Executive Meeting Minutes

Meeting Archive

8th November 2016
17th October 2016
7th October 2016
3rd October 2016
19th September 2016
12th September 2016
5th September 2016
22nd August 2016
8th August 2016
29th July 2016
22nd July 2016
15th July 2016
1st July 2016
13th June 2016
2nd June 2016
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
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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
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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
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18th March 2012 EM
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17th February 2012 EM
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13th April 2010
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January 19th 2010
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September 15 2009
September 29 2009

8th November 2016

MINUTES OF THE EXECUTIVE MEETING HELD IN THE CLUBS AND SOCIETIES CENTRE ON TUESDAY 8 NOVEMBER 2016 AT 4.06PM

PRESENT
Jarred Griffiths (Chair), Bryn Jenkins, Alexia Cochrane, Bayden Harris, Mariana Te Pou, Sean Gamble, Rachel Goh and William Guy (via cell phone)

IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Lucy Northwood (Postgraduate Officer elect) Donna Jones (Minute Secretary) and Lucy Hunter (Critic Editor)

CO-OPT ONTO THE STANDING COMMITTEE
Moved from the Chair
sc359/16 THAT Bayden Harris, Mariana Te Pou, Sean Gamble, Rachel Goh and William Guy be co-opted onto the Standing Committee of the Executive for the duration of this meeting.
CARRIED U

APOLOGIES
Laura Harris and Jesse Hall
Moved from the Chair
sc360/16 THAT the above apologies be accepted.
CARRIED U

SPEAKING RIGHTS
Moved from the Chair
sc361/16 THAT Debbie Downs, Lucy Northwood, Lucy Hunter and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Goh/Te Pou
sc362/16 THAT the minutes of the Standing Committee of the Executive held on 17 October 2016 be accepted as a true and correct record.
CARRIED U

ANNUAL STUDENT SURVEY
As attached. Debbie explained the findings and said it was expensive this way but very good, perhaps if we continued doing it through this research company it could be done every 2 or 3 years.

The key findings were:
Total of 748 students completed the 2016 OUSA Student Survey. The sample was self-selected, students accessed an online survey marketed by OUSA and Research First. Key Successes Satisfaction with all Clubs & Socs services was high. Three quarters or more of service users for each service stated they were either fairly or very satisfied with it. Satisfaction with all events was very high. This was particularly the case with the Capping show (95% satisfied) and Art Week (90% satisfied). OUSA publications were rated positively overall by the majority of users. 86% of respondents had a Radio One card and 77% of these were satisfied with it. Three quarters of respondents (77%) thought OUSA was effective at getting messages out to students. Satisfaction with Student Executive initiatives was high. This was particularly the case with cuddle fix (92%) and free flu jabs (93%); very high proportions stating that they were very satisfied Three quarters of OUSA volunteers (75%) were satisfied with their volunteering experience.
Moved from the Chair
sc363/16 THAT the 2016 Annual Student Survey be received.
CARRIED U

OUSA WEBSITE UPGRADE PROPOSAL
Moved from the Chair
sc364/16 THAT the meeting move into the Committee of the Whole for reasons of commercial sensitivity at 4.08pm
Moved from the Chair
sc365/16 THAT the meeting move out of Committee of the Whole at 4.12pm
CARRIED U
Moved from the Chair
sc366/16 THAT OUSA agree to engage Core Development to build the OUSA website as submitted in the website development proposal.
CARRIED U

SUPERVISOR OF THE YEAR FEEDBACK
We had over 130 nominations this year from all the divisions. The Postgraduate Divisional Student Representatives and I (OUSA Postgraduate Officer) were the panellist in selecting Divisional finalist and winners, the New Supervisor of the Year (Supervising less than 5 years) and the Supervisor of the year.
The event was hosted in conjunction with the Graduate Research School. It was a hit and the relationship between OUSA and GRS strengthened. There were many praises on how organized it was this year and how the flow of the evening was all about celebrating the support and guidance our supervisors provide to our PG students. But more importantly celebrating the relationships between Supervisors and the students.
Mariana will supply a written report to Donna.
Moved from the Chair
sc367/16 THAT the recipients of Supervisor of the Year awards be congratulated and a big thank you to Mariana Te Pou for her hard work.
CARRIED U

GRANTS BUDGET
There has been an overwhelming number of grants applications this year and the budget has been overspent by approximately $8,000. It has been suggested this amount could be transferred over from another budget line if the meeting agreed. There were 25 grant applications in this round and they weren't aware the budget was overspent.
Moved from the Chair
sc368/16 THAT the Executive agree to transferring the full amount being paid out of the last grants round from the Memorandum of Understanding line to the grants line.
CARRIED U

GRANTS MINUTES AND RECOMMENDATIONS
Guy/Harris
sc369/16 THAT the minutes of the Grants Panel meeting held on 1 November 2016 be received and the recommendations be approved.
CARRIED

AFFILIATIONS
Castle Street Labour - clarification was asked whether this club was similar to Young Labour who are already affiliated.
Jarred noted his conflict of interesting being the Chairperson the branch.
Castle Street Labour Party membership are of an older age group. It was important that OUSA isn't setting a precedent affiliating the same clubs or societies.
Guy/Harris
sc370/16 THAT Castle Street Labour be affiliated to OUSA.
CARRIED
Guy/Harris
sc371/16 THAT Students Without Borders be affiliated to OUSA.
CARRIED

LIFE MEMBERSHIP OF OUSA
Moved from the Chair
sc372/16 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 4.26pm
CARRIED U
Moved from the Chair
sc373/16 THAT the meeting move out of Committee of the Whole.
CARRIED U
Goh/Cochrane
sc374/16 THAT Matthew Dylan Tucker, Clubs and Societies Manager be awarded Life Membership of OUSA.
CARRIED U
Goh/Cochrane
sc375/16 THAT Laura Harris, President be awarded Life Membership of OUSA.
CARRIED U

OUSA CHRISTMAS PARTY AND EXECUTIVE PHOTO
A reminder the party will be held in the Evison Lounge on Monday 14 November at 4.30pm. Arrangements are all underway and invitations out now. Alexia is leading the preparation so please let her know if you can help with the set up and decorating on Monday afternoon.
Formal attire for the Executive photo to be taken at 4.00pm, all to assemble at the OUSA reception.

GENERAL BUSINESS
Graduation ceremonies - 10, 14, 17 December. Two ceremonies each day so parade will leave at 11.30am sharp. Four people required to carry banners. Please let Donna know. William to sit on the stage on 10 December at 4pm ceremony.
Division of Health Sciences appointment process- As attached. Where a student association or faculty exists, their president will automatically be appointed to each committee - Medicine, Dentistry, pharmacy and Physiotherapy. In exceptional circumstances OUSA may intervene in this process and appoint an alternative student representative.
Where no student association exists, OUSA will appoint the elected Class Representative. Shinead at the Student Support Centre has been consulted on this.
Te Roopu Maori have also specified their appointments in the same document, in consultation with the varying MÄori faculty student associations.

Harris/Goh
sc376/16 THAT OUSA accept the proposed changes to the Division of Health Sciences Representative appointment process.
CARRIED
William to get final document to Donna and put on the shared drive.
Dunedin Craft Beer and Food Festival -
Moved from the Chair
sc377/16 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 4.40pm.
CARRIED U
Moved from the Chair
sc378/16 THAT the meeting move out of committee of the whole at 4.42pm.
CARRIED U
Debbie has kindly allocated tickets for staff this year so let her know if you are interested in attending this fine event.

Meeting closed at 4.46pm