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28th March 2012

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON WEDNESDAY 28 MARCH 2012 AT 6.12PM


PRESENT
Logan Edgar (Chair), Jonathan Rowe (Chair), Ryan Edgar, Francisco Hernandez, Aaspreet Boparai, Blake Luff, Juana Diesing, Angus McDonald and Victoria Koszowski

IN ATTENDANCE
Darel Hall (General Manager), Callum Fredric (Critic Reporter) and Donna Jones (Minute Secretary)

APOLOGIES
Lisa Pohatu

Logan for lateness
Fran for leaving early

Moved from the Chair
30/12 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Salient magazine belongs to Victoria not Canterbury as stated.

Moved from the Chair
31/12 THAT the minutes of the executive meeting held on 13 March 2012 be accepted as a true and correct record with the above amendment.
CARRIED U

MATTERS ARISING
Van replacement update - Blake informed the meeting that Southern Motor Court offered OUSA $6,000 for a trade in on the transit van. It was agreed for Blake to obtain a pre-purchase inspection on the second hand van being considered and report back to the Executive so a decision can be made as soon as possible.

Logan arrived at 6.17pm and took over the Chair

MINUTES OF THE EMERGENCY EXECUTIVE MEETING
Edgar/Luff
32/12 THAT the minutes of the emergency meeting held on 18 March 2012 be accepted as a true and correct record.
CARRIED




RATIFICATION OF THE EMERGENCY MEETING MINUTES
McDonald/Koszowski
33/12 THAT motions 27/12, 28/12 and 29/12 from the OUSA Emergency Meeting held on 18 March 2012 be ratified.
CARRIED

WELCOME TO THE NEW EXECUTIVE AND BY ELECTION RESULTS
Logan welcomed the newly elected executive and congratulated them.

The Returning Officer will submit a report for the next executive meeting.

RESIGNATION OF THE INTERNATIONAL STUDENT OFFICER
Ding Yi the newly elected International Student Officer had resigned for personal reasons taking her away from Dunedin. A By election will need to be held as soon as possible.

SATELLITE CAMPUSES - EXEC STANCE
There are four satellite campuses in Auckland, Wellington, Christchurch and Invercargill. Some students are forced to take papers at Otago University from a distance as they aren't offered elsewhere.

Logan wanted to get the executive view on how best OUSA could support these students. OUSA doesn't receive funding for them through the Service Level Agreement.

It was suggested we encourage them to be more involved in OUSA, invite them to have teleconference power lunch meetings, join in the elections and generally have better involvement with OUSA.

Ryan had been in contact with the Wellington and Christchurch off campus medical students' representatives.

As a pilot it was decided to try and organise a big ball or similar event for them. Ryan and Angus are going to do some research, contact the campuses and report back with a plan to set this idea in motion.

COMMITTEE APPOINTMENTS
Some of the committee appointments were awaiting the new executive.

Luff/Boparai
34/12 THAT motion sc26/12 be rescinded
CARRIED

Luff/Boparai
35/12 THAT Juana Diesing be appointed to the Admission Advisory Board for 2012.
CARRIED

Luff/Boparai
36/12 THAT Victoria Koszowski be appointed to the Quality Advancement Committee for 2012.
CARRIED

Luff/Boparai
37/12 THAT Juana Diesing be appointed to the Humanities Divisional Board for 2012.
CARRIED

Luff/Boparai
38/12 THAT Aaspreet Boparai be appointed to the Health Science First Year Divisional Board for 2012.
CARRIED

Luff/Boparai
39/12 THAT Angus McDonald be appointed to the Health Science Divisional Board for 2012.
CARRIED

Luff/Boparai
40/12 THAT Ryan Edgar be appointed to the Commerce Divisional Board for 2012.
CARRIED

Luff/Boparai
41/12 THAT Lisa Pohatu be appointed to the Humanities Maori and Pacific Island Students Advisory Board for 2012.
CARRIED

PLANET MEDIA DUNEDIN LIMITED BOARD APPOINTMENT
Luff/Boparai
42/12 THAT Ryan Edgar be appointed as a Director to the Board of Planet Media Dunedin Limited for 2012.
CARRIED

TE ROOPU FUNDING
Luff/Edgar
43/12 THAT Darel Hall be granted speaking rights for the duration of this meeting.
CARRIED

Darel was invited to address the meeting and explain that back in 2010 there was a budgeting error made and he wished to clarify this on record.

