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2nd September 2014

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 2 SEPTEMBER 2014 AT 5.20PM


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

IN ATTENDANCE
Annabelle Boelema (Projects Officer), Darel Hall (General Manager), Josie Cochrane (Critic Reporter), Zane Pocock (Critic Editor), George McLenaghen (Cellphone) and Donna Jones (Minute Secretary)

APOLOGIES
Kurt Purdon

Moved from the Chair
208/14 THAT the above apology be accepted.
CARRIED U

SPEAKING RIGHTS
Moved from the Chair
209/14 THAT Annabelle Boelema, Darel Hall, Josie Cochrane, Zane Pocock and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U

MINUTES FROM PREVIOUS MEETING
Moved from the Chair
210/14 THAT the minutes of the executive meeting held on 19 August 2014 be accepted as a true and correct record.
CARRIED U

NEW ZEALAND ELECTION UPDATE
It was agreed there was to be a change in the order of the agenda to enable Annabelle to produce her item and leave. Ana gave an update of the up and coming events:

Weds 3 Sep: early voting in the Link area
Thurs 4 Sep: Jan Logie - Greens - forum MCR 2pm
Fri 5 Sep: Handing out brochures from NZUSA
Mon 8 Sep: Back Benches in Refuel at 6pm
Tues 9 Sep: NZUSA political debate
Wed 10 Sep: Grant Robertson visit
Thurs 11 Sep: Food Festival
Tues 16 Sep: North Dn candidates forum
Thurs 18 Sep: Music festival - give all info to Ana please.

OUSA has been granted permission to place voting materials in the lecture theatres. The materials to be distributed are:

-Votes Count post-its - made so that classes without tables (fold down desks), the post it notes could be stuck on the fold down desks.
-Votes Count cardboard leaflets (scored at the pink and green square, so they can be folded to stand up on desks. This can be done with 10-15 leaflet stacks at a time, when distributing in lecture halls).
-Student Matters - the student guide to voting brochures.
-Executive to help out on Market Day stall please.

OUSA INVESTMENT DISCUSSION
Moved from the Chair
211/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 5.28pm
CARRIED U

Moved from the Chair
212/14 THAT the meeting move out of Committee of the Whole at 5.41pm.
CARRIED U

The Executive have been exploring investment options for OUSA. Forsyth Barr have been approached for investment advice. In previous meetings the Finance and Expenditure Committee (FEC) have been investigating different options. Overall the Executive have general comfort with a higher risk return being considered.

Ryan to ensure the constitution and rules are being followed in regards to investment decisions for the Association.

Harris/Hunt
213/14 THAT Payal Ramritu be appointed to the Finance and Expenditure Committee for 2014.
CARRIED

BLUES AND GOLDS MINUTES AND RECOMMENDATIONS
Owing to the Blues and Golds awards being confidential until the presentation ceremony the names have been withheld, however the papers were distributed to the executive.

Faulkner/Ramritu
214/14 THAT the minutes of the Blues Panel Meeting held on 21 August 2014 be received.
CARRIED

Faulkner/Ramritu
215/14 THAT the recommendations from the meeting of the Blues Panel meeting held on 21 August 2014 be approved.
Hunt: Abstain
CARRIED




Faulkner/Ramritu
216/14 THAT the minutes of the Golds Panel Meeting held on 20 August 2014 be received.
CARRIED

Faulkner/Ramritu
217/14 THAT the recommendations from the meeting of the Golds Panel meeting held on 20 August 2014 be approved.
Hunt: Abstain
CARRIED

OUSA GRANTS COMMITTEE MINUTES AND RECOMMENDATIONS
Clarification on why a student received more than they requested.

George McLenaghen was called at 5.50pm
George hung up at 5.53pm

Moved from the Chair
218/14 THAT the meeting move into Committee of the Whole for reasons of person privacy at 5.54pm.
CARRIED

Moved from the Chair
219/14 THAT the meeting move out of Committee of the Whole at 5.57pm.
CARRIED

It was clarified there is a higher amount granted depending on distance the person has to travel. If they go further than Australia for example they are allocated more.

Further clarification was sought as to why the grants committee were being asked to cover an overpayment by OUSA to the Rowing Club. Darel asked to investigate budgeting for grants committees if he was given the relative information.

Faulkner/McLean
220/14 THAT the Grants Committee Meeting (round 5) minutes of 26 August 2014 be received and the following recommendations be approved.
CARRIED

Faulkner/McLean
221/14 THAT $2583.00 be granted to cover the cost of rowing grants from the grants budget.
CARRIED







Faulkner/McLean
222/14 THAT the Otago University Canoe Club be granted $1200 to assist in covering the cost of buying new safety helmets for club members' use and be granted $1000 to purchase new safety helmets.
CARRIED

Faulkner/McLean
223/14 THAT the Dunedin Chinese Methodist Youth Fellowship request $200 to assist in covering the cost hiring costumes and sound equipment for the Mooncake festival.
CARRIED

Faulkner/McLean
224/14 THAT the Dunedin Chinese Methodist Youth Fellowship be granted $200 to assist in covering the cost of hiring costumes and sound equipment for the Mooncake festival.
CARRIED
Faulkner/McLean
225/14 THAT the Indian Students Association be granted $1000 to assist in covering the cost of sound and lighting for their annual cultural night.
CARRIED


