Executive Meeting Minutes

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29 April 2015

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE ON WEDNESDAY 29 APRIL 2015 AT 5.18PM


PRESENT
Paul Hunt (Chair), Isaac Yu, Payal Ramritu, Nina Harrap, Jonathan Martin, Chris Jackson, Taotao Li and Toa Sailusi

IN ATTENDANCE
Debbie Downs (CEO), Jessica Palmer (PMDL Board Member), Donna Jones (Minute Secretary), Laura Munro (Critic Reporter) and Josie Cochrane (Critic Editor)

ELECTION OF THE CHAIRPERSON
Ramritu/Martin
159/15 THAT Paul Hunt be elected chairperson for the duration of this meeting.
CARRIED
APOLOGIES
Deinda Stanway

Moved from the Chair
160/15 THAT the above apology be accepted.
CARRIED U

SPEAKING RIGHTS
Moved from the Chair
161/15 THAT Jessica Palmer, Debbie Downs, Donna Jones, Josie Cochrane and Laura Munro be granted speaking rights for the duration of this meeting.
CARRIED U

FINANCIAL POSITION OF PLANET MEDIA DUNEDIN LIMITED
Associate Professor Jessica Palmer was introduced to the meeting in her role as a director of PMDL. She explained the financial position of PMDL.

Moved from the Chair
162/15 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 5.19pm
CARRIED U

Jess Palmer left at 5.47pm

Taotao left at 5.53pm
Taotao returned at 5.54pm


Moved from the Chair
163/15 THAT the meeting move out of Committee of the Whole at 6.08pm
CARRIED U



Ramritu/Harrap
164/15 THAT Paul Hunt and TaoTao Li recognise their interest as PMDL Board members in relation to the decision as to whether OUSA ought to call in on the debt of PMDL.
CARRIED

Yu/Martin
165/15 THAT the OUSA Executive agrees not to call in the Planet Media Dunedin Limited (PMDL) debt of $240,367.87 as of 31 March 2015 pending the Board reviewing the performance of the company to identify changes to improve performance, including:
i. Understanding the relative performance of Radio One and Critic;
ii. Understanding the student demand for the respective services;
iii. Understanding activity levels for the respective services (i.e. studio usage, volunteer numbers and hours);
iv. Understanding the advertising revenue streams, trends and expectations for the future;
v. Understanding the organisation structure, roles and responsibilities to determine whether the structure is appropriate for the organisation going forward;
vi. Understanding the overheads (costs incurred) and understanding if there is room for savings;
vii. Preparing a budget for the coming year to understand the implications the proposed changes have on the company’s performance; and
viii. Understanding the implications of change to the organisation.
Hunt/Li Abstain
CARRIED
Isaac left at 6.09pm
Isaac returned at 6.10pm

Jonny left at 6.12pm

MINUTES FROM THE PREVIOUS MEETING
Moved from the Chair
166/15 THAT the minutes of the executive meeting held on 15 April 2015 be accepted as a true and correct record.
CARRIED U

GRANT COMMITTEE MINUTES AND RECOMMENDATIONS
Moved from the Chair
167/15 THAT the minutes of the Grants Round 2 held on 21 April 2015 be received.
CARRIED

Jonny returned at 6.14pm
Taotao left at 6.14pm



Moved from the Chair
168/15 THAT the following Grants recommendations from the meeting held on 21 April 2015 be approved.

Canoe Club $520.00
Fiji Club $1000.00
Go Club $300.00
Albion Netball Club $200.00
Med Students $3000.00
Rugby League Club $200.00
Tongan Students Assn $1000.00
Water Polo Club $1000.00
Hannah Bailey $750.00
Patrick Chambers $150.00
Waioira McLeod $750.00
Annemieike van Vliet $150.00
Emily McNaughtan $150.00
Ginny Spratt $150.00
Grace Bailey $150.00
Hannah Ostick $150.00
Leah Butt $150.00
Maddi McLean $150.00
Neelum Patel $150.00
Neve McLean $150.00
Andrew Ross $150.00
Ben Smith $150.00
Campbell Paton $150.00
Daniel Guthrie $150.00
Garrick Hately $150.00
Jack Gilbert $150.00
Kieran O’Connor $150.00
Lawson Davison $150.00
Richard Lum $150.00
Vincent O’Connor $150.00
CARRIED

STUDENT NUMBERS FOR FIRST SEMESTER
The Secretary reported the student numbers reported to the University Council are: 17,172. This will be noted for quorum purposes at the next referenda.

