Executive Meeting Minutes

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29th February 2016

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, ON MONDAY 29 FEBRUARY 2016 AT 5.15PM

PRESENT
Laura Harris (Chair), Jarred Griffiths, Jesse Hall, Alexia Cochrane, Bryn Jenkins, Sean Gamble, Will Guy, Mariana Te Pou, Rob Pomare, Rachel Goh and Bayden Harris
IN ATTENDANCE
Tyler West (OAR), Debbie Downs (Chief Executive Officer), Henry Napier (Critic Reporter), Hugh Baird (Critic Editor) and Donna Jones (Minute Secretary)
SPEAKING RIGHTS
Moved from the Chair
47/16 THAT Tyler West, Debbie Downs, Joe Higham, Hugh Baird and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
The figure of $7,887.76 to be included in motion sc45/16 as it was omitted.
Moved from the Chair
48/16 THAT the minutes of the Standing Committee of the Executive Meeting held on 4 February 2016 be accepted as a true and correct record with the above amendment.
CARRIED U
ALTER ORDER OF AGENDA
Moved from the Chair
49/16 THAT the order of business be altered to enable a guest to speak to his item and leave the meeting. Item 8 moved up to item 4.
CARRIED U
POTENTIAL OTAGO ACCESS RADIO SHOW FUNDING
Tyler was invited to address the meeting to explain their request for OUSA sponsorship of his youth/student politics show on Otago Access Radio (OAR) FM radio show. He explained it was a good way to get in touch with the student body.
OUSA will be thanked as a sponsor on OAR FM’s website with a link back to OUSA. OUSA promotional messages will be carried on all episodes of the programme broadcast.
Tyler said his prior efforts to host a show on Radio One were unsuccessful due to scheduling clashes.
Concerns were expressed about having OUSA branding on the show but a keenness to fund the show.




Griffiths/Guy
50/16 THAT OUSA agrees to support Otago Access Radio to a weekly or fortnightly 56 minute show to the value of $38 per show, a minimum term of 13 shows. (Inclusive GST) Plus pay the annual group membership fee of $30. (GST exempt).
CARRIED

CAPPING CHARITY 2016
Laura explained how the Executive chose a charity for the year who receive donations from our lost property sales and other donations. The list of previous recipients are as follows:

1999 Habitat for Humanity
1999 Ngati Kapo Ki Otepoti
2000 Age Concern
2001 - missing
2002 - missing
2003 Yellow Ribbon
2004 Otago Youth Wellness Corporation
2005 The Tsunami Victims
2006 St Clair Surf Life Saving Club
2007 Otago Mental Health Support Trust
2008 Rape Crisis
2009 Night Shelter and Girl Guides 50/50
2010 OUSA Foodbank
2011 Red Cross (Canterbury Earthquake)
2012 Otago Community Hospice
2013 Youth Line Otago
2014 Rape Crisis
2015 Cancer Society NZ (Otago Branch)

Moved from the Chair
51/16 THAT St Johns (Dunedin Branch) be the OUSA Capping Charity for 2016.
CARRIED U

EXECUTIVE REPORTING DATES FOR 2016
Moved from the Chair
52/16 THAT the Executive first quarter reports be due to the Secretary by 1pm on Thursday 24 March 2016.
CARRIED U
Moved from the Chair
53/16 THAT the Executive second quarter reports be due to the Secretary by 1pm on Thursday 23 June 2016.
CARRIED U

Moved from the Chair
54/16 THAT the Executive Third quarter reports be due to the Secretary by 1pm on 22 September 2016.
CARRIED U


Moved from the Chair
55/16 THAT the Executive Fourth quarter reports be due to the Secretary by 1pm on 24 November 2016.
CARRIED U

OTAGO MALAYSIAN STUDENTS’ ASSOCIATION BERSATU GAMES
As attached. The Otago Malaysian Students’ Association are hosting an Annual sports event in July for Malaysians studying and living in New Zealand. It is proposed there could be 350 people in attendance.
They are requesting that OUSA assist with the promotion and advertising. Laura was in attendance at this meeting and expressed it was good media exposure for OUSA.
It was asked to be noted that the executive were excited about this event but wanted any financial decisions to be deferred for more details especially the costings.
Moved from the Chair
56/16 THAT the minutes of the Otago Malaysian Students’ Association Bersatu Games meeting held on 11 February 2016 be received.
CARRIED U

HUMANITIES PERFORMING ARTS FUND COMMITTEE 2016
As attached this committee meets twice a year to receive applications for a wide variety of projects initiated by students and staff. Performances, films, poetry, readings, plays and comedy.

Moved from the Chair
57/16 THAT Alexia Cochrane be appointed to the Humanities Performing Arts Fund Committee for 2016.
CARRIED U

POLICY COMMITTEE APPOINTMENTS
Jarred outlined the processes and said how the Policy Committee is tasked with reviewing, developing and altering policy.

