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March 23 2010

Highlights:
Making the meetings faster and more focused - that is the goal from now on. A Student General Meeting for mid-May was suggested, with OUSA considering motions (so far) around: Code of Conduct, Forsyth Barr Stadium, Unisex toilets at the University; Online voting for Student General Meetings, and
start times for meetings to promote better attendance.
The Fairtrade My Uni campaign got a funds boost. Te Roopu Maori requested support in their bid for a new whare.
After swooping in and out of Committee of the Whole and Strict Committee, Terms of Reference for an Investigation Committee are discussed. And James is disappointed



MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON TUESDAY 23rd MARCH 2010 AT 3.36PM

PRESENT
Harriet Geoghegan (Chair), James Meager, Stephanie Reader, Michael Anderson, Rosalin Mackenzie, Amith Koleth, Art Kojarunchitt, Katie Bryan, Shonelle Eastwood, Malia Vete, Ariana Te Wake, Walker Macmurdo, Daniel Stride, John Philipson and Claire Jackson

IN ATTENDANCE
Donna Jones (Minute Secretary) and Julia Hollingsworth (Critic Reporter)

APOLOGIES
Imogen Roth
John Philipson, Dan Stride, and Claire Jackson for lateness

Anderson/Bryan
62/10 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING

Eastwood/Bryan
63/10 THAT the Minutes of the Executive Meeting held on 16th March 2010 be
accepted as a true and correct record.
CARRIED

MATTERS ARISING
Meeting protocol - the meeting was reminded to think carefully when you move or second a substantive motion as this goes on the records and you should be aware of what you are moving.
Updated Reporting policy – remember your report due next week is required to be written under the new policy guidelines.

DCC FUNDING APPLICATION UPDATE
Matt Tucker is researching the tangible idea for the funding application. He hasn’t reported back yet.

SUMMER SCHOOL BOARD MEETING REPORT
Anderson/Koleth
64/10 THAT the minutes of the Summer School and Continuing Education Board meeting held on 10 March 2010 be received.
CARRIED

HEALTH SCIENCE 1ST YEAR BOARD OF STUDIES
Anderson/Koleth
65/10 THAT the minutes of the Health Sciences First Year Board of Studies
meeting held on 17th March 2010 be received.
CARRIED

EDUCOM MINUTES
Mackenzie/Te Wake
66/10 THAT the minutes of the Education Committee meeting held on 9th March 2010 be received.
CARRIED

Walker arrived at 5.47pm

POLCOM MINUTES
Meager/Reader
67/10 THAT the minutes of the Policy Committee meeting held on 18th March
2010 be received.
CARRIED

STUDENT GENERAL MEETING DATES
It was discussed when the first meeting for the year should be, around mid May was agreed upon and agenda items to be thought about (aside from the constitutional administrative items of election of a Chairperson, Appointment of Auditors, Honorary Solicitors etc ):
• Code of Conduct motion
• Forsyth Barr Stadium motion
• Unisex toilets at the University
• Online voting for Student General Meetings
• Start times for meetings to promote better attendance
Amith would like to promote a Post Graduate group on campus. This will be discussed at PolCom.

PRESIDENT’S REPORT
Harriet went through her busy week. She was in Christchurch and visited the UCSA; she was impressed with their model of an Association being run without revenue from fees.
VSM planning and the strategic planning have taken up a lot of time this week.

Reader/Eastwood
68/10 THAT the President’s verbal weekly report be received.
CARRIED

POLICIES
As attached. The Student Support Centre staff now has some of the duties included in their job description. Good communication: keeping the SSC in the loop will be good.

Reader/Mackenzie
69/10 THAT the Women’s Room Policy be set.
CARRIED
Reader/Mackenzie

70/10 THAT the Parent’s Room Policy be set.
CARRIED

CAPPING CHARITY 2010
Discussion took place that the proceeds should help students and go to the OUSA Foodbank. Wouldn’t this have implications on OUSA?
A list of previous Capping Charity recipients was read out.
It was hoped that the Capping Charity recipients could sell chocolates at the intervals during the Capping Show.

