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17th April 2012

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON TUESDAY 17 APRIL 2012 AT 5.26PM


PRESENT
Logan Edgar (Chair), Jono Rowe (Chair), Angus McDonald, Blake Luff, Lisa Pohatu, Aaspreet Boparai and Juana Diesing

IN ATTENDANCE
Darel Hall (General Manager), Donna Jones (Minute Secretary), Callum Frederic (Critic Reporter) and Debbie Coulter (Clubs and Societies Centre Manager)

APOLOGIES
Ryan Edgar and Francisco Hernandez
Juana Diesing and Aaspreet Boparai for lateness

Luff/Rowe
65/12 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING
Luff/Rowe
66/12 THAT the minutes of the executive meeting held on 28 March 2012 be accepted as a true and correct record.
CARRIED

MATTERS ARISING
Te Roopu Maori funding error in 2010 - Lisa asked if OUSA could give TRM a letter explaining this as they are applying for funding. Lisa will see Darel tomorrow.

External Committees - Lisa was asking why it was a Maori Student and Pacific Island Student Advisory Board and not separate boards for each. The Secretary offered to find out the reason and report back.

RETURNING OFFICERS REPORT
The Returning Officer's report was emailed around prior to the meeting and also attached to the agenda. The Secretary offered to explain or answer questions on behalf of Sophie Riley as she couldn't make this meeting.

Sophie did a splendid job and made some good recommendations that will be looked into. Sophie will be the Returning Officer for the Referendum and By election coming up before the end of the first semester.

Pohatu/McDonald
67/12 THAT the Returning Officer's Report for the By Election held between 19 - 21 March 2012 be received.
CARRIED
PACIFIC ISLAND STUDENTS COMMITTEE MEETING MINUTES
Luff/Pohatu
68/12 THAT the minutes of the OUSA Pacific Island Students Committee Meeting held on 30 March 2012 be received.
CARRIED

CAROLINE PLUMMER FELLOWSHIP SELECTION COMMITTEE
As attached.

Luff/Pohatu
69/12 THAT Angus McDonald be appointed to the Caroline Plummer Fellowship Selection Committee for 2012.
CARRIED

ARCHERY CLUB CONSTITUTIONAL AMENDMENTS
As attached.

Luff/McDonald
70/12 THAT the OUSA Archery Club's constitutional amendments be approved.
CARRIED

ITAC MEETING VERBAL REPORT
Owing to most of this meeting being confidential Blake couldn't report in detail to the Executive. However, he is going to meet with the Director to discuss the issue of the removal of proxy from the university computers with him.

CLINICAL GOVERNANCE MEETING REPORT
This meeting was very positive especially the feedback on Hyde Street Keg Party. Student Health was pleased with the decrease in students attending the clinic, especially students not appearing with cuts and injuries from glass this year.

Rowe/Luff
71/12 THAT Darel Hall be granted speaking rights for the duration of this meeting.
CARRIED

REFERENDUM AND BY ELECTION DATES
It was agreed to set dates for the referendum now as it has to be held in the first semester and there are constitutional requirements with notice period etc. This will also give students an opportunity to submit questions and give the Mediator time to check wording.

The Executive are encouraged to come up with some suitable questions for the referendum. A student has submitted a couple of questions already.

Darel advised that the audited accounts are still being worked through, there were a couple of hold ups with company documents and sign offs. It was hoped the accounts would be audited and presented to the Executive mid-May.



Rowe/McDonald
72/12 THAT the Secretary be directed to call a binding Referendum on 28 May 2012 at 9am and closing on 1 June 2012 at 4pm.
CARRIED

Rowe/McDonald
73/12 THAT the binding Referendum being held from 9am 28 May 2012 and closing at 4pm on 1 June 2012 be held by electronic means only.
CARRIED

Rowe/McDonald
73/12 THAT nominations for the International Students Representative position open at 9am on 14 May 2012 and close at 4pm on 16 May 2012.
CARRIED

Rowe/McDonald
74/12 THAT voting for the International Students Representative By Election open at 9am on 28 May 2012 and close at 4pm on 30 May 2012.
CARRIED

Rowe/McDonald
75/12 THAT the By Election for the International Students Representative being held 28 - 30 May 2012 be by electronic means only.
CARRIED

EXTERNAL CHANGE RELEVANT TO STUDENTS
Easter trading hours - there was a range of views from the executive about this.

