Executive Meeting Minutes

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3rd March 2014


Ruby Sycamore-Smith (Chair), Ryan Edgar, Kamil Saifuddin, Kurt Purdon, Nali Lee, Brydie Ockwell, Jordan Taylor, Mariana Te Pou, Henri Faulkner and Hamish Barker

Darel Hall (General Manager), Donna Jones (Minute Secretary), Zane Pocock (Critic Editor) and Josie Cochrane (Chief Reporter)

Nick Tenci

Moved from the Chair
01/14 THAT the above apology be accepted.


Moved from the Chair
02/14 THAT the minutes of the Standing Committee Meeting held on 18 February 2014 be accepted as a true and correct record.

Moved from the Chair
03/14 THAT Darel Hall, Zane Pocock, Josie Cochrane and Donna Jones be granted speaking rights for the duration of this meeting.

Darel addressed the meeting and highlighted some of the main points to his report and invited questions.

Recreation Centre Redevelopment Grand Opening - The Centre opened for business today with some of the finishing touches to be completed. Overall it is looking great. A formal opening is being organized for a later date.

Frozen dinners for students - this is being reintroduced later in the year as it was very popular.

ReFuel Bar - there will be extra acts being held in the Bar on 10 April.

Orientation Overview - the week went well with unders and overs.

OUSA Policies - the new policies haven't been updated in the files. Ryan and Darel will get onto this.

04/14 THAT the General Manager's January 2014 Operational Report be received.

05/14 THAT the OUSA Executive agrees to the additions to the 2014 budget as outlined in this table.

Item Cost Note
Additional Faculty Club Support 10,000 New expenditure
2014 political but non-partisan Election Campaign to support student issues of fees, loan and allowances 15,000 New expenditure
Executive campaign to increase student knowledge of and involvement in the OUSA (includes R1 card sponsorship) 10,000 New expenditure
Exec/ Pres Training 5,000 New expenditure
Queer support agreed 210114 SC10/14 1,900 Unbudgeted income 2013 to be used in 2014
NZUG carry-forward 14,500 Budget approved for 2013 but unspent, shifted to 2014
PMDL Sales bonus carry-forward 600 Budget approved for 2013 but unspent, shifted to 2014
Radio One Capex 2013 carry forward 18,940 Budget approved for 2013 but unspent, shifted to 2014
OUPS 3,000 Budget approved for 2013 but unspent, shifted to 2014
Welfare - We Can Help project carry-forward 6,700 Budget approved for 2013 but unspent, shifted to 2014
Events - tables and chairs 2,574 Budget approved for 2013 but unspent, shifted to 2014
Critic Printing increase agreed 210114 SC09/14 19,571 Unbudgeted unavoidable new expenditure
TOTAL 107,785


OUSA has continued their membership to VSA over the years in order to help their volunteers carry out their work alongside local communities etc.

6/14 THAT OUSA renew its membership of $100 to Volunteer Services Abroad Aotearoa New Zealand (VSA) 1 July 2013 - 30 June 2014.

The list of previous charities was read out and it was decided to have a facebook poll to let student's decide on a charity for this year. It was explained that the lost property sales and other donations go towards a chosen charity each year. The Secretary will organize with AJ to have the poll set up for two weeks.

7/14 THAT the minutes of the Sex Week Stakeholders meeting held on 24 January 2014 be received.

The advertising of Sex Week coming up 10-14 March 2014 hasn't been good. Jordan said there had been some controversy between some organizations about the posters which has attributed to some of the delay. Although overall the advertising has been left far too late.

There is some radio and facebook advertising organized. Nali has been in contact with people to assist with the planning of this week and will liaise with Jordan. Jordan is going to finalise some of the event planning.

As attached, Chatbus is holding a fundraising event and they are asking OUSA to help with advertising this event to Otago University students.

ChatBus is a charity in Dunedin that operates a free counselling service at Primary and Intermediate schools.

More than happy to assist with facebook advertising and volunteering if necessary.

