Executive Meeting Minutes

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February 16 2010

Meeting Highlights
The Mayor visited and invited everyone to drop in on him at his office; jobs for Orientation were apportioned; green buckets containing green cleaning products are to be distributed to flats; dates for this year's Executive Elections were set, and a motion of sympathy was passed for the family of Olivia Rutherford.


MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON TUESDAY 16 FEBRUARY 2010 AT 5:19PM

PRESENT
Harriet Geoghegan (Chair), Stephanie Reader, James Meager, Ariana Te Wake, Michael Anderson, Dan Stride, Shonelle Eastwood, Rosalin Mackenzie, Imogen Roth, Amith Koleth and Malia Vete

IN ATTENDANCE
Donna Jones (Minute Secretary) and Peter Chin (Mayor)

APOLOGIES
Claire Jackson, Walker MacMurdo and Malia Vete
Amith Koleth for lateness

Moved from the Chair
01/10 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING

Moved from the Chair
02/10 THAT the minutes of the executive meeting held on 4 November 2009
be accepted as a true and correct record.
CARRIED U

MINUTES OF THE PREVIOUS STANDING COMMITTEE MEETING

Reader/Stride
03/10 THAT the minutes of the Standing Committee of the Executive Meeting
held on 9 February 2010 be received.
CARRIED

MATTERS ARISING

USNZ idea of co-opting members – It appears they were gathering
feedback and Harriet hasn’t heard back from them.

Chaplaincy Board – After checking two members can now sit on this
board. Donna will alter the information on the database.

COMMITTEE OF THE WHOLE

Reader/Stride
04/10 THAT the meeting move into Committee of the Whole at 5.21pm for
reasons of Commercial Sensitivity.
CARRIED

Meager/Anderson
05/10 THAT the meeting move out of Committee of the Whole at 5.29pm
CARRIED

Amith arrived at 5.29pm

THE MAYOR – PETER CHIN
The Mayor had expressed interest in coming to meet the Executive.
After a quick introduction he addressed the meeting. He explained
how he was the Business Manager on OUSA back in 1964 and similar
issues were around then as they are now. He expressed concern over
the recent activities surrounding the Undie 500 and the Toga Parade.
He said he was keen to have a good relationship with OUSA and invited
any of the Executive to come to his office for a meeting should they
desire. He said he was here in support, that partnership between Town
and Gown was important, and that he would like to be part of our
activities.
He emphasised how International Students showcase their culture to the
wider public of Dunedin, and how this can only be positive. He then
invited questions.

Malia arrived at 5.37pm

FUNDING FOR SAVE OUR SERVICES CAMPAIGN UPDATE
This has been discussed at other sub committees.

Eastwood/Roth
06/10 THAT OUSA allocate $2,000 to the anti-VSM (Voluntary Student
Membership) Campaign from the Campaigns and Initiatives Budget
Line.
CARRIED

CLASS REPS ON BLACKBOARD UPDATE
The new website can handle the new system so problems solved at this
stage.

AFFILIATION POLICY AND FEEDBACK
As attached. Dan has been working on this policy for over 11 months. It
has been controversial. The Clubs and Societies Centre Manager was
concerned the bigger clubs may have an excessive number of nonstudent
members as a result of tinkering with the threshold, so Dan has
proposed a staggered system geared towards the smaller Clubs.
Some thought the threshold requirements were confusing and hard to
understand. It was agreed that an explanatory note be attached as
an appendix.
As a compromise it was agreed this Policy go back to PolCom for
further discussion.

Ros left at 5.56pm

WELFARE COMMITTEE MINUTES
Stride/Reader
07/10 THAT the Welfare Committee Meeting Minutes of 11 February 2010 be
received.
CARRIED

Ros returned at 5.57pm

Bucket Campaign - A memo was circulated about a campaign to give
out cleaning products in a green branded OUSA bucket to students.
How would the area be chosen? Concern was expressed on what
method would be used to distribute them fairly.
Harriet with check with Claire about the distribution method.

