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5th November 2014

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 5TH NOVEMBER 2014 AT 4.04PM


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

IN ATTENDANCE
Darel Hall (General Manager), Josie Cochrane (Critic Editor) and Donna Jones (Minute Secretary)

ALTERING THE ORDER OF BUSINESS
Moved from the Chair
385/14 THAT the order of business be altered to enable Ruby Sycamore-Smith to attend another meeting.
CARRIED U


PRESIDENTS’S ABSENCE/RESIGNATION
Ruby Sycamore-Smith notified the Executive of her resignation effective from 7 November 2014.

Moved from the Chair
386/14 THAT the letter of resignation from Ruby Sycamore-Smith be received.
CARRIED U

Purdon/Edgar
387/14 THAT the Executive agrees to pay Ruby Sycamore-Smith $1,000 for work on the following projects:
1. 2014 Election Campaign Report
2. OUSA Student Engagement Plan
3. President handover document
4. A SWOT analysis of the University Book Shop (UBS)
CARRIED
Purdon/Edgar
388/14 THAT the Executive thanks Ruby Sycamore-Smith for her exceptional service to the Otago University Students’ Association (OUSA) in 2014 as President as well as Campaigns and then Welfare Officer in 2013, and wishes her well for the future.
CARRIED

A very loud applause was heard.

Ruby left at 4.06pm


APOLOGIES
Jess McLean for lateness

Moved from the Chair
389/14 THAT the above apology be accepted.
CARRIED

SPEAKING RIGHTS
Moved from the Chair
390/14 THAT Darel Hall, Donna Jones and Josie Cochrane be granted speaking rights for the duration of this meeting.
CARRIED U


MINUTES FROM PREVIOUS MEETING
The attendance counter at the Recreation Centre is faulty. Should read was faulty.

Moved from the Chair
391/14 THAT the minutes of the Executive Meeting held on 21 October 2014 be accepted as a true and correct record with the above amendment.
CARRIED U

EXECUTIVE QUICK ROUND UP
The Executive reported what they had been working on over the past week.

HEALTH AND SAFETY CULTURE
The Safety Culture survey was attached, Darel expressed it was a way to catch a glimpse of the attitude towards health and Safety in the organization. The survey had 28 respondents and all departments except Planet Media Sales are represented in the survey.

Moved from the Chair
392/14 THAT the Health & Safety Culture Report be received.
CARRIED U

GRANTS MEETING MINUTES AND RECOMMENDATIONS
These applications were received late but approval was given to consider them.

Barker/Lim
393/14 THAT the minutes from the grants meeting held on 29 October 2014 be received and the recommendations be approved.
CARRIED

Barker/Lim
394/14 THAT Saskia McCulloch be granted $500 to assist in covering the cost of travel to Lima, Peru for the Twentieth Conference of Parties (COP20) at the United Nations Framework Convention.
CARRIED

Saskia is to meet with the Club Development Officer to discuss leadership roles in Clubs.

RADIO 1
Kurt addressed the meeting he said he had been talking to the Radio One Manager Sean Norling, Planet Media Manager, Josh Hannagan and Darel to get an overall picture of the departments. These discussion were really helpful.

Kurt has done an analysis of the structure of Radio One – costings, listenership and researched areas of Radio One from previous years.

“Kurt noted that he is looking at cost reduction”.

“The General Manager was unsure whether the data took into account changes in account structure and one offs”.

Purdon/Edgar
395/14 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 4.33pm.
CARRIED

Mariana left at 4.34pm

Moved from the Chair
396/14 THAT the meeting move out of Committee of the Whole at 4.36pm.
CARRIED U

The discussion continued. It was pointed out how there was a good relationship between all the Media and Managers now which has helped with good positive cohesion with all the departments.

Moved from the Chair
397/14 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 4.43pm.
CARRIED U

Moved from the Chair
398/14 THAT the meeting move out of Committee of the Whole at 5.01pm.
CARRIED U

Onecard – Kurt recommended that Radio One be rewarded for their innovative Radio One card. Although it was thought improvements could be made.

