Executive Meeting Minutes

Meeting Archive

15th May 2017
12th May 2017
10th May 2017
8th May 2017
1st May 2017
24th April 2017
10th April 2017
3rd April 2017
27th March 2017
20th March 2017
13th March 2017
9 February 2017
8th November 2016
17th October 2016
7th October 2016
3rd October 2016
19th September 2016
12th September 2016
5th September 2016
22nd August 2016
8th August 2016
29th July 2016
22nd July 2016
15th July 2016
1st July 2016
13th June 2016
2nd June 2016
23rd May 2016
9th May 2016
21st April 2016
15th April 2016
11th April 2016
7th April 2016
4th April 2016
31st March 2016
29th February 2016
4th February 2016
15th December 2015
8th December 2015
30th November 2015
16th November 2015
10 November 2015
4 November 2015
2 November 2015
27 October 2015
20th October 2015
9th October 2015 - Emergency Meeting
5th October 2015
14th September 2015
7th September 2015
31st August 2015
17th August 2015
13th August 2015
10th August 2015
3rd August 2015
27th July 2015
20th July 2015
7th July 2015
2nd June 2015
25th May 2015
18th May 2015
4th May 2015
29 April 2015
8th April 2015
30th March 2015
25th March 2015
16th March 2015
2nd March 2015
11th February 2015
4th December 2014
27th November 2014
11th November 2014
5th November 2014
21st October 2014
18th September 2014
11th September 2014
3th September 2014 Emergency Meeting
4th September 2014
2nd September 2014
19th August 2014
12th August 2014
29th July 2014
27th July 2014 Emergency Meeting
19th July 2014 Emergency Meeting
10th June 2014
15th May 2014 Emergency Meeting
13th May 2014
29th April 2014
15th April 2014
1 April 2014
20th March 2014 Emergency Meeting
18th March 2014
3rd March 2014
18th February 2014
4th February 2014
10th December 2013
27th November 2013 Emergency Meeting
20th November 2013
18th November 2013
4th November 2013
22nd October 2013
8th October 2013
23rd September 2013
10th September 2013
3rd September 2013
13th August 2013
30th July 2013
19th July 2013
16th July 2013
9th July 2013
7th June 2013 Emergency Meeting
4th June 2013
21st May 2013
13th May 2013 Emergency Meeting
7th May 2013
23rd April 2013
9th April 2013
21st November 2012 Standing Committee
14th March 2013 Emergency Meeting
12th March 2013
5th March 2013
26th February 2013
14th February 2013
5th February 2013
18th December 2012
28th February 2012 (Standing Committee)
9th October 2012
25th September 2012
18th September 2012
6th September 2012 (Emergency Meeting)
4th September 2012
7th August 2012
24th July 2012
10th July 2012
19th June 2012
5th June 2012
1st May 2012
17th April 2012
28th March 2012
18th March 2012 EM
13th March 2012
6th March 2012
1st March 2012
28th February 2012
17th February 2012 EM
14th February 2012
7th February 2012
24th January 2012
13th December 2011
5th December 2011
29th November 2011
15th November 2011
20th September 2011
26th September 2011
13th September 2011
23rd August 2011
16th August 2011
9th August 2011
2nd August 2011
19th July 2011
21st July 2011
5th July 2011
17th May 2011
12th April 2011
19th April 2011
21st June 2011
18th July 2011
28th June 2011
13th July 2011
14th June 2011
31st May 2011
12th May 2011
6th May 2011 EM
5th May 2011
22nd March 2011
15th Feb 2011
8th March 2011
September 28th 2010
September 22nd 2010
September 14th 2010
September 7th 2010
August 24th 2010
August 17th 2010
August 10th 2010
August 3rd 2010
July 29th 2010
July 23rd 2010
July 20 2010
July 13 2010
July 7th 2010
July 5th 2010
June 29th 2010
June 8th 2010
May 28 2010
May 07 2010
April 27 2010
13th April 2010
March 23 2010
March 16 2010
March 09 2010
March 02 2010
February 16 2010
January 19th 2010
January 12th 2010
December 18 2009
November 25 2009
November 10 2009
September 15 2009
September 29 2009

