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5th May 2011

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON THURSDAY 5 MAY 2011 AT 5.22PM


PRESENT
Harriet Geoghegan (Chair), Brad Russell, Katie Reid, Shonelle Eastwood (Chair), Ariana Te Wake, Francisco Hernandez, Dan Beck, and Thomas Keontges

IN ATTENDANCE
Keistin Woodman (Te Roopu Maori), Vanessa Reddy (Events Manager), Gregor Whyte (Critic Reporter), Aimee Gulliver (Critic Reporter), Julia Hollingsworth (Critic Editor) and Donna Jones (Minute Secretary)

APOLOGIES
Dan Stride and Art Kojarunchitt

Moved from the Chair
114/11 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
115/11 THAT the minutes of the Executive Meeting held on 19 April 2011 be accepted as a true and correct record.
CARRIED U

FRANCES HODGSON AND ROBERT BURNS FELLOWSHIPS SELECTION COMMITTEES
Te Wake/Russell
116/11 THAT Sarah Van Ballekom be appointed to the Robert Burns Fellowships Selection Committee for 2011.
CARRIED

Te Wake/Russell
117/11 THAT Thomas Koentges be appointed to the Frances Hodgson Fellowships Selection Committee for 2011.
CARRIED

IRD SIGNATORY AUTHORISATION
Te Wake/Eastwood
118/11 THAT Donna Jones be authorized to access the OUSA account with the Inland Revenue Department henceforth, for a period not exceeding thirty-six (36) months, or until she ceases to be an employee of the Association, whichever is the shorter.
CARRIED


Te Wake/Eastwood
119/11 THAT Natasha Mason be authorized to access the OUSA account with the Inland Revenue Department henceforth, for a period not exceeding thirty-six (36) months, or until she ceases to be an employee of the Association, whichever is the shorter.
CARRIED

Hernandez/Eastwood
120/11 THAT Harriet Geoghegan be authorized to access the OUSA account with the Inland Revenue Department henceforth until 31 December 2011.
CARRIED

Hernandez/Eastwood
121/11 THAT Daniel Stride be authorized to access the OUSA account with the Inland Revenue Department henceforth until 31 December 2011.
CARRIED

Hernandez/Eastwood
122/11 THAT Sara Elliott be authorized to access the OUSA account with the Inland Revenue Department henceforth until her secondment ceases with OUSA.
CARRIED

BANK SIGNATORY FOR INTERIM GENERAL MANAGER
Hernandez/Eastwood
123/11 THAT Sara Elliott be appointed as an ASB Bank signatory henceforth until her secondment ceases with OUSA.
CARRIED

GRANTS MEETING MINUTES AND RECOMMENDATIONS
Van Ballekom/Reid
124/11 THAT the Minutes of the Grants Meeting held on 21 April 2011 be received.
CARRIED

Van Ballekom/Reid
125/11 THAT the Men’s Basketball Club be awarded $1,000.00 for two new sets of uniforms.
CARRIED

Van Ballekom/Reid
126/11 THAT the Dunedin Overseas Christian Fellowship be granted $300.00 towards accommodation costs for their Easter retreat
CARRIED



Van Ballekom/Reid
127/11 THAT the Otago University Freestyle Sports Club be granted $300.00 to run a surf competition on May 7.
CARRIED

Van Ballekom/Reid
128/11 THAT the Indian Students’ Association be awarded $443.00 for banners.
CARRIED

Van Ballekom/Reid
129/11 THAT the ITF Taekwon-Do Club be granted $342.00 for van hire.
CARRIED

Van Ballekom/Reid
130/11 THAT the Otago University Medical Students’ Association be granted $3,000.00 for the ENEMA magazine.
CARRIED

Van Ballekom/Reid
131/11 THAT the Renaissance Rapier Club be granted $396.00 for new equipment.
CARRIED

Van Ballekom/Reid
132/11 THAT the Student Life Otago Club be awarded $900.00 for V20 conference fees.
CARRIED

Van Ballekom/Reid
133/11 THAT Sam Coutts and Jared Fudge be awarded $500.00 each for travel costs to Malaysia.
CARRIED

Van Ballekom/Reid
134/11 THAT Andrew Crowley and Daniel Peacock be awarded $50.00 each towards the Kayak camp in Twizel.
CARRIED

Van Ballekom/Reid
135/11 THAT Mat Darling be awarded $500.00 for travel to Kenya.
CARRIED

Van Ballekom/Reid
136/11 THAT Cindy Luo and Paula Mackenzie be awarded $100.00 each towards the AIESEC conference in Wellington.
CARRIED


Van Ballekom/Reid
137/11 THAT Rick Parry be granted $200.00 for travel costs to ice hockey tournament in Australia.
CARRIED

Van Ballekom/Reid
138/11 THAT Chris Ross be awarded $200.00 to travel to Australia to compete in the paracycling world series event.
CARRIED

Van Ballekom/Reid
139/11 THAT Anna Tangata be awarded $100 to travel to the IRB surf life saving nations in the North Island.
CARRIED

Van Ballekom/Reid
140/11 THAT Rick Parry be awarded $200.00 to travel to Australia to complete in an Ice Hockey Tournament.
CARRIED

PLANET MEDIA REVIEW REPORT
Moved from the Chair
141/11 THAT Vanessa Reddy be granted speaking rights for the duration of this meeting.
CARRIED

Vanessa went through some of the main points of the attached Review Document. She reiterated the idea that communication within OUSA needed to be stepped up. More dialogue and support is recommended.

