Executive Meeting Minutes

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March 16 2010

Meeting Highlights:
The boys from NZUSA (co-presidents David and Pene) dropped in to say hello; Community Youth was disaffiliated; a community donation application was tabled; the fire sports club is to come in for some safety investigating; Claire was congratulated on the great bucket delivery and Michael reminded all to support the Earth Hour on Saturday 27th at 8:30pm.


MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON TUESDAY 16 MARCH 2010 AT 6.03PM

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

IN ATTENDANCE
Julia Hollingsworth (Critic Reporter), Pene Delaney, David Do (NZUSA Co-Presidents) and Donna Jones (Minute Secretary)

APOLOGIES
Amith Koleth and Walker MacMurdo
Ariana Te Wake for lateness
Katie Bryan and Rosalin Mackenzie for leaving early

Kojarunchitt/Reader
44/10 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING
Last paragraph on fourth page should read 12 not 2 weeks.

Mackenzie/Stride
45/10 THAT the minutes of the Executive Meeting held on 9 March 2010 be
accepted as a true and correct record with the above amendment.
CARRIED

ARE YOU OK VOLUNTEERS
The Executive would like to thank the following students who volunteered their services and helped out during some of the Orientation Events alongside the RU OK team. Jenna Winterton, Stuart Austin, Shoeb Ambawala, Emma Vetriano, Alex Scahill, Brad Russell, Isobella Doak and Mike England.
A card will be sent to them expressing our appreciation.

ROTARY CLUB OF DUNEDIN FUNDING REQUEST
This is a request for funding for some of the Special Needs and Disadvantaged Children of Otago to attend a Circus Quirkus.

Meager/Reader
46/10 THAT Donna Jones be granted speaking rights for the duration of this
meeting.
CARRIED

OUSA donated $200 in 2007, nil in 2008 and $400 in 2009.
It was asked if this could be tabled until next week as funding and donations are being discussed at another meeting this week.

NZUSA CO-PRESIDENTS VISIT
Singh/Mackenzie
47/10 THAT David Do and Pene Delaney be granted speaking rights for the
duration of this meeting.
CARRIED

David and Pene were invited to address the meeting to explain about NZUSA and their roles. They are presently travelling around the country doing campus tours gauging what issues are on each campus and if necessary this can be fed back to NZUSA at a national level.

VSM is one of the main issues. They have been focusing on the ‘Save your Services Campaign’ throughout the campuses and stressing the importance of getting submissions in before the end of March.
They have met the new Tertiary Education Minister the Hon Steven Joyce who appears to want to make quick decisions.
Mr Joyce has mentioned in the media about changing current fee policies and maybe higher fees. He has outlined the idea of introducing performance- based funding and the perhaps looking at restricted access to student loans. A real concern expressed by the Co- Presidents.

David and Pene work closely with Harriet and are always willing to be contacted about issues.
They thanked Harriet for her hospitality and were thanked very much for coming. A loud applause was heard as they left the meeting to catch their plane.


ELECTIONS POLICY
This has been discussed at length at Policy Committee and considered by the OUSA Lawyer. James went through and explained some of the proposed changes and invited questions. The memo attached also explains the changes.

Meager/Jackson
48/10 THAT the Elections Policy be set.
CARRIED

Katie left at 6.28pm

EXECUTIVE REPORTING POLICY
The major changes have been outlined in the memo attached. This is a very important document for the Executive to have read and understood before coming to the meeting. The first reports are due on 25 March and this will affect them if this is passed. The change in format from a word limit and not a page limit is prescribed to maintain similar length of report.

A significant proposed change to clause 6.2 where a person may leave the room whilst their report is being voted on, not shall. This gives them the option of remaining in the room for the discussion.

Meager/Anderson
49/10 THAT the Executive Reporting Policy be set

More discussion pursued. It was important to note that the executive job description is the reflection of work not the person. Thus giving an accurate report on what you have done.
It was stressed how vital it is for everyone to have a full understanding of the changes to the policy and that you know what you are voting on.
Although, it was pointed out that any policy can be reversed at any time.

The above motion 49/10 was then put:
CARRIED

COMMUNITY YOUTH DISAFFILIATION
This club no longer exists they have no debts, assets or bank accounts.

Stride/Meager
50/10 THAT the Community Support Youth Club be disaffiliated.
CARRIED

THEATRESPORTS CLUB CONSTITUTIONAL CHANGES
As attached. Heading number 14 to read disaffiliation not dissaffiliation.

Stride/Meager
51/10 THAT the OUSA Theatresports Club Constitution be amended.
CARRIED

FUNDING OPPORTUNITY
This funding application from the DCC was brought to OUSA’s attention to see if we could apply for a grant. It is important that we all liaise on who is applying and for what so we don’t double up.

Applications close on 26 March 2010.