Griffiths/Jenkins
58/16 THAT Chayce Glass, Ciaran Cullen, Bokyong Mun and Amy Corkery be appointed to the Policy Committee (PolCom) for the period until 31 December 2016.
CARRIED

Griffiths/Te Pou
59/16 THAT Bryn Jenkins and William Guy be appointed to the Policy Committee (PolCom) for the period until 31 December 2016.
CARRIED

POLICY CONSULTATION AND BUDGET
As attached. Concern expressed that no process for consultation to engage students in the policy development process. The Referendum and Student General Meeting process could be a good process to engage students. It was proposed that funds be transferred to enable the Policy Committee to run focus groups, run forums to advertise and promote policy changes and reviews.
There was discussion about $1500 being allocated for consultation processes however, it was decided to table this for further discussion.

Griffiths/Hall
60/16 THAT OUSA commit to the general principle of consulting with students before implementing policy that has substantive effect on OUSA’s operations and/or implementing any policy that would impact on students or a group of students.
CARRIED

Griffiths/Hall
61/16 THAT OUSA Executive instruct the Policy Committee to investigate adding a consultation process to OUSA’s policy development and implementation policies.
CARRIED

AFFIX THE COMMON SEAL
Moved from the Chair
62/16 THAT the Common Seal be affixed to the Deed of Lease of part of Otago Boat Harbour Recreation Reserve for an Aquatic Centre between the Dunedin City Council and Otago University Students’ Association
CARRIED U

Moved from the Chair
63/16 THAT the Common Seal be affixed to the Deed of Lease of part of Otago Boat Harbour Recreation Reserve for a Yacht Club Building between the Dunedin City Council and Otago University Students’ Association.
CARRIED U

EXECUTIVE HONORARIA
Laura addressed the meeting to receive feedback and clarity on Executive Officers receiving honorarium payments when they aren’t actually in Dunedin, especially over the Christmas break. This pertains mostly to the 20 hour per week positions.

Over the past few years some members have been on vacation or out of the city and it was agreed it pertinent they receive their honorarium when they are back in the office. Could it be termed as reckless trading during their term?

Other views were the executive have a responsibility from the day they are elected for the health and safety of OUSA from an executive perspective. There is an element of natural justice that should be observed and they should be paid from the 1 January until 31 December of the year they were elected as stated in the elections policy.

Others said to be aware that we are responsible to the student body to be fiscally prudent and accountable. Work could be measured at reporting time as some Officer’s work beyond their hours over the quarterly period.

It was suggested that the honorarium process be fully investigated by an external body as there has been changes over the years.

Moved from the Chair
64/16 THAT OUSA will seek legal advice on how the Executive honorariums are paid and employment law relations.
CARRIED U

SUSTAINABILITY GRANTS
This was tabled until the next meeting as papers were unavailable.
SUSTAINABILITY STRATEGIC FRAMEWORK & ASSOCIATED PRIORITY ACTIONS
Letter to the Vice Chancellor attached. The letter is informing her OUSA endorses the work the University of Otago is doing to improve sustainability on its campuses and requests the University take action to aggressively reduce to carbon emissions by transitioning from lignite to renewable energy sources.
Moved from the Chair
65/16 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 6.05pm.
CARRIED U
Moved from the Chair
66/16 THAT the meeting move out of committee of the whole at 6.11pm.
CARRIED U
This is a step to urge the University to take bold action on this issue.
Griffiths/Cochrane
67/16 THAT OUSA Executive support the adoption of the Sustainability Strategic Framework and encourages the University to take bold action to address climate change.
CARRIED

EXECUTIVE DROP IN SESSIONS
The Executive are keeping their campaign promise to implement drop in sessions for students to drop in and have a chat at a table set up on campus. This will promote accountability and engagement with students. “Can’t represent voices that can’t hear you”. Suggested that these session could be held once every 10 weeks.
It was suggested that resources be purchased like tee shirts and banners for advertising. The request for giveaways costing of $2,800 needs to be clarified as some give away products could be obtained through sponsorship.
Griffiths/Hall
68/16 THAT OUSA endorse the Drop In session proposal up to the amount of $800 for executive tees and pull up banners.
CARRIED



NZUSA RELATIONSHIP AND EXPECTATION MANAGEMENT
OUSA wants to ensure we can utilise and manage the relationship with NZUSA. There wasn’t great support when Bryn and Sean submitted to Parliament about tenancy recently. Although there was understanding that this was a bit rushed and could have been started by last years’ executive.
It was asked if OUSA could request Key Performance Indicators (KPI’s) from NZUSA.
Are we getting enough support from them? Would appreciate them being effective and helpful with a mutual beneficial relationship.
Bryn will write to Linsey the NZUSA President suggesting expectations and voice our frustration over the submission.
GENERAL BUSINESS
The University would like our final KPI’s as attached. Some would like more time to read over this document.
Debbie explained the latest Service Level Agreement hasn’t been signed off yet and they are waiting on these KPI’s for approval. This is an appendix to the SLA with the University. For further consultation see Debbie or Laura.
Laura wished to acknowledge the staff, volunteers and executive for their hard work during an exceptional Orientation Week.
Next Executive Meeting Tuesday 5.30pm in Room 5.



Meeting closed at 6.45pm