Executive Meeting Minutes

Meeting Archive

27th November 2014
11th November 2014
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7th June 2013 Emergency Meeting
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21st November 2012 Standing Committee
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27th November 2014

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA EXECUTIVE BULL-PEN MEETING ROOM ON THURSDAY 27 NOVEMBER 2014 AT 12.08PM


PRESENT
Paul Hunt (Chair), Ryan Edgar, Laura Harris, Payal Ramritu (conference phone), Kurt Purdon, Mariana Te Pou, Jess McLean, Henri Faulkner and Eric Lim

IN ATTENDANCE
Darel Hall (General Manager), Josie Cochrane (Critic Editor), Hannah Payne-Harker (Sustainability Officer), Rachel Goh ((ICC) and Phillippa Duffy (UBS General Manager)

Ryan left at 12.09pm

APOLOGIES
Hamish Barker

Moved from the Chair
420/14 THAT the above apology be accepted.
CARRIED U

Ryan returned at 12.15pm

DUNEDIN CITY GIGATOWN WINNER
Paul congratulated and thanked all students and the wider community for winning.

After a year of competition, Dunedin was crowned victor in the Gigatown broadband competition.

The competition which began in October 2013 was run by communications company Chorus.

Dunedin is the first town in the Southern Hemisphere to have universal 1 gigabit broadband, a $200,000 development fund and a $500,000 community fund.

Timaru, Nelson, Wanaka, Gisborne and Dunedin were the five finalists.

A round of applause was heard with Paul�s compliments.

GENERAL MANAGERS�S RESIGNATION
Paul addressed the meeting expressing his gratitude on behalf of OUSA past and present for Darel Hall�s excellent work over the past three years at OUSA, especially steering OUSA safely through the new Voluntary Student Membership (VSM) environment. Everyone including the wider University and stakeholders value his contribution.


Moved from the Chair
421/14 THAT Otago University Students� Association (OUSA) recognises and appreciates Darel Hall for his exceptional service for the past three years and wishes him and his family well in Wellington.
CARRIED U

Ryan left at 12.16pm
Ryan returned at 12.17pm

SPEAKING RIGHTS
Moved from the Chair
422/14 THAT Darel Hall, Josie Cochrane and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U

MINUTES FROM PREVIOUS MEETING
Moved from the Chair
423/14 THAT the minutes of the Executive meeting held on 11 November 2014 be accepted as a true and correct record.
CARRIED U

HEALTH AND SAFETY REPORT
As attached.
Moved from the Chair
424/14 THAT the General Manager�s October Health and Safety Report be received.
CARRIED U

GENERAL MANAGERS� OPERATIONAL REPORT
As emailed out prior.

Darel wished to point out that the transition for his replacement is being managed with good attention to minimizing risk in terms of actual operations and perceived disruption to operations.

Matthew Tucker will be Acting General Manager during the recruitment process, Matt has acted as General Manager previously. Consultants are available to assist him. The stakeholders and staff are comfortable with the transition arrangements.

Moved from the Chair
425/14 THAT the General Manager�s October Operational Report be received.
CARRIED U

Moved from the Chair
426/14 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 12.21pm.
CARRIED U

Moved from the Chair
427/14 THAT the meeting move out of committee of the whole at 12.28pm.
CARRIED U

PLANET MEDIA FINANCIALS
As attached.

Darel expressed that Managers would benefit from genuine board contribution in a collegial fashion. He recommends in the next six months the board re-invite the operational managers to Board meetings.

He suggests the Board�s focus for the next six months should be about operational issues critical to operational managers� success.

Purdon/Edgar
428/14 THAT the Planet Media financial situation report dated 18 November 2014 from the OUSA General Manager be received.
CARRIED
NZUSA MEMBERSHIP
Paul addressed the meeting expressing the significance of this discussion and the importance of the decision.

He clarified that the University has never funded NZUSA through the Service Level Agreement.

