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May 28 2010

Meeting Highlights:
A rugby match between Otago and Canterbury Uni followed by a Big Gig? The General Manager is directed by the Executive to organise. OUSA's Communications to be reviewed. Appointments to working parties made, policy carry on discussed, all that sort of thing.


MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON FRIDAY 28 MAY 2010 AT 4.00PM

PRESENT
Harriet Geoghegan (Chair), James Meager, Claire Jackson, Stephanie Reader, Imogen Roth, Ros Mackenzie, Malia Vete, John Philipson, Dan Stride, Art Kojarunchitt, Shonelle Eastwood and Michael Anderson

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

APOLOGIES
Ariana Te Wake, Walker MacMurdo
Imogen Roth for leaving early

Moved from the Chair
210/10 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Art Kojarunchitt didn’t second motions 196/10 and, 197/10 (Dan Stride did).

Moved from the Chair
211/10 THAT the minutes of the executive meeting held on 11 May 2010 be
accepted as a true and correct record with the above amendments.
CARRIED U

EXTRA EVENT PROPOSAL
As the attached memorandum explains it has suggested that OUSA organise a large extra event, this idea has received good feedback from some of the greater Dunedin area, especially the University, Dunedin Venues Management and the DCC. The University of Canterbury Students Association is keen on the idea also. It could be a Rugby match between Canterbury and Otago University clubs. A well organised large gig could follow on an outdoor stage or perhaps in the University Union building.

It was proposed that the Events team would run and organise this event as they have the expertise and a good track record of running large scale events, although Harriet would ask the Executive and the stakeholders to have a large input also.

Divided discussions took place over the Executive underwriting any loss.
Some thought there should be an amount allocated to Events instead of allowing for an Executive budget line to be underwritten should there be a financial burden.

Philipson/Jackson
212/10 THAT the General Manager be directed to run an event for the purpose
of minimizing the damage of the Undie 500, with the objectives of:
positive participation from students, involvement from wider community
sponsor/stakeholders and breaking even on cost, noting that any financial burden will be underwritten by the campaigns and initiatives line.

The amended motion (213/10) was put:
Meager/Stride
213/10 THAT the General Manager be directed to run an event for the purpose
of minimizing the damage of the Undie 500, with the objectives of:
positive participation from students, involvement from wider community
sponsor/stakeholders and breaking even on cost.
4 For
1 Abstain
6 Against
LOST

The original motion (212/10) was then put:
Meager Against
CARRIED

FEC REPORT
COMMITTEE OF THE WHOLE

Kojarunchitt/Stride
214/10 THAT the meeting move into Committee of the Whole for reasons of
Commercial Sensitivity at 4.35pm
CARRIED

Philipson/Mackenzie
215/10 THAT the meeting move out of Committee of the Whole at 5.08pm
CARRIED

Imogen left at 5.08pm

CONSTITUTIONAL CHANGES

A memorandum was distributed for discussion and would be voted on much later. This was for discussion only for now. There was a strong suggestion that Student General Meetings be held on-line and student forums held in place of the present SGMs to allow discussion.

John left at 5.15pm

The proposed changes were presented to the Policy Committee (PolCom). The OUSA Lawyers have advised that the old policies are intended to stay on the books forever, unless rescinded. Thus the change would be for policies going forward only.

John returned at 5.23pm

Jackson/Philipson
216/10 THAT the Executive accepts proposed external policy setting model in
this report (subject to decisions made on the technicalities including;
whether students forums need quorum, whether policy automatically lapses or not, requirements to put forward voting, what the petition threshold is) and directs me to seek legal advice on the wording required for constitutional changes to implement the proposal.

6 For
Stride: 4 Against
CARRIED

EXAM PACKS
As Claire’s memorandum indicated she has been waiting for Planet Media Dunedin Limited to get back to her. She has about 300 packs already; she would like to make these packs more substantial.

