Executive Meeting Minutes

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10th August 2015

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA CLUBS AND SOCIETIES CENTRE ROOM 5, ALBANY STREET, DUNEDIN ON MONDAY 10 AUGUST 2015 AT 5.15PM

PRESENT
Paul Hunt (Chair), Chris Jackson Toa Sailusi, Zac Al-Alami, Nina Harrap, Taotao Li, Nick Findlay, Deinda Stanway and Payal Ramritu
IN ATTENDANCE
Laura Munro (Critic News Editor), Bridie Boyd (Critic News Reporter), Debbie Downs (CEO), Capri Holden (Observer) and Donna Jones (Minute Secretary)
ELECTION OF THE CHAIRPERSON
Harrap/Jackson
289/15 THAT Paul Hunt be elected as chairperson for the duration of this meeting.
CARRIED
APOLOGIES
Isaac Yu and Jonathan Martin
Payal Ramritu for lateness
Moved from the Chair
290/15 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Spelling error – remaining should read remainder
Nina Harrap’s apology was omitted
Moved from the Chair
291/15 THAT the minutes of the executive meeting held on 3 August 2015 be accepted as a true and correct record with the above amendments.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
292/15 THAT Josie Cochrane, Laura Munro, Bridie Boyd, and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
Deinda arrived at 5.20pm

DISAFFILIATION
Moved from the Chair
293/15 THAT the Scorpions Volleyball Club be disaffiliated from OUSA.
CARRIED U
HEALTH AND SAFETY UPDATE
Debbie informed the Executive that OUSA is piggy backing onto the University’s Contractor Compliance regulations when contractors are onsite working. This will save time and research as it will ascertain the contractors are compliant via the university regulations.
The university’s Vault Risk Management solution system training booklet has been made available to the health and safety committee online.
AMENDMENT TO GRANTS RECOMMENDATION
George McLenaghen advised there was a typo in the Grants recommendations sent last week as his email stated.
Debaters - Ella Jansen was granted $500 to attend the Australs debating tournament in South Korea along with Lauren Holloway and James Tocher as her name was omitted from their minutes.
Harrap/Findlay
294/15THAT OUSA accepts the addition of $500 for Ella Jansen – Debater from the Grants round recommendations from the meeting minutes on 28 July 2015.
Hunt: Abstain
CARRIED
Payal arrived at 5.25pm
OUSA 125TH BOOK REVISION
As attached Philippa Keaney has requested an extension on submitting her manuscript owing to staffing changes preventing her from taking time out to research this year.
Moved from the Chair
295/15 THAT the Otago University Students’ Association 125th Book manuscript written by P Keaney due date be extended until 29 April 2016.
Ramritu: Abstain
CARRIED U
SUICIDE PREVENTION DAY FUNDING REQUEST
Rev Greg Hughson the University Chaplain asked if OUSA could assist in funding an advertisement for World Suicide Prevention Day on 10 September 2015.
Life Matters are a group working with suicide prevention in Dunedin and they do a fantastic job.
Moved from the Chair
296/15 THAT OUSA donate $719.00 plus GST for an advertisement in Critic for World Suicide Prevention Day to come from the Mental Health Week, Critic advertising line.
CARRIED U
EXECUTIVE RESTRUCTURE PROPOSAL
Owing to Payal proposing to leave for her 6pm appointment it was agreed to change the order of business so she could be present.
Payal is concerned that the proposed decrease of two executive positions is not a good idea. It is important that the position of Finance Officer be retained so as they can exclusively work on the finances of the Association. She also pointed out the effectiveness of the current Campaigns Officer position.
Finding someone with the prerequisites for the proposed full time Vice President would be difficult she thought.
Paul said this was helpful to have other options discussed and it was beneficial to keep the discussions coming.
NZUSA – Payal would like it noted that she is in favour of paying the invoice of $21,275 by the New Zealand Union of Students’ Association for the second half of its membership fee for 2014.
Further discussions will be held at the policy committee but unfortunately Payal isn’t able to make these meeting times.
AFFIX THE COMMON SEAL TO THE PEER MEDIATION DOCUMENT
Li/Findlay
297/15 THAT the Common Seal be affixed to the Peer Mediation document.
CARRIED
GENERAL BUSINESS
Two successful events held over the weekend.
Ramritu/Jackson
298/15 THAT OUSA congratulate the Sri Lankan Students’ Association and the Otago Dance Association for their outstanding performances over the weekend.
CARRIED
An extra Executive Meeting will be called on Thursday 13 August 2015 at 5pm in the Recreation Centre to deal with club Memorandum of Understanding documents etc.
Regular executive meeting times will be 5pm instead of 5.15pm on Mondays to accommodate people who have to leave early.

Meeting Closed at 5.43pm
Signed: _________________________________ Date: __________________