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4th February 2016

MINUTES OF THE OUSA STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD IN THE OUSA BULL-PEN, CUMBERLAND STREET, DUNEDIN ON THURSDAY 4 FEBRUARY 2016 AT 4.35PM

PRESENT
Laura Harris (Chair), Jarred Griffiths (cell), Alexia Cochrane, Jesse Hall and Bryn Jenkins (speaker phone), Sean Gamble, Mariana Te Pou and Bayden Harris

IN ATTENDANCE
Lucy Hunter (Critic Co-Editor), Hugh Baird (Critic Editor) and Donna Jones (Minute Secretary)

CO-OPT ONTO THE STANDING COMMITTEE
Moved from the Chair
sc01/16THAT Sean Gamble, Mariana Te Pou and Bayden Harris be co-opted onto the
Standing Committee of the Executive for the duration of this meeting.
CARRIED U

SPEAKING RIGHTS
Moved from the Chair
sc02/16 THAT Lucy Hunter, Hugh Baird and Donna Jones be granted speaking rights for the
Duration of this meeting.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
sc 03/16THAT the minutes of the Standing Committee of the Executive Meeting held on 15 December 2015 be accepted as a true and correct record.
CARRIED U

OUSA BANK AND IRD SIGNATORIES
Moved from the Chair
sc 04/16THAT Jarred Griffiths be appointed as a bank signatory for all OUSA banking until 31 December 2016.
CARRIED U

Moved from the Chair
sc 05/16THAT Jesse Hall be appointed as a bank signatory for all OUSA banking until 31 December 2016.
CARRIED U

Moved from the Chair
sc 06/16THAT Raeleene Yee be appointed as a bank signatory for the duration of her employment as Accounts Administrator at OUSA.
CARRIED U

Moved from the Chair
sc 07/16THAT Raeleene Yee be authorised to access OUSA�s accounts with the Inland Revenue Department (IRD) henceforth for a period not exceeding 36 months or until she ceases to be an employee for the Association, whichever is the shorter.
CARRIED U
Moved from the Chair
sc 08/16THAT Jarred Griffiths be authorised to access OUSA�s accounts with the Inland Revenue Department (IRD) henceforth until 31 December 2016.
CARRIED U

Moved from the Chair
sc09/16 THAT Jesse Hall be authorised to access OUSA�s accounts with the Inland Revenue Department (IRD) henceforth until 31 December 2016.
CARRIED U

PLANET MEDIA BANK SIGNATORY
Moved from the Chair
sc10/16 THAT Raeleene Yee be appointed as a bank signatory for Planet Media (Dunedin) Limited for the duration of her employment as Accounts Administrator at OUSA.
CARRIED U

UNIVERSITY BOOK SHOP DIRECTOR APPOINTMENT
Harris B/Hall
sc11/16 THAT Laura Harris be appointed as a Director on the University Book Shop (Otago) Limited until 31 December 2016.
CARRIED

UNIVERSITY UNION LIMITED DIRECTOR APPOINTMENT
Harris B/Hall
sc12/16 THAT Laura Harris be appointed as a Director on the University Union Limited Board until 31 December 2016.
CARRIED

GRANTS COMMITTEE APPOINMENTS
Harris B/Hall
sc13/16 THAT Jesse Hall, Laura Harris, William Guy and Jarred Griffiths be appointed
to the Grants Committee until 31 December 2016 CARRIED

UNIVERSITY COMMITTEE APPOINTMENTS
Moved from the Chair
sc14/16 THAT Mariana Te Pou be appointed to the Board of Graduate Studies for 2016.
CARRIED U

Moved from the Chair
sc15/16 THAT Alexia Cochrane be appointed to the Board of Undergraduate Studies for 2016.
CARRIED U

Moved from the Chair
sc16/16 THAT Bayden Harris and Bryn Jenkins be appointed to the Chaplaincy Board for 2016.
CARRIED U

Moved from the Chair
sc17/16 THAT Bryn Jenkins and Harley Iraia be appointed to the Clinical Governance Committee for 2016.
CARRIED U

Moved from the Chair
sc18/16 THAT Laura Harris and Bayden Harris be appointed to the Code of Conduct Working Party for 2016.
CARRIED U

Moved from the Chair
sc 19/16THAT Jesse Hall be appointed to the Commerce Divisional Board for 2016.
CARRIED U

Moved from the Chair
sc 20/16THAT Alexia Cochrane be appointed to the Committee for the Advancement of Teaching and Learning for 2016.
CARRIED U

Moved from the Chair
sc 21/16THAT Bryn Jenkins be appointed to the Distance Learning Advisory Board for 2016.
CARRIED U

Moved from the Chair
sc 22/16THAT Jarred Griffiths be appointed to the Environmental Sustainability Advisory Committee for 2016.
CARRIED U

Moved from the Chair
sc 23/16THAT Bryn Jenkins be appointed to the Ethical Behaviour Committee for 2016.
CARRIED U

Moved from the Chair
sc 24/16THAT Mariana Te Pou be appointed to the Graduate Research Student Liaison Committee for 2016.
CARRIED U

Moved from the Chair
sc 25/16THAT Jarred Griffiths be appointed to the University Health and Safety Committee for 2016.
CARRIED U
Moved from the Chair
sc 26/16THAT William (Will) Guy be appointed to the Heath Science Divisional Board for 2016.
CARRIED U

