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5th June 2012

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON TUESDAY 6TH JUNE 2012 AT 5.29PM


PRESENT
Logan Edgar (Chair), Jono Rowe, Ryan Edgar, Aaspreet Boparai, Blake Luff, Angus McDonald, Fran Hernandez and Lisa Pohatu

IN ATTENDANCE
Richard Rideout, Rebecca Drummond (ASB Financial Advisors) and Donna Jones (Minute Secretary)

APOLOGIES
Juana Diesing and Yee Min Chua

Lisa Pohatu, Jono Rowe and Aaspreet Boparai for leaving early

Luff/McDonald
123/12 THAT the above apologies be accepted.
CARRIED

MINUTES OF THE PREVIOUS MEETING
Luff/Edgar
124/12 THAT the minutes of the executive meeting held on 22 May 2012 be accepted as a true and correct record.
CARRIED

ASB INVESTMENT AND WEALTH ADVICE
The ASB Limited financial advisors attended this meeting to offer direction to the Executive on the best investment options going forward for OUSA's Assets and cash, especially now with the new funding agreement under Voluntary Student Membership.

ASB wished to analysis exactly what the executive wanted in terms of risk management and profile. They asked many questions and would go away and right up a proposal on the information they were given. They had met with the General Manager prior to this meeting.

There will be other financial investors contacted for their advice to compare.

INWARD CORRESPONDENCE
Hospice Letter- This was a thank you letter for collection day for noting

Assets Sales Letters - Three life members have written to the executive expressing their disappointment in OUSA's stance not to support a march against the proposed sale of state assets.

They pointed out that OUSA already has a mandate opposing the sale of assets from many years ago.

The executive considered the three letters from Mark Baxter, Fiona Bowker and Andrew Campbell.

It was agreed it was good to have input from Life Members and Logan would send a response to them.

OUSA will support students engaging in this process and would assist with promotion if approached. OUSA would support and encourage individuals to protest or march should they wish.

CLUBS AND SOCIETIES CENTRE DEVELOPMENTS
A document was handed out to outline the proposed recommendations from the previous meetings.

Edgar/Rowe
125/12 THAT this meeting move into Committee of the Whole for reasons of commercial sensitivity at 6.09pm
CARRIED

Luff/McDonald
126/12 THAT this meeting move out of Committee of the Whole at 6.49pm.
CARRIED

It was agreed that this document could now be forwarded to Darel Hall for implementation.

The Capital Development Sub Committee of Ryan Edgar, Jono Rowe, Darel Hall, Debbie Coulter, Blake Luff and Logan Edgar have discussed these proposals. The Executive are keen to get this project underway as soon as possible.

Previously a meeting inviting all staff and interested people to voice any suggestions on ways to modernize and better utilize the OUSA Clubs and Societies Centre. It was emphasised that the Centre should not be seen as a place for clubs and societies members only, it was hoped it could be for all students to feel welcome to use. It would be a very good overflow for exam study space for example.

Luff/Edgar
127/12 THAT the OUSA Executive direct the Capital Development Sub Committee to implement the changes from the executive brief document dated 5 June 2012 as submitted. The Capital Development Sub Committee will not go outside the scheme and purpose of the matters discussed.
CARRIED

TE ROOPU MAORI/OUSA MEMORANDUM OF UNDERSTANDING
Two amendments were agreed upon and renumber accordingly.
4.1 The parties agree that liaising is essential to coherent student representation at the University.
4.3 An OUSA Executive member will be an ex-officio member of the Te Roopu Maori (TRM) Executive.
For distinctive motives Angus McDonald would be the preferred person to move the motion to affix the common seal to this important document as he has demonstrated a strong desire to synergise the relationships.

McDonald/Luff
128/12 THAT the OUSA Common Seal be affixed to the Memorandum of Understanding document between Otago University Students' Association (OUSA) and Te Roopu Maori (TRM) dated 6 June 2012 with the above amendments.
CARRIED

Lisa left at 7.03pm

OUSA ENVIRONMENTAL AND SUSTAINABILITY OFFICER APPOINTMENT
Josh Pemberton's CV and appointment letter was distributed to the executive for their perusal.

Hernandez/Luff
129/12 THAT Josh Pemberton be appointed as an Officer to the OUSA Environmental and Sustainability Committee for the period ending 31 December 2013.
CARRIED

It was discussed that this position could receive a $500 cash scholarship from the Welfare Budget on receipt of report being approved by the Executive.

It was pointed out that this appointment had gone through extensive consultation.

There is a terms of reference attached for this Committee.

GRANTS COMMITTEE MEETING MINUTES
Hernandez/Luff
130/12 THAT the minutes of the Grants Committee Meeting held on 31 May 2012 be received.

GRANTS COMMITTEE (ROUND 3) RECOMMENDATIONS
Hernandez/Luff
131/12 THAT the OUSA Archery Club be awarded $260 towards the cost of providing trophies and equipment for the Medieval European Martial Arts tournament.
CARRIED

Hernandez/Luff
132/12 THAT the Otago University Debating Society be awarded $60 per person up to a maximum of 60 people to assist with costs around the Austral International Debating Tournament.
CARRIED

Hernandez/Luff
133/12 THAT the Otago University Dive Club be awarded $600 to assist with gear maintenance and purchase of compasses.
CARRIED
Hernandez/Luff
134/12 THAT the OUSA Kayak Racing club receive 50% of the cost of up to 6 new paddles (anywhere from $0-$705)
CARRIED

Hernandez/Luff
135/12 THAT the Otago Malaysian Students Association receive $1900 to assist in funding participants to the Bersatu games in Christchurch
CARRIED

