Executive Meeting Minutes

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January 12th 2010

HIGHLIGHTS
Harriet's first meeting as Prez! The meeting was mostly a catchup on issues from last year, and a 'how to' guide to Exec meetings.


MINUTES OF THE OUSA STANDING COMMITTEE OF THE EXECUTIVE HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON TUESDAY 12 JANUARY 2010 AT 5.28PM

PRESENT
Harriet Geoghegan (Chair), James Meager, Claire Jackson, Stephanie Reader, Michael Anderson, Daniel Stride, Malia Vete, Presant Singh, Rosalin Mackenzie, Shonelle Eastwood and Ariana Te Wake

IN ATTENDANCE
Donna Jones (Minute Secretary)

CO-OPTION OF MEMBERS TO THE STANDING COMMITTEE
Moved from Chair
SC 01/10 THAT Michael Anderson, Daniel Stride, Malia Vete, Presant Singh, Rosalin Mackenzie, Shonelle Eastwood and Ariana Te Wake be co-opted onto the Standing Committee henceforth for the duration of this meeting.
CARRIED U

Harriet and Stephanie arrived at 5.28pm

MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
sc 02/10 THAT the minutes of the Emergency Standing Committee meeting held on 18 December 2009 be accepted as a true and correct record.
CARRIED U

MATTERS ARISING
Harriet explained the two funding application motions were merely to affix the common seal to the official documents so as the University Games Team can apply for funding.

The Voluntary Student Membership Campaign donation is part of a national campaign and every students’ association will contribute to it.
PriceWaterhouseCoopers are compiling a report for NZUSA which is costly. Harriet also explained that the report is of advantage to all associations regardless of VSM and would have happened anyway as part of the benchmarking scheme that was started last year.

RATIFICATION OF EMERGENCY STANDING COMMITTEE MINUTES
Stride/Jackson
sc 03/10 THAT motions 146/09,147/09,148/09,149/09 and 150/09 from the OUSA Emergency Standing Committee Meeting held on 18 December 2009 be ratified.
CARRIED

Meager/Stride
sc 04/10 THAT Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED

MEETING PROCEDURE
Harriet went through the attached standing orders and explained how the Executive Meetings were run and invited questions.
The Secretary was invited to assist with the processes where she saw fit.

PACIFIC ISLAND REP RESUBMITTED 2009 FOURTH QUARTER REPORT
It was noted that John Phillipson was asked for more detail in his fourth quarter report for the records. He had certainly done the work but the report didn’t fully reflect this. Edwin and Mike expressed satisfaction with this report.

SUSTAINABILITY POLICY
James explained the procedure with policies being firstly discussed at Policy Committee (PolCom) in detail and then brought to an Executive Meeting for notice or setting.
Please email James with any ideas or comments.
The Sustainability Policy has been to PolCom and to EnviroCom. This policy is good for OUSA’s image as well as the environment. James will format the 3.3.4 numbering.

Meager/Reader
sc 05/10 THAT the Sustainability Policy be put for notice.
CARRIED

OUSA INTERNATIONAL CULTURAL COUNCIL TERMS OF REFERENCE
Meager/Reader
sc 06/10 THAT the OUSA International Cultural Council Terms of Reference be put for notice.

CODE OF CONDUCT UPDATE
Harriet explained what had happened with the Judicial Review last year between the University of Otago and OUSA. There were three parts to it. OUSA is concerned with there being no student representation on the Appeals Board. The University considered this to be a conflict of interest. The Court ruled in the University’s favour.
OUSA lodged an appeal last year which will likely focus on this particular aspect.
Harriet is setting up meetings with the appropriate university staff to try and resolve this. She will keep you all posted.

UNIPOL UPDATE
Harriet explained motion 119/09 from the meeting held on 1 December 2009 about OUSA’s position on the redevelopment of the new Unipol building.
Harriet is meeting with John Patrick the University Chief Operations Officer soon and will report back.

OUSA BOARD APPOINTMENTS
As attached. Harriet and James explained these positions.

Reader/Stride
sc 07/10 THAT Harriet Geoghegan and James Meager be appointed to the Board of University Union Limited for the period ending 31 December
2010.
CARRIED

Reader/Stride
sc 08/10 THAT James Meager be appointed to the Board of University Book Shop Otago Limited for the period ending 31 December 2010.
CARRIED

Singh/Mackenzie
sc 09/10 THAT Harriet Geoghegan be appointed to the Unipol Board for the period ending 31 December 2010.
CARRIED

Reader/Stride
SC 10/10 THAT Harriet Geoghegan and James Meager be appointed to the Board of Planet Medial Dunedin Limited for the period ending 31 December 2010.
CARRIED

Reader/Anderson
sc 11/10 THAT James Meager be appointed to the Board of Electronic Voting Systems Limited for the period ending 31 December 2010.
CARRIED

INTERNAL COMMITTEE APPOINTMENTS
The list is attached and Harriet went through it. She suggested if people read the terms of references and if you favour one of these committees please let her know or indicate this at next week’s meeting. Some of them will already be designated from your positions.
It was recommended that some of these positions could be advertised to the wider student community in future or if a position isn’t filled this year. To be finalised at next weeks meeting.

INTERNAL COMMITTEE APPOINTMENTS
This is for noting and will be finalised at the next meeting.
Grants Panel to be added to the list of appointments.

CONFERENCE UPDATE – Wellington : 26 January – 1 February
Your flights are booked and the itinerary has been emailed to you. The accommodation is being finalised. James will keep you informed. OUSA is trying to keep costs down. These conferences are an excellent way to learn, a good way to meet other like minded people in similar positions on nationwide student’s executives. You are encouraged to have a good time but attend all the workshops allocated to you.

NZUSA VSM CAMPAIGN PLAN
There have been further developments so this will be covered at a later date.
Meeting closed at 7.00pm
Signed: _________________________________ Date: _____________