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13th September 2011

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS'ASSOCIATION ON TUESDAY 13 SEPTEMBER 2011 AT 5.17PM


PRESENT
Logan Somers-Edgar (Chairperson), Brad Russell, Katie Reid, Shonelle Eastwood, Ariana Te Wake, Francisco Hernandez and Art Kojarunchitt

IN ATTENDANCE
Darel Hall (General Manager), Dan Stride (Observer), Aimee Gulliver (Critic Reporter), Kyle Matthews (Constitutional Review Committee), Fiona Bowker (Constitutional Review Committee), Mark Baxter (Observer) and Donna Jones (Minute Secretary)

APOLOGIES
Sarah Van Ballekom and Dan Beck

Art Kojarunchitt for lateness

Eastwood/Hernandez
426/11 THAT the above apologies be accepted.
CARRIED

Concern was expressed at Thomas Koentges not being in attendance. He is away for two months but it was thought he would telephone into meetings. The Secretary has tried unsuccessfully to contact him, she has left messages. Logan will try again as constitutionally an executive member must apologise, especially after missing three consecutive meetings.

MINUTES OF THE PREVIOUS MEETING
Motion 416/11 was carried unanimously

Eastwood/Reid
427/11 THAT the minutes of the executive meeting held on 6 September 2011 be accepted as a true and correct record with the above amendment.
CARROED

MATTERS ARISING
Top Flat Competition - entries are now open. Please encourage your friends to enter. The Mayor is out of town and unable to help with judging.

Portuguese Department - Katie has had answers to some questions. Vernon Squire and Katie Reid have been in consultation about this. Katie will keep pursing this until she has run out of options.
SPEAKING RIGHTS
Hernandez/Te Wake
428/11 THAT Donna Jones, Fiona Bowker, Kyle Matthews, Darel Hall, Daniel Stride and Aimee Gulliver be granted speaking rights for the duration of this meeting.
CARRIED
GENERAL MANAGER'S AS A SIGNATORY
Russell/Reid
429/11 THAT Darel Hall during his term of employment with OUSA is confirmed as a bank signatory for all OUSA banking relationships.
CARRIED

Russell/Reid
430/11 THAT Darel Hall be authorized to access the OUSA account with the Inland Revenue Department henceforth, for a period not exceeding thirty-six (36) months, or until he ceases to be an employee of the Association, whichever is the shorter.
CARRIED

CONSTITUTIONAL AMENDMENTS
The Constitutional Review Committee has been working hard on the amendments. There are a couple of clauses being looked at that require legal interpretation and Logan is seeking advice from our honorary solicitors.

Eastwood/Reid
431/11 THAT the meeting move into committee of the whole for reasons of commercial sensitivity.
CARRIED

Te Wake/Eastwood
432/11 THAT the meeting move out of committee of the whole.
CARRIED

BUDGET 2012
Because the budget is being drafted with staffing and commercial scenarios with the uncertainty of the VSM Bill being passed it is considered sensitive at this stage.

Art arrived at 5.46pm

Russell/Kojarunchitt
433/11 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 5.47pm
CARRIED

Eastwood/Kojarunchitt
434/11 THAT the meeting move out of committee of the whole at 7.23pm.
CARRIED

There was discussion about submitting two budgets to the student body. A VSM Budget and a non VSM budget. This was considered unconstitutional by some.

There are a lot of figures to be obtained yet and some explanatory notes are required. After the General Manager suggested we go through and double check we have the queries noted to be followed up it was agreed that this needs to be checked with more consultation. The submissions received up to date to be emailed to the General Manager by Brad as soon as possible.

The Executive and some staff also wish to send in further submissions.

It was suggested to focus on the 4 values in the OUSA strategic plan to base submissions around. It isn't necessarily all about cutting costs.

- Inclusive
- Responsible
- Engaging
- Relevant

STUDENT FORUM
The Quorum for a student forum is 20 members. It is required we hold a forum to discuss the referenda questions etc. Matt has been contacted to live wire this meeting. The Secretary has penciled in a booking.

Eastwood/Hernandez
435/11 THAT a Student Forum be held on Tuesday 27 September 2011 at 1pm in the Main Common Room.
CARRIED
GENERAL BUSINESS
Welcome to Otago function - It has been suggested that a welcome for students into Dunedin with OUSA, the DCC and the Mayor happen next year.

The Mayor has invited the executive to a meting in three weeks in the Council Chambers. It was suggested that someone from Events and the Communications Co-ordinator be invited also. It was suggested the new Executive could also be invited. Katie will set this up.

IT Network Update - They are trying to get the faulty internet connections resolved. Vernon Squires has been consulted about this. Katie and Matt Tucker are trying to speed up the process. Katie has started a Facebook page rating the University Network. Mike Harte has been emailed many times over this problem.

AJ the Communications Coordinator will be asked if he can add this to the OUSA Facebook page.

Harlene Hayne (VC) - Meet and Greet - Darel has asked that the entire staff and Executive attend as this is an important meeting for Harlene to see what we do and meet us all. 9.20am on Wednesday in the Boardroom.

Education Amendment no.4 - Submissions close on 29 September. Shonelle and Katie are writing a submission to Steven Joyce, Darel and Logan have offered to assist. Feedback would be appreciated please.

OUSA Xmas Party - Katie and Shonelle have been working on this and they are suggesting a theme. Remember the Executive annual photograph is taken on the night.

Next Executive Meeting - because of the constitutional amendments requiring notice it was agreed to have another meeting this week to discuss the final draft. Meeting will be Friday morning 16th September at 9.30am in the Boardroom.

Dunedin next Top Flat - another reminder to encourage people to enter.

Maggi noodles donation - Maggi have offered free samples. It was suggested that AJ and Zina be consulted as they could be good for the examination packs. Please can the Executive help with the Exam packs.

New General Manager - a loud applause was heard when Logan welcomed Darel Hall to OUSA.




Meeting closed at 7.50pm