Executive Meeting Minutes

Meeting Archive

23rd May 2016
9th May 2016
21st April 2016
15th April 2016
11th April 2016
7th April 2016
4th April 2016
31st March 2016
29th February 2016
4th February 2016
15th December 2015
8th December 2015
30th November 2015
16th November 2015
10 November 2015
4 November 2015
2 November 2015
27 October 2015
20th October 2015
9th October 2015 - Emergency Meeting
5th October 2015
14th September 2015
7th September 2015
31st August 2015
17th August 2015
13th August 2015
10th August 2015
3rd August 2015
27th July 2015
20th July 2015
7th July 2015
2nd June 2015
25th May 2015
18th May 2015
4th May 2015
29 April 2015
8th April 2015
30th March 2015
25th March 2015
16th March 2015
2nd March 2015
11th February 2015
4th December 2014
27th November 2014
11th November 2014
5th November 2014
21st October 2014
18th September 2014
11th September 2014
3th September 2014 Emergency Meeting
4th September 2014
2nd September 2014
19th August 2014
12th August 2014
29th July 2014
27th July 2014 Emergency Meeting
19th July 2014 Emergency Meeting
10th June 2014
15th May 2014 Emergency Meeting
13th May 2014
29th April 2014
15th April 2014
1 April 2014
20th March 2014 Emergency Meeting
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

23rd May 2016

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA CLUBS AND SOCIETIES CENTRE BUILDING, ALBANY STREET, DUNEDIN ON 23 MAY 2016 AT 11.33AM


PRESENT

Laura Harris (Chair), Jarred Griffiths, Alexia Cochrane, Bryn Jenkins, William Guy, Rob Pomare, Sean Gamble, Bayden Harris, Rachel Goh and Mariana Te Pou

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Derek Corban (Students for Environment Group), Hugh Baird (Critic Editor) and Henry Napier (Critic Reporter)

APOLOGIES

Jesse Hall

Mariana Te Pou for leaving early

Moved from the Chair

164/16 THAT the above apologies be accepted.

CARRIED U

SPEAKING RIGHTS

Moved from the Chair

165/16 THAT Debbie Downs, Donna Jones and Derek Corban be granted speaking rights for the duration of this meeting.

CARRIED U

MINUTES OF THE PREVIOUS MEETING

Date of minutes read 9th May and should have read 2nd May 2016.

Moved from the Chair

166/16 THAT the minutes of the 2nd May 2016 be accepted as a true and correct record with the above amendment.

CARRIED U

REGULAR MEETING TIMES GOING FORWARD

The full executive can’t find a time that suits everyone to meet this semester to enable regular meeting times to be set.  We are hoping next semester will make things easier.

Next meeting – 2 June 2016 at 9am in Room Two of the Clubs and Societies Building.

CHIEF EXECUTIVE OFFICER’S REPORT

As emailed.  Debbie went through some of the highlights of her report.



  • Staff contract changes with the Wind Up of Planet Media Dunedin Limited being finalised over the next couple of weeks along with accounting transfers that Debbie hopes will be implemented on the 30 May.


No changes with the actual structure with the wind up.



  • Finances - a variance report was attached. Debbie explained that depreciation is a non- cash expense so it comes out as an expense.  We don’t budget for it.  She asked if there were any questions about the finances.

  • Health and Safety – the Managers and Executive have both attended workshops.  There are now regular meetings being scheduled.

  • Maintenance – the flat rooves at the clubs and societies building exterior are being resurfaced.  This has taken a few weeks and yet to be completed.

  • Heating - It is desirable and better financially that we replace electric heaters remaining in some areas of OUSA with heat pumps.  This being investigated.


Moved from the Chair

167/16 THAT the Chief Executive Officers’ January – April 2016 report be received.

CARRIED U

BOTTLE BUY BACK REPORT

As attached.


Should OUSA continue with this project independently or could other departments help as it is a big undertaking?


Moved from the Chair

168/16 THAT the Bottle Buy Back Report 22 April 2016 be received.

CARRIED U

EXECUTIVE DROP-IN SESSIONS FEEDBACK

This is FYI.  Jarred asked if people wanted anything else added to let him know.

POLICY COMMITTEE MINUTES

Harris/Goh

169/16 THAT the minutes of the Policy Committee meetings held on 21 March 2016 and 29 April 2016 be received.

CARRIED

POLICIES TO RESCIND AND RATIFY

These policies have gone out for notice.  Jarred explained that some of them are no longer functioning or aren’t required by the Association.

Sean left at 11.53am

Sean returned at 11.55am


 


Griffiths/Guy

170/16 THAT the Constitutional Review Committee Terms of Reference (1031-2005) be rescinded.

CARRIED

Griffiths/Guy

171/16 THAT the Digital Archiving Working Party Terms of Reference (1023-2010) be rescinded.