Reader/Mackenzie
71/10 THAT the Capping Charity for 2010 be the OUSA Foodbank.

Meager/ Kojarunchitt/ Vete AGAINST
CARRIED

ROTARY CLUB FUNDING REQUEST
Claire was compiling a policy and isn’t here so this was tabled until she was present next week.

BOTTLE BUY BACK FALL BACK FUNDS
The Bottle Buy Back cash from the Proctor usually runs out. Could there be a provision in place to enable some extra money be available on the day?
Was there enough advertising done this time?

Meager/Anderson
72/10 THAT OUSA allocate $1,000 for the Bottle Buy Back Fund
CARRIED

UPDATE ON PROGRESS OF INVESTIGATION COMMITTEE
John Philipson isn’t in attendance yet. This will be talked about later as if there isn’t an appointment made there could be a policy breach.

Malia left at 4.30pm

GENERAL BUSINESS
OPSA BBQ – This is to be held at the Polytechnic Centre on Saturday at
7.30pm

DCC Draft Annual Plan - A summary will be circulated by Harriet. OUSA may put in a submission.

OUSA for sale on Trade Me – this was a gimmick to attract publicity for VSM week. The advertisement has now been pulled.

Future Executive Meetings – It was discussed whether the meetings could be held bi weekly. This could be a more efficient use of time.
However, it was pointed out it would be important to have regular informal meetings to keep everyone in the loop. An idea for all to think about.

Malia back at 4.34pm

PolCom Meeting – next Thursday at 1pm. James will email.

Critic Reporting – Harriet commended Critic for accommodating her late submission in the last article.

Careers Development Office Meet and Greet – In the past the executive used to meet up with the staff and have an informal morning tea. All agreed a good idea. Donna will inform them and sort out a suitable date.

Fair Trade Funding Request – As the attached memo states this is a follow on from last year to make Otago University the first Fair Trade accredited University in New Zealand. There is an aim to hold events for this fair trade movement.

Mackenzie/Reader
73/10 THAT $2,500 be allocated to the Fair Trade Campaign to come from the
Campaigns and Initiatives budge line.
CARRIED

Class Rep Training – Archway Lecture Theatre – very good training and interactive. Come along.

Te Roopu Maori AGM – They will be having an election and talking about a proposal to the University for a new Whare. All welcome and they would appreciate our support.

White Ribbon Campaign – The actual white ribbon day is on 25/11/10.
However, the senior Communications and Media Advisor is here from the Families Commission promoting the white ribbon campaign in combination with the Rugby match being played over the weekend at Carisbrook.
If you are interested in getting involved please see Shonelle.

The meeting took a break at 4.46pm
The meeting resumed at 4.55pm
Daniel arrived at 4.56pm
Claire arrived at 4.56pm
John arrived at 4.56pm

Reader/Stride
74/10 THAT the meeting move into Committee of the Whole at 4.57pm for reasons of Commercial Sensitivity.
CARRIED

Philipson/Kojarunchitt
75/10 THAT the meeting move out of Committee of the Whole at 5.22pm
CARRIED

There were documents distributed and eventually they will be submitted to staff after they have been finalised.

Philipson/Kojarunchitt
76/10 THAT the meeting move into Strict Committee for reasons of personal privacy at 5.23pm
CARRIED

Mackenzie/Anderson
77/10 THAT the meeting move out of Strict Committee at 5.42pm
CARRIED

Philipson/Eastwood
78/10 THAT section 4.1 of the Investigation Committee Terms of Reference be
amended to read – the committee shall begin its investigation following the appointment of its members.
CARRIED

James Meager noted his disappointment in the process the Executive has followed.

Meeting closed at 5.49pm
Signed: _________________________________ Date: _____________