13th May 2014

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE ROOM 4, ALBANY STREET, DUNEDIN ON TUESDAY 13 MAY 2014 AT 5.17PM

PRESENT
Ruby Sycamore-Smith (Chair), Ryan Edgar, Laura Harris, Nali Lee, Nick Tenci, Kamil Saifuddin, Brydie Ockwell, Henri Faulkner, Hamish Barker, Mariana Te Pou and Kurt Purdon
IN ATTENDANCE
Darel Hall (General Manager), Donna Jones (Minute Secretary), Claudia Herron (Critic Editor) and Josie Cochrane (Critic Reporter)
APOLOGIES
Nali Lee for leaving early
Moved from the Chair
138/14 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Student Satisfaction Survey - the following to be inserted -The primary promotion was through the OUSA Facebook page which has over 16,000 likes. Some 6% of students did the survey. Darel pointed out there have been different methodologies used over the years.
Nali returned at 6.47pm
Moved from the Chair
139/14 THAT the Minutes of the Executive Meeting held on 29 April 2014 be accepted as a true and correct record with the above amendments.
CARRIED U
MATTERS ARISING
University Governance Structure Submission- Ruby and Fran have written OUSA's submission and Ruby will supply the Executive with a hard copy.
Capping Show - a good show and well done to the staff and volunteers. There was no Executive skit this year.
Tertiary Open Day - thanks to all those who assisted, especially Henri Faulkner. Also to thanks to those who assisted with the BBQ, Ryan, Hamish etc.

MINUTES FROM THE PREVIOUS EMERGENCY MEETING
Moved from the Chair
140/14 THAT the Minutes of the Executive Emergency Meeting held on 8 May 2014 be accepted as a true and correct record.
CARRIED U
RATIFICATION OF THE MOTIONS FROM THE EMERGENCY MEETING
Moved from the Chair
141/14 THAT motions 134/14 - 137/14 from the Emergency Meeting of the Executive held on 8 May 2014 be ratified.
CARRIED U
EXECUTIVE QUICK ROUND UP
The Executive gave a brief summary of what they have been working on and any up and coming events.
SPEAKING RIGHTS
Moved from the Chair
142/14 THAT Darel Hall, Donna Jones, Claudia Herron and Josie Adams be granted speaking rights for the duration of this meeting.
CARRIED U
OTAGO TERTIARY CHAPLAINCY BOARD MEMORIAL TREE
A discussion took place about the payment for trees in memory of University of Otago students who pass away whilst studying here. OUSA always works alongside the Chaplaincy office to offer support to family and friends during the funeral period and other services that follow.
It was debated if OUSA would contribute to the purchase of a tree for a memorial coming up soon and if so, would this set a precedent for other occasions in the future. The Otago Tertiary Chaplaincy Board have indicated they will purchase a tree in this case.
Kurt arrived at 5.52pm
Edgar/Harris
143/14 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 5.58pm.
CARRIED
Saifuddin/Harris
144/14 THAT the meeting move out of Committee of the Whole at 5.58pm
CARRIED
It was agreed that a working party on policy regarding Memorial Trees be set up. Ryan, Nali, Laura and Ruby agreed to form this working party and report back as soon as possible.
OTAGO UNIVERSITY ROWING CLUB LETTER
As attached. The Otago University Rowing Club have won the New Zealand Universities Rowing Championships on Lake Waihola. Also 8 athletes were named into the New Zealand under 21 team and another 2 athletes will compete in the World Universities Rowing Championship in France.
Glen Sinclair the Rowing Club Manager wished to express on their behalf, his appreciation to OUSA for their support that assisted in achieving these results.
Harris/Faulkner
145/14 THAT the Otago University Rowing Club letter dated 5 May 2014 be received, noting how OUSA is incredibly proud of their achievements and are looking forward to another positive year ahead.
CARRIED
Darel Hall revealed Canterbury were second in these championships. A detection of rivalry seemed apparent.
APPOINTMENT OF INDEPENDENT ARBITRATOR
As stated in the constitution an Independent Arbitrator is appointed for Referenda or Elections. Prof Roth has been kind enough to fill this role in the past and has said he will be happy to continue if requested.
Tenci/Saifuddin
146/14 THAT Prof Paul Roth be appointed as the Independent Arbitrator for the Referendum being held 27-29 May 2014.
CARRIED
Nali left at 6.17pm
REFERENDUM QUESTIONS
The Executive agreed some of these questions could also be used as a platform for the National Elections in September, especially the Universal Student Allowances question and GST free fruit and vegetables.
Faulkner/Edgar
147/14 THAT the questions below be put to the binding Referendum being held 27-29 May 2014 after the wording has been set by the Mediator.