He said wide consultation with Executive has occured. There has been communication with other interested parties. Paul said each executive member should express their opinion before a vote was put. Executive views ranged from:

� Delegations makes OUSA less politically active
� The $45k is not value for money
� Overall it is dysfunctional.
� Te Mana Akonga don�t communicate with our Te Roopu Maori
� For years improvements have been promised. Each year they say things will change, but change doesn�t happen
� OUSA loses credibility by remaining a NZUSA member- $45k a large amount to be pay for little return
� NZUSA didn�t shine this year or do enough especially with Elections
� �You can�t make good pancakes with a waffle iron�
� Perhaps OUSA could have done more in the relationship � but still agrees to move out.
� NZUSA�s issues are structural
� Postgraduate students continue to be disappointed with the lack of representation from NZUSA.
� NZUSA is ineffective.

OUSA would like to assist other tertiary institutions with their affairs. It is OUSA�s intention to work with the Otago Polytechnic Students� Association (OPSA) and help them. Maybe an MOU could be drawn up in future.

It was pointed out that there is a notice period of 12 months with an intention to withdraw.

The executive were unanimous in their view that OUSA should withdraw.

Ramritu/Edgar
429/14 THAT OUSA withdraws its membership from the New Zealand Union of Students Association (NZUSA) effective immediately.
CARRIED

ORDER OF BUSINESS
Moved from the Chair
430/14 THAT the order of business be changed to accommodate visitors.
CARRIED

SUSTAINABILITY OFFICERS� REPORT
As attached.

Moved from the Chair
431/14 THAT Hannah Payne-Harker be granted speaking rights for the duration of this meeting.
CARRIED U

This position has useful representation and a good way to connect with the university on environmental and sustainable issues. Hannah expressed the value of this position and was pleased to note that a couple of events took place, ie: Rate my flat. She found it helpful having communications with the executive via Payal this year.

Ramritu/Faulkner
THAT OUSA thank Hannah Payne-Harker for her hard work this year and that her Sustainability Officers report be received.
CARRIED


UNIVERSITY BOOK SHOP LEASE
Moved from the Chair
432/14 THAT Phillippa Duffy be granted speaking rights for the duration of this meeting.
CARRIED U

Phillippa was invited to address the meeting to speak to their request for a rental review.

She is suggesting a special rate for the UBS on Campus store in the 2016/2017 for the following reasons -
� On Campus location improves service deliverables to students, and not without some cost to UBS

� OUSA can secure higher medium term dividends by supporting UBS in the short term

� UBS can then put that money into online and digital solutions, investing in an infrastructure that can yield a far greater return to UBS across both textbook and general book provision
�Thank you for the genuine interest that OUSA has had toward UBS this year I don�t think the relationship has ever been stronger.
In recent times the bookshop�s fortunes have waivered due to a perfect storm of squeezed margins, Global Financial Recession, e-books and online sales, and poor internal management.

The business is now in rebuild phase having restructured to a customer facing and lean, agile team�.

Moved from the Chair
433/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 1.11pm.
CARRIED U

Moved from the Chair
434/14 THAT the meeting move out of Committee of the Whole at 1.26pm.
CARRIED U

The Executive thanked Phillippa for her attendance and said Darel, Paul and the Finance and Expenditure committee would consult and get back to her.

INTERNATIONAL CULTURAL CLUB TERMS OF REFERENCE AMENDMENTS
As attached with the new amendments.

Jess left at 1.37pm

Moved from the Chair
435/14 THAT Rachel Kho be granted speaking rights for the duration of this meeting.
CARRIED U

Jess returned at 1.39pm

There are a number of amendments and additions to this document. These proposed changes have been approved by the International Cultural Club committee. However, there hasn�t been consultation with our Club Development Officer. The ICC will consult with George. The new amendments and changes will be tracked in a new document.

Laura left at 1.53pm

Henri Faulkner will communicate with the General Manager and after wider communication these terms of reference will be brought back to an Executive Meeting.

Kurt left at 1.57pm and returned at 1.58pm
Henri left at 1.57pm

GENERAL MANAGERS� APPOINTMENT PROCESS
Moved from the Chair
436/14 THAT the meeting move into Committee of the Whole for reasons of Commercial sensitivity at 1.58pm
CARRIED U

Moved from the Chair
437/14 THAT the meeting move out of Committee of the Whole at 2.11pm
CARRIED U

The Executive have been researching Recruitment and Selection services for the position of General Manager. OUSA have engaged Deloitte in the past and found them very good, however they wanted to get some comparisons.