Payal arrived at 5.06pm

Moved from the Chair
399/14 THAT THE Radio One (2015) budget forecast process (as per section 23.7 of the OUSA constitution and rules) be moved to the Finance and Expenditure Committee (FEC).
CARRIED U

Edgar/Harris
400/14 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 5.08pm.
CARRIED

Moved from the Chair
401/14 THAT the meeting move out of Committee of the Whole at 5.12pm.
CARRIED U

Edgar/Lim
402/14 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 5.12pm.
CARRIED

Jess arrived at 5.19pm
Ryan left at 5.19pm and returned at 5.20pm

Moved from the Chair
403/14 THAT the meeting move out of Committee of the Whole at 5.21pm.
CARRIED U

CURRENT GOVERNANCE AND MANAGEMENT ARRANGEMENTS
As attached.

Moved from the Chair
404/14 THAT the current Governance and Management document be received.
CARRIED U

HOW IS THE EDITORIAL INDEPENDENCE OF CRITIC & RADIO ONE ASSURED
As attached. The importance of the editorial independence was highlighted in the July 2014 review of OUSA Media and Communication Services. This was a review of services proved by OUSA to the university through the Service Level Agreement (SLA).

Two recommendations from the review were:

That editorial independence between OUSA and Critic be assured by a robust charter and that the current corporate structure be removed, with the operations of Critic, Radio One and Planet Media Sales being absorbed into OUSA.

Darel pointed out there appeared to be a level of comfort from the Executive namely in the areas of the statements 26, 27 and 28 of the document - to further solidify Editorial Independence and for the Executive to consider a simple explicit statement of editorial freedom from the constitution that should be linked to the relevant Critic and Radio One Charter and Ethics checklists.

COMMUNICATIONS STRUCTURE REFRESH
As attached. The document outlines the key elements of a structure refresh for communications which involves a proposal to shift the Communications function into a standalone unit, including postering.

Darel indicated in the document before any final decisions are made he would be interested in hearing the views of any staff member who wishes to comment on the proposals.





Moved from the Chair
405/14 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 5.33pm.
CARRIED U

Moved from the Chair
406/14 THAT the meeting move out of Committee of the Whole at 5.34pm.
CARRIED U

Moved from the Chair
407/14 THAT the Executive agrees to the General Manager leading a process separating out the Communications function from the Events function.
CARRIED U

DUNEDIN CITY COUNCIL CHANGES TO PARKING
As attached. The DCC would like to hear from people on possible changes to parking in a number of areas close to Dunedin’s CBD including areas around the Campus area.

As this could affect student’s the Executive would fill out the online survey. Henri was driving this, but others said they would take part. It was suggested that Generation Zero be notified of this. The Secretary offered to let them know.

PLANET MEDIA DUNEDIN LIMITED
Moved from the Chair
408/14 THAT the four pillars of governance best practice document from Ruby Sycamore-Smith and letter of recommendations to the PMDL Board from the PMDL chair document be received.
CARRIED U

Has the Executive read the Media Review?

This meeting didn’t want to rush this item through so it was agreed that Paul would collate all relevant documents together and present them to the 2015 Executive for thorough consultation.

GENERAL BUSINESS
Further Exec Meetings – Paul is keen to continue with full Executive meetings on a weekly basis. As lectures have ceased it was agreed that attendance could be higher if they are scheduled during the day. Next meeting 9.30am 12 November 2014 in the Recreation Centre. Agenda items to the Secretary by Monday at noon.

Otago University Associated Football Club (OUAFC) Loan request – as submitted by Paul. They wish to borrow $3,000 to be repaid by 15 April 2015. The OUAFC owes fees to football South and Football New Zealand incurring penalties next season. The club have had ongoing structural issues and are under a lot of pressure from external bodies.

They have borrowed money from OUSA before. Also there is a loan policy that the Executive need to abide by. The Secretary will forward the policy to the Executive.

It was agreed that this would be forwarded to the FEC for further discussion and Andrew Coshan, OUAFC Treasurer could be invited to attend an executive meeting later.

The grants committee could look at a proposal next year and this would encourage the club to fundraise to help raise the money as well.





Meeting closed at 6.03pm.


Signed: _________________________________ Date: _____________