GENERAL BUSINESS
University Games - Otago were placed third overall, won the Fairplay Award and was placed in every sport they entered in.

Planet Media Dunedin Limited - Forgiveness of debt. Darel explained this was merely an accounting formality on PMDL side and the Auditors have requested this be done to tidy things up properly.

Luff/McDonald
76/12 THAT the OUSA executive has agreed to forgive the loan balance totaling $94,179 at 31 December 2011, which is owed from Planet Media Dunedin Limited.
CARRIED

There are no further obligations relating to the forgiveness of this loan.
The loan is made up of: Critic $46,701and Radio One $47,478.

OUSA Annual Plan Submission - the full submission is attached and OUSA have made a request to be heard at this submission hearing.

The OUSA believes the DCC expresses three views that the OUSA supports:

1. That students should view Dunedin as their home while they are here and treat it as such;
2. That there is much more to Dunedin than North Dunedin; and
3. That more graduates should stay in Dunedin creating opportunities for themselves and the City.

Aaspreet arrived at 5.50pm
Debbie arrived at 5.50pm

CLUBS AND SOCIETIES CENTRE CAPITAL PLAN
Darel went through the document he pointed out the original capital plan document is very outdated especially with Mojo's being sold but left it as it was. He informed the meeting the current capital plan had already been authorised through the operational plan.

Moved from the Chair
77/12 THAT Debbie Coulter be granted speaking rights for the duration of this meeting.
CARRIED

The meeting went through the proposed renovations and asked for clarification in some areas.

Logan would envisage a broader redevelopment of the front entrance to make it more inviting if OUSA could afford it.

The toilets need renovated and the costs are very expensive. Debbie explained the first and second floor toilets require a revamp. The top floor toilets and showers were refitted approximately three years ago.

There was varying discussion about the need for a safety rail being erected around the circumference of the main Centre roof. This is only required when maintenance was needed on the roof. At present cranes or cherry pickers were hired so it was agreed Debbie could obtain a price comparison.

Juana arrived at 5.58pm

The cost to replace the present heating system was quoted at over $200,000. This seems very expensive, advice being sought on the best option.

The photo-studio is currently being used for storage by Events. It was suggested by Darel that the unused lockers be relocated to the top floor shower room as soon as possible.


Moved by the Chair
78/12 THAT the Chair be allocated to Jonathan Rowe at 6.06pm.
CARRIED

Logan left at 6.06pm

Craft Room - it had been suggested this be converted into a dance studio, suitable flooring had already been purchased for Mojo's but never used.

Reservations Software purchase - this new system being investigated will be far easier to use and people can book globally in advance. This will be advantageous and enable wider usage.

It was asked if the executive could investigate a way of gauging usage of the Centre. Any ideas get them to Blake Luff please.

To sum up this is phase two of the capital development plan for the executive to consider. All final decisions will be the Executive's to consider Darel explained.

Unipol Recreation Limited - the sale of OUSA's 40% share to the university has almost been finalized. It is requested that the share transfer form for this be common sealed.

Luff/McDonald
79/12 THAT the Common Seal be affixed to the standard share transfer form for Unipol Recreation Limited.
CARRIED

ANZAC Day Services - As many executive members as possible to attend the Dawn service wearing their good attire. Logan will place the wreath at the Cenotaph. The University service begins at 1.30pm. Blake has the food and beverage under control and he will pick up the van to deliver chairs and urns at lunchtime. The Secretary will pick up wreaths for OUSA, the University and Te Roopu Maori on Tuesday afternoon. There was talk of a possible haka but this hasn't been finalized.

Food Bank Appeal (staff vs students) - Matt would appreciate people sitting on the stall at Market Day - Fran to organise a roster.

Volunteers Week - this will be run next week. Juana has been informing all the Colleges. Students are being asked to complete jobs for people around Dunedin as a good initiative to show students in a good light.

Otago Community Hospice Awareness Week - The Secretary has been in contact with them via email and offered to have a list of volunteers collecting for them. The Hospice will get back to us.

University Council Meeting - Jono reported that the Council members expressed favourable comments about OUSA's good work with the ANZAC Service, Volunteer Week and the Staff vs Students Food Bank appeal.

There was a discussion about an economic assessment of OUSA services being carried out. This could have a good flow on to the city. Darel suggested getting advice from David Thompson at the University.


NEXT MEETING DATE
1 May 2012 at 5.15pm



Meeting closed at 6.41pm