Executive Meeting Minutes

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20th July 2015

MINUTES OF THE OUSA EXECUTIVE EMERGENCY MEETING HELD IN THE OUSA RECREATION CENTRE ROOM 5, ALBANY STREET, DUNEDIN ON MONDAY 20 JULY 2015 AT 5.17PM

PRESENT
Paul Hunt (Chair), Isaac Yu, Payal Ramritu, Chris Jackson, Toa Sailusi, Nick Findlay, Deinda Stanway, Jonathan Martin and Zac Al-Alami
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Josie Cochrane (Critic Editor), Bridie Boyd (Critic News Reporter), Laura Munro (Critic News Editor) and Donna Jones (Minute Secretary)
ELECTION OF THE CHAIRPERSON
Jackson/Findlay
248/15 THAT Paul Hunt be elected as chairperson for the duration of this meeting except when his second quarter report is being considered.
CARRIED
APOLOGIES
Nina Harrap and Taotao Li
Payal Ramritu for leaving early.
Moved from the Chair
249/15 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
250/15 THAT the minutes of the previous Emergency Executive Meeting held on 7 July 2015 be accepted as a true and correct record.
CARRIED U
RATIFY MINUTES FROM THE EMERGENCY MEETING
This meeting was called an Emergency Meeting as the commencement time was changed by 30 minutes after consultation with the executive and student media.
Moved from the Chair
251/15 THAT the appointments and resolutions of the Emergency Meeting held on 7 July 2015 be ratified.
CARRIED U

AFFILIATIONS
Moved from the Chair
252/15 THAT the Students for Sensible Drug Policies Club be affiliated to OUSA.
CARRIED U

Moved from the Chair
253/15 THAT the OUSA Flag Football Club be affiliated to OUSA.
CARRIED U
AMENDMENTS TO CLUBS/SOCIETY OF THE YEAR CRITERIA
There were recommended changes submitted for the executive�s approval for the Club/Society of the year selection process.

Isaac arrived at 5.18pm
Moved from the Chair
254/15 THAT the OUSA Executive recommends the changes below to the Clubs and Society of the year criteria
250 Affiliation: Completed by due date, AGM, membership
400 Engagement: attendance at clubs days, regular meetings and minutes provided, hosting events, collaboration with other clubs and societies, participation in other activities.
250 Promotion/fundraising/sponsorship: Website, facebook, critic, radio1, newsletters, youtube, fundraising, sponsorship
100 Report: 1 page report of all of the year�s activities/accomplishments
CARRIED U
PRESIDENTS BUSINESS
Volunteer Services Abroad (VSA) subscription � as agreed in the executive meeting held on 25 March 2015 (motion 101/15) the executive would renew the subscription for 2015-2016 as attached.
University Council Campaign update � Paul thanked everyone who got behind this campaign. It was disappointing Council voted to have one student seat on Council despite the �savethescarfievoice� campaign.
The student seat appointment will be the OUSA President.
The University Council indicated OUSA could have more access to other avenues for student input. Paul suggested OUSA ensure this is hard wired in.
Paul expressed his gratitude to the Vice Chancellor and the Chancellor for their support of a 12 person (as opposed to 8) Council which ensured there was at least one student representative.
Design School proposed closure � Paul and the Student Support Centre Manager have been communicating with students who are concerned they might not be able to finish their degree. Next week the executive will pass a motion supporting the ability of current design students to finish their degree with minimal interruption.
Paul, Isaac and Deinda asked questions in Senate when Senate gave permission for a consultation process to begin. Paul noted that, on occasions, the information the questions sought was not provided.
Survey of OUSA Student Services � The CEO has designed a survey designed to provide respondents the chance to give more detail and accurate data. It is important to encourage as many students as possible to fill out the survey questions. The executive are to share the survey with their networks.
University of Otago Rugby Football Club � the Rugby Club along with the Otago University Debating Society were the founding clubs of OUSA, it is important to acknowledge their efforts in progressing to club rugby grand-final.
Moved from the Chair
255/15 THAT OUSA congratulate the University of Otago Rugby Football Club on reaching the grand final and we wish them well.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
256/15 THAT Debbie Downs, Donna Jones, Laura Munro, Josie Cochrane and Bridie Boyd be granted speaking rights for the duration of this meeting.
CARRIED U
CHIEF EXECUTIVE OFFICER BUSINESS
Debbie has submitted the financial Service Level Agreement Bid to the University for their consideration.
Health and Safety � Lucy Gaudin and Sue Gage have been updating the necessary areas of health and safety. Donna, Lucy and Sue met with Victoria Donohue the Manager of the University of Otago Construction Health and Safety team recently. Vicki sent through a document of their health and safety plans and is happy to share templates.
PLANET MEDIA DUNEDIN LIMITED UPDATE
Moved from the Chair
257/15 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 5.36pm.
CARRIED U