He explained in an email was sent to the current Executive last month explaining the background of this error as below and there doesn't appear to be an executive motion to confirm the understanding and make legal the payment to Te Roopu Maori for 2011.

In 2012 there isn't an issue as there is a fixed level payment to Te Roopu Maori of $127,000. This figure was used as this is the one I was advised by the Executive was the corrected figure for Te Roopu Maori in 2011 which then ought to be used for 2012 using the principle during the Service Level Agreement process of applying for everything for 2012.


Luff/Edgar
44/12 THAT the OUSA Executive confirms the understanding that Te Roopu Maori would receive a corrected figure of $127,000 excluding GST in 2011 not $84,650 ex GST as budgeted and instructs General Manager to ensure this payment is made.
CARRIED

FELLOWSHIP SELECTION COMMITTEE APPOINTMENTS
As tabled from previous meeting to enable newly elected executive members to have a chance to sit on these if they desire.

Thomas Koentges the post graduate representative from 2011 offered to sit on the Robert Burns for another term as he enjoyed it last year.

If Thomas was selected he would be asked to present reports to the executive periodically.

Edgar/Hernandez
45/12 THAT Thomas Koentges be appointed to the Robert Burns Fellowship Selection Committee for 2012.
CARRIED

Edgar/Hernandez
46/12 THAT Angus McDonald be appointed to the Frances Hodgkins Fellowship Selection Committee for 2012.
CARRIED

EXECUTIVE REPORT
Francisco has a meeting so the agenda order was changed in agreement to enable him to leave early.

Luff/Koszowski
47/12 THAT Francisco Hernandez's first quarter report be accepted and he be paid his honorarium.
CARRIED

Francisco left at 6.55pm

ANZAC DAY ON CAMPUS
Logan has been in conversation with people in the Registry about having an ANZAC service in front of the clock tower and then a march to the bridge which has a memorial there.

There will be a piper playing the last post and Te Roopu Maori will arrange a haka.

Colleges, university and OUSA staff and all students will be invited. All the Executive are encouraged to attend.

It was agreed to have this service at 1pm on 25 April 2012 to enable people to still attend the dawn service at the Queens Gardens in the early morning. There will be a wreath laying at both services.

The Secretary to contact the RSA to notify them that Logan will be laying a wreath at the Cenotaph.

The Executive will be rostered on to do a poppy collection around campus. Blake will organise a roster and ask if reception would mind putting a pottle there for the days before ANZAC.

EXTERNAL CHANGE - RELEVANT TO STUDENTS
Hyde Street Keg Party - A landlord has implied that OUSA could assist with repairs to his roof. It has been rumored that 15 people were arrested, but it hasn't been revealed how many were students.

Logan, Jono and Ryan have formed a working party to thrash out ways to deal with future parties.

Student Loan Holiday - the present three year holiday is possibly being reduced to one year. Also the IRD are pursuing New Zealanders overseas that aren't paying their student loans off.

Removal of Proxy from University Computers - a lengthy and expressive discussion took place about the pros and cons of blocking R18 sites on the university network disallowing students and staff access.

Blake reminded the meeting he is going to an ITAC meeting next week and he will bring it up with them. What is the justification for this? Is it a space issue? Or is it a moral issue? Concerns about freedom of choice!

INTELLIGENCE
Sport & Recreation Power Lunch Report - Blake submitted his report and asked if there were any questions.

Boparai/Koszowski
48/12 THAT the Sports and Recreation Power Lunch report of 22 March 2012 be received.
CARRIED


DISTANCE LEARNING BOARD REPORT
Ryan said there wasn't anything of interest to report.

