Executive Meeting Minutes

Meeting Archive

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

21st October 2014

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 21 OCTOBER 2014 AT 5.19PM


PRESENT
Ruby Sycamore-Smith (Chair), Ryan Edgar, Paul Hunt, Laura Harris, Payal Ramritu, Eric Lim and Jess McLean

IN ATTENDANCE
Greer Mahoney (2015 Education Officer), Nina Harrap (2015 Finance Officer), Te Hau White (2014 Te Roopu Maori Vice President), Darel Hall (OUSA General Manager), Josie Cochrane (Critic Reporter) and Donna Jones (Minute Secretary)

APOLOGIES
Mariana Te Pou
Jess McLean for lateness

Moved from the Chair
345/14 THAT the above apologies be accepted.
CARRIED U

SPEAKING RIGHTS
Moved from the Chair
346/14 THAT Greer Mahoney, Nina Harrap, Te Hau White, Darel Hall, Josie Cochrane and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U

MINUTES FROM PREVIOUS MEETINGS
Moved from the Chair
347/14 THAT the minutes of the Executive Meeting held on 8 October 2014 be accepted as a true and correct record.
CARRIED U

Henri Faulkner returned at 6.15pm not 5.55pm

Moved from the Chair
348/14 THAT the minutes of the Executive Meeting held on 9 October 2014 be accepted as a true and correct record with the above amendment.
CARRIED U

HEALTH AND SAFETY REPORT
As attached, Darel indicated there were a couple of minor injuries and they were working on them.

OUSA XMAS PARTY AND PHOTO
The invitation list is presently being updated by the reception staff. Could the Executive please get their part updated and the reception staff will send out hard copies to the VIP’s and the email invitations should go out as soon as possible too. The evening is now being held on 7 November at 5.30pm in the Evison Lounge. Laura, Jess and Henri are the working group for this function.

The Executive Photo is scheduled for 4.30pm on 7 November. All to assemble at OUSA main office in formal attire.

INTERNATIONAL FOOD FESTIVAL REPORT
This report will also be attached to the main Events Reports. Donna will ensure they have a copy.

Harris/Ramritu
349/14 THAT OUSA International Food Festival Report dated 8 October 2014 be received.
CARRIED

EXECUTIVE THIRD QUARTER REPORT
Laura rang in to talk to her report last week however the tram station in Melbourne was very noisy and it was agreed to table this report until this evening.

Once again the Chair asked that the meeting follow the format of the previous reports and move into strict committee.

Moved from the Chair
350/14 THAT the meeting move into Strict Committee for reasons of personal privacy at 5.29pm
CARRIED U

Laura left at 5.29pm

Moved from the Chair
351/14 THAT the meeting move out of Strict Committee at 5.33pm
CARRIED U

Laura returned at 5.33pm



Hunt/Purdon
352/14 THAT Laura Harris’s third quarter report be accepted and she continue to be paid her honorarium.
CARRIED

GRANTS ROUND MINUTES AND RECOMMENDATIONS
As attached.

Kurt informed the executive he is part of Otago University Debating Society that applied for a grant to enable them to travel to Kuala Lumpur to attend the world Universities Championship. The grants committee were happy to let the Executive decide if there was a conflict.



Ramritu/Harris
353/14 THAT the minutes of the OUSA grants meeting held on 15 October 2014 be received and the recommendations below be approved.
Hunt/Purdon Abstain
CARRIED


Ramritu/Harris
354/14 THAT the Otago University Canoe Club be granted $400 to purchase an Emergency Locator Beacon.
CARRIED


Ramritu/Harris
355/14 THAT the Otago Dance Association be granted $1000 to assist in covering the cost of purchasing club banners and t-shirts, providing the design for both are approved by the OUSA designer.
CARRIED


Ramritu/Harris
356/14 THAT the University of Otago Football Club be granted $1000 to assist covering the cost of physio equipment for the 2015 season
CARRIED


Ramritu/Harris
357/14 THATthe Otago University Goju-Ryu Karate Club be granted $600 to assist in covering the cost of members travelling to Newcastle for the Oceania Gasshuku
CARRIED

Ramritu/Harris
358/14 THAT the Students for Environmental Action be granted $1300 to assist covering the cost of buying a tunnel house for the campus garden.
CARRIED