FEC AND POLCOM MINUTES TO RECEIVE
Moved from the Chair
169/15 THAT the minutes of the Finance and Expenditure Committee meetings held on 16 April 2015 and 23 April 2015 be received.
CARRIED



Moved from the Chair
170/15 THAT the minutes of the Policy Committee (PolCom) meetings held on 16 April 2015 and 21 April 2015 be received.
CARRIED

Clubs Committee minutes of 17 April 2015 delayed for another meeting.

PRESIDENT’S BUSINESS
• Travelled to Christchurch to discuss the MOU.
• Meeting with OPSA Executive went very well. Good to continue regularly.
• The Executive have met with - Ministers Woodhouse and Bennett and their plans to meet Andrew Little. Paul indicated it was good the executive were meeting with MP’s.
• Paul commended the executive on their productive week. He encouraged everyone to keep focusing on the issues which matter. IE: Bottle Buy Back, ANZAC Day ceremony, Puppy and kitten rooms etc

Chris left at 6.21pm

Moved from the Chair
168/15 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 6.21pm
CARRIED U

Chris back at 6.22pm

Moved from the Chair
169/15 THAT the meeting move out of Committee of the Whole at 6.26pm
CARRIED U

CHIEF EXECUTIVE OFFICERS’ BUSINESS
Debbie noted that OUSA is busy with lots of new recruitments occurring. The Recreation Manager has resigned. She leaves on Friday after 19 years’ of service to OUSA. Matt Tucker will be interim Manager at the Recreation Centre for now. There is a new Senior Receptionist on the main reception, the Senior Events Coordinator and the Planet Media Manager have both resigned to travel overseas.

BOTTLE BUY BACK
This was a successful event. There were 11,308 bottles collected and more money was requested from the university as take up was more than anticipated.

It is hoped OUSA could ask for help from the University and the Dunedin City Council with this event in order to have it more regularly. More volunteers are needed too in future.

There will be a full report via email from Nina.


FIFA UNDER 20 WORLD CUP PROPOSAL
Carolyn Walker, Regional Sales & Marketing Manager - Dunedin
FIFA U-20 World Cup New Zealand 2015 and Mike McGarry (FIFA Ambassador) met with Paul Hunt to ask if we could sell tickets from OUSA.

OUSA would purchase a minimum of 10 tickets per day we will give you another 100 for free. If you purchase at $19 per ticket and sell for $10 then OUSA will make $0.50 profit from the sale of each ticket. We would do as much promotion as possible to help ticket sales including having a promotion on the Union Lawn with fun activities which will drive sales. We would organise this through the OUSA events team if we agreed.

The Executive were concerned about risk having to buy tickets in advance.

Taotao left at 6.46pm
Taotao returned at 6.47pm

Nina left at 6.49pm

Moved from the Chair
170/15 THAT OUSA propose to sell Fifa Under 20 World Cup Tickets as proposed.
5 Against
2 For
FAILED

It was agreed that OUSA will assist them with promotion on our facebook page.

VICE PRESIDENTS’ BUSINESS
• Graduation parade 9 May – please sign up on the roster
• Events Department review showing there is a need for a focus on achieving maximum value for every dollar spent.
• The events calendar needs to be updated. Note from Paul: Who should do this/who is responsible for it from staff and executive? This issue is always raised

125TH ANNIVERSARY CELEBRATIONS
The Secretary explained the weekend events of 23-24 May 2015 and the importance of celebrating OUSA’s 125 years. If the Executive could consider a budget increase that would be appreciated. Payal offered to help with leading the Executive to help with volunteering.


Meeting closed at 6.56pm