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2 November 2015

MINUTES OF THE OUSA EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE OUSA RECREATION CENTRE ROOM 5, ALBANY STREET, DUNEDIN ON MONDAY 2 NOVEMBER 2015 AT 5.00PM

PRESENT
Paul Hunt (Chair), Isaac Yu, Nina Harrap and Zac Al-Alami
IN ATTENDANCE
Bridie Boyd (Critic Reporter), Megan Paterson (Returning Officer), Capri Holden (Observer) and Lucy Hunter (Critic sub-Editor)
ELECTION OF THE CHAIRPERSON
Martin/Yu
sc402/15 THAT Paul Hunt be elected as chairperson for the duration of this meeting.
CARRIED
CO-OPT MEMBERS ONTO STANDING COMMITTEE
Moved from the Chair
sc403/15 THAT Jonathan Martin, Toa Sailusi, Chris Jackson, Taotao Li be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc404/15THAT Bridie Boyd, Megan Paterson and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
APOLOGIES
Payal Ramritu and Deinda Stanway
Zac Al-Alami for lateness
Moved from the Chair
sc405/15 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
sc406/15THAT the minutes of the Executive meeting held on 28 October 2015 be accepted as a true and correct record.
CARRIED U
RETURNING OFFICERS REPORT
Megan was introduced to the meeting and thanked for her hard work. She verbally highlighted the key points in her report. She invited questions, clarifications and raised discussion about potential improvements.
� It was agreed the candidate chalking still remaining on the pavements should be removed immediately. Donna will follow this up.
� When current executive are asked to attend OUSA events in their current role, the policy states they can�t attend if it appears they are being endorsed by OUSA. This proved problematic. Candidates attending events is not an endorsement by OUSA. Moreover, logistical problems arose, as exec members who planned to organise events were not able to. It was suggested that 9.8 rule should be written in more detail.
Zac arrived at 5.21pm
� The issue of candidate blurbs published in Critic was a significant issue. It received multiple complaints and could have undermined the legitimacy and credibility of the elections. An obvious conflict of interest between the Critic Editor and a candidate was not adequately addressed. OUSA could purchase pages in the magazine for future elections and stipulate the candidate names with blurbs are to be printed in alphabetical order of their surname. All candidates standing for each position should be printed on the same page under the heading for fairness. The importance of having the names in alphabetical order at the static polling booth should be supervised by the Association Secretary or Returning Officer to ensure this is done.
� Staff involvement in the elections: In terms of procedural fairness, this election. There was an inconsistency in their treatment. Radio One staff were not allowed to support a candidate while the Critic editor could via her ability to control the candidate�s blurb layout.
� It was recommended all candidates should submit a copy of their expenses to the Returning Officer regardless of whether or not complaints are made.
� The use of media during elections � current executive re-standing are not allowed media exposure, whereas non-executive candidates could gain exposure. After discussion, it was decided there should be a free for all or no-one is allowed media exposure. This links in to the need to clarify what it actually means to be endorsed by OUSA. Mere public statements by a candidate, whether they are on OUSA or not, are rarely indicative of OUSA, as whole, endorsing a candidate.
Megan Paterson was thanked for her attendance at this meeting, for her comprehensive report and her hard work during the elections.
The executive had given prior permission for this report to be submitted late owing to examinations and to deliver along with the Referendum report.
Taotao left at 6.01pm
Moved from the Chair
Sc407/15 THAT the Returning Officers� Report for the 2015 OUSA Elections be received.
CARRIED U

Referendum �
There was a complaint about the process leading up to the referendum. Isaac Yu and Mark Baxter had a discussion and resolved the issue.
Some contended the referendum should be held alongside elections to attract more votes. Although this was not agreed on by all. Election candidates could use their ability to submit referendum questions to draw attention and frame issues in a way which impacts the executive election. It was also noted that the 2014 S2 referendum had a higher turnout despite occurring near examinations.
Moved from the Chair
Sc408/15THAT the report on the Referendum held 5-8 October 2015 be received.
CARRIED U

Meeting closed at 6.23pm



Signed: ________________________________ Date: ________________