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13th December 2011

MINUTES OF THE STANDING COMMITTEE OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON TUESDAY 13 DECEMBER 2011 AT 5.26PM


PRESENT
Logan Edgar (Chair), Katie Reid, Shonelle Eastwood, Art Kojarunchitt and Ariana Te Wake

IN ATTENDANCE
Darel Hall (General Manager) and Donna Jones (Minute Secretary)

CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc80/11 THAT Ariana Te Wake and Art Kojarunchitt be co-opted onto the Standing Committee of the Executive for the duration of this meeting.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Reid/Te Wake
sc81/11 THAT the minutes of the Emergency Standing Committee Meeting held on 5 December 2011be accepted as a true and correct record.
CARRIED

RATIFY THE MOTIONSOF THE EMERGENCY MEETING
Reid/Kojarunchitt
sc82/11 THAT motions sc76/11 - sc79/11 from the OUSA Emergency Standing Committee Meeting held on 5 December 2011 be ratified.
CARRIED

MATTERS ARISING
There was concern expressed that Logan wasn't present at the University Council Meeting today when he has recently been appointed to Council for the remainder of the year and also when the Service Level Agreement between the University and OUSA was an item on the agenda. Logan apologized saying he thought this would be discussed in the non-public part of the meeting.

POLICY COMMITTEE (POLCOM) MINUTES
These were tabled as the previous PolCom meeting wasn't quorate.

Reid/Kojarunchitt
sc83/11 THAT the minutes of the Policy Committee Meeting held on 2 November 2011 be received.
CARRIED

POLICIES TO BE SET
As attached and distributed to the Executive for advanced reading.

Kojarunchitt/Eastwood
sc84/11 THAT the Executive Officer Position Job Description Policy be set.
CARRIED.

The Welfare Officer asked when the drafted Alcohol Policy would be finalized? It was explained that this would go to a Policy Committee next year. Art offered to action this.

OUSA TO CONSIDER ACTING AS EXECUTIVE TO THE OTAGO CHINESE RADIO SHOW
As the attached memo explains this club no longer exists and there is an open bank account. As per the OUSA constitution if a club no longer exists then the funds are to be forwarded to OUSA.

Eastwood/Reid
sc85/11 THAT the OUSA Executive takes control of the Otago Chinese Radio Show to act as that clubs' executive.
CARRiED

DISAFFILIATION OF CLUBS
Eastwood/Te Wake
sc86/11 THAT the following clubs be disaffiliated.
Community Support Youth
Highland and Gaelic Society
Juggling Club
Medical Laboratory Science Club
Marketing Club
Motorcycle Club
Norwegian Social Club
Hare Krishna
Hope on Campus
Otago University Rifle Club
Students of Physical Education New Zealand
Navigators
Otago and Southland Adventist Students
Staunch
The followers of Yoda
CARRIED


The following clubs have been found to be defunct so should be disaffiliated.

Eastwood/Te Wake
sc87/11 THAT AIESEC Otago, Game Developers Club Otago, Jewish Students' Association, Otago University Badminton Club, Otago University Labour Club, Rainbow Campers and World Vision on Campus be disaffiliated.
CARRIED

Eastwood/Te Wake
sc88/11 THAT the Otago University Archery Club and the Chinese Student Support Association be disaffiliated.
CARRIED


Eastwood/Te Wake
sc89/11 THAT the OUSA Executive takes control of the Otago University Archery Club and that the bank account be closed and the balance be donated to the BNZ Save the Kiwi Fund.
CARRIED

Eastwood/Te Wake
sc90/11 THAT the OUSA Executive takes control of the Chinese Student Support Association and that the bank account be closed and the balance be donated to the BNZ Save the Kiwi Fund.
CARRIED

NZUSA MEMBERSHIP
Bradley Russell attended the meeting with NZUSA last week. Pete Hodkinson was elected as President. The National Women's Rights Officer (NWRO) position wasn't filled.

Alistair Shaw has been appointed as the NZUSA General Manager.

AUSA and OUSA put forward at motion which was passed that $40,000 being used from the reserves to fund Te Mana Akonga (TMA).

As below the motion was passed by OUSA at an Executive Meeting on 2 August 2011.

THAT the OUSA Executive move to withdraw the letter of withdrawal from NZUSA on the condition that they commit to continue funding of Te Mana Akonga (TMA) and that the changes proposal is enacted in substance by 2012.
Carried


Ariana Te Wake said Te Roopu Maori asked her to officially thank Bradley Russell and OUSA for their support of all Maori students.
OUSA feel the "document to change" has been acted on, which is positive. NZUSA have reduced the number of conferences they have and many good variations have been.




