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17th May 2011

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON TUESDAY 17 MAY 2011 AT 5.18PM


PRESENT
Bradley Russell (Chair), Katie Reid, Shonelle Eastwood, Dan Stride, Sarah Van Ballekom, Dan Beck, Thomas Koentges, Francisco Hernandez and Ariana Te Wake

IN ATTENDANCE
Aimee Gulliver (Critic Reporter), Jonathon Rowe, (Student Rep on University Council), James Meager (Observer) and Donna Jones (Minute Secretary)

APOLOGIES
Art Kojarunchitt
Ariana Te Wake for lateness

Hernandez/Reid
208/11 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING
Duplication of motion numbers 190/11 – 198/11, should be 199/11 – 207/11

Reid/Beck
209/11 THAT the Minutes of the Executive Meeting held on 17 May 2011 be accepted as a true and correct record with the above amendments.
CARRIED


UNIVERSITY COUNCIL REPRESENTATIVE VISIT AND VACANCY
Reid/Eastwood
210/11 THAT Jonathan Rowe be granted speaking rights for the duration of this meeting.
CARRIED

Jonathan addressed the meeting saying he wanted to meet the Executive and come along to regular Executive Meeting to report back from University Council Meetings if that was required. However, at the moment there isn’t anything substantial to report on.

He said he would perhaps trial coming to a meeting of the Executive on the first Tuesday of each month. It may depend on what is being discussed at Council.
He did reiterate that the Executive can come along to the University Council Meetings when they aren’t in committee.

Harriet had given positive feedback that Jonathan Rowe was doing a good job as a representative on University Council.

It was then discussed who would replace Harriet Geoghegan on University Council. The executive had been chatting amongst themselves and through emails over the past couple of days and Katie Reid won overwhelming support.

Katie addressed the meeting to express her desire to sit on Council. She is already on 15 different committees gaining lots of experience. She relates well to people and is willing to do this. Previous Education Officers’ have been appointed to Council.

Eastwood/Van Ballekom
211/11 THAT Katie Reid be appointed as a Representative on University Council for 2011.
1 Abstain
CARRIED

Jonathan Rowe was thanked for his attendance and his hard work thus far on the University Council.

BUDGET SUBMISSIONS
There were 9 submissions received.

Ariana arrived at 5.35pm

Postgraduate budget - increase from $4,000 - $10,000.
The Postgraduate Rep’ had supplied a breakdown in his submission of ways they would spend this extra funding. He said the present OUSA Events are not appealing to Postgraduate’s. He wanted to run more activities for them and that Postgraduate’s were under represented by OUSA.

It was noted that the Events Department had also asked for $1,000 to run an event for the children of the Postgraduate’s. It was agreed that if the Postgraduate’s budget was increased then this could be combined.

When the Postgraduate Committee Representatives are elected it will be much better, this should hopefully happen soon.

Eastwood/Reid
212/11 THAT James Meager be granted speaking rights for the duration of this meeting.
CARRIED

James said he wasn’t expecting to address the meeting and talk about the budgets, he was in attendance to explain the document he submitted for the Presidential By Election to be discussed later in this meeting. Nonetheless, he was invited to speak as a former Finance and Services Officer of OUSA.

He reminded the Executive that because we are in a VSM environment OUSA may need to make drastic cuts to the budget next year. Would it be better to cut back now and allow for less drastic measures later? With the lack of levies OUSA will have to make serious cuts later.

It was viewed as inappropriate to increase budgets now and cut later.

Jonathan Rowe suggested that OUSA supply a summary of what OUSA’s budget will be, post VSM Bill being passed. Brad and Kate will meet with Jonathan at another meeting and discuss this at length.

Thomas said that if OUSA wants the Postgraduate’s to join OUSA next year under Voluntary Student Membership you should support them financially now. He did say should OUSA be operating in a VSM environment he would discuss cut backs if necessary.

It was noted that at a Postgraduate committee meeting held recently, most of them didn’t want more events, aside from a few emails supporting more events.

Francisco left at 6.05pm
Francisco returned at 6.07pm

Where are you going to get the most money from to survive next year?
This could affect staff under the VSM environment.

Koentges/Stride
213/11 THAT the Postgraduate Budget be increased from $4,000 to $10,000.
3 Against
1 Abstain
4 For
CARRIED
Foreshadow motion:

Hernandez/
214/11 THAT the Postgraduate Budget be increased from $4,000 to $6,000


OUSA shares the costs with the University for the ‘Get A Taste’ Booklet. The semester two price for printing was more competitive.



Eastwood/Stride
215/11THAT the Printing (Recreation/Clubs and Societies) line (3812) increased from $8,700 to $12,340
CARRIED

Eastwood/Stride
216/11THAT the Electricity (Recreation/Clubs and Societies) line (4802) increased from $20,000 to $25,000
CARRIED

There was a discussion about the repairs to the Squash Courts, if we should use a cheaper repair method or spend more money. It was agreed the cheaper option be used to save money. Thus meaning the budget line will remain the same.

