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29th November 2011

MINUTES OF THE OUSA STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON TUESDAY 29 NOVEMBER 2011 AT 3.15PM


PRESENT
Logan Edgar (Chair), Katie Reid, Brad Russell (via conference call), Thomas Koentges, Art Kojarunchitt, Francisco Hernandez and Dan Beck (via conference call)

IN ATTENDANCE
Darel Hall (General Manager), John Patrick (University Chief Operations Officer), Grant McKenzie (University Financial Services Division Director) and Donna Jones (Minute Secretary)

APOLOGIES
Shonelle Eastwood

Reid/Koentges
sc50/11 THAT the above apology be accepted.
CARRIED


CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Reid/Russell
sc51/11 THAT Thomas Koentges and Art Kojarunchitt be cop-opted onto the Standing Committee for the duration of this meeting.
CARRIED
UNIPOL
Kojarunchitt/Russell
sc52/11 THAT Darel Hall, John Patrick and Grant McKenzie be granted speaking rights for the duration of this meeting.
CARRIED

Keontges/Reid
sc53/11 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity.
CARRIED

Reid/Keontges
sc54/11 THAT the meeting move out of Committee of the Whole.
CARRIED

After listening to John Patrick and Grant McKenzie it was agreed that the following directive would have to be agreed to by the Vice Chancellor and the University Council. The Executive would present this to the next Executive Standing Committee meeting on 13 December 2011.

Koentges/Reid
sc55/11 THAT the OUSA Executive direct the General Manager, Darel Hall to finalise details for selling OUSA's share (40%) in Unipol Recreation Limited.
CARRIED

John Patrick and Grant McKenzie were thanked for attending the meeting and their contribution. They in turn thanked OUSA before they left the meeting.

Logan agreed he would advise John Patrick of the final outcome.

NZUSA CO PRESIDENT CANDIDATES
Four candidates had sent in their CV's and agreed to telephone interviews. Simon Poole, Rrupin Tanejaa, Shona Jowett and Umesh Perinpanayagam.

Two candidates were favored by the Executive - Shona Jowett and Simon Poole. The Executive were happy to let Logan and Brad decide the final vote at the NZUSA meeting tomorrow as they both will be in attendance.

Logan is standing for election on the Student Job Search Council, voting will take place in Wellington tomorrow.

Katie left at 4.41pm
Katie returned at 4.42pm

MINUTES OF THE PREVIOUS MEETING
Koentges/Kojarunchitt
sc56/11 THAT the minutes of the Standing Committee Meeting held on 15 November 2011 be accepted as a true and correct record.
CARRIED

EXECUTIVE FOURTH QUARTER REPORTS
The executive reports were moved up the agenda to enable Thomas to leave for another meeting.


Thomas Koentges

Reid/Russell
sc57/11 THAT Thomas Koentges fourth quarter report be accepted and he be paid his honorarium.
CARRIED

Art Kojarunchitt

Koentges/Russell
sc58/11 THAT Art Kojarunchitt's fourth quarter report be accepted and he be paid his honorarium.
CARRIED

Katie Reid

Koentges/Russell
sc59/11 THAT Katie Reid fourth quarter report be accepted and she continue to be paid her honorarium.
CARRIED

Bradley Russell

Moved from the Chair
sc60/11 THAT Bradley Russell�s fourth quarter report was received late.
CARRIED

Brad had suggested at the last meeting he attended he would resign as he was leaving Dunedin for the summer.

It was agreed that it wasn't acceptable he was receiving fortnightly honorarium payments when he wasn't here even though he was attending a meeting and checking mail.

Koentges/Reid
sc61/11 THAT Bradley Russell's fourth quarter report be accepted and he be paid his honorarium.
CARRIED

Russell/Koentges
sc62/11 THAT Bradley Russell requests not to receive any further honorarium payments as he is unable to for fill his duties, but would like continue with some of his responsibilities.
CARRIED

Sarah Van Ballekom


Reid/Kojarunchitt
sc63/11 THAT Sarah Van Ballekom's fourth quarter report be accepted and she be paid her honorarium.
CARRIED

Ariana Te Wake

Reid/Kojarunchitt
sc64/11 THAT Ariana Te Wake's fourth Quarter report be received and she be paid her honorarium.
CARRIED

Dan Beck

Dan was called in at 5.07pm

Concern was expressed about the lack of office hours and tasks not being undertaken. The report to be resubmitted in the correct format as it is currently HTML and doesn't fit within the OUSA reporting policy.

Reid/Russell
sc65/11 THAT Dan Beck's fourth quarter report be accepted and he be paid half of his honorarium.
CARRIED

Dan was disconnected at 5.10pm

Fran arrived at 5.11pm

Francisco Hernandez

Kojarunchitt/Reid
sc66/11 THAT Francisco Hernandez was received late.
CARRIED

Reid/Kojarunchitt
sc67/11 THAT Francisco Hernandez's fourth quarter report be accepted and he be paid his honorarium.
CARRIED

Fran left at 5.15pm

UNIVERSITY COUNCIL REPORT
Katie said she wanted to give a verbal report from the last meeting even though there wasn't a lot to report.