1. Should the Otago University Students' Association Annual Audited Financial Statements for the year ended 31 December 2013 be received and accepted?
Yes/No
2. Should the Otago University Students' Association Annual Report for 2013 be received and accepted? Yes/No
3. Should PricewaterhouseCoopers be appointed as Auditors for the Otago University Students' Association for 2014? Yes/No

4. Should Anderson Lloyd be appointed as Honorary Solicitors for the Otago University Students� Association for 2014? Yes/No

5. Should Donna Jones's appointment as Secretary of the Association for a further four (4) years be ratified, pursuant to the executive resolution sc47/14?
Yes/No

6. Should the following be adopted as OUSA External Policy? 'That OUSA believes in guaranteed student representation on University governance boards and committees, and as such actively opposes the Education Amendment Bill (No 2), 2014'
Yes/No

7. Should the following be adopted as OUSA External Policy? 'That OUSA supports the legalisation of Marijuana following the ban on all existing synthetic cannabis products.'
Yes/No

8. Should the following be adopted as OUSA External Policy? 'That OUSA support the move to a Universal Student Allowance.'
Yes/No

9. Should the following be adopted as OUSA External Policy? 'That OUSA supports the removal of Goods and Services Tax (GST) from fruit and vegetables.'
Yes/No

10. Should the OUSA Executive investigate the establishment of a student bar?
Yes/No
CARRIED
The Executive were reluctant to hold a Student General Meeting to address a constitutional breach as students don't turn up and hard to reach quorum, it was hoped to combine it with the Referendum. Donna to check the Constitution and rules and the honorary solicitor.
Ryan left at 6.30pm
Ryan returned at 6.32pm
Harris/Saifuddin
148/14 THAT a student forum be called for 22 May 2014 at noon in the Main Common Room or outside on the Union Courtyard if weather permits to discuss the Referendum questions.
CARRIED
It was agreed a sausage sizzle should be held to entice more debate and attendance.

OUSA AUDITED FINANCIAL STATEMENTS FOR 2013
The financial statements were emailed to the Executive and also hard copies were distributed for reading and were invited to ask questions.
Tenci/Faulkner
149/14 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 6.43pm.
CARRIED

Tenci/Faulkner
150/14 THAT the meeting move out of committee of the whole at 6.48pm.
CARRIED
Tenci/Saifuddin
151/14 THAT the Otago University Students' Association (OUSA) Annual Audited Financial Statements for the year ended 31 December 2013 be received and presented to the student body.
CARRIED
Henri left at 6.49pm
Hamish left at 6.49pm
INTERNATIONAL CULTURAL COMMIITTEE MEETING MINUTES
Tenci/Ockwell
152/14 THAT the Minutes of the International Cultural Committee meeting held 6 May 2013 be received.
CARRIED
Henri returned at 6.51pm
Hamish returned at 6.52pm
DISAFFILIATION
Faulkner/Tenci
153/14 THAT the Dunedin Chinese Students' and Scholar Association be disaffiliated.
CARRIED
GRANTS MINUTES AND RECOMMENDATIONS
Faulkner/Ockwell
154/14 THAT the minutes of the Grants Committee meeting held on 6 May 2014 be received.
CARRIED
Faulkner/Ockwell
155/14 THAT the recommendations from the Grants Committee meeting held on 6 May 2014 be approved.
CARRIED
Faulkner/Ockwell
156/14 THAT Dunedin Chinese Methodist Youth Fellowship be granted $10 per member attending the camp, up to a total of $700 to assist with costs of accommodation during their annual winter camp in Queenstown.
CARRIED

