Executive Meeting Minutes

Meeting Archive

1 April 2014
18th March 2014
3rd March 2014
18th February 2014
4th February 2014
10th December 2013
27th November 2013 Emergency Meeting
20th November 2013
18th November 2013
4th November 2013
22nd October 2013
8th October 2013
23rd September 2013
10th September 2013
3rd September 2013
13th August 2013
30th July 2013
19th July 2013
16th July 2013
9th July 2013
7th June 2013 Emergency Meeting
4th June 2013
21st May 2013
13th May 2013 Emergency Meeting
7th May 2013
23rd April 2013
9th April 2013
21st November 2012 Standing Committee
14th March 2013 Emergency Meeting
12th March 2013
5th March 2013
26th February 2013
14th February 2013
5th February 2013
18th December 2012
28th February 2012 (Standing Committee)
9th October 2012
25th September 2012
18th September 2012
6th September 2012 (Emergency Meeting)
4th September 2012
7th August 2012
24th July 2012
10th July 2012
19th June 2012
5th June 2012
1st May 2012
17th April 2012
28th March 2012
18th March 2012 EM
13th March 2012
6th March 2012
1st March 2012
28th February 2012
17th February 2012 EM
14th February 2012
7th February 2012
24th January 2012
13th December 2011
5th December 2011
29th November 2011
15th November 2011
20th September 2011
26th September 2011
13th September 2011
23rd August 2011
16th August 2011
9th August 2011
2nd August 2011
19th July 2011
21st July 2011
5th July 2011
17th May 2011
12th April 2011
19th April 2011
21st June 2011
18th July 2011
28th June 2011
13th July 2011
14th June 2011
31st May 2011
12th May 2011
6th May 2011 EM
5th May 2011
22nd March 2011
15th Feb 2011
8th March 2011
September 28th 2010
September 22nd 2010
September 14th 2010
September 7th 2010
August 24th 2010
August 17th 2010
August 10th 2010
August 3rd 2010
July 29th 2010
July 23rd 2010
July 20 2010
July 13 2010
July 7th 2010
July 5th 2010
June 29th 2010
June 8th 2010
May 28 2010
May 07 2010
April 27 2010
13th April 2010
March 23 2010
March 16 2010
March 09 2010
March 02 2010
February 16 2010
January 19th 2010
January 12th 2010
December 18 2009
November 25 2009
November 10 2009
September 15 2009
September 29 2009

1 April 2014

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA RECREATION CENTRE, ALBANY STREET, DUNEDIN ON TUESDAY 1 APRIL 2014 AT 5.17PM



PRESENT
Ruby Sycamore-Smith (Chair), Ryan Edgar, Nali Lee, Nick Tenci ,Henri Faulkner, Kurt Purdon, Brydie Ockwell, Kamil Saifuddin, Hamish Barker, and Mariana Te Pou

IN ATTENDANCE
Darel Hall (General Manager), Zane Pocock (Critic Editor), Claudia Herron (Critic Reporter), Donna Jones (Minute Secretary), Michael Catterall (OUMSA) and Liz Berryman (OUMSA)

MINUTES OF THE PREVIOUS MEETING
Edgar/Faulkner
45/14 THAT the minutes of the previous Emergency Executive Meeting held on 20 March 2014 be accepted as a true and correct record.
Lee, Tenci, Saifuddin Abstain:
CARRIED
RATIFY EMERGENCY MEETING MOTIONS
Moved from the Chair
46/14 THAT the motions 41/14 – 44/14 carried at the Emergency Meeting of the Executive held on 20 March 2014 be ratified.
Lee, Tenci, Saifuddin Abstain:
CARRIED U

EXECUTIVE QUICK ROUND UP
There was a quick round of what the executive are working on and what is coming up for them.