CARRIED

Griffiths/Guy

172/16 THAT the Fire Performance & Juggling Club Investigation Committee Terms of Reference (1010-2010) be rescinded.

CARRIED

Griffiths/Guy

173/16 THAT the Governance Structure Working Party Terms of Reference (1003-2009) be rescinded.

CARRIED

Griffiths/Guy

174/16 THAT the OUSA Communications Unit Review Terms of Reference (1026-2010) be rescinded.

CARRIED

Griffiths/Guy

175/16 THAT the OUSA Recreation Unit Review Terms of Reference (1020-2010) be rescinded.

CARRIED

Griffiths/Guy

176/16 THAT the Staffing Committee Terms of Reference (1025-2010) be rescinded.

CARRIED

Griffiths/Guy

177/16 THAT the University Financial Oversight Committee terms of Reference (1020-2005) be rescinded.

CARRIED


 


Griffiths/Guy

178/16 THAT the Voluntary Student Membership Working Party Terms of Reference (1015-2009) be rescinded.

CARRIED

Griffiths/Guy

179/16 THAT the Otago University Students’ Fund Policy (1013-2008) be rescinded.

CARRIED

COMPOSITION AND EDUCATION COMMITTEE LETTER

As attached.  The executive received a submission from presidents of health sciences professional programmes outlining concerns about the representation on OUSA’s Education committee. 

Concerns were raised about the letter not being brought to the Exec earlier but explanation given.  It was requested that this be deferred to look into the process.

Mariana arrived at 12.01pm

Griffiths/Gamble

180/16 THAT the Colleges Committee Terms of Reference be amended and updated.

CARRIED

GRANTS COMMITTEE MINUTES AND RECOMMENDATIONS

Gamble/Guy

181/16 THAT the minutes of the Grants Panel meeting held on 4 April 2016 be received.

CARRIED

Gamble/Guy

182/16 THAT the recommendations from the Grants Panel meeting held on 4 April 2016 be approved.

CARRIED

Gamble/Guy

183/16 THAT the minutes of the Grants Panel Meeting held on 28 April 2016 be received.

CARRIED

Gamble/Guy

184/16 THAT the recommendations from the Grants Panel meeting held on 28 April 2016 be approved.

CARRIED

FUNDING REQUEST

There is a request from Rotary Club of Dunedin to sponsor special needs children to attend a circus event and also help in guiding and developing the ‘Youth of Today’.

As attached documents explained.  OUSA has a Charitable Donations Policy which allows charitable donations so long as donations do not exceed $1,000 per year and meet the criteria.

The meeting was divided on whether OUSA should support this request so a decision was made to vote on it.

Moved from the Chair

185/16 THAT OUSA donate $250.00 to sponsor 5 special needs children on behalf of Rotary Club of Dunedin charitable Trust to attend Circus Quirkus.

For:      6

Against:     3

CARRIED U

NZUSA FEEDBACK

Laura and Jesse attended the NZUSA conference recently.  Auckland Students Association signalled they were going to submit the one year notice intention to withdraw from NZUSA because of concerns NZUSA hadn’t been doing enough this year. 

After a discussion it was suggested all Association Presidents and NZUSA meet regularly throughout the year even if it is via skype to improve communications.

Next Local Body Elections – All Student Associations agreed to take the same date for good media and student cohesion.  Laura advised the next NZUSA meeting will be attending by her and Rachel.

SLEEP OUT

The Volunteer Centre and other groups are involved in the ‘sleep out’ campaign in the Octagon on 29 July.  OUSA was involved last year and helped out with vans, events gear and lent our marquees.  The executive would be helping out with some of the printing costs.

EDUCATION COMMITTEE (EduCom) MINUTES

Cochrane/Te Pou

186/16 THAT the Education Committee meeting minutes of 19 April 2016 be received.

CARRIED

FELLOWSHIP SELECTION COMMITTEE APPOINTMENTS

Moved from the Chair

187/16 THAT Mariana Te Pou be appointed to the Caroline Plummer Fellowship in Community Dance Advisory Board for 2016.

CARRIED U

Moved from the Chair

188/16 THAT Sean Gamble be appointed to the Frances Hodgkins Fellowship Selection Committee for 2016.

CARRIED U

Harris/Goh

189/16 THAT Laura Harris be appointed to the Robert Burns Fellowship Selection Committee for 2016.

CARRIED U

REFERENDUM RESULTS

Should the Otago University Students’ Association Annual Audited Financial

Statements for the year ended 31 December 2015 be received and accepted?

Yes: No: Abstain:

73.23% 2.96% 23.81%                      3205


Should the Otago University Students’ Association Annual Report for 2015 be received and accepted?

