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April 27 2010

Meeting Highlights
In a marathon 3 hours: OUSA GM Stephen Alexander outlined a bumpy financial forecast, more Exec reports were passed, Rachel Brooking was appointed to the UBS Board, a conscientious objection application appeal was heard in private, the review of OUSA's recreation was discussed, the Classics Society was affiliated, committee and board minutes were noted, and much was discussed about all manner of things...


MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON TUESDAY 27 APRIL 2010 AT 5.17PM

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

IN ATTENDANCE
Stephen Alexander (General Manager), Mike Bridges (Finance and Services Officer 2009), Julia Hollingsworth (Critic Reporter) and Donna Jones (Minute Secretary)

APOLOGIES
Amith Koleth for lateness
Claire Jackson, Art Kojarunchitt and Ariana Te Wake for leaving early

Moved from the Chair
131/10 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Presant arrived at 5.25pm not 5.55pm.

Moved from the Chair
132/10 THAT the minutes of the executive meeting held on 13 April 2010 be
accepted as a true and correct record with the above amendment.
CARRIED U

Amith arrived at 5.18pm

MATTERS ARISING

ANZAC Dawn Service
The RSA didn’t announce OUSA when the wreaths were laid at the Cenotaph. This was disappointing as the Executive attend every year.
The Secretary has called them and asked this be rectified. Also the name tag wasn’t on the wreath.

Reader/Stride
133/10 THAT James Meager be applauded for his extreme generosity during
the ANZAC Dawn Service this year.
CARRIED U

Singh/Stride
134/10 THAT Stephen Alexander, Donna Jones and Michael Bridges be granted speaking rights for the duration of this meeting.
CARRIED U

OUSA AUDITED ACCOUNTS
James Meager read the attached memorandum and went over some of the main points below. A lot of time was spent with Stephen Alexander going over the accounts.
Stephen was then invited to give details and answer questions. A robust
discussion took place with some points clarified.
It was suggested that the highlighted words in Section 13 on page 13 “Otago University Students’ Association Incorporated operates to provide services to students in the Otago region” are to be omitted.

Moved from the Chair
135/10 THAT the meeting move into Committee of the Whole for reasons of
commercial sensitivity at 5.32pm.
CARRIED U

Moved from the Chair
136/10 THAT the meeting move out of Committee of the Whole at 5.36pm.
CARRIED U

The General Manager was asked the financial position of OUSA going forward. He emphasised it was his personal view. We need reserves to operate in the next year; especially he wouldn’t like another year with a small surplus. Going forward perhaps looking an unwinding OUSA out of non productive services, look at what we provide and the range of services.
Stephen emphasised the Executive are the governing body of this organization with a substantial budget. They all should be aware of our assets and cash reserves.
Once these statements are signed off by the President Finance and Services Officer and the General Manager they go to the Auditors, and then to the next Student General Meeting on May 13.

Meager/Stride
137/10 THAT the (OUSA) Otago University Student’s Association Annual Audited Financial Statements for the year ended 31 December 2009 be
received.
CARRIED U

OTAGO STUDENTS’ CLASSICS SOCIETY AFFILIATION
This club doesn’t have a bank account. They prefer to use a cash box.

Philipson/Stride
138/10 THAT the Otago Students’ Classics Society be affiliated to OUSA.
CARRIED U

NZUSA APRIL NEWSLETTER

Kojarunchitt/Roth
139/10 THAT the NZUSA April Newsletter be received.
CARRIED U

UNIVERSITY BOOK SHOP BOARD APPOINTMENT
In the past there have been long standing Board members on the Board and the recent resignation from Peter Townsend makes the current board relatively new. It was suggested that a minimum of four members be appointed. Rachel Brooking of Anderson Lloyd and a former OUSA President has expressed interest in the position.

Meager/Singh
140/10 THAT Rachel Brooking be appointed to the University Book Shop Board
of Directors for a period not exceeding 36 months.
CARRIED U

Roth/Stride
141/10 THAT Stuart Heal be re-appointed to the University Book Shop Board of
Directors from 1 April 2010 for period not exceeding 36 months.
CARRIED U

FINANCE & EXPENDITURE COMMITTEE APPOINTMENT
There is one position to be filled on this committee. Imogen, Shonelle, Walker and Michael have expressed interest. Each was asked to give a spiel of what they would offer the position and then were asked many questions. It was agreed they could leave the room and then their applications could be discussed. A secret ballot would take place.

John left at 6.19pm
John returned at 6.21pm
Imogen, Shonelle, Walker and Michael left at 6.28pm

All the candidates showed good attributes. The candidates were asked if they weren’t already over committed with other committees and work.

Stephanie left at 6.50pm
Stephanie returned at 6.51pm

Eastwood/Reader
142/10 THAT Michael Anderson be appointed to the Finance and Expenditure
Committee for 2010.
Meager Against
CARRIED

James left at 6.57pm

OUSA RECREATION REVIEW TERMS OF REFERENCE
As attached. This unit review team will review and evaluate the work, effectiveness, efficiency of resources used and give particular regard to the delivery of its three core roles – support for clubs, provision of a recreation programmes and enabling casual recreation of the Unit and its alignment with the OUSA Constitution, the OUSA Strategic Plan and the needs of the Otago University student community.
The will review all recreational activities, Squash, Yacht, Aquatic, Clubs and Societies etc. The University is also conducting a review so this is timely.
These terms of reference of already have been to the Policy Committee.