Moved from the Chair
258/15 THAT the meeting move out of Committee of the Whole at 5.40pm.
CARRIED U
Moved from the Chair
259/15 THAT the letter from Associate Professor Jessica Palmer on behalf of the Planet Media Dunedin Limited Board of Directors dated 6 July 2015 be received.
CARRIED U
Zac arrived at 5.41pm
BOTTLE BUY BACK
11,000 bottles were received at the latest bottle buy back. It was much easier this time with the truck to dispose of the bottles. This is a big job for the Executive to undertake so Isaac is going to write to the Dunedin City Council requesting financial assistance.
Well done to Nina and her team for a job well done.
CLUBS AND SOCIETIES BUILDING NAMING
Owing to the executive deciding to not rename the building the Recreation Centre at the previous executive meeting the original motion is to be rescinded.
Yu/Martin
260/15 THAT motion 313/12 be rescinded.
CARRIED U
EXECUTIVE SECOND QUARTER REPORTS
Payal left at 5.46pm
Payal returned at 5.47pm
Moved from the Chair
261/15 THAT Payal Ramritu�s second quarter report be accepted and she continue to be paid her honorarium.
CARRIED U
Chris left at 5.49pm
Chris returned at 5.50pm
Moved from the Chair
262/15 THAT Chris Jackson�s second quarter report be accepted and he be paid his honorarium.
CARRIED U


Isaac left at 5.51pm
Isaac returned at 5.52pm
Moved from the Chair
263/15 THAT Isaac Yu�s second quarter report be accepted and his honorarium continue to be paid.
CARRIED U
Jonathan left at 5.51pm
Jonathan returned at 5.52pm
Moved from the Chair
264/15 THAT Jonathan Martin�s second quarter report be accepted and he be paid his honorarium.
CARRIED U
Deinda apologised to the Executive for her non-attendance at OUSA Executive meetings and her lack of attendance at some events. Te Roopu Maori has had many resignations and she was required to assist them. They now have a full executive and she will be now be back in full attendance.
Deinda left at 5.58pm
Deinda returned at 5.59pm
Payal left at 6.00pm
Moved from the Chair
265/15 THAT Deinda Stanway�s first yearly report be received and she be paid her honorarium.
CARRIED U
Toa left at 6.07pm
Toa returned at 6.08pm
Moved from the Chair
266/15 THAT Toa Sailusi�s second quarter report be accepted and he be paid his honorarium.
CARRIED U
Zac left at 6.12pm
Zac returned at 6.17pm
Zac�s honorarium payment is based on the period of time he has been elected this quarter.


Moved from the Chair
267/15 THAT Zac Al-Alami second quarter report be accepted and he be paid 80% of his honorarium from 7 May 2015 until 25 June 2015
CARRIED U
Nick has been away from New Zealand a bit this quarter. He would appreciate more direction from the Executive on his duties and will be in the office more next quarter. He offered to take a 30% pay cut for his absence.
Nick left at 6.21pm
Nick returned at 6.24pm
Moved from the Chair
268/15 THAT Nick Findlay�s second quarter report be accepted and he be paid 80% of his honorarium from 7 May 2015 until 25 June 2015.
Findlay: Abstain
CARRIED U
Findlay/Yu
269/15 THAT Isaac Yu assume the Chair at 6.26pm
CARRIED
Paul Hunt requested he take a 20% decrease in his honorarium this quarter due to the failure to obtain two student seat on the new university council. This request was declined.
Paul left at 6.28pm
Paul returned at 6.32pm
Moved from the Chair
270/15 THAT Paul Hunt�s second quarter report be accepted and he continue to be paid his full honorarium.
CARRIED U
Paul resumed the Chair at 6.33pm
GENERAL BUSINESS
Supervisor of the Year � The winners have been selected. The function is on 24 August.
Blues and Golds nominations � open until 7 August. Check out the website.

Meeting closed at 6.36pm

Signed: ____________________________ Date: ____________________