Ruby gave a verbal report of the highlights from the meeting stating it was a valuable meeting.

As attached. It has been rumoured that there could be a warning period before people are penalized for being caught smoking on campus. Ruby will check this out and report back.

Moved from the Chair
8/14 THAT the minutes of the Smoke-Free Campus Working Party Group Meeting held on 21 February 2014 be received.

Ruby gave a verbal report from the last University Union Limited Meeting held on 14 February 2014.

Part of the discussion was how the OUSA owns 50% of the University Union building and there should be some OUSA signage to reflect this. This will be followed up.

Te Pou/Lee
9/14 THAT Kurt Purdon and Mariana Te Pou be appointed to the Library Services Committee for 2014.

Te Pou/Lee
10/14 THAT Brydie Ockwell be appointed to the Humanities Divisional Board for 2014.

Te Pou/Lee
11/14 THAT Brydie Ockwell be appointed to the Admissions Advisory Group for 2014.

Te Pou/Lee
12/14 THAT Henri Faulkner be appointed to the Health Science First Year Divisional Board for 2014.

Te Pou/Lee
13/14 THAT Hamish Barker be appointed to the Commerce Divisional Board for 2014.

Te Pou/Lee
14/14 THAT Mariana Te Pou be appointed to the Humanities Maori and Pacific Islands Advisory Board for 2014.

Te Pou/Lee
15/14 THAT Kurt Purdon be appointed to the Graduate Research Student Liaison Committee for 2014.

Te Pou/Lee
16/14 THAT Kurt Purdon be appointed to the Hocken Collections Committee for 2014.

Te Pou/Lee
17/14 THAT Kurt Purdon be appointed to the Human Ethics Committee for 2014.

Te Pou/Lee
18/14 THAT Nali Lee be appointed to the Ethical Behaviour Committee for 2014.

Te Pou/Lee
19/14 THAT Ryan Edgar be appointed to the Distant Advisory Board for 2014.

Te Pou/Lee
20/14 THAT Kamil Saifuddin and Hamish Barker be appointed to the Limitation of Enrolment Working Party for 2014.

Te Pou/Lee
21/14 THAT Ruby Sycamore-Smith and Ryan Edgar be appointed to the Code of Conduct Working Party for 2014.

Te Pou/Lee
22/14 THAT Hannah Payne-Harker be appointed as the OUSA Environmental Sustainability Officer for 2014.
23/14 Te Pou/Lee
THAT Henri Faulkner be appointed to the Science Divisional Board for 2014.

Swimming Sports - all welcome to go to the Moana Pool on 19 March.

Exec Retreat - Mariana is working on having it at the Marae at Karitane, hopefully at the end of March. All to try and attend.

Relay for Life - 4/5 April - OUSA staff and Exec have entered their teams so now we need to get ideas for fundraising. There needs to be a person walking or running at all times so Exec are to sign up with Nali and Staff to sign up with Donna please.

Orientation Week - those who helped especially with RU OK and the International Food Festival were thanked.

RU OK assistance for the After Party Event on 6 March - Matt Tucker has sent around an Outlook Calendar invitation to ask the Executive to help please.

International Women's Day - this is being celebrated this coming Saturday.

Fees, Loans & Allowances Policies - the memo distributed is to update OUSA's policy on these as the present policy dates back to the 80's and 90's.

Some of the proposed positions to consider for starters and take to the student body are:

1. There should be a living allowance for all full-time students
2. There should be no fees increases without explicit student agreement
3. All Students should have access to the student loan on current terms and conditions

Please consider this for discussion later.

Recreation Centre Redevelopment - the building is open and almost complete. There is going to be a video made to advertise and introduce all the services the Centre provides. Henri is to discuss this with AJ and Lucinda.

$3 Breakfasts - there is a keenness for these to be re-introduced. Nali suggested the Executive roster themselves on to help out and assist the staff.

Executive office hours/timesheets - these have been drawn up and will be distributed to enable the Exec to note their tasks and office hours.

Meeting closed at 6.23pm