Jackson/Kojarunchitt
217/10 THAT OUSA allocate $1,000 for the Exam Packs to come from the
Campaigns and Initiatives line.
CARRIED

WELCOM MINUTES
Jackson/Mackenzie
218/10 THAT the minutes Welfare Committee Meeting held on 12 May 2010 be
received.
CARRIED

POLCOM MINUTES
Michael and Stephanie were in attendance

Anderson/Reader
219/10 THAT the minutes of the Policy Committee Meeting held on 19 May 2010 be received with the above noted amendments.
CARRIED

POLICIES FOR CONSIDERATION

Student of the Month Policy
The Student of the Month policy should be investigated as a comprehensive Student of the Month event maybe held. This to come back to a meeting after further feedback and discussions.

Communications Unit Review Terms of Reference
As the Digital Archiving Working Party terms of Reference had been set, this Terms of Reference needs to be set.

Stride/Anderson
220/10 THAT the OUSA Communications Unit Review Terms of Reference be set.
CARRIED

APPOINTMENTS TO THE OUSA COMMUNICATIONS UNIT REVIEW
Paula Hellyer, a Media and Communications employee, and also a previous Planet Media (Dunedin) Limited Manager, and by the University has been recommended.

APPOINTMENT OF ARCHIVING WORKING PARTY MEMBERS
Neal Barber a previous executive members and Matt Tucker a current OUSA employee have expressed interest to sit on this committee. The Finance and Services Officer as directed by the Policy should sit on this committee also. Stephen Alexander will manage this committee.

Stride/Mackenzie
221/10 THAT James Meager, Neal Barber, and Matt Tucker be appointed to the Digital Archiving Working Party.
CARRIED

Imogen Roth has expressed interest depending on her University workload. Natasha Mason, present OUSA staff member would be consulted as an external member if she wanted to sit on this committee.

AFFILIATION
The Jewish Students’ Association Club and the Indian Students’ Association applications both had irregularities thus would require more work before they could be affiliated. Dan Stride had written them an email explaining.

UNIPOL RECREATION LTD SHAREHOLDERS RESOLUTION

It was explained that this was an annual requirement. Their Annual Accounts were emailed to the executive for their perusal.

Meager/Philipson
222/10 THAT the Common Seal be affixed to the Unipol Recreation Limited
Shareholders Resolution document.
CARRIED

STUDENT GENERAL MEETING MINUTES
Stride/Eastwood
223/10 THAT the Student General Meeting minutes of the 13 May 2010 be
received.
CARRIED

APPOINTMENT TO ADMIN REVIEW PANEL
Reader/Kojarunchitt
224/10 THAT Claire Jackson be appointed to the Admin Review Panel.
CARRIED

STUDENT HEALTH REVIEW PANEL

Reader/Eastwood
225/10 THAT Claire Jackson be appointed to the Student Health Review Panel
CARRIED

CODE OF CONDUCT REFERENCE GROUP MEETING
To note - an invitation to attend a meeting on either 29 July or 30 July.
Times to be confirmed.

DUNEDIN COMMUNITY LAW CENTRE LETTER
A thank you letter for their donation was noted.

GOVERNANCE STRUCTURE WORKING PARTY
The documents aren’t bound yet. This will be deferred until the next Executive Meeting so the Executive have had a chance to read the documents. John offered to email this document to the Executive this evening.

GENERAL BUSINESS

Updated Constitution
Daniel Stride passionately announced that the OUSA Constitution has now had the latest updates registered with the Incorporated Societies Office and hence the new rule of being able to abstain from voting was now in force.

Malia left at 6.13pm

Satellite Campus Support
The Christchurch and Wellington Satellite Campuses have recently appointed a Cultural Representative and Art Kojarunchitt would like to have a meeting with them to make connection and see if OUSA can offer support, or help to international students on these campuses.

Philipson/Mackenzie
226/10 THAT $250 be allocated from the Satellite Campus Support line to pay
for flights.
CARRIED

Malia returned at 6.17pm

Capping Charity recipients
Rape Crisis Dunedin were offended with some of the content in the Capping Show recently and wished to withdraw their desire to accept the Capping Charity for 2010.
This means we will need to re-appoint the Charity. An idea to next week’s meeting please.

STRICT COMMITTEE
Philipson/Eastwood
227/10 THAT the meeting move into Strict Committee for reasons of personal
privacy at 6.18pm
CARRIED

Philipson/Kojarunchitt
228/10 THAT the meeting move out of Strict Committee at 6.54pm
Meeting closed at 6.55pm
Signed: _________________________________ Date: _____________