Harriet reminded the meeting that when Dunedin Mayor Peter Chin addressed our meeting he stressed the importance of working together and the many events International Students hold in the city. Should this be a consideration?
All to go away and brainstorm with ideas and suggestions then come back to another meeting.

Does the Club Development Officer apply for these grants for University Games or the like? Do any of the OUSA Clubs and Societies apply?

Ros and Presant left at 6.58pm

ENVIROCOM MINUTES
Earth Hour - Michael said the Otago Daily Times were keen to come and photograph the Clock tower with its lights off as a feature as part of Earth Hour.
Dan will put a note in his monthly newsletter to clubs and societies inviting them to EnviroCom meetings. Hope to make this committee more inclusive.

Philipson/Eastwood
52/10 THAT the minutes of the Environmental Committee meeting held on 12
March 2010 be received.
CARRIED

Big snaps to Michael for his hard work from Harriet.

ENVIROCOM TERMS OF REFERENCE AMENDMENT
It would be beneficial to change meetings to monthly.
The word sustainable to replace environmental in the TOR.
Meager/Jackson
53/10 THAT the Environmental Committee Terms of Reference be amended.
CARRIED

PRESIDENT'S VERBAL REPORT
Harriet spoke about her busy but rewarding week. She once again had lots of media and meetings to attend to. She will have a written report attached to the agenda, however this week she was again very busy and didn’t have the time.

Reader/Anderson
54/10 THAT the President's verbal weekly report be received.
CARRIED

GENERAL BUSINESS
Misuse of Drugs Act – The Law Commission is holding a talk in the Main Common Room on Thursday between 12-2pm. Valerie Sim will be compere.

Executive Reporting session – This could be useful when writing reports.
To be held on Monday at 1pm in the Boardroom.

VSM List – sign up with Harriet

Claire left at 7.17pm
Claire returned at 7.18pm

Student General Meeting date – the Secretary will be asked to call the first meeting soon. The OUSA Annual Report and Annual Accounts aren’t finalised yet which need to be received at the first meeting.
Legal advice was sought on holding a referendum on line and maybe alongside a SGM. John has offered to write up a legal document about this.

What to do with out of date SGM motions – Should there be an expiry date on motions? Do we rescind old motions? A way of keeping them up to date is preferable.

Code of Conduct – As the press release indicated OUSA has dropped the appeal with the University. Harriet has had very good feedback and the Otago Daily Times had the feature on the front page.

Standing Orders – It was reiterated how important it was about issues in
Committee staying within the committee. It was thought someone was
discussing confidential issues outside committee. This is not acceptable!

Health Science First Year Board appointment – There is a vacancy on this board.

Meager/Kojarunchitt
55/10 THAT Michael Anderson be appointed as the Health Science First Year
Board Representative for 2010.
CARRIED

MATH160 – Michael was asked to gauge from the Executive if OUSA would support this paper being presented in Summer School. Most of the meeting thought it was too large and they didn’t have enough information to make a decision. Could this wait and go to BUGS?
Michael said there was urgency with the decision.

PolCom Meeting – next meeting, Thursday at 1pm

Capping Charity – The Events team made a suggestion that the new Charity could be collecting at the Capping Shows in May. They could also sell chocolates or drinks to make money and this would also assist the Show. Please get ideas of who you would like as the 2010 Capping Charity to the Secretary before the next meeting.

Microsoft Outlook Training – John has an hour session organised and he will supply a cuppa and biscuits. Friday 1pm in the Boardroom.

Blood Bank – They will be in the Gazebo Lounge to take your blood on Thursday from 12 – 4.30pm

Intercommunicational Workshop- This is being held in place of WelCom
meeting on Friday at 3pm.

The OUSA Great Bucket Delivery – A congratulations to Claire on this great project. The feedback has been amazing. Thanks to all those who packed, delivered and assisted with this.

Fair Trade Steering Committee – Any Executive member wanting to be
involved are welcome. See John.

STRICT COMMITTEE
Eastwood/Anderson
56/10 THAT the meeting move into Strict Committee for reasons of person
privacy at 7.39pm.
CARRIED

Kojarunchitt/Anderson
57/10 THAT the meeting move out of Strict Committee at 8.10pm
CARRIED

OUSA CLUB
Eastwood/Reader
58/10 THAT the OUSA Executive investigates the safety of the events of the Fire
Performance and Juggling Club as per clause 4.3. of the OUSA Affiliation Policy.
CARRIED

Eastwood/Reader
59/10 THAT the Fire Performance and Juggling Club Investigation Committee
Terms of Reference be ratified with amendments.
CARRIED

Eastwood/Reader
60/10 THAT the Fire Performance and Juggling Club be notified of this
investigation prior to its commencement.
CARRIED

POLCOM MINUTES
Eastwood/Reader
61/10 THAT the Policy Committee meeting minutes of the 11 March 2010 be
received with the amendments.
CARRIED

Meeting closed at 8.11pm
Signed: _________________________________ Date: _____________