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30th November 2015

MINUTES OF THE OUSA STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD IN THE OUSA BULL-PEN, CUMBERLAND STREET, DUNEDIN ON MONDAY 30 NOVEMBER 2015 AT 5.18PM

PRESENT
Paul Hunt (Chair), Isaac Yu (cell phone), Nina Harrap, Payal Ramritu (Cell phone) Chris Jackson, Jonathan Martin (conference call) and Toa Sailusi
IN ATTENDANCE
Debbie Downs (CEO), Hugh Baird (Critic Editor) and Donna Jones (Minute Secretary)
ELECTION OF THE CHAIRPERSON
Harrap/Ramritu
sc 423/15THAT Paul Hunt be elected chairperson for the duration of this meeting.
CARRIED
CO-OPT ONTO THE STANDING COMMITTEE
Moved from the Chair
sc 424/15THAT Chris Jackson, Jonathan Martin and Toa Sailusi be co-opted onto the
Standing committee for the duration of this meeting.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
sc 425/15THAT the minutes of the Standing Committee Meeting held on 16 November 2015
be accepted as a true and correct record.
Ramritu: Abstain
CARRIED U

SPEAKING RIGHTS
Moved from the Chair
sc 426/15THAT Hugh Baird, Debbie Downs and Donna Jones be granted speaking rights for
the duration of this meeting.
CARRIED U
PRESIDENTS BUSINESS
OUSA Media Advisory Board draft – the attached document was emailed to the
Executive and the PMDL Board for input. Paul asked the Executive to please read through it and pass on comments. It will go to the PMDL Board tomorrow for their perusal.



Moved from the Chair
sc 427/15 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 5.39pm.
CARRIED U

Moved from the Chair
sc 428/15 THAT the meeting move out of Committee of the Whole at 5.42pm
CARRIED U
Isaac phoned in at 5.42pm

Payal hung up at 5.57pm

Agreement between the Vice Chancellor and OUSA President.

Moved from the Chair
sc 429/15 THAT the Common Seal be affixed to the Memorandum of Understanding between the University of Otago Vice Chancellor and the Otago University Students’ Association President.
CARRIED U

Moved from the Chair
sc 430/15 THAT the Memorandum of Understanding between the Otago University Students’ Association and University Albion Netball Club be approved.
CARRIED U

Returning Officers Report -

Moved from the Chair
sc 431/15 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 5.43pm
CARRIED U

Moved from the Chair
sc 432/15 THAT the meeting move out of Committee of the Whole at 6.07pm
CARRIED U

Debbie Downs left at 6.07pm

Moved from the Chair
sc 433/15 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 6.08pm
CARRIED U

Moved from the Chair
sc 434/15 THAT the meeting move out of Committee of the Whole at 6.30pm
CARRIED U

SPECIAL GRANTS MOTION
As the attached memorandum states. OUSA is holding $6898.11 for the WTF Taekwondo Club who have since been disaffiliated. A motion was put to hold these funds to see if the club re-affiliates. This hasn’t happened.



Moved from the Chair
sc 435/15 THAT OUSA rescind motion 06/13 from the Executive meeting held on 26 February 2013.
CARRIED U

Moved from the Chair
sc 436/15 THAT a Special Club Grants round(s) be created for all OUSA affiliated Asian Martial Arts Clubs – (Taekwondo, Karate, Seishinkan, Judo and the like) in the first quarter of 2016.
CARRIED U


POLICY AND CLUBS COMMITTEE MINUTES
Moved from the Chair
sc 437/15 THAT the minutes of the Policy Committee (PolCom) meetings held on 29 October 2015 and 13 November 2015 be received.
CARRIED U

Moved from the Chair
sc 438/15 THAT the minutes from the Clubs Committee meeting held on 4 November 2015 be received.
CARRIED U


FINANCE AND EXPENDITURE (FEC) MEETING MINUTES
Special Budget Meetings –

Moved from the Chair
sc 439/15 THAT the minutes from Finance and Expenditure (FEC) Meetings held on 20th, 22nd and 27th October 2015 be received.
CARRIED U

FOURTH QUARTER EXECUTIVE REPORTS
Toa left at 6.40pm
Toa returned at 6.41pm

Moved from the Chair
sc 440/15 THAT Toa Sailusi’s fourth quarter report be accepted and he be paid his full honorarium.
CARRIED U

Moved from the Chair
sc 441/15 THAT Jonathan Martin’s fourth quarter report be accepted and he be paid his full honorarium.
CARRIED U

Moved from the Chair
sc 442/15 THAT Chris Jackson’s fourth quarter report be accepted and he be paid his full honorarium.
CARRIED U

Moved from the Chair
sc 44315 THAT Nina Harrap’s fourth quarter report be accepted and she continue to be paid her honorarium.
Harrap: Abstain
CARRIED U

Owing to time restraints the remaining reports will be presented at the next meeting.
Some executive members are yet to send their reports in. This must be done before the next meeting.

Moved from the Chair
sc 444/15 THAT the Executive members who haven’t submitted a report or haven’t recorded their executive duties by the next meeting, the executive will cease their honorarium.
CARRIED U
.

GENERAL BUSINESS
Bottle Buy Back – Nina reiterated the popularity of this. She hopes to keep in contact with the DCC about this.
December Graduation parades – Nina and Donna have set up rosters on Facebook for executive attendance. 5th December event covered. Would the 2016 executive like to help out with the 9th or 12th December? Donna will email Laura.
President’s absence – Paul is away from 2-7 December. He will remain the spokesperson of the Association and is contactable via cell phone or email.

Meeting closed at 7.18pm





Signed: _____________________________________ Date: __________