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29th July 2014

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 29 JULY 2014 AT 5.19PM


PRESENT
Ruby Sycamore-Smith (Chair), Ryan Edgar, Paul Hunt, Payal Ramritu, Laura Harris, Kurt Purdon, Jess McLean, Hamish Barker, Henri Faulkner and Mariana Te Pou

IN ATTENDANCE
Nick Tenci (former Finance Officer), Darel Hall (General Manager), Kamil Saifuddin (former International Officer), Zane Pocock (Critic Editor), Josie Cochrane (Critic Reporter extraordinaire) and Donna Jones (Minute Secretary)

APOLOGIES
Mariana Te Pou for leaving early

Moved from the Chair
130/14 THAT the above apology be accepted.
CARRIED U

SPEAKING RIGHTS
Moved from the Chair
131/14 THAT Nick Tenci, Darel Hall, Kamil Saifuddin, Zane Pocock, Josie Cochrane and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U

FINANCE OFFICER'S SECOND QUARTER REPORT
Nick was invited to speak to his report. He elaborated that he wanted to have some hand over for the newly elected Finance Officer, Paul Hunt. It was agreed some 1:1 meetings between the two of them would be beneficial.

Harris/Faulkner
132/14 THAT Nick Tenci's second quarter report be received and accepted.
CARRIED

INTERNATIONAL CULTURAL COUNCIL MEETING MINUTES
International Food Festival - overall this was another great success. The students stall holders expressed concern with the external vendors being in competition with them. It was explained they were there to sell different food types and to assist with the quantities when the student stall run out of food. OUSA Events are managing these businesses and the ICC manage the student stalls.

There has been discussion on whether this event should be expanded and moved to a bigger venue to build relationships with the Dunedin community.

Recreation Centre kitchen - the kitchen was left untidy and unclean after the event. The groups concerned have apologized and a mechanism has been put in place to avoid this happening again.

The token system is going to be overhauled. Kamil is going to assist with this.

Kamil was asked if he would mind writing up a full report on the Festival and elaborate on the entire management, setting up and running of the event. This would be most helpful going forward. This report will be presented to the next Executive meeting.

Purdon/Harris
133/14 THAT the Minutes of the International Cultural Council Meeting minutes held on 15 July 2014 be received.
CARRIED
FORMAL WELCOME TO THE NEWLY ELECTED EXECUTIVE
Ruby welcomed Paul Hunt, Payal Ramritu and Jess McLean to the family and expressed delight to be working with them for the rest of the year.

MINUTES FROM PREVIOUS MEETING
Kurt returned at 5.49pm

Moved from the Chair
134/14 THAT the minutes of the Executive Meeting held on 8 July 2014 be accepted as a true and correct record with the above amendment.
CARRIED U

MATTERS ARISING
Satellite Campuses Service Level Agreements - Ruby said this was going well. Ryan is assisting and Laura will visit the Southland Campus in October and Ruby will be visiting the others next week.

Donations - it was suggested that OUSA could assist charities with promotion and volunteer time as well as money. A policy will be drawn up and Ryan invited the executive to assist with this. There is presently $1,000 allocated in the OUSA budget charities line for donations.

Memorandum of Understanding with DMVL and OUSA in the final workings and will be ready next week.

Gaming update - Henri hasn't got onto this yet.

Aquatic Centre railing - As per motion 117/14 there was documentation circulated to support the stainless steel durability to last 260 years.

An enquiry regarding the OUSA Aquatic Centre usage was queried.

Moved from the Chair
135/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 5.49pm
CARRIED U

Moved from the Chair
136/14 THAT the meeting move out of Committee of the Whole at 5.53pm.
CARRIED U
Dunedin City Council submission response - this has been emailed to the Executive.

PricewaterhouseCoopers report on accounts package- Darel, Lucy, and Paul will meet with Gavin Logie, Senior Financial Accountant at the University tomorrow afternoon at 2pm to discuss OUSA's accounting systems.

VOLUNTEER SERVICES ABROAD MEMBERSHIP
Ryan did some research and the general consensus was being a member had no derived benefits to students. The membership wouldn't be renewed this year.

CAMPAIGNS OFFICER SECOND QUARTER REPORT GOALS
Hamish submitted his goals omitted from his report and this was noted.

POLICY COMMITTEE MEETING MINUTES
The Policy Committee meeting minutes show this meeting was cut short because of the low attendance.
Grants Policy - tabled for more information

Elections Policy - Discussion on whether the current Executive should be allowed to endorse a candidate, both by nominating them and also helping them with their campaign. Presently the election rules (9.8) state 'you must not campaign in a manner that implies an endorsement by OUSA'. Some Executive wish to have this rule interpreted more clearly as it has been stretched in the past. It was agreed the elections policy will be amended and a draft will be presented to the next executive meeting.