Ramritu/Harris
359/14 THAT the Otago University Snow Sports Club be granted $120 to assist purchasing equipment to maintain and repair gear.
CARRIED


Ramritu/Harris
360/14 THAT the Student Life Club be granted $500 to assist covering the cost of creating membership packs.
CARRIED



Ramritu/Harris
361/14 THAT Mary Gray be granted $150 to assist in covering the cost of travel to and from the North Island for the Mountain Bike National Championships.
CARRIED


Ramritu/Harris
362/14 THAT Robert Lindsay be granted $150 to assist in covering the cost of travel to attend the 2015 New Zealand Singing School.
CARRIED


Ramritu/Harris
363/14 THAT Caroline Shie be granted $150 to assist in covering the cost of travel to attend East Asian Medical Students’ Conference, in Jakarta.
CARRIED


Ramritu/Harris
364/14 THAT Esther Walker be granted $150 to assist in covering the cost of travel to attend the NABBA NZ National Bodybuilding Championships, in Palmerston North.
CARRIED



Ramritu/Harris
365/14 THAT Rebekah Wilson be granted $200 to assist in covering the costs of accommodation whilst in India, as part of a delegation of dancers attending.
CARRIED


Ramritu/Harris
366/14 THAT the Association Football League (George Read, Antony Stadnyk, Logan Selvadurai) players be granted $150 each to assist with the costs of travel to Wellington for the AFLNZ National Provincial Championship.
CARRIED


Ramritu/Harris
367/14 THAT The University of Otago Debaters (John Brinsley-Pirie, Alice Sowry, Katarina Schwarz, Kurt Purdon) be granted $300 each, to assist with the costs of travel to Kuala Lumpur, to attend the World Universities Championship.
CARRIED
GENERAL MANAGERS’ OPERATIONAL REPORT
As attached. Darel asked for questions or queries.

The Craft Food and Beer Festival de-brief meeting is scheduled for tomorrow and the information will be in the next operational report.

Is the lift on the Aquatic Centre stairs working correctly yet? To be investigated.

The attendance counter at the Recreation Centre was faulty and didn’t gauge correct numbers through the door.

Sauna attendance shows a decrease as of the safety concerns but they have now been remedied.

Jess arrived at 5.43pm

There was a suggestion that a survey box for feedback on the use of services, ie: the Recreation Centre and OUSA be introduced and the survey boxes could be in the reception areas for 2015. There was general agreement with this idea.

Harris/Ramritu
368/14 THAT the General Managers’ September Operational Report be received.
CARRIED

GENERAL MANAGERS’ KEY PERFORMANCE INDICATORS KPI’S
Moved from the Chair
369/14 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 5.45pm.
CARRIED U

Paul left at 6.02pm
Paul returned at 6.03pm

Moved from the Chair
370/14 THAT the meeting move out of committee of the whole at 6.15pm
CARRIED U

The Dunedin Craft Beer and Food Festival – the target audience for next year was noted at 1000 and it is hoped it would be more like 1500 attending.

Could this event have a student incentive to encourage and favour student’s attendance? The general consensus was to allow a perk for students, perhaps a free food voucher with the wrist band or a discount. The meeting was in general agreement with this idea.

Lim/Edgar
371/14 THAT the OUSA Service Performance 2015 report be received.
CARRIED

SEMESTER TWO OUSA SURVEY
As attached.

In October 2014 the OUSA ran a student satisfaction survey. This was sent to 3,000 students by the university. The OUSA received 436 responses (14.5%) with a confidence interval of 4.64% at a confidence level of 95%.

This follows several years of similar surveys done by various methods.

In April 2014 the OUSA ran a student satisfaction survey via Facebook which had 1,271 student responses with a confidence interval of 3.48% at a confidence level of 99%.

In 2013 the survey has 2,043 responses with a CI of 2.68% at a CL of 99%.

There have been reasonably similar results over these three surveys with some notable improvement by Radio One.

