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18th December 2012

MINUTES OF THE STANDING COMMITTEE OF THE EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON TUESDAY 18 DECEMBER 2012 AT 6.12PM


PRESENT
Jonathan Rowe (Chair), Logan Edgar (teleconference call), Francisco Hernandez (skype), Ryan Edgar, Maria Pozza and Blake Luff (via cell phone)

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

CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc 110/12 THAT Maria Pozza and Blake Luff be co-opted onto the Standing Committee for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS MEETING'S
Moved from the Chair
sc 111/12 THAT the Standing Committee Meeting Minutes from the 21 and 29 November 2012 be accepted as a true and correct record.
CARRIED U

EXECUTIVE FOURTH QUARTER REPORT
Jonathan Rowe relinquished the Chair to Ryan Edgar at 6.14pm

Jonathan Rowe expressed to the meeting his sincere apologies for this report being so late. He has had external work commitments, however this isn't reasonable he proclaimed.

Pozza/Hernandez
sc 112/12 THAT Jonathan Rowe's fourth quarter report be accepted and that he continue to be paid his honorarium.
CARRIED

Ryan Edgar relinquished the Chair to Jonathan Rowe at 6.16pm

Blake rang in at 6.17pm

Moved from the Chair
sc 113/12 THAT Darel Hall be granted speaking rights for the duration of this meeting.
CARRIED U


OTAGO UNIVERSITY ASSOCIATED FOOTBALL CLUB LOAN
Blake explained that the club had contacted him. Both Blake and Darel initiated and are comfortable with this proposed plan and said it was a sensible idea as it was a way of getting the debt paid early benefiting both the club and the OUSA.



Luff/Edgar
sc 114/12 THAT the Otago University Associated Football Club (OUAFC) loan of $3,000 be written down by 25% to $2,250 to settle the loan in 2012.
CARRIED

UNIVERSITY UNION LIMITED MINUTES
These meeting minutes dated 7 December 2012 were attached for noting especially to notify the meeting that the planned renovations of OUSA buildings were approved at this meeting.

UNIVERSITY UNION LIMITED DIRECTORSHIP
Edgar L/ Edgar R
sc 115/12 THAT Francisco Bagkus Hernandez be appointed as a Director of University Union Limited from 1 January 2013 until 31 December 2013.
CARRIED

The other Directorships and internal committee appointments will be made at an early meeting with the 2013 executive next year. The Secretary will ensure it is on the agenda.

EMPLOYMENT AND HEALTH AND SAFETY POLICIES
These three policies have been through PolCom and were circulated earlier today for further perusal.

It was agreed by those on the Policy Committee (PolCom) that they had been discussed fully.

Moved from the Chair
sc 116/12 THAT Employee Participation in Health and Safety Policy be set.
CARRIED U

Moved from the Chair
sc 117/12 THAT the OUSA Occupational Health and Safety Policy be set.
CARRIED U

Moved from the Chair
sc 118/12 THAT the OUSA Employment Policy be set.
CARRIED U

Jonathan Rowe has offered to tidy up all current policies, include these three with correct formatting and numbering and add them to the policy booklet and the shared drives.

POSTGRADUATE FRIDAYS ETC
Maria has had discussions with Darel and Donna regarding the functions on Fridays declining in popularity. An email paper trail has been forwarded from Maria from OUPS etc. GRISCL have been managing them but wish to hand them back. The Student Support Centre may assist with setting up the postgrad Fridays function.

There is a suggestion that the relationship of OUPS and the Postgrad Rep needs to be clarified.

This is to be discussed with next year but Maria wanted to ensure that she had passed her concerns on, especially as there isn't an elected Postgraduate Rep for 2013 yet. The Secretary will ensure this is on the agenda.

THE ILLUSION OF INCLUSION IN INVERCARGILL
As attached and distributed via email a report by Fran on the University of Otago Southland Campus after he visited Christchurch and Wellington Campuses and spoke with staff and student representatives about the relationship between us and the University of Otago.

Fran was made a list of recommendations. However, some of them were not agreed upon by this executive and the suggestion was made that this be on the agenda for next year's executive.

However, there was agreement to assist with some funding to the Southland Campus but with the proviso that they submit a report to OUSA on the expenditure.