75.87% 2.69% 21.44%                       3199


Should PricewaterhouseCoopers be appointed as Auditors for the Otago University Students?’

Association for 2016?

65.54% 8.47% 25.99%                        3201


Should Anderson Lloyd be appointed as Honorary Solicitors for the Otago University

Students’ Association for 2016?

69.85% 5.28% 24.87%                        3201


Should OUSA regulate what costumes can be worn to the Hyde Street Party by prohibiting offensive costumes?

33.29% 61.67% 5.04%                        3154


Should OUSA support Helen Clark's bid for United Nations Secretary General?

81.7% 7.61% 10.69%                         3153


Should OUSA oppose potential University support staff redundancies/layoffs as a result of the University's Service Level Review?

48.6% 26.95% 24.44%                       3150


Should OUSA have a spa pool or communal bathing house?

54.14% 40.69% 5.17%                        3151


Should OUSA lobby the University to allow all University students to have physical access to all University facilities during weekend hours?

76.04% 19.3% 4.67%              3151


Should OUSA lobby the University to make a commitment not to invest in fossil fuels?

72.79% 16.11% 11.1%                        3153


Should OUSA initiate a campaign with the Dunedin City Council and University to have

large glass rubbish bins (like yellow top bins) replace the current glass bins throughout North

Dunedin and the student living vicinity to reduce the glass problem?

85.18% 9.23% 5.58%                          3152


Should the following administrative/general changes be made to OUSA’s constitution?

55.18% 8.95% 35.88%                        3130


Should section 39.5 of the Constitution be amended to make the Secretary responsible for appointing the Independent Arbitrator of elections instead of the Executive?

37.56% 16% 46.44%                           3131


Should the following changes be made to the conduct/execution of referendums under OUSA’s constitution?

49.47% 9.72% 40.81%                        3129


Should section 23.7 of the Constitution be amended to restrict the Executive spending above total budget expenditure?


52.52% 14.57% 32.91%                      3130


Should section 35.1 and 35.2 of the Constitution be amended to give certainty to the OUSA

election date from year to year?

59.09% 12.49% 28.42%                      3107


Should section 36.3 of the Constitution be amended to introduce an additional method of

nominating a candidate for the OUSA elections?

57.31% 13.84% 28.85%                      3106


Should section 37 of the Constitution be amended to introduce a minimum 3 working day

voting period for OUSA elections, a maximum of 7 days voting for all elections, and a minimum of a one day voting period for by elections?

58.66% 12.3% 29.04%                        3106


Should section 38 of the Constitution be amended to give the Returning Officer the

power to require assistance from OUSA staff in the execution of their duties?

49.48% 12.2% 38.31%                        3106


This referendum attracted the highest turn out of a stand-alone referendum. 

Many students abstained from some questions, especially the constitutional changes. It was agreed there were too many administrative questions.

The Policy Committee are convening later in the week to discuss feedback and have asked for submissions regarding the referendum.

DIVESTMENT LETTER

A representative from the Students for Environmental Action was present to answer any questions about their letter.  They are requesting OUSA’s support to make a public commitment of support for Divestment at Otago University and to use OUSA’s social media profile.

It was pointed out that the Executive doesn’t have control over OUSA’s social media this is controlled by our Communications team.

It was suggested that the Students for Environmental Action group apply for funding through our grants committee.


Mariana left at 12.28pm

The question about this in the referendum attracted more positive votes which deserves a response.

Laura will streamline a process of how to move forward on this and bring it to the next meeting.

Moved from the Chair

190/16 THAT the letter from the Students for Environmental Action Group requesting OUSA’s support in urging the University of Otago to divest from the fossil fuel industry be received with the proviso a streamline process be done as to the   content and the referendum question result.

CARRIED U

WORKSHOPS (Lobbying/Campaigns)

Jarred has set up an Effect Campaign and Lobbying workshop inviting four very good speakers. This will be held on 30 May at 2pm in the Otago Room.

Jarred suggested that the Executive research the speakers online and have relevant questions for them.

HEALTH AND SAFETY FOLLOW UP

Debbie was thanked for her report it was very informative.  She informed the meeting there was a good health and safety workshop held last week with the executive taking an active interest.

Jarred will send the slides from the workshop to the executive.

INTERNATIONAL COMMITTEE APPOINTMENTS

Goh/Guy

191/16 THAT Rachel Goh, Danielle King, Hasani Kannangara, Max Chan, John Kim, Andy Tu, Bushra Al-Hatrushi, Maple Goh and Thilini Nananyakkara be appointed to the International Committee for 2016.

CARRIED

GRANTS PANEL APPOINTMENTS

Guy/Harris

192/16 THAT Geoff Simmons and Daniel Porter be appointed as non-voting members to the Grants Committee for the period ending 31 December 2016.

CARRIED

Meeting closed at 12.43pm