Malia left at 5.59pm

Reader/Koleth
08/10 THAT OUSA allocate $1,000 towards the Buckets Campaign, to come
from the Campaigns and Initiatives line.
CARRIED

Malia returned at 6.01pm

ELECTION DATES
Mackenzie/Stride
09/10 THAT nominations for the OUSA Executive elections open at 9am on 26
July 2010 and close at 4pm on 5 August 2010.
CARRIED

Mackenzie/Stride
10/10 THAT voting for the OUSA Executive elections open at midnight
(12.01am) on 16 August 2010 and close at 4pm on 19 August 2010.
CARRIED

Mackenzie/Stride
11/10 THAT the OUSA Executive elections being held on 16 August 2010 – 19
August 2010 be by Electronic Means only.
CARRIED

EXECUTIVE REPORTING DATES UPDATE
The Executive were encouraged to look at the reporting policy and
previous executive reports for guidelines. Reports are posted on the
shared drive.

Koleth/Mackenzie
12/10 THAT the Executive First Quarter reports be due to the Secretary by 4pm
on Thursday 25 March 2010.
CARRIED

Koleth/Mackenzie
13/10 THAT the Executive Second Quarter reports be due to the Secretary by
4pm on Thursday 24 June 2010.
CARRIED

Koleth/Mackenzie
14/10 THAT the Executive Third Quarter reports be due to the Secretary by
4pm on Thursday 23 September 2010.
CARRIED

Koleth/Mackenzie
15/10 THAT the Executive Fourth Quarter reports be due to the Secretary by
4pm on Thursday 25 November 2010.
CARRIED

BUGS SENATE VOTE
The voting papers were not attached so Harriet and Imogen went to
find a copy.

Harriet and Imogen left at 6.30pm
Harriet and Imogen returned at 6.31pm

Reader/Mackenzie
16/10 THAT the OUSA Executive representatives on Senate be instructed to
vote for Jacques van der Meer and John Clark for the Board of
Undergraduate Studies positions.
CARRIED

THE PRESIDENT'S WEEKLY VERBAL REPORT
Harriet explained what she had been up to over the past week and will
in future attach a report to the agenda.

GENERAL BUSINESS

Executive Tees – Please obtain a tee shirt from the Secretary’s office to
wear whilst on duty and return clean after Orientation.

OPSA BBQ – all are invited to this on 27 February at 7.30pm.
Work experience for students – An opportunity for students to gain work
experience and volunteer. This will be set up online like Trade Me.
Harriet is endeavouring to assist getting this set this up, good for OUSA.
It will be discussed at the next Campaigns Committee meeting.

PolCom meeting – 1pm tomorrow.

Budgets – James thanked those who had submitted, especially Ros for
being first. The deadline is 28 February.

Roster – a very good roster system has been drawn up on the large
white board in the office. Please sign up and ensure there is a good
gender balance for the evening events. This is a fun time and a good
opportunity for the Executive to be seen out there by our members.
VSM Info sharing day – 19 February at 2pm, external parties will be
invited.

Clubs Day BBQ – The Executive are asked to cook the food on clubs
day, please ensure we follow good hygiene rules etc.
Rape Crisis Disclosure Workshop – Claire advised there is a workshop
being held on Friday at 11am at Clubs and Socs. Claire will email you.

Scarfie TV Camera – Stephanie Reader is researching a good quality
and reasonably priced camera for OUSA to purchase. She will formalise
this proposal and bring it to Exec at a later date.

WelCom Meeting – Thursday 18 February at 9am

Maori Rep - Ariana had a good meeting with Pearl Matahiki from the
Maori Centre recently. It was very informative.

Bereavement – A sudden death of a young student in Wellington
recently.
Roth/Reader
17/10 THAT OUSA express their condolences to the family and friends of Olivia
Rutherford, who recently passed away. May she rest in peace.
CARRIED

Meeting closed 6.56pm
Signed: _________________________________ Date: _____________