Executive Meeting Minutes

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21st April 2016



Laura Harris (Chair), Jarred Griffiths, Bryn Jenkins, Jess Hall, Alexia Cochrane, William Guy, Mariana Te Pou, Sean Gamble and Bayden Harris


Debbie Downs (Chair) and Donna Jones (Minute Secretary)


Rachel Goh and Rob Pomare

Moved from the Chair

136/16 THAT the above apologies be accepted.



Moved from the Chair

137/16 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.



Moved from the Chair

138/16 THAT the minutes of the executive meeting held on 15 April 2016 be accepted as a true and correct record.



An OUSA Executive member is required to be a signatory on our long term investment accounts for this year.

Moved from the Chair

139/16 THAT Jesse Hall be appointed as signatory on the OUSA Forsyth Barr Investment Accounts for 2016.



Jarred has distributed electronic copies of the latest updated policies that they have been working on.  He has two hard copies in the bull-pen office as well.

Eventually there will be a PDF copy on the shared drive and editable copies held by the Association Secretary but in the meantime they are still being updated.  This has been a large task as they systems haven’t been updated for a long time so it is ongoing for the Policy Committee.

Jarred was commended for doing a great job getting the policies to this stage.


It was expressed that the criteria for executive honorarium payments when executive Officers were out of town in January has gone on for too long and this should be the last discussion on the matter.

Each Executive member would be given up to five minutes to have their say on the matter and then a vote would ensue. 

There were varying opinions on this but overall the executive wanted to settle this as it wasn’t helping the cohesion of the team and they wanted to work together to represent students.

Moved from the Chair

140/16 THAT the Executive honorarium for the 20 hour per week positions be paid retrospectively from the beginning of the year.

2                      For

4                      Against

Griffiths/Hall    Abstain


It was suggested a working party be set up to sort the overall payments of honoraria. 

Mariana Te Pou, Bayden Harris, Sean Gamble, Bryn Jenkins and Laura Harris offered to be on the working party.


As attached. Pay Fair Trade Forward (the campaign) is an advocacy campaign that P3 foundation ran from 2011 – 2013.  P3 encouraged people to buy coffee on one day during Fair Trade Fortnight at a fair trade café – and to buy a coffee for the person next after them.  The barista would then invite that person to buy a coffee for the next person and so on.

The Parties wish to work together as a set out in a MOU to run the Campaign in and around the University of Otago in May 2016.


141/16 THAT the Pay Fair Trade Forward Memorandum of Understanding between the Otago University Students’ Association (OUSA) and the Pay Fair Trade Forward (P3 Foundation) be approved and signed.


Tess and the Communications team have been kept in the loop during this process.


There was concern expressed about mental health counselling sessions in excess of six appointments. The scheme was instigated as a result of the discovery that some students were waiting up to four to five weeks to see a Student Health Counsellor.

OUSA want to ensure that Student Health Services are widely advertised to students, especially in the Colleges.  Bayden is getting posters organised to put around the Colleges advertising their services.

Harris/Te Pou

142/16 THAT the minutes of the Colleges Committee meeting held on 18 April 2016 be received.



As submitted this document explains the Club Innovation Programme is to provide an alternative pathway for the development of clubs and societies on campus, by pooling skilled students interested in consulting work and partnering them with clubs in need of assistance with particular issues of development goals, especially smaller clubs at no cost to them.

A fantastic initiative and good marketing for future.


Bottle Buy Back – this will be held tomorrow.  Sean would appreciate help if possible please.

Next Executive Meetings – 28 April 2016 at 9am in room 2 and 2 May at noon in room 2.

Meeting Closed at 9.16am