- Budget 2012 was released and accepted
- Tuition Fees increase for all students of 4%, unfortunately!

- University Council Student Representative - Logan has expressed he wants to sit on Council next year. He feels strongly that the President should be on the University Council. This will need to be decided before the end of this year.

POLICY COMMITTEE MINUTES
The attached minutes could not be accepted as the PolCom Meeting was inquorate. Tabled!

A further meeting will be held on Friday next at 12.00pm. Logan will notify them of his diary appointments

EXECUTIVE JOB DESCRIPTION POLICY
Tabled for the next meeting.

BANK SIGNATORIES
Reid/Russell
sc68/11 THAT Bradley Russell, Administrative Vice President be removed as a bank signatory henceforth.
CARRIED

Reid/Russell
sc69/11 THAT Art Kojarunchitt, Administrative Vice President be appointed as a bank signatory henceforth until 31 December 2012.
1 Abstain
CARRIED

Reid/Russell
sc70/11 THAT Ryan Edgar, Finance and Services Officer be appointed as a bank signatory from 1 January 2012 until 31 December 2012.
CARRIED

An attached letter from the Inland Revenue requires more information of the people acting on our behalf as bank signatories or IRD signatories. Three prior motions 453/11, 502/11 and 503/11 failed to show the staff members' positions - Darel Hall, General Manager, Karen Whyte, Accounts Administrator. The Secretary will forward this onto the IRD and in future ensure their positions are included in the motions.

OTAGO UNIVERSITY HOCKEY CLUB LOAN LETTER
As attached a requirement is that the OUHC annually submit a letter to the Finance and Services Officer outlining its plans to repay the remainder of the principal. The attached letter dated 26 October 2011 stated a modest sum will be forwarded to OUSA in the next few days. On 31 October 2011 - $400 was received by OUSA accounts.



Russell/Reid
sc71/11 THAT the letter dated 26 October 2011 from the Otago University Hockey Club be received. CARRIED

GRADUATION PARADES
Katie has created a roster and awaits names to help with the up and coming parades. Fran offered to parade this Saturday. Ariana is out of town this weekend but is willing to help with the next graduations.

DISAFFILIATION OF CLUBS
As the attached memo's stated, Lee Griffiths the CDO has been clearing out the old defunct club files and wished to have them disaffiliated formally.

Moved from the Chair
sc72/11 THAT the following clubs be disaffiliated:
Aerobics
AFS Returnees Group (Otago)
Bei-Wang Literature Society
Blindswimmer Creative Writing Society
Bookmark
Cambodian Culture Club
Chinese Student Support Club
Christian Fellowship Club
Critical Mass Acapella
Cutting Edge
Dance
Democratic Left
DJ Syndicate
Dunedin Aotearoa Youth Network
Egyptian Coptic Orthodox Youth Association
Esperanto Club
Falun Dafa Association
French Club
Glottides: Writers Society
Hansori
Hardmen RFC
History Postgraduate Association
Italian Society
Master of Business Administration Club
Mature Students Association
Otago Arab Students Association
Otago University Baseball Club
Otago University Bodyboarders Club
Otago University Bowling Club
Otago University Brass
Otago University Computer Club
Otago University Ice Hockey Club
Otago University Inline Hockey Club
Otago University Photographic Society
OUSA OPSA DCE Chess Club
Parents and Prospective Parents on Campus
Pipes and Drums of the University of Otago
University of Otago Aikido Shinyukan Club
Wing Chun Kung Fu
CARRIED U

GENERAL BUSINESS
Logo Refresh � Darel addressed the meeting explaining there had been a selection of different logo designs put out for consultation with the executive and staff. He would like OUSA to be more visible at our events. He thinks the present logo doesn�t represent us well.

Darel and the executive would like to give particular thanks to Zina Vandervis for her brilliant work on this project. The logo design below was chosen overall.




Kojarunchitt/Reid
sc73/11 THAT OUSA refresh the logo as per the document submitted and the design presented.

CARRIED

Service Level Agreement (SLA) � Darel advised a draft agreement has been forwarded to OUSA for consent. A couple of points need to be further discussed; nonetheless, the executive indicated they were comfortable with the progress of the SLA. At the conclusion of the agreement being settled the President will then sign it upon the executive�s approval.

Squash Club � Darel said there needs to be repairs to the roof and some of the electrical parts are unsafe. There is likely to be work needed on these areas. Information will be forwarded when he knows more.

Orientation 2012 - Darel advised after meeting with the Vice Chancellor they are working on enhancing harm minimisation tactics for the up and coming events being scheduled.

OUSA Financials - Darel informed the meeting OUSA should achieve our targeted results this year. He said there will be a budget reforecasting exercise and all units will be analysed. It was recommended that the 2012 FSO � Ryan Edgar be involved in this.

STRICT COMMITTEE
Moved from the Chair
sc74/11 THAT the meeting move into Strict Committee for reasons of personal privacy at 5.55pm.
CARRIED U

Moved from the Chair
sc75/11 THAT the meeting move out of Strict Committee at 6.14pm.
CARRIED U



Meeting closed at 6.15pm