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1st May 2012

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON TUESDAY 1 MAY 2012 AT 5.18PM


PRESENT
Logan Edgar, (Chair), Ryan Edgar, Aaspreet Boparai, Juana Diesing, Blake Luff and Angus McDonald.

IN ATTENDANCE
Darel Hall (General Manager), Angus Gawn (Critic Reporter), Matt Tucker (SSC Manager), James Grubb (Club Development Officer) and Donna Jones (Minute Secretary).

APOLOGIES
Jonathan Rowe, Francisco Hernandez, Lisa Pohatu and Victoria Koszowski

Luff/Diesing
80/12 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING
Luff/Edgar
81/12 THAT the minutes of the executive meeting held on 17 April 2012 be accepted as a true and correct record.
CARRIED
MATTERS ARISING
By election dates -

Luff/Boporai
82/12 THAT Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED

The Secretary explained after talking with the manager that the electronic voting system wouldn't necessarily cope with one ballot finishing at a different time when there is two running side by side. It was agreed it wouldn't be detrimental to the voting if we extended the By Election dates to finish at the same time as the Referenda, thus avoiding any hiccups with the system.

Luff/Diesing
83/12 THAT motions 74/12 and 75/12 be amended to allow the voting period for the By Election to be extended to 1 June 2012.
CARRIED

UNIVERSITY GAMES
Luff/Boparai
84/12 THAT Darel Hall, James Grubb and Matt Tucker be granted speaking rights for the duration of this meeting.
CARRIED

James was invited to the meeting to give his overall account of the games in Wellington. He was impressed overall. There were 38 competitors from Otago, debating was held at another time.

It is expensive for Otago to compete and travel to these games, it cost OUSA $11,500 for the participants entry fee.

A review of the University Games is being conducted, the panel is - Darel Hall, Debbie Coulter, James Grubb, Blake Luff and Jaimee Quarrie.

It had been suggested that Otago may host the next University Games. OUSA wouldn't want it to cost a lot of money. James Grubb is going to investigate and keep the executive in the loop.

STUDENT FINANCE CONFERENCE REPORT
Matt Tucker and Ryan Edgar attended a conference in Wellington recently and reported back that it was an excellent conference. There were very good speakers, some from out of New Zealand. They both learned a great deal.

Student Loans were a bit focus. It was said that NZ has a generous education scheme compared to other countries in the world, although 15% of all students are living in extreme hardship.

University qualifications should be a right not a privilege.

NZUSA to be consulted if they are taking a stance on these issues.

Matt has papers if anyone wishes to read them.

Matt Tucker was thanked for attending the meeting and sharing this report.

SUMMER SCHOOL CONTINUING EDUCATION BOARD MEETING REPORT
Luff/Diesing
85/12 THAT the Summer School Continuing Education Board Meeting report of 18 April 2012 be received.
CARRIED


COMMITTEE FOR THE ADVANCEMENT OF TEACHING AND LEARNING REPORT
Luff/Diesing
86/12 THAT the Committee for the Advancement of Teaching and Learning meeting report of 26 April 2012 be received.
CARRIED
VAN PURCHASE
After further investigations and communications with the University it was decided to not buy the second hand van that was being considered.

There will be three different quotes obtained and club usage feedback obtained to assist with the decision of the right type of van to buy.
Luff/Edgar
87/12 THAT the OUSA Executive authorises the General Manager to investigate and purchase a 12 seater van to the maximum cost of $50,000 excluding GST.
CARRIED

There was discussion of trading the old Transit van in but now it has been decided to sell it independently.

OU ROWING CLUB OUTSTANDING LOAN REPAYMENT NOTIFICATION
The Auditors have requested we record how outstanding loans with OUSA clubs are going to be repaid. As attached the Rowing Club have notified us of their intention to pay off 50% of their outstanding loan in 2012 and the final amount by June 2013.

GRADUATION PARADES FOR MAY
There are three dates in May and five different graduations. The Secretary has a roster and encourages the executive to pencil in the dates. Logan, Jonathan and Ryan will cover the first parade.

UNIVERSITY BOOK SHOP (OTAGO) LTD DIRECTORS SOLVENCY CERTIFICATE
To enable a payment to be made from the UBS to OUSA the President is required to sign the attached document.

Luff/Boparai
88/12 THAT the Common Seal be affixed to the University Book Shop Otago Limited Directors solvency certificate dated April 2012.
CARRIED

EXAM PACKS ASSISTANCE
The executive are asked to help the Designer and the Communications Coordinator to assist filling the packs on 21 May and than be ready to give them out at the Library during exam time. The Secretary will remind the executive closer to the time, however please mark this in your diary.

GENERAL BUSINESS
The Cider Dilemma - the Secretary has been saddened by the disappearance of a bottle of "scrumpy cider" she had purchased as celebratory ale for a work colleague. "It has mysteriously disappeared" she acknowledged with gloom.

Edgar/Luff
89/12 THAT the culprit who shall remain nameless for now, replace the bottle of 'scumpy cider' as soon as possible.
CARRIED

The Department of Humanities Performing Arts Fund Committee - The committee had sent through notification that there could be a student appointment on this committee. As attached, although it should be noted this committee hasn't been set up yet. Donna Buckingham will advise us.




Luff/Diesing
90/12 THAT Angus McDonald be appointed to the Department of Humanities Performing Arts committee 2012
CARRIED

It was noted that this committee hasn't been formally set up yet.


GENERAL MANAGER'S MARCH OPERATIONAL REPORT
Darel went through this report that had been emailed to the executive earlier in the week. He said the addition to the report was staff changes as the Planet Media Manager has resigned to take up work at the University, a Critic staff member has resigned and we are in the process of interviewing two staff members for the Events area.

Luff/McDonald
91/12 THAT the General Manager's March Operational Report be received.
CARRIED

NEXT MEETING
There could be a need for a meeting sooner if there are many referenda questions to be discussed before the referendum on 28 May. Otherwise next meeting will be 15 May 2012 at 5.15pm



Meeting closed at 6.33pm