Executive Meeting Minutes

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September 14th 2010

Meeting Highlights
All of the budget submissions from OUSA members were discussed - particularly to do with: Postgrad budget, Planet Media (Dunedin), NZUSA membership, satellite campuses, Queer Support, a hardship find, capital expenditure, Pacific Islands Students' Association, OUSA levy; it was decided to find a Postgrad Rep for 2011 this year; the OUSA Constitution mess was discussed, a 'please don't leave!' letter from NZUSA circulated, and an inordinate amount of time was spent discussing earthquake proofing.


Harriet Geoghegan (Chair), James Meager, Claire Jackson, Dan Stride, Imogen Roth, Ariana Te Wake, Walker MacMurdo, Ros Mackenzie, Katie Bryan, Michael Anderson, Travis Monk, Malia Vete, Shonelle Eastwood and David McKelvey

Stephen Alexander (General Manager), Julia Hollingsworth (Critic Reporter), Brad Russell (Administrative Vice President elect) and Francisco Hernandez (General Portfolio Representative elect)

Art Kojarunchitt and Stephanie Reader
Ariana Te Wake for leaving early

David McKelvey and Shonelle Eastwood for lateness

Moved from the Chair
361/10 THAT the above apologies be accepted.

Moved from the Chair
362/10 THAT the minutes of the Executive Meeting held on 7 September 2010 be accepted as a true and correct record.

Blues Award – further to last week's discussion on the proposed late nomination. This person should be nominated next year.

363/10 THAT Stephen Alexander be granted speaking rights for the duration of this meeting.

James left at 5.22pm
James returned at 5.24pm

It was decided to go through the submissions, discuss the lines with contention and then the Levy.

Post Graduate Budget – The Post Graduate students are able to attend any of the undergraduate events and can access the same services. They only pay half the levy it was said, so some thought there shouldn’t be an increase. The present Post Graduate Representative said the services were certainly improving.

One suggestion was if there could be an Induction day or an Induction letter on the OUSA website at the beginning of the year.

Planet Media (Dunedin) Limited – Stephen Alexander explained the finances of this company and clarified some points of interest. Planet Media is the next department scheduled for a review and this would happen next year.

NZUSA – Membership of NZUSA was discussed and the notice period to withdraw. It was suggested that no decisions be made until after September Conference. This will be contingent on VSM. It was pointed out that the dialogue has improved lately.

Satellite Campuses – It was explained that this line had been moved from previous Sports, Clubs, Societies and Associations. There is a move for an alternative levy funding arrangement.

Queer Support Coordinator – It was requested that a paid position be set up to assist with Queer Events especially to keep them safe. This amount has been included in the Student Support Centre budge line. This would be a five hour per week position. There was concern expressed that creating positions for minority groups could open the flood gates for other groups, however it was agreed that this was a unique group that requires support. Equality needs assistance at times!

After a long discussion it was agreed to allow for this.

Once again the Finance and Services Officer asked for it to be noted that he was opposed to this position being set up.

Walker left at 5.57pm

Hardship Fund – The present Hardship fund being administered by the University is evidently under review. It is very difficult to access.

Walker returned at 5.59pm
Shonelle arrived at 6.00pm

A submission was received for OUSA to administer a fund. It was said this was the University’s responsibility.

Ariana left at 6.09pm
364/10 THAT Bradley Russell and Francisco Hernandez be granted speaking rights for the duration of this meeting.

Stephen Alexander pointed out that this had been agreed through Welfare Committee and shouldn’t be overturned at this meeting. This is what our subcommittees are for.

The Finance and Services Officer is opposed to OUSA administering a Hardship Fund and asked for this to be noted.

Capital Expenditure – Stephen Alexander explained OUSA needs at a surplus to replace our present buildings in the future. It would be irresponsible of OUSA to have no funds in years to come to replace or maintain the present assets. This line is also used for computer and other maintenance. So it was impressed to leave the budget line as is.

Travis left at 6.21pm
Travis returned at 6.23pm

Imogen left at 6.26pm
Imogen returned at 6.28pm

Walker left at 6.28pm
Walker returned at 6.29pm

Levy – Harriet opened this discussion by saying she didn’t agree with having a contingency fund and the Levy should only be increased by Consumer Price Index (CPI). She then invited further discussion.

James addressed the meeting saying he previously stayed neutral in his stance on the proposed increase in the levy until after all the submissions had been heard. He doesn’t support the increase in Levy as indicated in his memo.

He strongly warned any future Executives falling into a culture of expenditure for the sake of expenditure. “Remember whose money it is you are taking and then spending”. “Do not tax for the sake of taxation”.

The Chair then asked for everyone around the table to give their opinion. Overall they didn’t want a substantial increase. An increase by CPI only was the most agreed upon.

Pacific Island Students Association – Malia asked at this stage if there was a possibility of setting up an association working in the same way as Te Roopu Maori with a Memorandum of Understanding. The Pacific Island Students want to run more events. Could this be factored into the budget?

Malia should bring this up at a Policy Committee meeting. It would be better if there was an association set up already and then this could be discussed further.

There are roughly 800 Pacific Island students enrolled at present which would be a cost of $40,000 to OUSA if an association was set up.

Once again it was expressed that this could open flood gates for other demographic groups to ask to OUSA to form associations.

