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March 09 2010

Meeting Highlights
The Exec learns about this thing called Planet Media Dunedin Limited; Rona, our brand new Education Researcher, drops in to introduce herself; a chat about giving community donations takes place; worries were expressed about the wording for a masters thesis paper.


MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON TUESDAY 9 MARCH 2010 AT 5.18PM

PRESENT
Harriet Geoghegan (Chair), James Meager, Claire Jackson, Stephanie Reader, Michael Anderson, Dan Stride, Art Kojarunchitt, Shonelle Eastwood, Rosalin Mackenzie, Presant Singh, Walker MacMurdo, Malia Vete, Amith Koleth, Ariana Te Wake and Imogen Roth

IN ATTENDANCE
Julia Hollingsworth (Critic Reporter), Kate Kidson (Planet Media Manager), Tim Couch (Planet Media Sales Representative), Rona Shaw (Student Support Centre Research Assistant) and Donna Jones (Minute Secretary)

APOLOGIES

John Phillipson and Katie Bryan
29/10 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING

Stride/Reader
30/10 THAT the minutes of the Executive Meeting held on 2 March 2010 be
accepted as a true and correct record.
CARRIED

MATTERS ARISING
A reminder to compile reports for the agenda following board meetings.

PLANET MEDIA (DUNEDIN) LIMITED VISIT
Kate Kidson and Tim Couch were invited to address the meeting to explain the nature of their positions, and how Planet Media operates. It was explained by them that the selling of advertising for the many OUSA Publications brings in revenue.
It was also suggested that the Executive could contact Planet Media for ideas on sponsorship as they have a good pool of names and companies that could assist.
They wished to stress the importance of their relationship with OUSA and the Executive, and Kate invited people to visit her in the office anytime.
Kate and Tim asked for questions, and then were thanked for coming and they left the meeting.

STUDENT SUPPORT CENTRE RESEARCH ASSISTANT
Meager/Reader
31/10 THAT Rona Shaw be granted speaking rights for the duration of this
meeting.
CARRIED

Rona addressed the meeting, and spoke about herself, and where she had been previously employed. She is excited about her new role here at OUSA and hopes the Executive will work closely with her.
Rona was thanked for coming and she left the meeting.

FUNDING REQUEST FROM EPILEPSY OTAGO
James explained the process from previous years, different requests come in throughout the year and they are considered on a case by case basis. There aren’t criteria for donating funds.
Some expressed the notion that the funding requests could be all dealt with at a single meeting and not throughout the year.

Reader/Stride
32/10 THAT Donna Jones be given speaking rights for the duration of this
meeting.
CARRIED

The Secretary explained some regular organisations request funding from OUSA on an annual basis. They obviously have a list of people they approach each year. OUSA does receive other one-off requests as well.
Can the Executive and PolCom work on a strategy to deal with these requests.

MacMurdo/Singh
33/10 THAT OUSA donate $175.00 to the Epilepsy Foundation of New Zealand
2010 Ten Pin Bowling Party – Otago.
CARRIED

OUSA SECRETARY
As per the constitution clauses 13.4 and 13.5 the appointment of OUSA Secretary is nominated by the Executive and ratified by the Student Body and is for a fixed term of four years with the possibility of renewal for further fixed terms. Donna Jones’s term is due for renewal this year.

Singh/Stride
34/10 THAT Donna Jones be recommended to the Student Body for reappointment as the Secretary of the Association for a further four year term.
CARRIED

POLICY COMMITTEE (PolCom) MINUTES
Reader/Stride
35/10 THAT the minutes of the Policy Committee meeting held on 4 March
2010 be received.
CARRIED

CAPITAL DEVELOPMENT COMMITTEE TERMS OF REFERENCE
The draft terms of reference was circulated for people to start thinking about. This will be referred to PolCom.
Concern was expressed about the Executive having many meetings to attend, as it is very time consuming. Could some of the meetings be monthly?
It was explained that the smaller meetings deal with the grunt work and then the final decisions are ratified at the wider executive meeting level.

PRESIDENT'S VERBAL REPORT
Harriet apologised for not having a written report owing to the University Council meeting finishing at 5pm, however, she went through her very busy schedule for the week.

BOARD REPORTS
As attached.

Meager/Kojarunchitt
36/10 THAT the minutes of the University Union Limited meeting held on 12
February 2010 be received.
CARRIED

Meager/Kojarunchitt
37/10 THAT the minutes of the Planet Media (Dunedin) Limited meeting held
on 8 March 2010 be received.
CARRIED

GENERAL BUSINESS

PolCom Meeting – Thursday 1pm

WelCom Meeting - Friday at 2pm, will be packing and delivering the buckets to students following this meeting.

EnviroCom Meeting – First meeting being held on Friday at 1pm. Michael will email you.

Tutor Training – Is there further training for the Tutors who offer extra support through the OUSA Student Support Centre with tutorials?

OUSA External Policy Booklet – Dan Stride has spent a lot of time and effort compiling this booklet, he did a splendid job. Once it has been proofed he will get a dozen copies and circulate them around the office.

Jackson/Reader
38/10 THAT Dan Stride be thanked for his hard work and dedication on the
new External Policy booklet.
CARRIED

Post Grad Evenings – Post Grad Student Fridays are resuming in the Gazebo Lounge this week. 4.00 – 8.00pm. You are all invited

OCOM Day at the Races – You are invited to this fun day out. Tickets are $35. See Stephanie.

COMMITTEE OF THE WHOLE
Singh/Stride
39/10 THAT the meeting move into committee of the whole for reasons of
commercial sensitivity at 6.00pm
CARRIED

It was realised that an issue about the wording in a masters paper wasn’t commercially sensitive and could in fact be talked about in the open meeting.

Meager/Reader
40/10 THAT the meeting move out of committee of the whole at 6.03pm
CARRIED

Masters Thesis – There was concern expressed that the wording for a
masters thesis paper states it could be finished in a year, however it
doesn’t clearly state a student has up to a 2 year limit.
Also the dates for course approval and examinations over Summer
School are on the same day, making it hard to manage.
Owing to the semesters now being 13 weeks International Students are
being asked to leave Colleges during examinations. This isn’t ideal.
Could the semesters be changed to 12 weeks? This is to go to EduCom.
University Council advised there could be an extra 1000 students this
year. They could limit enrolment during the second semester because
of this.
The Vice Chancellor and the University Council commended OUSA on
an excellent Orientation this year.

Imogen arrived at 6.10pm

STRICT COMMITTEE
Stride/Reader
41/10 THAT the meeting move into Strict Committee for reasons of personal
privacy at 6.11pm.
CARRIED

Stride/Singh
42/10 THAT the meeting move out of Strict Committee at 6.57pm
CARRIED

Mackenzie/Singh
43/10 THAT OUSA no longer proceeds with the Appeal of the decision of the
Code of Conduct judicial review.
CARRIED

Meeting closed at 6.59pm
Signed: _________________________________ Date: _____________