Mariana arrived at 5.29pm

OTAGO UNIVERSITY MEDICAL STUDENTS’ ASSOCIATION PROPOSAL
Moved from the Chair
47/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 5.40pm
CARRIED U

Tenci/Faulkner
48/14 THAT the meeting move out of Committee of the Whole at 6.25pm.
CARRIED

Tenci/Edgar
49/14 THAT the Otago University Students’ Association (OUSA) and the Otago University Medical Students’ Association (OUMSA) agree to set up a working party to explore a partnership.
CARRIED


Kamil left at 6.25pm

Moved from the Chair
50/14 THAT Darel Hall, Donna Jones, Zane Pocock and Claudia Herron be granted speaking rights for the duration of this meeting.
CARRIED U
Kamil returned at 6.27pm
Nick left at 6.28pm
Brydie left at 6.28pm

ETHICAL BEHAVIOUR COMMITTEE RE-APPOINTMENT
Nali was appointed to this committee earlier, however It was agreed that a post graduate student should be on it. Nali will notify the university secretary of the change and pass the agenda papers etc onto Mariana

Edgar/Saifuddin
51/14 THAT Mariana Te Pou be appointed to the Ethical Behaviour Committee in place of Nali Lee for 2014
CARRIED

Brydie returned at 6.31pm
Nick returned at 6.32pm

ANZAC DAY SERVICES
Cenotaph service – The executive who are attending the Dawn Service need to be at the Queens Gardens at 6am. Ruby will be laying a wreath there, Donna has notified the Returned Services Association so OUSA name can go on their list.

University service – arrangements and plans are well underway. The order of service is nearly complete with the speakers etc listed. The programme has been sent through to the Designer. There will be two wreaths laid by the University, one by OUSA and one by Te Roopu Maori. Donna has ordered 5 wreaths and arranged for them to be delivered to the campus.

Afternoon tea will be served at UniCol after the service instead of in the Link as in previous years.

Tenci/Lee
52/14 THAT OUSA agree to purchase two wreaths for laying on ANZAC Day Services at a cost of $100 each.
CARRIED

COLLEGES COMMITTEE MINUTES
Brydie highlighted that she has been asked by several College representatives, on behalf of their residents, about the mandatory use of internal services for their Balls. She has been meeting with James Lindsay, the Director of Accommodation Services to explore this issue.





Lee/Tenci
53/14 THAT the Colleges Committee minutes from the meeting held on 18 March 2014 be received.
CARRIED

GRANTS COMMITTEE MINUTES AND RECOMMENDATION
One of Ruby’s election promises was to reward clubs that were doing well.

Tenci/Edgar
54/14 THAT the minutes of the Grants Committee meeting held on 20 March 2014 be received.
CARRIED

Tenci/Edgar
55/14 THAT the AFL Otago Australian Rules Football Club be granted $1000.00 to assist in purchasing 26 pairs of playing shorts. This is conditional on an inventory being provided to George McLenaghen and that the OUSA logo be presented on the shorts.
CARRIED

Tenci/Edgar
56/14 THAT the Otago men’s Basketball Club be granted 50% subsidy up to $1,000 to assist with purchasing additional uniform kits.
CARRIED

Tenci/Edgar
57/14 THAT the Varsity Women’s Basketball Club be granted $320.00 to purchase 4 new basketballs for training and pre-game purposes.
CARRIED

Tenci/Edgar
58/14 THAT the University Grange Cricket Club be granted $700.00 to assist in purchasing new balls for games. This is on the condition that the club works towards building a stronger relationship with OUSA. The panel also recommended the club makes more use out of the Recreation Centre cricket nets
CARRIED

Tenci/Edgar
59/14 THAT the JCAL club be granted $500.00 to with accommodation for the “Japan Camp” held at the Waiora Scout Camp.
CARRIED

Tenci/Edgar
60/14 THAT the Kayak Racing Club be granted 50% subsidy up to $598.00 to assist in purchasing 4 kayak bags.
CARRIED


Tenci/Edgar
61/14 THAT the PIHPSA club be granted 50% up to the value of $500 to purchase new text books. OUSA recommends the use of the University Book Shop where prices are competitive.
CARRIED

Tenci/Edgar
62/14 THAT the Sri Lankan Students Association be granted $1000.00 to assist with costs of venue hire hosting the “SLSA New Year’s Celebration”. This is on the condition that the club actively promotes OUSA throughout the evening.
CARRIED