It was suggested that they affiliate to OUSA and then apply for grants, although the criteria doesn’t allow for grants funding to be spent on food.

Ros left at 7.12pm
Ros returned at 7.13pm

It was also clarified that the Welfare Committee could allocate funds to Pacific Island Students to run functions.

The Finance and Services Officer said they could be assisted with funding of $500 initially and revisit this next year.

Levy continued – the discussion about the levy continued with a question to our General Manager. “How do we project CPI?” He responded quickly. “I am not a Politician; I am employed to run the place”.

Projected inflation excluding GST is 3.78%. The combined general and building levies would be $165.67 excluding GST. This represents an increase of $5.03 from last year.

Ros left at 7.20pm
Harriet left at 7.21pm
Claire left at 7.21pm
Ros returned at 7.23pm
Harriet returned at 7.23pm

365/10 THAT the proposed Budget for 2011 be recommended in its entirety to the student body for approval.

Katie returned at 7.25pm

Claire returned at 7.25pm

366/10 THAT the Executive recommend to the student body that the OUSA General Levy be set at $120.36 exclusive of Goods and Services Tax (GST), and the OUSA Building Levy be set at $45.31 exclusive of Goods and Services Tax (GST).
Meager/Roth Against:
367/10 THAT James Meager be thanked for his hard work.

368/10 THAT Stephen Alexander be thanked for his tireless effort and hard work.

Stephen Alexander said it has been an absolute pleasure working with James Meager on the budget this year.

Michael left at 7.27pm

369/10 THAT nominations open for the General Executive Post Graduate Portfolio at 9am on 27 September 2010 and close at 4pm on 30 September 2010.

370/10 THAT voting open for the General Executive Post Graduate Portfolio at 9am on 11 October 2010 and close at 4pm on 14 October 2010.

371/10 THAT voting for the General Executive Post Graduate Portfolio being held on 11 October 2010 until 14 October 2010 be held by electronic means only.

Walker left at 7.57pm

The constitutional changes submitted to the Companies Office were not the ones agreed upon. There was an administrative error and the Secretary will inform the Companies Office and get this tidied up. There will need to be further changes put to a SGM/Forum to bring the rules in line with the changes.

372/10 THAT the Secretary be directed to call a Student Forum/General Meeting on 7 October 2010 at noon in the Main Common Room or outside if weather permits.

373/10 THAT the Secretary be directed to call a binding Referendum opening at 9am on 11 October 2010 and closing at 4pm on 14 October 2010.
Stride: Against

374/10 THAT the Referendum being held on 11 October 2010 until 14 October 2010 be held by electronic means only.

375/10 THAT the minutes of the Grants Committee Meeting held on 10 September 2010 be received.

376/10 THAT the recommendations from the Grants Committee Meeting held on 10 September 2010 be approved.
377/10 THAT the minutes of the Policy Committee (PolCom) meeting held on 7 September 2010 be received.

378/10 THAT the Executive Officer Position Descriptions Policy be amended.

379/10 THAT the Welfare Committee Terms of Reference be amended.

380/10 THAT the Education Committee Terms of Reference be amended.

381/10 THAT the Colleges Committee Terms of Reference be set.
382/10 THAT Communications Committee Terms of Reference be set.

383/10 THAT the Recreation Committee Terms of Reference be set.

384/10 THAT the Events Committee Terms of Reference be set.

A letter from NZUSA dated 10 September 2010 was noted. James said the Executive had agreed at a previous meeting to hold a referendum to see if our members wished to remain members of NZUSA.

This letter was to inform OUSA that NZUSA is listening to their concerns and wished to improve on issues spoken about.

It was requested that the student body be fully informed about NZUSA and educate them on what they do as our national body.

As mentioned earlier further discussions will pursue after the September Conference.

Katie Amore a Post-graduate student studying in Wellington had emailed the Secretary as attached about Distance Teaching Students Levies. This will be considered on 24 September 2010 when OUSA discusses the referenda topics. James offered to notify Katie Amore.

As the attached memo said, Dan Stride wished to hold a Bottle Buy Back this week during the Market Day. There was strong opposition as there hasn’t been enough advertising and the last one was a flop because of this.

The Finance and Services Officer said as there was money left over from the last one this could be used.

When the next BBB is held there must be plenty of time to advertise it and organise it early.

Whitireia Community Polytechnic – Harriet has received emails and will forward them onto the executive.

Earthquake proofing – the University of Otago Council meeting talked about the buildings in Dunedin being Earthquake proof after the recent earthquake in Canterbury. In light of what happened up there should the University of Otago have a contingency plan?

The University Book Shop (UBS) building was to be checked and upgraded if necessary. It was noted that the OUSA Buildings had been through compliance.

Earthquake Mercy Trip – Harriet, Brad and Stephanie went through to Christchurch last Friday evening with a van full of water, cans of food, muesli bars and tools to help with clean up. Everything was donated including some petrol vouchers, so this trip was at no cost except for their time.

385/10 THAT Harriet Geoghegan, Brad Russell and Stephanie Reader be thanked for their hard labour and fabulous effort.

Mayoral Debate – this will be held on 28 September 2010.

VSM Bill – the next reading is still scheduled for 30 September. NZUSA has asked if they could lobby on all Association’s behalf to have an opt out provision added as an ideal compromise.

Meeting closed at 9.01pm

Signed: _________________________________ Date: _____________