Hernandez/Luff
136/12 THAT Student Life be granted $1000 towards assisting with cost of attending the annual Student Life conference in Christchurch
CARRIED

Hernandez/Luff
137/12 THAT Nicole Batchelar receives $150 towards the cost of travelling to Hamilton for the Trust Waikato Symphony Orchestra Conductor training course.
CARRIED

Hernandez/Luff
138/12 THAT Han Kyeol Choi be granted $150 for the cost of travelling to Auckland to attend the AIESEC national conference.
CARRIED

Hernandez/Luff
139/12 THAT Rokhsan Karkaria be granted $150 for the cost of travelling to Auckland to attend the AIESEC national conference.
CARRIED

Hernandez/Luff
140/12 THAT Luke Pickering receives $200 to assist in the cost of playing in the New Zealand Ice Hockey league representing the Dunedin Thunder.
CARRIED

Hernandez/Luff
141/12 THAT Jonas Libitz receives $750 towards accommodation and entry fee to represent New Zealand at the Brasilia Super Race hang-Gliding Open in Brazil.
CARRIED

Hernandez/Luff
142/12 THAT Logan Toomer be granted $200 towards travel to the North Island when he represents New Zealand in the U20 Australian Football League.
CARRIED





FUNDING APPLICATION
As attached. The Kids Foundation are holding their annual event and once again applied to OUSA for funding.

After careful consideration the executive declined this application. The Secretary will notify them tomorrow.

AFFILIATION
As attached.

Luff/Edgar
143/12 THAT the Otago University Pakistani Association be affiliated to OUSA.
CARRIED

REFERENDA AND BY ELECTION RESULTS
As attached.

The By Election for the International Student Officer attracted only one candidate.

Results as listed:

International Student Officer

Yee Min Chua (Min) 120 82.76%
No confidence in these candidates 25 17.24%
Abstain from casting a vote for these candidates 0 0.00%
145

Referenda

Should the Otago University Students' Association Annual Audited
Financial Statements for the year ended 31 December 2011 be received
and accepted?
94% 6% 0% 1556

Should the Otago University Students' Association Annual Report for
2011 be received and accepted?
94% 6% 0% 1548

Should PricewaterhouseCoopers be appointed as Auditors for the Otago
University Students' Association for 2012?
88% 12% 0% 1546

Should Anderson Lloyd be appointed as Honorary Solicitors for the
Otago University Students' Association for 2012?
91% 9% 0% 1541

Should the Otago University Students' Association support a
constructive alternative to the proposed liquor ban in North Dunedin?
79% 21% 0% 1582

Should the Otago University Students' Association actively support
prioritising the transition to a carbon neutral University?
89% 11% 0% 1590

Should the Otago University Students' Association affirm its continued
support for universal student membership, and call for the immediate
repeal of the Education (Freedom of Association) Amendment Act 2011?
83% 17% 0% 1560

Should the following statement be adopted as OUSA policy - that the
Otago University Students' Association affirm its status as an
independent voice for students from the University and direct the
Executive to behave as such for the duration of any service level
agreement with the University?
92% 8% 0% 1554

The total number of OUSA members for this semester is 20,691. A referendum at which fewer than 5 % of the total number of members cast their vote will be considered indicative only except where the issues are set to be held twice each year and are administrative, then it 1%.

The Returning Officer indicated there were no complaints received for the By Election or the Referendum. The Secretary gave a brief verbal report to the executive and it was agreed the Returning Officer wouldn't submit a written report as this was adequate.


ACTING INTERNATIONAL STUDENT OFFICER DIARY
Min was congratulated on her election. She has been working on many international events prior to the election. Min supplied a diary of what she has been doing to update the executive as she could attend this evening's meeting as she has exams.

EXECUTIVE OFFICER RESIGNATION
Victoria Koszowski - the Postgraduate Officer has sent her resignation to the Secretary citing personal reasons.

The Executive wish Victoria all the best in her future endeavours.

$3 DINNERS
Fran is meeting with the DCC next week regarding the health and safety aspects of running these dinners.

He also informed us that Audacious donated $500 to support the $3 Dinner scheme and Fran could be eligible to win another $25,000 of funding in Round 2 because he is a finalist in round 1.

This is tabled until the next executive meeting.


GENERAL BUSINESS
Maori Ball - This will be held in the OUSA Aquatic Centre on 21 July 2012 at 7pm. All welcome.

Award for Services to Rowing - Glen has been president of New Zealand University Rowing since 1999, chief executive of the Otago University Rowing Club since 2002. He has been head coach of the Otago University since 2003. He is one of the youngest administrators to receive this award.

Luff/McDonald
144/12 THAT OUSA congratulate Glen Sinclair for receiving a Rowing New Zealand Service Award.
CARRIED

Blake left at 7.11pm

Queen's Birthday Honour recipients from Dunedin.

Rowe/Edgar
145/12 THAT the OUSA Executive congratulates Professor Peter Donald Graham Skegg for services to medical law, Sister Marie Annie Fitzpatrick, for services to the community, Mr John Dougal Stevenson, for services to broadcasting receiving a Queens Birthday Honour.
CARRIED

Association Secretary on leave - Donna Jones wished to advise the Executive she is travelling to Borneo and will be on leave from 14 June 2012, returning to work on 2 July 2012. Darel Hall has offered to be acting Association Secretary in her absence.

NEXT EXECUTIVE MEETING
Tuesday 19 June 2012 at 5.15pm


Meeting closed at 7.15pm