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11th November 2014

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 11 NOVEMBER 2014 AT 9.40AM


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

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

APOLOGIES
Payal Ramritu

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

MINUTES FROM PREVIOUS MEETING
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.
CARRIED U

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


MATTERS ARISING
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%”.

REFERENDUM RESULTS
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



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

NZUSA
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.
CARRIED U

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

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.



PLANET MEDIA DUNEDIN LIMITED (PMDL) DIRECTOR APPOINTMENT
It was agreed that a further appointment should be made to the board to allow for smooth transition for 2015.

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

PLANET MEDIA DUNEDIN LIMITED LETTER AND MINUTES
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.

Harris/Faulkner
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).
CARRIED

Paul left at 10.43am
Paul returned at 10.44am

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





CAMPAIGN AND EDUCATION OFFICERS’ ABSENCE
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.

SUMMER SCHOOL EVENTS TIMETABLE
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.

GENERAL BUSINESS
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.

Hunt/Faulkner
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.
CARRIED

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.

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



Meeting closed at 11.08am


Signed: _________________________________ Date: _____________