Hernandez/Edgar R
sc 119/12 THAT OUSA grant $2,000 to the Southland Campus Students' Association.
Pozza: Abstain
CARRIED
ADVANCE AUSTRALIA FAIR
As attached. Fran has visited some universities in Australia to get ideas and see how they compare. It was suggested this be followed up with next year's executive.

POWER SHIFT (NZ Pacific 2012) REPORT
As attached a report from Power shift conference submitted by Fran after he and Ruby Anne Sycamore-Smith, Campaigns Officer elect, Josh Pemberton - OUSA Environmental Officer and other campus representatives attended this youth summit with good networking and training.

This report was noted and Fran will be pursuing these ideas next year with his new executive.

WE CAN HELP- OUSA ANTI-VIOLENCE CAMPAIGN UPDATE
Relationship Safety Campaign - We Can Help Report attached noting that there has been $10,000 in government funding obtained for this campaign.

Fran is suggesting they planned for a rally against domestic violence in the community, hoping to secure support from the University for training sessions and also ask Critic to run advert.

However this meeting asked if there had been an agreement signed? Fran explained there was an oral commitment. This caused some unease in the meeting asking who had authority to sign off on this etc.

It was agreed that Fran would liaise with Darel and send through all relevant documents for advice on the funding application. Fran also agreed he would run ideas past his executive for full consultation.

ACTING GENERAL MANAGER FOR TWO WEEKS IN JANUARY
Darel advised the executive that Matt Tucker has agreed to be Acting General Manager from 7 - 21 January whilst Darel is on leave.

GENERAL BUSINESS
Extra Orientation Event - Darel explained there had been a positive discussion with staff across OUSA/ PMDL about an extra headline act to be included in Orientation 2013 line up. This would ensure the OUSA retains its position as providing the best orientation in New Zealand, including a good value super pass. It should be noted that the event is planned in March due to the act's availability but will be billed as part of Orientation.

The reason this is before the Executive is because it is unbudgeted and risks eating up all the 5% discretionary expenditure as per s23.7 of the constitution. The budget and planning is that it will not therefore a resolution is not required, however it is a foreseeable and substantive risk with which the Executive ought to express a level of comfort to guide management.

The Executive expressed their comfort with the goal, planning and risk in the discussion along with some general whooping and hollering.

Payment for Environmental Officer - in previous executive meetings it was discussed and agreed that Josh Pemberton had been working hard in this capacity and should be compensated for his services.

Hernandez/Edgar L
sc 120/12 That OUSA awards a $500 cash scholarship to OUSA Environmental Officer Josh Pemberton for his services as Environmental Officer in the second semester.
Rowe: Abstain
CARRIED

University Sport New Zealand - Logan addressed the meeting explaining that this organization is in the red for at least $45K. The Winter Games has left them further in debt especially with local Wanaka businesses. As OUSA is a non-member of USNZ he would like to financially assist them and especially pay some of the Wanaka businesses as this will have an impact should we want to host the Winter Games there.

There would be some conditions to OUSA helping out. Logan has been consulting with Kathy of USNZ about this. It was pointed out that if USNZ aren't running these games the University will take over.

Logan offered to contact the Vice Chancellor at Victoria University.

It would be strongly recommended also that Blake Luff our present Recreation Officer would be appointed onto the Board of USNZ next year.

Fran wasn't 100% comfortable with bailing them out, however as it was coming from this year's budget he would be in agreement.

It was requested that Logan draw up a draft Memorandum of Understanding to Darel and Fran for their approval. Also he will write up a schedule to maintain a clear paper trail.



Edgar L/Edgar R
sc 121/12 THAT OUSA authorizes a payment of up to $7,500 to be paid to University Sport New Zealand from the 2012 budget with a schedule and Memorandum of Understanding written up by Logan Edgar.
CARRIED

End of year thanks

Edgar L/Edgar R
sc 122/12 THAT the OUSA Executive thank the entire OUSA staff for their contributions to an awesome year. I love you - Logan!
CARRIED

Edgar L/Edgar R
sc 123/12 THAT Logan Edgar thanks his Executive for a ripper of a year and we wish Fran every success and a year just like we have had. All the best!
CARRIED



Meeting closed at 7.25pm