There have been requests to reinstate the abstention from voting option on the ballot papers. The present election policy requires amending as clause 5.6 states there should be an abstain option, this being in contradiction to the constitution as per clause 11.6.

These will go to the Policy Committee for further discussion. The Election policy amendments require urgency as the elections coming up.

RETURNING OFFICER'S REPORT
As attached the Secretary spoke to the report and reiterated the By Elections was quiet. She invited questions.

The Returning Officer, Tamara Polgase has agreed to accept this role again for our main elections.

McLean/Edgar
137/14 THAT the Returning Officers Report for the By election held 15-17 July 2014 be received.
CARRIED




GENERAL ELECTION PROJECT PLAN
As attached.

Moved from the Chair
138/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 6.25pm
CARRIED U

Moved from the Chair
139/14 THAT the meeting move out of Committee of the Whole at 6.32pm
CARRIED U

Ruby further addressed the meeting explaining her intentions with the General Election Campaign especially to get over 5,000 more students enrolled and voting in the next election.

Engage with students by way of a music event, hold a NZUSA political debate, have a food festival, a free BBQ, and make a video to encourage students to vote and the importance of their vote.

The meeting have agreed with the concepts of this plan.

There are five different areas budgeted for in the Executive budget so Darel will write up a paper to explain the breakdown of the process and email it to the executive tomorrow.

OUSA 2015 EXECUTIVE ELECTION DATES AND BY ELECTION
It was explained that there are two big International student events planned and this will require of a lot of work so holding a By Election to fill the International Officer position for this year is necessary.

Payal has offered to assist with some of the event planning. Henri offered to attend the International Student Council meetings for now to be the liaison between them and the Executive.

Edgar/Barker
140/14 THAT nominations for the position of International Officer 2014 open at 9am on 8 September and close at 4pm on the 11 September 2014.
CARRIED

Edgar/Barker
141/14 THAT voting open for the position of International Officer 2014 at 9am on 22 September 2014 and close at 4pm on 25 September 2014.
CARRIED

Edgar/Barker
142/14 THAT voting for the position of International Officer 2014 be by electronic means only.
CARRIED



Edgar/Barker
143/14 THAT nominations for the 2015 OUSA Executive Elections open at 9am on 8 September and close at 4pm on the 11 September 2014.
CARRIED

Edgar/Barker
144/14 THAT voting open for the 2015 OUSA Executive Elections at 9am on 22 September 2014 and close at 4pm on 25 September 2014.
CARRIED

Edgar/Barker
145/14 THAT voting for the 2015 OUSA Executive Elections be by electronic means only.
CARRIED

Edgar/Barker
146/14 THAT Prof Paul Roth be appointed as the Independent Arbitrator for the OUSA Executive Elections being held 22-25 September 2014.
CARRIED

BANK SIGNATORY AND IRD ACCESS
Harris/Faulkner
147/14 THAT Paul Owen Hunt be authorized to access OUSA's accounts with the Inland Revenue Department (IRD) during his time as an OUSA Executive member.
CARRIED

Harris/Faulkner
148/14 THAT Paul Owen Hunt be appointed as a bank signatory for OUSA banking during his time as an OUSA Executive member.
CARRIED

Harris/Faulkner
149/14 THAT Paul Owen Hunt be appointed as a bank signatory for PMDL banking during his time as an OUSA Executive member.
CARRIED

APPOINTMENTS TO UNIVERSITY AND OUSA COMMITTEES
Faulkner/McLean
150/14 THAT Paul Owen Hunt be appointed to the Board of Planet Media Dunedin Limited for 2014.
CARRIED

Faulkner/McLean
151/14 THAT Payal Ramritu be appointed to the Chaplaincy Board for 2014.
CARRIED

Faulkner/McLean
152/14 THAT Paul Hunt be appointed to the Library Services Committee for 2014.
CARRIED

Faulkner/McLean
153/14 THAT Paul Hunt be appointed to the Quality Advancement Committee for 2014.
CARRIED

Faulkner/Ramritu
154/14 THAT Jess McLean be appointed to the Humanities Divisional Board for 2014.
CARRIED

Faulkner/McLean
155/14 THAT Paul Hunt be appointed to the Limitation of Enrolment Working Party for 2014.
CARRIED

McLean/Edgar
156/14 THAT Paul Hunt be appointed to the Grants Committee for 2014.
CARRIED