GRANTS COMMITTEE MEETING MINUTES AND RECOMMENDATIONS
Luff/Rowe
49/12 THAT the minutes of the Grants Committee Meeting held on 22 March 2012 be received.
CARRIED


Edgar/Diesing
50/12 THAT the Otago University Mens Basketball Club be granted $1000 for 100 new uniforms subject to the design including the new OUSA logo and appropriate OUSA branding on their website.
CARRIED

Edgar/Diesing
51/12 THAT the Muslim Students Association be granted $486 towards vehicle expenses for the annual South Island Brothers Camp in Waimate.
CARRIED

Edgar/Diesing
52/12 THAT the Swords club be granted $1500 towards purchasing beginners fencing equipment.

CARRIED

Edgar/Diesing
53/12 THAT Pritam Sundaresan, Nicholas Knight, Ellie Knight, Rebecca Dimock, Amy Chatfield, Colleen Murray and Sarah Davidson each be granted $500 to assist with travel and dental supplies for the 2012 University of Otago Dental Care Project in the Cook Islands.
CARRIED

Edgar/Diesing
54/12 THAT Laura Judge be granted $500 towards travel costs to attend International Federation of Medical Students General Assembly in Ghana, Africa.
CARRIED

Edgar/Diesing
55/12 THAT Alethea Lock be granted $750 towards travel costs and entry fee for the Dakine ISA World Junior Surfing Champs in Panama, Central America.
CARRIED

Edgar/Diesing
56/12 THAT Sarah Lindley, Tessa Young, Holly Fletcher, Kirsty Thompson, Laura Tester, Lisa Owen, Lauren Clark, Sophie Spiers, Rachel Kennedy and Heather Scott be granted $250 each towards airfare costs and accommodation for the Windermere Cup in Seattle, Washington USA.
CARRIED

EXECUTIVE FIRST QUARTER REPORTS
Victoria Koszowski

Luff/Rowe
57/12 THAT Victoria Koszowski's first quarter report be accepted and she be paid her honorarium.
CARRIED


Blake Luff

Rowe/Boparai
58/12 THAT Blake Luff's first quarter report be accepted and he be paid his honorarium.
CARRIED

Aaspreet Boparai

Luff/Rowe
59/12 THAT Aaspreet Boparai's first quarter report be accepted and he continue to be paid his honorarium.
CARRIED

Ryan Edgar

Luff/Koszowski
60/12 THAT Ryan Edgar's first quarter report be accepted and he continue to be paid his honorarium.
CARRIED

Logan Edgar

It is to be noted that Logan Edgar's first quarter report was late.

Luff/McDonald
61/12 THAT Logan Edgar's first quarter report be accepted and continue to be paid his honorarium.
CARRIED

GENERAL BUSINESS
International Students Sports Day
The International Cultural Committee is planning a sports day with interclub games on 28 and 29 April. There could be 13 affiliated clubs participating.

Owing to there being no International Student Officer they wanted to discuss how they could get this event running and if there were any funds to go towards it. It was suggested that Blake meet with Min Chua Yee from the ICC and discuss this.

The Executive would like to purchase a tree for the clubs and societies staff in remembrance of Thiago Galluci Nazario a student staff member who passed away suddenly on 20 March.

It was agreed this would be a nice idea. Blake and Donna will go shopping.

Moved from the Chair
62/12 THAT the OUSA Executive express their condolences to all concerned in the sudden passing of Thiago Galluci Nazario.
CARRIED U

Hyde Street Party

Rowe/Luff
63/12 THAT the Executive give thanks to the many volunteers and staff for their hard work at the Hyde Street Keg Party on Saturday.
CARRIED

AFFILIATIONS
Luff/Boparai
64/12 THAT the Otago Dance Association, Sahai Marg and the Otago University Go Club be affiliated to OUSA.
CARRIED

NEXT EXECUTIVE MEETING
3 April 2012 at 5.15pm






Meeting closed 8.08pm