Tenci/Edgar
63/14 THAT the Otago University Taiwanese Students’ Association be granted $500.00 at the discretion of George McLenaghen. This will be conditional on declaring and agreeing with George how the money will be used between all the clubs.
CARRIED

Tenci/Edgar
64/14 THAT Connor Harrison be granted $500 to help cover the costs of travel and accommodation whilst attending the IIHF Division 2, Pool B World Championships, in Spain.
CARRIED

Tenci/Edgar
65/14 THAT Luke Pickering be granted $500 to help cover the costs of travel and accommodation whilst attending the IIHF Division 2, Pool B World Championships, in Spain.
CARRIED

Tenci/Edgar
66/14 THAT Remy Sandoy be awarded $150.00 to assist with transportation associated with playing for the Dunedin Thunder.
CARRIED

Tenci/Edgar
67/14 THAT Sarah Simpson be awarded $450.00 to assist with costs involved in attending the 2014 International Powerlifting Federation World Classic Powerlifting Championships, in South Africa.
CARRIED

Tenci/Edgar
68/14 THAT Logan Toomer be awarded $150.00 to assist with the costs of travelling to Wellington for the NZ Men’s AFL team to compete against a visiting Australian team in a two match series.
CARRIED




Tenci/Edgar
69/14 THAT Stephanie Lee, Lucy Molony, and Kate McElroy each be awarded $500.00 to assist with the costs of travelling to the Cook Islands to take part in the University of Otago Dental Care Project.
CARRIED

CLUB AFFILIATIONS
Tenci/Saifuddin
70/14 THAT the Iraqi Students’ Association be affiliated to OUSA.
CARRIED
CLUB DISAFFILIATIONS
Faulkner/Ockwell
71/14 THAT the Natswana Students’ Association be disaffiliated.
CARRIED

Faulkner/Ockwell
72/14 THAT the Batswana Students Association be disaffiliated.
CARRIED

Faulkner/Ockwell
73/14 THAT the Otago University Foodie Club be disaffiliated.
CARRIED

Faulkner/Ockwell
74/14 THAT Otago University Lawn Bowls Club be disaffiliated.
CARRIED

Faulkner/Ockwell
75/14 THAT Food Not Bombs be disaffiliated.
CARRIED

Faulkner/Ockwell
76/14 THAT Renaissance Rapier be disaffiliated.
CARRIED

Faulkner/Ockwell
77/14 THAT Spanish Conversation Club be disaffiliated.
CARRIED

Faulkner/Ockwell
78/14 THAT Optical Students’ of America Student Chapter be disaffiliated.
CARRIED

Faulkner/Ockwell
79/14 THAT Enactus be disaffiliated.
CARRIED

Faulkner/Ockwell
80/14 THAT the Dunedin Feminist Collective be disaffiliated.
CARRIED

BOOTS RILEY
As attached. The University Media and Communication Department, the Tertiary Education Union (TEU) and Radio One are bringing Boots Riley to Dunedin for a free public lecture and Radio One club night in April. Boots is an exceptional musician with a real message. He was a leader at Occupy Oakland and his music never compromises his radical message.

Radio One are requesting some financial support for these events.

Ockwell/Barker
81/14 THAT OUSA approve $500 sponsorship for the Boots Riley Event to come from the Campaigns budget line.
CARRIED

GENERAL MANAGER’S OPERATIONAL REPORT
Darel introduced his report and responded to questions.

An investigation into assets last recorded as being held at the ReFuel has led to a dead end. This matter will now be referred to the police.

Health and Safety – Darel emphasised that OUSA has increased legal responsibilities with Health and Safety regulations. Employers should be more vigilant in make sure things are safe and follow ups are done throughout their workplaces, more general issues for the OUSA are clutter affecting egress, electrical cabling, floor trip hazards such as worn carpet and heavy high objects that could potentially fall and injure. This has been improving but a renewed emphasis will go onto this area starting weight these areas through the next monthly reporting cycle.