Purdon/Edgar
438/14 THAT the OUSA Executive employ Sara Shea from Deloitte in the Recruitment and Selection process of a new General Manager/Chief Executive Officer of OUSA.
CARRIED

There will be 2 executive members, and 2 or three external on the interview panel.

REFORECAST OF BUDGETS TO CAMPUS GROUPS AND ORGANISATIONS FUNDING
As attached.

Darel explained the purpose of this paper is to identify funds to reallocate from lower priority expenditure to higher priority expenditure, specifically student groups and organisations.

Moved from the Chair
439/14 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 2.14pm
CARRIED U

Moved from the Chair
440/14 THAT the meeting move out of Committee of the Whole at 2.20pm.
CARRIED U

Moved from the Chair
441/14 THAT the OUSA executive agrees to shift in expenditure as per the paper �Reforecast of budgets to allocate to student Groups & Organisations�, dated 21 November 2014.
CARRIED U


AFFIX THE COMMON SEAL
The loan document between OUSA and the Otago University Association Football Club (OUAFC) agreed to at a previous meeting wasn�t in the correct format and was without a common seal.

Moved from the Chair
442/14 THAT the Common Seal be affixed the loan document between the Otago University Students� Association (OUSA) and the Otago University Association Football Club (OUAFC).
CARRIED U

The Secretary will ensure this document is complete and sent through to the club for the necessary signatures this evening.

UNIVERSITY BOOK SHOP DIRECTORSHIP
Stuart Heal�s re-appointment should be the usual three year term.

Moved from the Chair
443/14 THAT motion 263/14 be amended - Stuart Heal be re-appointed as a Director of the University Book Shop for a further three year term.
CARRIED U

Edgar/McLean
444/14 THAT Paul Owen Hunt be appointed as a Director of the University Book Shop until 31 December 2015.
CARRIED

BANK SIGNATORIES
Edgar/McLean
445/14 THAT Nina Harrap be appointed as a bank signatory for OUSA banking until 31 December 2015 or until she ceases her position on the OUSA Executive.
CARRIED

Edgar/McLean
446/14 THAT Isaac Yu be appointed as a bank signatory for OUSA banking until 31 December 2015 or until he ceases his position on the OUSA Executive.
CARRIED

McLean/Edgar
447/14 THAT Matthew Dylan Tucker be appointed as a bank signatory for OUSA banking during his employment as Acting General Manager of OUSA.
CARRIED

McLean/Edgar
448/14 THAT Paul Owen Hunt be authorized to access the OUSA accounts with the Inland Revenue Department (IRD) until 31 December 2015 or until he ceases his position on the OUSA Executive.
CARRIED



CHRISTMAS PACKS TO STUDENTS
An email from Greg Hughson asking if we were doing this for students again this Christmas. Payal had been in touch with Greg and Victoria and has it in hand.

EXECUTIVE FOURTH QUARTER REPORTS
Edgar/Te Pou
449/14 THAT Eric Lim�s fourth quarter report be accepted and he be paid his honorarium.
CARRIED

Lim/Edgar
450/14 THAT Jessica McLean�s fourth quarter report be accepted and she be paid her honorarium.
CARRIED

Payal left at 2.56pm

Laura returned at 2.57pm

Te Pou/Edgar
451/14 THAT Laura Harris�s fourth quarter report be accepted and she continue to be paid her honorarium.
CARRIED

Harris/McLean
452/14 THAT Marianna Te Pou�s second half-yearly report be received and she be paid her honorarium.
CARRIED

The Te Roopu Maori constitution has been amended to allow the President of Te Roopu Maori to submit four reports in line with the executive of OUSA.

OUSA constitution (34.5) will also need to be amended as it reads half yearly reports for the TRM.

EXECUTIVE AND TE ROOPU MAORI GATHERING
The combined dinner didn�t happen this year with OUSA and TRM. It has been good for their relationships and should be encouraged next year.



Meeting closed at 3.09pm


Signed: _________________________________ Date: _____________