report be accepted and he continue to be paid his honorarium at the current level.
Tenci: Abstain
CARRIED

Jordan Taylor assumed the Chair to Nick Tenci at 5.50pm

Davidson/Russell
Sc93/13 THAT Jordan Taylor's fourth quarter report be accepted and he continue to be paid his honorarium at the current level.
Taylor: Abstain
CARRIED

Jordan Taylor resumed the Chair at 5.53pm

Tenci/Russell
sc 94/13 THAT Rachael Davidson's fourth quarter report be accepted and she be paid her full honorarium.
Davidson: Abstain
CARRIED

The executive expressed their congratulations to Rachael Davidson on her election to the Science Community of Otago - Sci-Otago Committee.

Tenci/Davidson
sc 95/13 THAT Keir Russell's fourth quarter report be accepted and he be paid his full honorarium.
Russell: Abstain
CARRIED

A discussion took place about Zac Gawn not being present to answer questions about some of the tasks he had undertaken during this last quarter, especially the past week whilst he was acting president. It was felt he should have made himself available for this meeting.


Hernandez/Davidson
sc 96/13 THAT Zac Gawn's fourth quarter report be accepted and he be paid his full honorarium.
3 Against
Sycamore-Smith: Abstain
Failed
Pippa arrived via skype at 5.58pm

Hernandez/Tenci
sc 97/13 THAT Pippa Benson's fourth quarter report be accepted and she be paid her full honorarium.
Benson: Abstain
CARRIED

MINUTES OF THE PREVIOUS MEETINGS
Moved from the Chair
sc 98/13 THAT the minutes of the standing committee meeting held on 20 November 2013 be accepted as a true and correct record.
CARRIED U

Moved from the Chair
Sc99/13 THAT the minutes of the emergency standing committee meeting held on 27 November 2013 be accepted as a true and correct record.
CARRIED U

RATIFICATION OF EMERGENCY MEETING MOTION
Moved from the Chair
sc 100/13 THAT motion sc83/13 of the emergency standing committee of the executive held on 27 November 2013 be ratified.
CARRIED U

EXECUTIVE JOB DESCRIPTION POLICY TO AMEND
Zac Gawn hasn't forwarded the finished document to any of us, although we believe it has been amended. Secretary to follow up.




SUSTAINABILITY FOR O'WEEK
As attached there is a preliminary request for funding for tee shirts and advertising to help promote University sustainability during Orientation Week next year.

More detailed information is requested. This will be tabled for next year to enable a budget and more details to be given to the executive.


FINANCE AND EXPENDITURE MINUTES AND RECOMMENDATION
Hernandez/Tenci
sc 101/13 THAT the Minutes of the Finance and Expenditure Committee Meeting held on 22 November 2013 be received.
CARRIED

It was noted that the timing of the bigger name Acts being secured for After Party events post Orientation is problematic for budgeting. It would be advantageous if the General Manager was given leeway to spend part of the Orientation Budget from this year. The Finance and Expenditure Committee would like to make the following recommendation to the Executive.

Hernandez/Tenci
sc 102/13 THAT the OUSA Executive authorise the General Manager to spend an extra $150,000 on Orientation 2014. A recommendation from the Finance and Expenditure Committee.
CARRIED

NZUSA DEBRIEF
Fran said it looked a tough race between him and another candidate. He has been travelling the North Island lobbying other Student Associations. He will notify us of the results tomorrow.

Hannah Payne-Harker arrived at 6.41pm

ENVIRONMENTAL COMMITTEE MINUTES AND ANNUAL REPORT
Moved from the Chair
sc 103/13 THAT Hannah Payne-Harker be granted speaking rights for the duration of the meeting.
CARRIED U

Hernandez/Tenci
sc 104/13 THAT the Environmental Officer 2013 Annual Report dated 11/11/13 be received.
CARRIED

Hernandez/Tenci
sc 105/13 THAT the Environment Committee meeting minutes of 2 May 2013, 16 May 2013, 30 May 2013, 5 September 2013 and 3 October 2013 be received.
CARRIED
Kamil left at5 6.45pm
Ruby left at 6.51pm

Fran suggested that a payment was made to the Environmental Officer last year and it should repeated this year as Hannah had done a lot of work. She also indicated she will be considering continuing on next year and the Executive strongly recommended this.

Hernandez/Davidson
sc 106/13 THAT Hannah Payne-Harker, OUSA Environmental Officer be allocated a $500 scholarship for her work as an Environmental Officer this year.
CARRIED

Kamil returned via skype at 6.57pm

COFFEE SHOP LEASE FOR DOCS PLACE
Darel addressed the meeting and said he had been instructed by Fran that this was a good student friendly contract for the coffee shop space in the Recreation Centre, it was sustainable and they indicated they would be environmentally friendly with recycling etc. This is a five year lease.

The Executive hoped their prices would be reasonable for students.

Russell/Tenci
sc 107/13 THAT the Common Seal be affixed to the Coffee Shop in the Recreation Centre document dated 11/12/13.
CARRIED

FUNDING FOR SATELITTE CAMPUSES
It was stated that the satellite campuses were not set up with adequate funding for services covering Postgraduate students. Fran has been in consultation with these campuses and asked if he could be given approval to negotiate on OUSA's behalf with these campuses.

It was noted that Christchurch satellite campus obtained more funding that Wellington owing to the earthquake.

It was agreed that Fran will make up a report with recommendations for next year with Ruby, Jordan and Nick being involved as this was for 2014.

It was requested that it be noted the number of Postgraduate students that the funding represents presently or is this separate funding for them?


SERVICE LEVEL AGREEMENT
Moved from the Chair
sc108/13 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 7.09pm
CARRIED U

Moved from the Chair
Sc109/13 THAT the meeting move out of Committee of the Whole at 7.12pm
CARRIED U

OTAGO UNIVERSITY POSTGRADUTE SOCIETY FUNDING
As per the attached memo states. Keir proposed that the remaining balance of the postgraduate budget line for 2013 be donated to the Otago University Postgraduate Society to enable them to get started early in the year of 2014 with activities and growing the membership of OUPS.

OUPS have a couple of functions planned and are waiting on establishments to get back to them with quotations. They would like money for printing flyers.

The Executive agreed this was a good idea in principle but they were keen to receive a full report and breakdown of quotes with an agreement signed by the Postgraduate Officer, Finance Officer and a representative from OUPS and they emphasized this was to increase the membership of OUPS in 2014 and beyond.

Tenci/Benson
Sc110/13 THAT OUSA allocate up to $3,000 to Otago University Postgraduate Society to go towards three (3) events starting in January 2014 to come from the 2013 Postgraduate budget line.
CARRIED
GENERAL BUSINESS
Condolences - Donna-Rose McKay the Otago University Disabilities Coordinator for 21 years passed away suddenly this week after a short illness. She was a huge driving force and inspiration to the staff at the University and to students. She will be sadly missed.

Hernandez/Russell
Sc111/13 THAT OUSA express their sincere condolences on the recent death of Donna-Rose McKay.
CARRIED

Hernandez/Davidson
Sc112/13 THAT a huge thanks be given to the OUSA staff and Executive for their work and involvement this year.
CARRIED


Meeting closed 7.35pm




Signed: _________________________________ Date: _____________