Saifuddin/Edgar
82/14 THAT the General Manager’s February Operational Report be received.
CARRIED

Tenci/Lee
83/14 THAT the meeting move into Committee of the Whole for reasons of personal confidentiality at 7.01pm.
CARRIED

Faulkner/Barker
84/14 THAT the meeting move out of Committee of the Whole at 7.12pm.
CARRIED

EXECUTIVE FIRST QUARTER REPORTS
Ockwell/Tenci
85/14 THAT Henri Faulkner’s first quarter report be accepted and his honorarium be paid.
Faulkner: Abstain
CARRIED
Edgar/Tenci
86/14 THAT Brydie Ockwell’s first quarter report be accepted and her honorarium be paid.
Ockwell: Abstain
CARRIED

Kamil left at 7.20pm
Kamil returned at 7.22pm.

Lee/Tenci
87/14 THAT Ruby Sycamore-Smith relinquish the Chair to Ryan Edgar.
CARRIED

Ryan addressed the meeting asking if there were any questions and comments for Ruby about her report.

Saifuddin/Tenci
88/14 THAT Ruby Sycamore-Smith’s first quarter report be accepted and she continue to be paid her honorarium.
Sycamore-Smith: Abstain
CARRIED

Faulkner/Tenci
89/14 THAT Ruby Sycamore-Smith resume the Chair.
CARRIED

Jordan Taylor’s resignation took effect on 28 March 2014 so it was decided to hear his report in absenteeism.

Some discussion took place before it was requested the meeting go into committee.

Tenci/Faulkner
90/14 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 7.32pm
CARRIED

Faulkner/Ockwell
91/14 THAT the meeting move out of Committee of the Whole at 7.39pm.
CARRIED

Purdon/Faulkner
92/14 THAT Jordan Taylor’s first quarter report be accepted and his honorarium be paid for this quarter.
Lee: Against
Ockwell/Tenci Abstain
CARRIED

Lee/Edgar
93/14 THAT Nick Tenci’s first quarter report be accepted and he continue to be paid his honorarium.
CARRIED




Tenci/Lee
94/14 THAT Kamil Saifuddin’s first quarter report be accepted and he be paid his honorarium.
CARRIED

Barker/Edgar
95/14 THAT Nali Lee’s first quarter report be accepted and she continue to be paid her honorarium.
CARRIED

Nali agreed to submit a full report to the Secretary as two sections were omitted.

Ockwell/Tenci
96/14 THAT Hamish Barker’s first quarter report be accepted and he be paid his honorarium.
CARRIED

Ockwell/Faulkner
97/14 THAT Kurt Purdon’s first quarter report be accepted and he be paid his honorarium.
CARRIED

Barker/Faulkner
98/14 THAT Ryan Edgar’s first quarter report be accepted and he continue to be paid his honorarium.
CARRIED

GENERAL BUSINESS
Vice Chancellor to attend meeting – all to remember that Harlene will be attending the executive meeting on 29 April. Ruby has also arranged for a 1:1 meeting with her prior to this meeting.

Locals meeting and greet – all are invited to attend this meeting on 11 April.

Executive university timetables – please email Ruby your timetables for her to schedule meetings.

Clubs and Societies – there will be an opportunity to meet with clubs at the Recreation Centre on Thursday next at 10am. Debbie Coulter, Kamil, Henri and Ruby have signed up so far.

Governance and Representation Review – Francisco has finalized this large comprehensive document and submitted it to Ruby. One of the topics is to ensure Executive honorarium is fair and the consideration of external advice into OUSA governance. Please read this document as it will be discussed before the next referenda.

Advisory Board – Darel wished to ensure the executive were comfortable with Deloitte offering support.

Funds Workshop – all are invited to this workshop at Forsyth Bar on 8 April. There will be a taxi leaving OUSA.

Education Officer Candidates Forum – Ruby will MC this forum in the MCR on Tuesday 8 April at noon.

Executive Training Manual – it was expressed how it would be extremely helpful if the executive positions had a ‘how to’ manual written up to assist when you first come into the position. This will be worked on for the future.



Meeting closed at 8.10pm