Faulkner/Ockwell
157/14 THAT the German Potluck Collective be granted $500.00 to contribute to the cost of venue hire for their production, under the provision the club uses the OUSA pop-up banners at the production, and has the OUSA logo on promotional material.
CARRIED
Faulkner/Ockwell
158/14 THAT the Languages and Cultures Society be granted $172.00 to purchase banner for the club, on the condition that the banner is approved by the OUSA designer.
CARRIED
Faulkner/Ockwell
159/14 THAT MUSA be granted $10 per club member attending the camp up to a total of $500.00, but be encouraged to think about a similar camp for female members of the club.
CARRIED
Faulkner/Ockwell
160/14 THAT SARS be granted $165.00 to cover the cost of purchasing a banner for the club, under the condition that the banner is approved by the OUSA Designer.
CARRIED
Faulkner/Ockwell
161/14 THAT SciCo be granted $243 per person attending the 'Absolutely Positively Science' conference in Wellington, up to a total of $732.00 to cover the cost of airfares. It is also recommended the club seek funding from the budget for Faculty Clubs through the OUSA Executive.
CARRIED
Faulkner/Ockwell
162/14 That Karen Heine be granted $250.00 to assist with the costs of travel to Wellington for the 2014 Aspiring Leaders Forum
CARRIED
Faulkner/Ockwell.
163/14 That Avon Peel be awarded $500.00 to assist with transportation associated with travelling to the Netherlands for the World BMX Championships.
CARRIED
Faulkner/Ockwell
164/14 THAT Ben Tinnelly be awarded $250.00 to assist with cost of travel to Rotorua for the NZ U23 Sprint Kayaking Team Camp.
CARRIED
Faulkner/Ockwell
165/14 THAT Brad Evans be awarded $250.00 to assist with the costs of travelling to Cambridge for the National Club Road Cycling Championships.
CARRIED
Faulkner/Ockwell
166/14 THAT Garrick Hately, Joseph O'Connor, Kieran O'Connor, Leah Butt, Lawson Davison, Neelum Patel, Courtney Ross, Mitchell Carey, Sebastian Buddle, Sarah Adam, Oliver MacIntyre, Maddison McLean, Anna Radovonich, and Andrew Ross be granted $150.00 each to assist with the costs of travelling to Auckland for the National U21 tournament, to represent the Southern Region.
CARRIED
Faulkner/Ockwell
167/14 THAT Layla Moutrib, Briar Bradfield-Watson, and Rachel Bishop be granted $100.00 each to assist with the costs of travelling to the New Zealand Salsa Congress, in Wellington.
CARRIED
Faulkner/Ockwell
168/14 THAT Susan Baxter be granted $500.00 to assist with the costs of travelling to the Bodybuilding World Championships, in Spain.
CARRIED
HYDE STREET KEG PARTY REPORT
Te Pou/Harris
169/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 6.59pm.
CARRIED
Te Pou/Harris
170/14 THAT the meeting move out of Committee of the Whole at 7.03pm
CARRIED
The overall view was this year's event went well with some intoxication issues still to be worked on.
Ryan is keen to accelerate the staff Hyde Street report and then formulate a working party within the executive on the strategic direction of this event.
GENERAL BUSINESS
Hospice Street Appeal - 16 May 8.30am start. One positioned outside the Link and the other positioned outside the Museum. Please sign up on Ruby's face book roster. The Secretary offered to take the first shift outside the Link.
Reprioritisation Summer Games Budget- As attached.
This would be to provide meaningful Inter-University competition for University of Otago teams, it's essential for us to make it financially possible for students who could be considered to attend. Our aim would be to spend an extra $11,000 for the Eastern Australia University Games.
The remaining $2,120 would be spent on a new event for dance. In keeping with the competitive theme for the money, it would be used to provide a dance competition for students at the University of Otago which would organised by the Otago Dance Association.
George had met with Ruby and Henri previously about this and they agreed saying it was a good way to promote clubs. Nick and Henri will assist with the Dance competition.
Faulkner/Tenci
171/14 THAT OUSA agree to reallocate $11,000 from the Summer Games budget (4496) to the Eastern Australia University Games.
CARRIED
Faulkner/Tenci
172/14 THAT OUSA agree to reallocate $2,120 from the Summer Games budget (4496) to the Otago Dance Competition.
CARRIED
Meeting closed at 7.24pm