Faulkner/McLean
226/14 THAT the Indian Students Association be granted $1000 to assist covering the cost of sound and lighting for their annual cultural night.
CARRIED

Faulkner/McLean
227/14 THAT the Japanese Culture and Language Club be granted $500 to assist in covering the cost of purchasing calligraphy equipment.
CARRIED

Faulkner/McLean
228/14 THAT the Japanese Culture and language club be granted $500 to assist in covering the cost of purchasing calligraphy equipment.
CARRIED

Faulkner/McLean
229/14 THAT the New Zealand Association of Pharmacy Students - Otago be granted $1000 to assist with the cost of travel to Kuala Lumpur for 9 members to attend the Asia Pacific Pharmaceutical Symposium, 2014.
CARRIED





Faulkner/McLean
230/14 THAT the New Zealand Association of Pharmacy Students be granted $900 to assist with the cost of travel to Kuala Lumpur for 9 members to attend the Asia Pacific Pharmaceutical Symposium.
CARRIED

Faulkner/McLean
231/14 THAT the Otago Dance Association be granted $1000 to assist paying for costumes for the ODA performance night and future performances.
CARRIED

Faulkner/McLean
232/14 THAT the Otago Dance Association be granted $1000 to assist paying for costumes for the ODA performance night and future performances.

CARRIED
Faulkner/McLean
233/14 THAT Otago University Medical Students' Association be granted $3000 to assist covering the cost of printing Enema.
CARRIED

Faulkner/McLean
234/14 THAT the Otago University Medical Students Association $3000 to assist covering the cost of printing Enema.
CARRIED

Faulkner/McLean
235/14 THAT the United nations Youth be granted $1000 to assist in covering the costs of accommodation for 12 members to attend the NZ Model Security Council, 2014 in Christchurch.
CARRIED

Faulkner/McLean
236/14 THAT the United Nations Youth be granted $50 per person attending the NZ Model Security Council, 2014 in Christchurch, up to $600.
CARRIED

Faulkner/McLean
237/14 THAT Hannah Bailey be granted $750 to assist in covering the cost of travel to Hamburg to attend the Junior World Rowing Championships, 2014.
CARRIED

Faulkner/McLean
238/14 THAT Ellie Heenan be granted $750 to assist in covering the cost of travel to attend the World Age Group Triathlon Championship in Edmonton, Canada.
CARRIED

Faulkner/McLean
239/14 THAT Molly Reynolds be granted $250 to assist in covering the cost of travel to attend the Global Health Workshop and Global Health Conference, in Sydney.
CARRIED

Faulkner/McLean
240/14 THAT Nikolas Swain be granted $150 to assist in covering the cost of travel to attend the 2014 Indoor Cricket World Cup, in Wellington.
CARRIED

RESCINDING APPOINTMENT TO SENATE MOTION
Ryan Edgar showed eagerness to be appointed to senate however as the four allocated seats are full he is unable to be appointed this year.

Edgar/Ramritu
241/14 THAT motion 162/14 be rescinded.
CARRIED

PROPOSED BUDGET 2015
Concern was expressed that the budget hadn't been read and discussed fully by the entire executive. Some would like more time.

Moved from the Chair
242/14 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 6.02pm.
CARRIED

Moved from the Chair
243/14 THAT the meeting move out of committee of the whole at 6.13pm.
CARRIED

Faulkner/Edgar
244/14 THAT the proposed 2015 OUSA budget be recommended to the student body in its entirety.
Ramritu: Abstain
CARRIED


REFERENDUM FOR SECOND SEMESTER
It was agreed to hold a referenda alongside the elections for the 2015 budget. Some executive members desired to have other questions put to the referenda, however it was decided to leave them until they had more time realising the budget should be foremost.

Faulkner/Edgar
245/14 THAT a binding Referendum be held from 9am 22 September 2014 until 4pm
25 September 2014.

Faulkner/Edgar
246/14 THAT the Referendum being held from 9am 22 September 2014 until 4pm
25 September 2014 be by electronic means only.
CARRIED


Faulkner/Edgar
247/14 THAT OUSA put the following question to the student body in the Referendum from 9am 22 September 2014 until 4pm 25 September 2014.
1. Should the 2015 OUSA Budget be accepted in its entirety?
CARRIED


GENERAL BUSINESS
Moved from the Chair
248/14 THAT the meeting move into committee of the whole at 6.19pm.
CARRIED

Moved from the Chair
249/14 THAT the meeting move out of committee of the whole at 6.21pm.
CARRIED

Welfare Officer on leave - Payal is away from 5-9th September and from 14-16 September. She is attending workshops in Auckland. She is contactable via cell phone.

Executive Job Description amendments - there are some insignificant changes to be made but none of real substance. For example obsolete job titles and companies names to be removed. Ryan expressed he will have all the changes to a meeting on Thursday and will recommend they be passed by special resolution if agreed so they can be ready for the elections. He has been discussing each position change with the Officers.

The Secretary stressed any substantial changes would require consultation and notice. She was reassured this would not be necessary.

Next Executive Meeting - Thursday 4 September 2014 at 5pm in the Executive Bull-pen office.




Meeting closed at 6.33pm