McLean/Edgar
157/14 THAT Ryan Edgar be appointed to the Grants Committee for 2014.
CARRIED

McLean/Edgar
158/14 THAT Payal Ramritu be appointed to the Welfare Committee for 2014.
CARRIED

Ramritu/Edgar
159/14 THAT Jess McLean be appointed to the Welfare Committee for 2014.
CARRIED

McLean/Edgar
160/14 THAT Paul Hunt be appointed to the Finance and Expenditure Committee for 2014.
CARRIED

McLean/Edgar
161/14 THAT Paul Hunt be appointed to the Policy Committee for 2014.
CARRIED

McLean/Edgar
162/14 THAT Ryan Edgar be appointed to Senate for 2014.
CARRIED

PROPOSED MEET AND GREET WITH THE VICE CHANCELLOR
The Vice Chancellor has invited the Executive to a meet and greet afternoon tea. The final date and time to be arranged. Please sort a time mid-August, Ryan to lead this and let Donna know.



ASSOCIATION SECRETARY LEAVE
Donna advised she is on leave from 31 July 2014 until 7 August 2014. Bronwyn Horner would offer any administrative support in her absence.

GENERAL BUSINESS
All the Executive are invited to a dinner at Studholme College on 21 August, time to be advised.

Payal is arranging events and hopes the executive will come along and support her:

Hump Day Help - fortnightly, giveaways for students.
No String Niceness - starting later in the year in conjunction with replacement of exam packs.
Welfare drop-in with Payal, to be advertised on the OUSA Facebook page. She is wishing to encourage other executive to do the same.
Disability Day - 17 September. More later
Women's Week - 29 September - 3 October. Planning underway.
Tea-cup club - Wednesday, 13 August.
Be able - a group for students with disabilities and friends.

GRANTS MINUTES AND RECOMMENDATIONS
McLean/Edgar
163/14 THAT the minutes of the Grants (Round 4) Committee meeting held on 30 July 2014 be received.
Barker: Abstain
CARRIED

McLean/Edgar
164/14 THAT CathSoc be granted $10 per person attending the overnight retreat, up to a maximum of $250.00.
CARRIED

McLean/Edgar
165/14 THAT DAUJS be granted $1000 to assist covering the cost of bringing a holocaust survivor to Dunedin.
CARRIED

McLean/Edgar
166/14 THAT the Fiji Club be granted $40 per person attending the Fiji Students Inter-Uni Games, up to 25 people. A maximum of $1000.00
CARRIED

McLean/Edgar
167/14 THAT the Indian Students Association be granted $1000 to help pay for bringing costumes to New Zealand.
CARRIED




McLean/Edgar
168/14 THAT the MUSA be granted $10 per person attending the camp up to 50 people, a maximum of $500 total.
CARRIED

McLean/Edgar
169/14 THAT the OMSA be granted $1000 to assist covering the cost of hiring equipment for Malam Malaysia.
CARRIED

McLean/Edgar
170/14 THE the OSSAHC be granted $500 to assist in covering the costs of boat maintenance and repairs.
CARRIED

McLean/Edgar
171/14 THAT the SLSA $1000 for lighting, sound, and media expenses. Advise SLSA to use Planet Media/ Radio One.
CARRIED

McLean/Edgar
172/14 THAT the Student Life be granted $10 per person attending the camps, up to a maximum of $500.
CARRIED

McLean/Edgar
173/14 THAT Jack Devine be granted $450 to cover the cost of travel to Japan for the Shukokai Union 65th Anniversary.
CARRIED

McLean/Edgar
174/14 THAT Grant Nadia de Koster be granted $200 to assist in covering the cost of travel to attend the national Taekwondo tournament in Tauranga.
CARRIED

McLean/Edgar
175/14 THAT Kussi Hurtardo-Stuart be granted $150 to assist in covering the cost of travel to attend the national Capoeira Competition, in Wellington.
CARRIED

McLean/Edgar
176/14 THAT Anna McBride be granted $250 to assist in covering the cost of travel to attend the DACANZ National Young Performer of the Year, in Palmerston North.
CARRIED



McLean/Edgar
177/14 THAT Grant Kirsten Todd be granted $450 to assist in covering the cost of travel to attend the Inter-universities regatta in China.
CARRIED

McLean/Edgar
178/14 THAT Grant Bryce Abernethy and Lisa Owen be granted $750 each to assist with travel costs to attend the World University Rowing Championships in France.
CARRIED
McLean/Edgar
179/14 THAT Jordan Ruatoe be granted $150 to attend the Eastern Australia University Games, in Australia.
CARRIED

Meeting closed at 7.07pm