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18th September 2012

INUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON TUESDAY 18 SEPTEMBER 2012 AT 5.15PM


PRESENT
Logan Edgar, (Chair), Jono Rowe, Ryan Edgar, Fran Hernandez, Blake Luff, Juana Diesing, Angus McDonald, Min Chua and Lisa Pohatu

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

APOLOGIES
Maria Pozza

Moved from the Chair
252/12 THAT the above apology be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
It was noted motion 243/12 was missing the last sentence from the motion that was actually carried. Should read as below

Rowe/ Edgar, L.
THAT the Budget be amended with the Executive's feedback and that this be finalized and agreed to by the President and Vice President on Friday 7 September and then presented to the student body in its entirety.
CARRIED

Moved from the Chair
253/12 THAT the minutes of the executive meeting held on 4 September 2012 be accepted as a true and correct record with the above amendment.
CARRIED U

MINUTES OF THE PREVIOUS EMERGENCY MEETING
Moved from the Chair
254/12 THAT the minutes of the emergency executive meeting held on 6 September 2012 be accepted as a true and correct record.
CARRIED U

Moved from the Chair
255/12 THAT motions 247/12 - 251/12 from the OUSA emergency executive meeting held on 6 September 2012 be ratified.
CARRIED U

VSA THANK YOU
It was noted that a letter of appreciation from Volunteer Services Aboard (VSA) for OUSA's renewal of membership for another year.



EXECUTIVE THIRD QUARTER REPORTS REMINDER
The Chair reminded the Executive that their third quarter reports are due with the Secretary at 1pm on 20 September 2012.

POLICY As attached.

Jono explained a new streamlined system for implementing policy from now on. The Secretary will keep a bound copy of all policies in her office.

He informed the executive that a new expectation had been set with the General Manager about the subset of internal policy as listed below. That expectation is that the General Manager will initiate proposals for change to the Polcom as these are the set of policies must intimately concerned with the day-to-day management of the Association.

I010-2004 Clubs and Societies Car Park Policy
I014-2008 Accident Reporting and Rehabilitation Policy
I003-2008 Computer Policy
I015-2008 Contractor Health and Safety Policy
I021-2008 Employee Participation in Health and Safety Agreement
I007-2001 Employment Policy
I018-2008 Gradual Process Injury Prevention Policy
I016-2008 Occupational Health and Safety Policy
I020-2008 Safe Driving Policy
I019-2008 Smoke-Free Policy
I002-2010 Sustainability Policy
I012-2009 Theft Policy
I003-2002 Volunteers Policy
I014-2009 Weblog Policy
I021-2005 Website Policy


This Policy implementation Policy replaces the previous Policy Development Protocol (I024-2010) guideline and was worked through at PolCom. It will now govern the implementation of all OUSA Policy and replaces previous Policy in this regard. After thorough analysis there was no substantive change made by PolCom. Darel and Jono have consulted on the contents and the schedule attached.

There are three other policies with changes being considered however they have been directed back to the General Manager as they are staff related. A process of consultation will take place, including with unions. This process will take about three (3) weeks.

Moved from the Chair
256/12 THAT the Policy Committee (PolCom) meeting minutes of 13 September 2012 be received.
CARRIED U

Moved from the Chair
257/12 THAT the Policy Implementation Policy and schedule be set.
CARRIED U


OUSA XMAS PARTY PLANNING
Blake Luff and Donna Jones have been in consultation on the date and venue for this annual event which is normally held in October. The Gazebo Lounge is fully booked for Postgraduate functions each Friday evening so we are sorting another evening. The invitation list is being updated. More to come!

REFERENDUM ADDITIONS AND SUB-COMMITTEE MINUTES
Many of the submitted questions were submitted to the Mediator for approval for the Referendum.

It was noted that preceding this meeting a petition of over 100 signatures was obtained and handed to the Secretary to have the question - "Should OUSA oppose the privatization of state-owned electricity companies?" be added to the referendum on 24 September. This has been actioned.

Moved from the Chair
258/12 THAT the referendum sub-committee meeting held on 10 September 2012 be received.
CARRIED U

GRANTS COMMITTEE MEETING MINUTES
Moved from the Chair
259/12 THAT the minutes of the Grants Committee Meeting held on 7 September 2012 be received and the recommendations accepted.
CARRIED U

GRANTS COMMITTEE RECOMMENDATIONS
Moved from the Chair
260/12 THAT the Brewers Society be granted $1,000 to assist with the start-up of their club.
CARRIED U

Moved from the Chair
261/12 THAT the Campus Christians be granted $564 to assist with the costs of their Christian Youth Camp
CARRIED U

Moved from the Chair
262/12 THAT the Fire and Circus Club be granted $1000 for the replacement of worn items so that the club can perform and plan events
CARRIED U

Moved from the Chair
263/12 THAT the Otago University Association Football Club be granted $750.00 for the purchase of new equipment (balls), but the money be taken off the loan that was given previously by the OUSA. Please note, initial motion was referred, awaiting follow up from Finance Officer and Recreation Officer. Both happy clubs is on the right track financially and not plunging down a pool of debt.
CARRIED U

Moved from the Chair
264/12 THAT the Otago University Hockey Club be granted $375, but the money be taken off the loan that was given previously by the OUSA CARRIED U

Moved from the Chair
265/12 THAT the Otago University Medical Students Association be granted $3000 under the condition that the club enters a full-page advertisement for the OUSA on the inside of the back cover of the magazine. CARRIED U

Moved from the Chair
266/12 THAT the Muslim Students' Association be granted $400.00 for the purchase and or production of literature for Muslim Awareness Week 2012. Please note initial motion was delayed approval after initial concerns with directly funding speakers travel and accommodation.
CARRIED U

