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20th September 2011

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON TUESDAY 20 SEPTEMBER 2011 AT 5.15PM


PRESENT
Logan Edgar (Chair), Brad Russell, Katie Reid, Shonelle Eastwood, Dan Beck, Francisco Hernandez, Sarah Van Ballekom and Thomas Koentges (Conference call)

IN ATTENDANCE
Darel Hall (General Manager), Corey Anderson (Observer), Aimee Gulliver (Critic Reporter) and Donna Jones (Minute Secretary)

APOLOGIES
Art Kojarunchitt and Ariana Te Wake
Dan Beck for leaving early

Van Ballekom/Eastwood
444/11 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING
Eastwood/Reid
445/11 THAT the Minutes of the Emergency Executive Meeting held on 16 September 2011 be accepted as a true and correct record.
CARRIED

SPEAKING RIGHTS
Hernandez/Beck
446/11 THAT Darel Hall be granted speaking rights for the duration of this meeting.
CARRIED

RATIFICATION OF EMERGENCY MINUTES
Eastwood/Beck
447/11 THAT motions 436/11 - 443/11 from the Emergency Executive Meeting held on 16 September 2011 be ratified.
CARRIED

Thomas was connected via conference call at 5.17pm

BUDGET 2012 and CLUB MATTER
Darel addressed the meeting and explained the main points of the budget and the accompanying explanatory notes. As the Freedom of Association Voluntary Student Membership Bill hasn't quite passed the final reading it has made long term budgeting very difficult. It appears likely that this Bill maybe be passed through parliament at the end of this month or early October.

This draft budget will require a little more fine-tuning then it will go to the next weeks' executive meeting ready for presenting to the student body.

Eastwood/Reid
448/11 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 5.18pm
CARRIED
Sarah explained to the meeting about the $1,000 cash award allocated as part of the clubs and cultural awards for the year. This is an incentive to encourage clubs and societies, especially to maintain good accounting practices etc.

Fran left at 5.41pm

Eastwood/Van Ballekom
449/11 THAT the meeting move out of Committee of the Whole at 5.42pm
CARRIED

Fran returned at 5.42pm

Van Ballekom/Koentges
450/11 THAT the OUSA Executive reduces the amount for the awards, for OUSA Club of the year and OUSA Society of the Year to reflect the VSM (Voluntary Student Membership) environment to $500 each.
CARRIED

VSM PROTEST
A group of concerned students are going to hold a national day of action protest against VSM, zero fee rises in 2011 and no more cuts to staff and university courses on 26 September at 12.00 noon on the University Union Lawn.

The group would like assistance from OUSA and also help with photocopying of posters.

NZUSA have expressed they would be getting involved in a NZ National Day of Action at the same date and time in Wellington as other centre's are also protesting.

The Executive were concerned that the OUSA logo was on the poster and they knew nothing about this protest. It would be assumed that it was an OUSA protest. Francisco asked to inform the Executive in advance of these events.

Francisco to let the Communications Coordinator know tomorrow about this and the executive agreed this was a good idea and would be willing to support it.

AFFILIATION
Van Ballekom/Russell
451/11 THAT the Hong Kong Club be affiliated to OUSA.
CARRIED

OPERATION PAYBACK
Francisco explained operation payback was a Scarfie- guide to voting. He was reminded that Harriet did this last year. Also NZUSA produced a large version previously. Francisco will check this out and see if it is worth going ahead with it.

APPOINT DAREL HALL TO PLANET MEDIA BANK SIGNATORY AND IRD
Eastwood/Van Ballekom
452/11 THAT Darel Hall during his term of employment with OUSA is confirmed as a bank signatory for all Planet Media Banking Relationships
CARRIED


Eastwood/Van Ballekom
453/11 THAT Darel Hall be authorized to access the Planet Media accounts 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

Daniel Beck left at 5.58pm

CONSTITUTIONAL AMENDMENTS UPDATE
The final draft of the Constitution has been extensively scrutinized by the honorary solicitor. Shonelle has worked tirelessly on this on behalf of the committee.

There will be two copies - a version A and a version B put to the student body for notice. However, there will only be one version put to referenda.

Owing to the late reading of the VSM Bill this has caused issues on which version to adopt. Depending on the outcome, the membership clause will be tweaked. Overall the changes are light grammatical changes.

Eastwood/Russell
454/11 THAT the amended Constitution and Rules be put for notice.
CARRIED

Van Ballekom/Hernandez
455/11 THAT thanks go to Shonelle and Brad for their dedication and commitment to this document that will stand the test of time.
CARRIED

GENERAL BUSINESS
Vote Chat - Heather Roy will be interviewed on Thursday at 2pm in the Owhero Building. All invited to attend. A quiet protest was suggested.

Winston Peters visit - Winston Peters will be attending a public meeting and giving a talk outside on the Union Lawn area on Friday at noon.

IT Network update - Mike Harte will give a formal report soon. Katie remarked that the feedback has indicated that it is working better.
Suggested that another Facebook poll be created for further feedback.

Chambers Debate - Katie Reid has offered to be part of this debate on 14 November at 3.30pm. AJ will be asked to promote this to encourage more students to attend. The Debating Club should be notified.

No Meeting - because the constitution is almost ready there wont be another meeting tomorrow.

Examination overseers needing space - Martin Jones has approached the Secretary to see if the examination overseers can use the Parents Room and perhaps the Gazebo Lounge for the next round of exams as they haven't access to coffee or tea making facilities. They will have their own tea and coffee etc. It is only the space and the electricity. It was agreed they were welcome too. The Secretary will put a notice up and let the areas know.

Thomas hung up at 6.24pm