Ramritu/Lim
372/14 THAT the OUSA Comparative Student Satisfaction Survey be received.
CARRIED

Moved from the Chair
373/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 6.25pm.
Purdon: Abstain
CARRIED U
Payal left at 6.52pm

Moved from the Chair
374/14 THAT the meeting move out of Committee of the Whole at 6.55pm.
CARRIED U

Payal returned at 6.55pm

REFERENDUM QUESTIONS
As attached. It was agreed to withdraw the question about OUSA’s membership to NZUSA.

There was some reservations about hold a Referendum so late in the year but there was general agreement that this should obtain enough interest especially as it is all online.

Two explanations were modified slightly without substantial significance and would be seen by the Mediator again tomorrow for approval before the questions were put to the Referenda.

Purdon/Ramritu
375/14 THAT the following questions be put to the Referendum being held 3-6 November 2014.

1. Do you support the Otago University Students’ Association’s (OUSA’s) opposition to the following Dunedin City Council proposed Local Alcohol Policies a) a 1am one way door policy b) 3am as the latest closing time c) a ban on shot sales after 12am and d) an 11pm clearance of outdoor seating areas?
Yes/No

2. Should the Otago University Students’ Association (OUSA) apply more funding towards student groups such as faculty clubs, social cause groups, sports teams, international clubs and student volunteer groups?
Yes/No

3. Should the Otago University Students’ Association (OUSA) continue to be involved with and assist with organising the ‘Hyde Street Keg Party’?
Yes/No


4. Should the Otago University Students’ Association (OUSA) continue to be involved with and organise the ‘Dunedin Craft Beer and Food Festival’?
Yes/No

CARRIED

FORUM FOR REFERENDUM
The Secretary informed the Executive the Main Common Room was available on 29 October only as examinations were being held next door on other days.

Lim/Edgar
376/14 THAT the Secretary be directed to call a student forum on 29 October 2014 at noon in the Main Common Room (MCR) to discuss the referenda questions.
CARRIED

The Secretary confirmed this forum would be live streamed to allow further consultation.

All posters and facebook designs for advertising the Referenda were ordered.

DUNEDIN DIVERSITY CHARTER
The full copy of this document was emailed to the Executive. As Attached the vision:

‘To ensure Dunedin is an inclusive and affirming city that celebrates sexuality, sex and gender diversity and support its queer fold to be themselves, be healthy, and be well’.

It was suggested this could go to a referenda next year for wider consultation, although it does align with OUSA’s values and encourages supporting others at the university.

Ramritu/Harris
377/14 THAT OUSA sign up to the Dunedin Diversity Charter.
CARRIED


NZUSA MEMBERSHIP
It was agreed this would be tabled and a document brought to the next meeting.

LIFE MEMBERSHIP
Each year up to three people are appointed life membership of OUSA. This is kept a surprise until the Executive Christmas Party.

Moved from the Chair
378/14 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 7.15pm.
CARRIED U

Moved from the Chair
379/14 THAT the meeting move out of Committee of the Whole.
CARRIED U

Hunt/Lim
380/14 THAT Ruby Sycamore-Smith (President 2014) be awarded life membership of OUSA.
CARRIED

Hunt/Lim
381/14 THAT Ruth Chapman (University Mediator – 2004 – 2014) be awarded life membership of OUSA.
CARRIED

Hunt/Lim
382/14 THAT Donna-Rose McKay (Students with Disabilities support – 1992 - 2013) be awarded posthumous life membership of OUSA.
CARRIED

PLANET MEDIA DUNEDIN LIMITED (PMDL) DISCUSSION
Moved from the Chair
383/14 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 7.45pm.
CARRIED U

Moved from the Chair
384/14 THAT the meeting move out of committee of the whole.
CARRIED U

GENERAL BUSINESS
Summer School – Laura is attending a meeting about Summer School and encourages others to attend.

Examination packs – can the Executive please help pack and hand these out.

Critic Cultural Editor position – a proposal to allow Critic to employ a staff member for 2015 was presented. This is late notice and it was expressed that this should go to the PMDL Board. However, there a time restraints on Critic as the 2015 positions need to be recruited as soon as possible. Ruby will email the Board tomorrow and a further discussions will take place.

Events 2015 Calendar – the events team want the Executive to add any events for this calendar. There is a hard copy in the Bull-pen. It should be also encouraged to make sure the on-line Outlook events calendar is updated too.

Meeting closed at 7.56pm

Signed: ________________________________ Date: _____________