Eastwood/Reid
sc91/11 THAT OUSA withdraw the letter of withdrawal from NZUSA being that the conditions have now been met by NZUSA.
CARRIED

Logan to advise NZUSA of these decisions.


HEART KIDS DAY OUT FUNDING APPLICATION
Owing to the VSM climate and the monies already given out this year it was decided to decline this request.

The Secretary to notify them tomorrow.

GENERAL MANAGER'S BUSINESS
Eastwood/Kojarunchitt
sc92/11 THAT Darel Hall be granted speaking rights for the duration of this meeting.
CARRIED

UNIPOL
Darel previously emailed a memo outlining the proposed sale of Unipol and also recommended that the final valuation peer review from our Auditors PricewaterhouseCoopers (PWC) is pending.

Further discussion ensued about notifying all students about this sale so as they are kept in the loop. Darel reiterated if this sale goes ahead this should be communicated in detail by the President using Radio One, the Otago Daily Times, social media and a detailed report on the OUSA website.

Reid/Eastwood
sc93/11 THAT the OUSA Executive agrees to the sale of the Otago University Students' Association's (OUSA) Unipol Recreation Limited shares to the University of Otago subject to a building valuation from PricewaterhouseCoopers within 15% of the valuation obtained by the university.
CARRIED

SERVICE LEVEL AGREEMENT UPDATE
There was good movement today at the university council meeting where they approved an increase the sundry fees. It was very reassuring to hear the Vice Chancellor articulate how the University and OUSA have a good working relationship and the two have worked very hard together on this agreement. The Executive are comfortable with where we are at with it. The final document has not been signed yet by the President and the Director of Student Services. Darel would like to inform the staff first when this is finalized. We are hoping it will be at the end of this week.

BUDGET 2012
The VSM budget submitted to the referendum was passed. It is necessary to pass another budget in March next year.

As per section 23.10 of the constitution states - the Executive may modify the budget for the 2012 year by a Resolution of the Executive provided that such modification of the budget is subsequently approved by the Student Body under section 6.3 as soon as reasonably practical in 2012.

Reid/Eastwood
sc94/11 THAT the OUSA Executive authorise Darel Hall the General Manager to operate in 2012 with the 2011 budget - income, expenditure and asset purchase expectations.
CARRIED

Eastwood/Reid
sc95/11 THAT the Income and Expenditure will be reviewed with the President, Finance and Services Officer and the General Manager.
CARRIED

The modification of the budget is per section 23.10 of the OUSA constitution and rules as outlined above.

Once the Service Level Agreement (SLA) has been confirmed and signed a new budget should be written to reflect this.

MOJOS
This building has been sold. The settlement date is mid-February.

USNZ
There was a discussion about the outstanding levies pertaining to Brad's memo. Logan and Darel will have a meeting to discuss this later in the week and come to an arrangement.


PLANET MEDIA AND CRITICAL PUBLICATIONS LIMITED AUDIT
The Secretary notified the meeting that in past years there have been motions put through the executive for these company's not to be audited and their minute book common sealed. This hasn't been done this year. The executive noted this and will follow it up for 2012 and onwards.


FOURTH QUARTER REPORT
It was noted that this report was submitted late under the reporting policy.

Reid/Kojarunchitt
sc96/11 THAT Shonelle Eastwood's fourth quarter report be accepted and she continue to be paid her honorarium.
CARRIED

It was noted that the President hasn't submitted his fourth quarter report yet. What penalties if any - should be imposed?


Logan agreed to submit this report to the executive by 9am Friday 16 December 2011.

GENERAL BUSINESS
Refresh of OUSA brand - It has been agreed that the new font for OUSA is Arial with size 11. Zina said this fits much nicer with the new logo type. The designer will inform the staff and executive of this and we will eventually change all our signage. Email font and stationary to be changed. Zina will police and patrol this change.

University Council - Katie gave a verbal report from the Council meeting today. She said the SLA agreement passed through the meeting today. She indicated that some of the Council members asked her questions about OUSA's part in some of the new agreement.

A copy of the new Maori research achievements booklet - "He Kitenga Maori", which brings together a selection of Maori research at the University of Otago, was highly praised by the Vice Chancellor and copies were distributed to the Councilors.

Eastwood/Te Wake
sc97/11 THAT the Executive give thanks to Katie Reid for her contribution and hard work as a student representative on the University Council this year.
CARRIED

As this is possibly the final meeting for the year it was decided to give thanks to the staff for their hard work and dedication this year.


Meeting closed 6.35pm