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21st July 2011

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON 14 JULY 2011 AT 5.20PM


PRESENT
Logan Somers-Edgar (Chair), Brad Russell, Katie Reid, Shonelle Eastwood, Dan Beck, Thomas Koentges, Sarah Van Ballekom and Ariana Te Wake.

IN ATTENDANCE
Aimee Gulliver (Critic Reporter), Debbie Coulter (Clubs & Societies Manager) and Donna Jones (Minute Secretary).

APOLOGIES
Francisco Hernandez and Art Kojarunchitt
Dan, Thomas and Ariana for leaving early

Russell/Eastwood
304/11 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
305/11 THAT the minutes of the Executive Meeting held in 5 July 2011 be accepted as a true and correct record.
CARRIED U

MINUTES OF THE PREVIOUS EMERGENCY EXECUTIVE MEETING
Moved from the Chair
306/11 THAT the minutes of the Emergency Executive Meeting held on 13 July 2011 be accepted as a true and correct record.
CARRIED U
Van Ballekom/Eastwood
307/11 THAT motions 287/11, 288/11, 289/11 and 290/11 from the OUSA Emergency Executive Meeting held on 13 July 2011 be ratified.
CARRIED
EXECUTIVE SECOND QUARTER REPORTS
Brad Russell attached his report with amended formatting for noting.

Eastwood/Te Wake
308/11 THAT Dan Beck’s second quarter report be accepted and his honorarium be paid.
CARRIED



Eastwood/Te Wake
309/11 THAT Logan Somers-Edgar’s second quarter report be accepted and he continue to be paid his honorarium.
CARRIED

MOJO’S BUILDING
Eastwood/Koentges
310/11 THAT Debbie Coulter be granted speaking rights for the duration of this meeting.
CARRIED

Documents were submitted to the Executive about the damage to the Mojo’s Building from a high wind storm recently. The new policy on Earthquake strengthening is attached along with quotations for repairs of the damage. The building is insured.

Debbie indicated that this building was in need of repair before it could be used again as it is unsafe. It is used for the overflow of Clubs and Societies space. Also the Capping Show props etc are stored there.

There will be a cost for the hire of tarpaulins to cover the damaged areas at $450 per month to protect the damaged areas until the building is fixed up.

Brad left at 5.39pm

It was agreed further investigation and decisions would have to be made as to the outcome of this building and site. Debbie wanted the Executive to be fully informed so as a decision could be made as soon as possible.

It was asked if Debbie could explore options for the site if the building was demolished. However, the Executive pointed out it was impossible to make any financial decisions until the outcome of the VSM Bill was announced.

Brad returned at 5.40pm
Debbie Coulter was thanked and she left at 5.42pm

BANK SIGNATORY
It was evident that having one Executive member to sign off on the banking etc it was agreed that Bradley Russell should be a signatory until the end of the year.

Eastwood/Te Wake
311/11 THAT Bradley (Brad) Russell be appointed as a bank signatory until 31 December 2011.
CARRIED


BUDGET 2012 TIMELINE
It has been difficult trying to forward plan without a decision on the VSM Bill. Nonetheless, OUSA needs to submit a budget for 2012. It was agreed that two budgets may have to be submitted – a VSM and non-VSM budget.

Brad Russell would accept budget submissions to an independent email address: bugetsubmissions@ousa.org.nz. Matt will be asked to set this up as soon as possible.

Van Ballekom/Reid
312/11 THAT submissions for the 2012 OUSA budget will open on 20 July 2011 and close on 30 August 2011.
CARRIED

Brad and Logan to coordinate with Sara Elliott to inform staff. A notice has been booked for the next article of critic. Brad will sort out the two budgets and get them on the website.

Thomas left at 5.55pm
Ariana left at 5.55pm

GENERAL BUSINESS
Minister’s VSM Debate – Francisco has this organised for 16 July in the Main Common Room at 12.00 noon.

Next Executive Meeting – to be held around the Presidential Prison on Tuesday 19 July at 3.00pm. It was agreed to show our members all aspects of OUSA business as part of the Presidential VSM Campaign.

Presidential Prison Help – Katie has the roster for people to keep Logan company during his caging. Different ideas to entice publicity and awareness are – posters to be put up on bollards etc, hot chocolate to be served outside the prison at different intervals, a BBQ will be held on the Tuesday afternoon and the Wednesday. Some music could be played on the concrete area in front of the prison for entertainment. Spot Lights have been booked to erect in the tree.

Brad left at 6.09pm
Brad returned at 6.10pm

Thomas has designed and written up leaflets for distribution to hand out. Sarah will follow them up.



Executive Members’ Award –
Our clever Executive member responsible for the Recreation portfolio has heard this afternoon she is off to the Isle of Man later in the year.

Moved from the Chair
313/11 THAT Sarah Van Ballekom be congratulated on her selection as the Youth Ambassador for the Youth Commonwealth Games and Winter Olympics for 2011.
CARRIED U



Meeting closed at 6.14pm