Executive Meeting Minutes

Meeting Archive

31st October 2017
24th October 2017
5th October 2016 - SGM + AGM
3rd October 2017
19th September 2017
12th September 2017
29th August 2017
22nd August 2017
23rd August 2017
8th August 2017
1st August 2017
24th July 2017
10th July 2017
26th June 2017
19th June 2017
3rd June 2017
29th May 2017
22nd May 2017
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

11th November 2014


Ryan Edgar (Chair), Paul Hunt, Laura Harris, Henri Faulkner, Eric Lim, Kurt Purdon, and Hamish Barker

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

Payal Ramritu

Moved from the Chair
409/14 THAT the above apology be accepted.

The minutes omitted to expand on the discussion about Radio One.

“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”.

Moved from the Chair
410/14 THAT the minutes of the Executive meeting held on 5 November 2014 be accepted as a true and correct record with the two amendments above.

Moved from the Chair
411/14 THAT Darel Hall, Josie Cochrane and Donna Jones be granted speaking rights for the duration of this meeting.

Radio One –

“The General Manager noted his uncertainty in the data expressed at the last meeting, and had followed that up in a preliminary manner.

He noted there were at least three areas for caution: comparing budgets to budgets and actuals to actuals between time periods rather than budgets to actuals, sales commission was one item that has been brought into the expense side of Radio One from the Sales area, and there were significant one-offs in 2014 including the 30th birthday, international travel, and a strategy to increase wages at Radio One to aid retention which had been an Exec concern.

Discounting the shift in Commission expense, for example, means the increase in Actual Total Expenses increased by $17,000 between full year 2010 and full year 2013, somewhere in the order of 6%”.

The Association Secretary was asked to comment on the results of the Referendum held 3-6 November. She thought it was a good turn-out considering the time of year. It is to be noted that this Referendum was indicative only.

The Returning Officer Ashlea Muston didn’t have any queries or complaints.

Yes No Total
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? 72.2% 27.8% 1133
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? 76.79% 23.21% 1133
Should the Otago University Students’ Association (OUSA) continue to be involved with and assist with organising the ‘Hyde Street Keg Party’? 77.05% 22.95% 1133
Should the Otago University Students’ Association (OUSA) continue to be involved with and organise the ‘Dunedin Craft Beer and Food Festival’? 68.4% 31.6% 1133

412/14 THAT the Referendum results document dated 6 November 2014 be received.

Paul addressed the meeting to explain his view on the current situation of NZUSA. He personally thinks OUSA should withdraw at this stage.

He views NZUSA as structural and not temporal. It has been an organization that has changed throughout the years. Student leaders used to meet regularly with NZUSA but now days this hasn’t been the case and local student bodies are meeting and working within their region on issues, this has been evident in Otago particularly in the past five years.

The decrease in Service Level Agreement (SLA) funding is also a factor in his decision to recommend withdrawing.

He has set up a google document for consultation between executive members.

He recommends the 2014 and 2015 should take a preliminary vote to stay members of NZUSA or give notice to withdraw.

Moved from the Chair
413/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 9.55am.

Moved from the Chair
414/14 THAT the meeting move out of Committee of the Whole at 9.56pm.

The training that NZUSA provides for Association Presidents need mitigating now. The $50k is a lot of money that doesn’t provide us with enough to justify it.

The NZUSA constitution doesn’t allow for a middle-ground to stay members as there is a one year barrier clause.

Canterbury, Waikato and Victoria Universities have withdrawn along with the Otago Polytechnic Students Association (OPSA).

There was discussion if Otago withdrew if it would weaken the strong hold of students from the Government point of view or would it show a united front to represent students?

A vote will be put at an Executive meeting on 27 November once everyone has had thorough consultation.

It was agreed that a further appointment should be made to the board to allow for smooth transition for 2015.

415/14 THAT Kurt Purdon be appointed to the Board of Planet Media Dunedin Limited (PMDL).
Purdon: Abstain

The Executive wanted it noted that it is preferable that the PMDL Board meetings weren’t scheduled at the same time as an Executive Meetings as occurred last week.

The PMDL General Manager questioned the legality of the meeting and hence the validity of the minutes and the letter submitted as he and other board members were not given an agenda, any notice of the meeting and weren’t informed of the election of a new Chairperson. He expressed it was most unusual to exclude a General Manager from a Board meeting on items other than those specifically about the General Manager and felt this process didn’t act in good faith.

The Executive prefers the chair to have no strong opinion on the matter in order to allow them to chair well. They welcome the strong views of the PMDL Board but not this process and structure.

Joe Stockman is following a recommendation made previously by Ruby Sycamore-Smith to have a neutral chair but this isn’t the correct process.

The Executive values the strong and forthright views of the independent board members and is taking care of process and structure.

No outcome regarding the future structure of PMDL has been determined.

416/14 THAT for the sake of clarity the OUSA Executive agrees Ruby Sycamore-Smith be removed as a Director of the Planet Media Dunedin Limited (PMDL).

Paul left at 10.43am
Paul returned at 10.44am

417/14 THAT Ryan Edgar be appointed as Chairperson of the Planet Media Dunedin Limited (PMDL) Board for 2014.
Edgar: Abstain

Hamish Barker addressed the meeting to inform them he is leaving Dunedin on 17 November. He will be available for meetings via skype. He will finish his handover document, tidy his office before he leaves. He will submit his report via email on the due date.

Paul made the recommendation that people using skype and electronic means for meetings must organize the connections etc prior to the meeting to avoid disrupting the meeting process.

Education Officer away – Laura will be out of town from 12 – 25 November. She has work to do and will be available via cell phone, facebook and email.

Laura addressed the meeting to explain the plans for the lunch hour activities being planned for the summer school period. For an hour each Wednesday there will be croquet, ice creams, art displays and crochet. Laura asked for suggestions of other activities and the General Manager said dropping balloons with paint inside from a height could be very effective and fun. Of course he stressed that suitable health and safety guidelines be followed and permission sought.

Laura will follow up on getting these events promoted. The Events department will be assisting with some of it. The Club Development Officer will be asked to advertise it with any clubs and societies around during Summer School.

GRADUATION PARADES – 6, 10 and 13 December
Henri, and Eric offered to help with parades. Ryan and Paul will share the responsibility of mace bearer. Graduation Ceremonies are early this time at 11.30am.

Otago University Association Football Club Loan – Andrew Coshan the Treasurer attended a FEC meeting and this loan was approved once the loan agreement was drawn up and signed.

418/14 THAT the Otago University Students Association (OUSA) grant the Otago University Association Football Club (OUAFC) a $3,000 loan, to be fully repaid by 15 April 2015.

If the loan is not repaid by this date the OUAFC will incur a $100 per week penalty payment until full repayment has occurred.

The OUSA Executive can refuse to charge penalty payments if satisfied OUAFC outline justifiable grounds for late repayment. However, OUSA is not willing to write down any proportion of the loan, as occurred with a previous OUSA-OUAFC loan in 2012.
The OUSA Executive will keep in contact with Andrew Coshan, OUAFC Treasurer to ensure the football club repay the loan in full by the due date expressed in the motion above.

International Officer – Eric Lim informed the meeting he will be away from 2-4 December and then will leave New Zealand on 8 December.

University Union Limited Director appointment – Ruby Sycamore-Smith has formally resigned from this Board. There is a meeting scheduled for 28 November.

419/14 THAT Paul Owen Hunt be appointed as a Director of University Union Limited for the remainder of 2014 and 2015.

Meeting closed at 11.08am

Signed: _________________________________ Date: _____________