Moved from the Chair
267/12 THAT the Society of Otago University Law Students be granted $690 for the costs of hiring vehicles to transport students to Christchurch and back.
CARRIED U

Moved from the Chair
268/12 THAT the Students for Environmental Action be granted $750 under the condition that the OUSA pop-up banners were used at the festival.
CARRIED U

Moved from the Chair
269/12 THAT the United Nations Society be granted $300 to assist in upgrading their equipment.
CARRIED U

Moved from the Chair
270/12 THAT Kimberley Collins be declined the grant based on the event being too focused on the individual's own interests and not being beneficial enough for the wider community.
CARRIED U



Moved from the Chair
271/12 THAT Samuel Coutts be granted $200 to assist with costs to attend the National Bridge Congress.
CARRIED U

Moved from the Chair
272/12 THAT Kussi Hurtardo-Stuart be granted $200 to cover the cost of registration for the 2012 Aruande Capoeira Event.

CARRIED U

Moved from the Chair
273/12 THAT Teresa Mary Rose Mojcik be granted $150 to help fund the attendance costs at the New Zealand Singing School.
CARRIED U

Moved from the Chair
274/12 THAT Kelly Pelham be granted $50 to assist in covering the cost of registration and competition fees for the National Amateur Body Building South Island Championships.
CARRIED U

Moved from the Chair
275/12 THAT Anthony John Phillips be granted $500 to assist with travel costs to represent the Individual Southern Cross All Stars team for Gridiron.
CARRIED U

Moved from the Chair
276/12 THAT Benjamin Patrick Tinelly be granted $200 to contribute to the cost of travel and attendance to the New Zealand High Performance Flatwater Kayaking Competition.
CARRIED U

AFFILATIONS
Moved from the Chair
277/12 THAT the Otago Dietetic Students' Association be affiliated to OUSA
CARRIED U

Moved from the Chair
278/12 THAT the OUSA Otago Students' Geological Society be affiliated to OUSA.
CARRIED U

CLUB CONSTITUTIONAL AMENDMENT
Moved from the Chair
279/12 THAT the Otago Campus Badminton Club Constitution be amended.
CARRIED U

PIANO PURCHASE PROPOSAL


The OUSA General Manager introduced a paper to recommend the purchase a Yamaha U5 Piano. The paper detailed the high student use of pianos, investigations into alternatives, comparative spending on students, and expert opinion.

Luff/McDonald
280/12 THAT OUSA purchase the Yamaha U5 Piano that Beggs is currently selling for $13,000.
CARRIED

STUDENT VOLUNTEERISM - SCARFIE ARMY
Fran noted the university is in the planning of a "Scarfie Army". OUSA will assist with volunteers. The Student Support Centre will be asked to assist.

ON SHAKY GROUND - UNI OF OTAGO CHRISTCHURCH CAMPUS
As per the attached report.

Moved from the Chair
281/12 THAT Logan Edgar and Francisco Hernandez visit Wellington Medical Students and Christchurch Medical Students to discuss the Service Level Agreement for 2013 onwards.
CARRIED U


SATELLITE CAMPUS SUPPORT FUNDING ALLOCATION
Fran had visited Christchurch campus. He would like to suggest OUSA allocate this year's funding to Christchurch, Wellington and the Physio campuses now. It was agreed that Francisco would visit the Invercargill Campus after the elections.

Hernandez/Luff
282/12 THAT OUSA allocate $8,000 to Christchurch Medical Students Association, $7,000 to Wellington Medical Students Association and $1,000 to Christchurch Physiotherapy Students Association.
CARRIED

ENVIRONMENT WEEK DEBRIEF
SciTell was the event with the highest attendance, although all were popular. The entire week was a success. Posters and advertising need to be checked with our design office in future.

EnviroCom have been meeting weekly and doing a lot of positive work.

It was recommended that Environment issues be put into the 2013 OUSA Business Plan for 2013.

Hernandez/Rowe
283/12 THAT Josh Pemberton and the Environmental Committee, clubs and students are given a huge thank you for their hard work and dedication.
CARRIED


STUDYLINK STUDY BRIEFING
There has been a lot of feedback that the Study Link Office doesn't offer good customer service. Customer service has dropped from 59% to 52%. There has been a lot of negative feedback about this.

Logan suggested there be a protest on the Union Lawn area perhaps on the 19/10/2012. Francisco and Angus will get together and organise this and engage with the Communications team about the planning. Student Support Centre should also be involved as they deal with Study Link also.

NEXT MEETING
Owing to the executive reports being due, blues awards etc the next meeting should be 25 September 2012 at 5.15pm


GENERAL BUSINESS
Hon Bill English- Jono had a meeting with him about the Postgraduate student allowance. The conversation was positive and so this is to be followed up by a letter to Mr English as soon as possible. It was suggested that research from NZUSA be obtained, so Fran, Angus and Jono will consult with them. It was agreed that ideas should all be consistent.

Clubs and Societies Wi Fi - This was installed earlier this evening and reports are - it is going well. Please see Debbie Coulter for further information.

Wingatui Melbourne Cup Event - Darel addressed the meeting advising that OUSA Events Dept were finalising this event for students on 6 November. As the report suggests there would be a BBQ with live music. Tickets would be $25 - $30 per head. Darel will consult with Ryan about the budget for this later.

The executive were excited about this and pleased with the ideas thus far.

University Book Shop - It has been decided that the first week of exams OUSA will put UBS into the former Student Job Search space in the archway for a coffee space and drop in centre to see how it goes. There will be couches and nice coffee with UBS sales. Darel will continue with the organising of this.

OUSA/Te Roopu Maori Dinner - this is 7pm on Thursday. Blake Luff is the chief cook and bottle washer; he is off to the supermarket to buy food and beverages tomorrow.


Meeting closed at 5.56pm