Moved from the Chair
sc 27/16THAT William (Will) Guy be appointed to the Health Science First Year Board for 2016.
CARRIED U

Moved from the Chair
sc 28/16THAT Jarred Griffiths be appointed to the Hocken Collections Committee for 2016.
CARRIED U

Moved from the Chair
sc 29/16THAT Mariana Te Pou be appointed to the Human Ethics Committee for 2016.
CARRIED U

Moved from the Chair
sc 30/16THAT Bayden Harris be appointed to the Humanities Divisional Board for 2016.
CARRIED U



Moved from the Chair
sc 31/16THAT Rangiira Kerr be appointed to the Humanities Maori and Pacific Islands Advisory Board for 2016.
CARRIED U

Moved from the Chair
sc 32/16THAT Sean Gamble be appointed to the Information Technology Advisory Committee for 2016.
CARRIED U

Moved from the Chair
sc 33/16THAT Sean Gamble be appointed to the Lecture Theatre and Timetables Committee for 2016.
CARRIED U

Moved from the Chair
sc 34/16THAT Jarred Griffiths, Alexia Cochrane, Sean Gamble and Jesse Hall be appointed to the Library Services Committee for 2016.
CARRIED U

Moved from the Chair
sc 35/16THAT Jesse Hall and Bayden Harris be appointed to the Limitation of Enrolment Working Party for 2016.
CARRIED U

Moved from the Chair
sc 36/16THAT Alexia Cochrane be appointed to the Quality Advancement Committee for 2016.
CARRIED U
Moved from the Chair
sc 37/16THAT Jesse Hall be appointed Science Divisional Board for 2016.
CARRIED U
Moved from the Chair
sc 38/16THAT Laura Harris, Robert Pomare, Mariana Te Pou and Alexia Cochrane be appointed to Senate for 2016.
CARRIED U

Moved from the Chair
sc 39/16THAT Rachel Goh and Alexia Cochrane be appointed to the Summer School and Continuing Education Board for 2016.
CARRIED U

And noting the President is automatically appointed to University Council during their year in office.

SPECIAL GRANTS MEETING MINUTES AND RECOMMENDATIONS
Cochrane/B Harris
sc 40/16THAT the minutes from the special grants committee meeting held on 28 January
2016 be received and the recommendations be approved.
CARRIED

Cochrane/B Harris
sc 41/16THAT Kate Randhawa, Sarah Hudson, Samantha Rieger, Maxine Glogau be
granted $500 provided that the Business Case Group become an OUSA affiliated club, and the individuals wear some form of OUSA logo, provided by OUSA.
CARRIED


Cochrane/B Harris
sc 42/16THAT Jaz Morris is granted $500 provided that he has some form of OUSA logo with him on the expedition, or $750 provided he has some form of OUSA logo and provides OUSA with some form of social media (photos, or video) whilst on the expedition. CARRIED

Cochrane/B Harris
sc 43/16THAT Antony Stadnyk is granted $150 to assist covering the cost of travelling to Auckland for the NZ AFL Premiership.
CARRIED


SCIENCE COMMUNITY OF OTAGO CONSTITUTIONAL CHANGES
Moved from the Chair
sc44/16 THAT the Science Community of Otago Constitutional amendments be approved.
CARRIED U

OUSA HISTORY BOOK EXTENSION
As the attached document states Philippa Keaney is requesting a further extension on submitting her manuscript that was due on 29 April 2016 with the allocated budget.

Moved from the Chair
sc45/16 THAT the OUSA 125th History Book manuscript written by Philippa Keaney be further extended until 31 July 2016 and the allocated budget of $7,887.76 be continued.
CARRIED U

KEY PERFORMANCE INDICATORS (KPI) FOR EXECUTIVE
Laura explained to the meeting the KPI�s for the coming year.

� To execute at least two initiatives a semester for their students.

� To actively participate in the promotion of the OUSA executive elections.

� To have at least two executive members volunteering at every OUSA event that requires Are You Okay?

� At least one executive member must visit the satellite campuses (Wellington Christchurch and Invercargill) each semester.

� Members must ensure accountability of funding through MOUs with clubs, satellite campuses and Te Roopu Maori by initial negotiation and ongoing reporting arrangements outlined in the MOUs.

� Constitutionally OUSA run two Referenda per year.

There were questions on how the KPI�s were measured and the accountability?
The quarterly reports submitted by the Executie will show what each executive has been doing.

Should the targets be more specific? Laura explained the job descriptions are detailed and have other tasks to be undertaken.


TENT CITY
An update on how the OUSA tent was shaping up for Orientation. The executive will share with Te Roopu Maori and Student Job Search.

Give- aways, slushy machine, shaved ice and a chocolate wheel have been sourced so far.

It was suggested a roster be drawn up so there is at least one executive member on duty in the tent at all times along with the volunteers.

There will also be a �Thursdays in Black� � Demanding a world without rape and violence campaign being launched on the Thursday of the Orientation week on Museum Reserve.

GENERAL BUSINESS
The executive are working on recruitment on OUSA internal committees. Te Roopu Maori executive members to be appointed.

Next executive meeting will be held after Orientation as the executive will be busy attending evening gigs and working days at tent city.

DELEGATION OF POWERS BACK TO THE EXECUTIVE
Moved from the Chair
sc46/16 THAT powers of the Standing Committee be delegated back to the Executive henceforth.
CARRIED U


Meeting closed at 5pm



Signed: ______________________________________ Date: ___________