MacMurdo/Mackenzie
143/10 THAT the OUSA Recreation Review Terms of Reference be set.
CARRIED U

OUSA STRATEGIC PLAN 2010-2011
Stephen explained the staff had been consulted fully on this.

Claire left at 7.02pm
James returned at 7.03pm

Meager/Reader
144/10 THAT the OUSA Strategic Plan 2010-2011 be received.
CARRIED U

UNIVERSITY OF OTAGO VSM SUBMISSION

Singh/MacMurdo
145/10 THAT the meeting move into Committee of the Whole for reasons of
Commercial Sensitivity at 7.10pm
CARRIED U

Walker left at 7.29pm

Reader/Mackenzie
146/10 THAT the meeting move out of Committee of the Whole at 7.35pm
CARRIED U

Singh/Anderson
147/10 THAT the University of Otago Council’s Submission to the Education
(Freedom of Association) Amendment Bill be received.
CARRIED U

Ariana left at 7.36pm

EXECUTIVE FIRST QUARTER REPORTS

Katie Bryan

Singh/Reader
148/10 THAT Katie Bryan’s first quarter be accepted and she be paid her
honorarium.
CARRIED U

John Philipson

John apologised for the lateness of his report, he is going to manage his
busy work load and said it won’t happen again.

Reader/Mackenzie
149/10 THAT John Philipson’s first quarter report be accepted and his
honorarium he paid.
CARRIED U

UNIVERSITY OF OTAGO COUNCIL REPORTS
Harriet outlined some of this report and invited questions.

Mackenzie/Philipson
150/10 THAT the University Council reports for March and April 2010 be
received.
CARRIED U

UNIVERSITY SENATE COMMITTEE REPORTS
Next Senate meeting tomorrow at 5.00pm.

Meager/Reader
151/10 THAT the reports from the University Senate Committee meetings held
on 24 February 2010 and 31 March 2010 be received.
CARRIED U

John left at 7.47pm

UNIVERSITY BOOK SHOP BOARD REPORT
It has been revealed that the Foundation Studies Department are sourcing their books from Auckland, this to be investigated as we should be encouraging sales locally.
It was hoped the term of office for board members to be longer, in future.

Meager/Kojarunchitt
152/10 THAT the report University Book Shop Board Meeting on 30 March 2010
be received.
CARRIED U

UNIPOL RECREATION BOARD REPORT
James attended the last meeting in Harriet’s absence.

Meager/Anderson
153/10 THAT the report from the UniPol Recreation Board Meeting on 16 April
2010 be received.
CARRIED U

STUDENT ALLOWANCE REVIEW BOARD REPORT

Meager/Singh
154/10 THAT the report from the Student Allowance Review Board hearing on
11 March 2010 be received.
CARRIED U

POLICY COMMITTEE MINUTES

Meager/Mackenzie
155/10 THAT the minutes of the Policy Committee Meeting held on 21 April 2010 be received.
CARRIED U

There were two amendments. Members of the meeting were not noted as present and were in fact there.

POSTGRADUATE STUDENT REPRESENTATIVE POLICY
This will assist with far better communication for Postgraduate students,
the same as undergraduates.
Well done Amith for putting so much work into these policies.

Meager/Reader
156/10 THAT the Postgraduate Student Representative Policy be set.
CARRIED U

OUSA POSTGRADUATE COMMITTEE TERMS OF REFERENCE
Would this be duplication with the Education Committee?
Amith said there had been a thorough consultation process with people from the University and student representatives when compiling this document.

Meager/Reader
157/10 THAT the OUSA Postgraduate Committee Terms of Reference be set.
Kojarunchitt Against
FAILED

The Terms of reference is to be put for notice as it wasn’t passed unanimously without the five working days notice.

APPEAL – CONSCIENTIOUS OBJECTION

Meager/Bryan
158/10 THAT the meeting move into Committee of the Whole for reasons of
personal privacy at 8.12pm.
CARRIED

Reader/Roth
159/10 THAT the meeting move out of Committee of the Whole at 8.28pm.
CARRIED

Harriet said she would email the appellant and advise the outcome.

GENERAL BUSINESS

Bereavement Letter
The Secretary wanted to show her appreciation to the Executive and Staff during the recent death of her Dad.

Executive resignation
The Postgraduate Representative – Amith Koleth’s resignation letter was
read out and noted. Amith was thanked for his hard work and contributions to OUSA.

Acting President
Harriet wished to thank James Meager for his splendid job as Acting President in her absence recently.

Group Managers Meeting hosted by OUSA
Harriet said this meeting will be taking place in the Boardroom tomorrow at 10.30am. Several University staff attends.

Executive new photo shoot for poster
Harriet will proceed and talk to Zina the Designer.

Executive Skit for Capping Show
Go with the suggested script from Walker. He will be asked to coordinate.

Design Studies Silent Protest
There will be a silent protest tomorrow 5pm at the Senate Meeting. All who want to get involved with banner painting and attending the protest please see Imogen? OUSA would show there support as it is positive drawing attention to all student issues and sticking up for students.
The main issue has been the lack of consultation and publicity given to the design students over this.

Art left at 8.45pm

Meeting closed at 8.50pm
Signed: _________________________________ Date: _____________