It was said the panel found it difficult when making recommendations with the real threat of Voluntary Student Membership. It was assumed that it was very likely this bill would pass so worked on that basis.

Shonelle was one of the Review Panelists and she emphasized that the Executive should go through this document thoroughly and ask questions etc. Carefully consider all of it before we vote on it.

The new proposed company structure is about more about funding.

Critic will still have editorial freedom and independence. It will be of assistance when proper guidelines are written up.

Shonelle suggested some of the smaller recommendations from the Planet Media Review be implemented as soon as possible realizing the larger structural recommendations could be left until later. Shonelle suggested she would collate these and bring them back to an Executive Meeting.

EVENTS REVIEW REPORT
As attached.

As this report is very late some of the recommendations were verbalized and have been implemented.

It was decided to leave these reports for further consultation and discussion and be brought back to an Executive meeting within two weeks. Stephen Alexander and Harriet Geoghegan had spoke about researching the two Review Reports and getting feed back from the Managers.

Moved from the Chair
142/11 THAT Vanessa Reddy be thanked for convening the Planet Media Review and for her swift report writing.
CARRIED U

BUDGET REVISION
The attached submissions were for noting. Dan will look at them all at the next meeting he is in attendance.

It was suggested that some of the submission needed to be fuller and have more of a break down.

It was voiced by some that it would be fiscally irresponsible of OUSA to increase budgets in the light of the voluntary student membership.


REFERENDUM DATES
Russell/Beck
143/11 THAT the Secretary be directed to call a binding Referendum on 23 May 2011 at 9am and closing at 4pm on 2 June 2011.
CARRIED

Russell/Beck
144/11 THAT the binding Referendum to be held on 23 May 2011 at 9am and closing at 4pm on 2 June 2011 be held by electronic means only.
CARRIED

Russell/Beck
145/11 THAT a Student Forum be held in the Main Common Room of the University Union Building on 17 May at 1.00pm
CARRIED


PROPOSED CONSTITUTIONAL CHANGES
Harriet said the distributed draft copy of constitutional changes has gone to the OUSA Lawyer twice, has been to the Policy Committee where long discussions have taken place.

Unfortunately last year a draft copy was accidentally posted on the website and sent to the Incorporated Societies for registration and this needs fixed as soon as possible.

Francisco out at 6.10pm
Francisco returned at 6.11pm

Dan Stride has previously expressed he has strong opposition to this version (A) of changes. He thinks Student General Meetings should remain. He and other Executive members would like two constitutions to go forward to the Referendum and allow our members to vote on the chosen version. But others said the two versions were fundamentally different.

Shonelle left at 6.23pm
Shonelle returned at 6.24pm

Russell/Reid
146/11 THAT the attached (Version A) constitutional changes and amendments be put to the binding Referendum being held on 23 May 2011 – 2 June 2011.
3 Against
CARRIED

Further discussion took place as some members said it was the Executive’s responsibility to our members as there are major changes and asked the other version (B) considered.


Foreshadowed motion:

Herandez/Koentges
147/11 THAT the constitutional changes and amendments (Version A) be put to the binding Referendum being held on 23 May 2011 – 2 June 2011.
4 Against
2 Abstained
1casting Against
FAILED

After an outburst of opposition to this outcome it was voiced that the Chair should have stepped down because of bias and another vote be taken. The Secretary called that only one substantive motion may be placed before the meeting at a time. However, it is permitted if a substantive motion has been lost if you seek leave of the meeting. This was granted.

Harriet Geoghegan offered to relinquish the Chair should this be requested. There was a call for the last motion to be re-put.

Moved from the Chair
148/11 THAT Shonelle Eastwood assumes the Chair at 6.39pm.
CARRIED

Meeting has a break at 6.39pm
Meeting resumed at 6.41pm

Hernandez/Koentges
149/11 THAT the constitutional changes and amendments (Version B) be put to the binding Referendum being held on 23 May 2011 – 2 June 2011.
3 For
4 Against
FAILED

Hernandez/Van Ballekom
150/11 THAT Harriet Geoghegan resumes the Chair
CARRIED

Harriet left at 6.45pm
Thomas left at 6.47pm
Harriet and Thomas returned at 6.49pm

POLICY FOR NOTICE
The Referenda Policy was distributed. It was important for this to be passed unanimously to be set for use in the up and coming Referenda.

It has been through PolCom twice.

Highlighted changes to section 4 and 11 will be omitted. Harriet will delete these sections and send the original copy through to the Secretary.

Herandez/Russell
151/11 THAT the Referenda Policy be set.
CARRIED U

Brad left at 7.02pm
Brad returned at 7.03pm




GENERAL BUSINESS
Referenda Dates – It was requested that these dates be put back for the constitutional amendments in Version 2.

Herandez/Koentges
152/11 THAT the meeting seeks leave to revisit the motions set for the Referenda dates.
2 For
4 Against
1 Abstain
FAILED

Graduation Parade – please sign up on the roster if you are able to attend the parade at 1.30pm Saturday from the Dental School. 3 have offered already.