It was stated that some of the Executive were under the impression the University was taking over the running of the Blues and Golds evening, however this doesn’t appear so.

What part of the OUSA budget does this line feature? Had it already been budgeted for?

There was clarification requested as to what department had this money in their budget line.

Katie left at 6.46pm

Dan Stride would consult with Events and Clubs and Societies.

Katie returned at 6.49pm
Dan Stride left at 6.50pm to further investigate the OUSA budget lines. In the meantime the meeting moved onto another budget variation line.

Francisco has arranged for an Inter-Collegial Chess Tournament to be held and this spent his entire budget. He was requesting an increase to run other events throughout the year.

There was opposition to the request for an increase especially when the entire budget was being spent on one event already.

It was said it was fiscally irresponsible to spend your entire budget on one event.

Koentges/Beck
217/11 THAT the Colleges Committee (Executive) line increased from $1,000 to $1,250
3 Against
4 For
CARRIED

There was a submission to increase the Community Grants and Donations Line. If OUSA is donating to the wider community it is a good thing. However, others said again in this VSM climate we shouldn’t be increasing this line.

Dan Stride left at 7.17pm

Others thought it was good kudos for OUSA to be support the wider community as well as students.

Dan Stride returned at 7.20pm


Stride/Hernandez
218/11 THAT the Community Grants and Donations line be increased from $2,500 TO $3,000
1 Abstain
2 For
5 Against
LOST

Brad left at 7.21pm
Brad returned at 7.22pm

Discussion continued about the Clubs Development Line Dan Stride suggests it has been deleted from the budget lines presumably when the University took it over. He will check up tomorrow and report back. It was agreed to increase the line in the mean time as it will be accounted for, somewhere.

Stride/Eastwood
219/11 THAT the Clubs Development line (Recreation/Clubs and Societies) line increased from $53,945 to $60,383.50 to account for the costs of the Blues and Golds Awards.
CARRIED


Eastwood/Stride
220/11 THAT the Electricity (Recreation/Clubs and Societies) line (4802) increased from $20,000 to $25,000
CARRIED

The increases in the budgets above represent a $23,838.50 increase in operational Expenditure. OUSA is still running a healthy operational surplus of around $55,000+.

VSA NOMINATIONS
The documents had been emailed to the entire executive earlier. The due date to consider this is 30 June so it was decided to table this until the next meeting and the Secretary can re-attach it to the agenda.

BY ELECTION DATES AND SUGGESTION DOCUMENT
James thanked the meeting for allowing this to be discussed. He delivered a document in an attempt to balance the pros and cons of holding an OUSA by Election in the first semester.

He suggests it would give an incoming President two extra months if elected earlier for training and a transition into the position. In an anticipated VSM environment this would be beneficial and less over load on the present executive members covering the position.

Brad left at 7.42pm
Brad returned at 7.43pm

Bradley Russell was granted leave of the meeting to convey his opinion on holding the elections in the second semester.

No promotional planning and the promotions team would be overloaded doing it last minute. The Executive are often criticised for not advertising events sufficiently and allowing enough time.

Students who considered running for the position would have to make hasty decisions about their study in the next week or so which would have personal repercussions.

Also, a quick poll was set up on the OUSA face book to gauge what semester students preferred the by election to be held - 32 for semester one and 26 for semester two.

A discussion took place and after taking a straw poll and it was decided to put it to the vote.

Koentges/Hernandez
221/11 THAT nominations for a By Election for the position of President open at 9am on 18 May 2011 and close at 4pm on 24 May 2011.
1 Abstain
CARRIED

Koentges/Hernandez
222/11 THAT voting for a By Election for the position of President open at 9am on 1 June 2011 and close at 4pm on 3 June 2011.
1 Abstain
CARRIED

Koentges/Hernandez
223/11 THAT voting for the By Election on 1 – 3 June 2011 be by Electronic Means Only.
1 Abstain
CARRIED

Koentges/Van Bellekom
224/11 THAT nominations for one of the representatives on the Postgraduate Committee (10 positions) open at 9am on 18 May 2011 and close at 4pm on 24 May 2011.
CARRIED

Koentges/Van Bellekom
225/11 THAT voting for one of the representatives on the Postgraduate Committee (10 positions) open at 9am on 1 June 2011 and close at 4pm on 3 June 2011.
CARRIED

Koentges/Van Bellekom
226/11 THAT voting for representatives on the Postgraduate Committees on 1 June – 3 June 2011 be by electronic means only.
CARRIED

The Secretary will get advertising out tonight so as we can start first thing tomorrow with opening nominations.

Koentges/Stride
227/11 THAT the Postgraduate Committee Election to come from the elections budget.
CARRIED

ELECTION/REFERENDUM TURN OUT STRATEGY
This strategy plan can be dealt with in a sub committee. AJ and Zina could be asked to assist.


REFERENDA POLLING
The Secretary has posted a roster beside the pigeon holes please sign up on a booth during polling 23 May – 3 June.


Meeting closed at 8.13pm