Executive Meeting Minutes

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12th September 2016

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA CLUBS AND SOCIETIES CENTRE BUILDING, ALBANY STREET, DUNEDIN ON MONDAY 12 SEPTEMBER 2016 AT 4.32PM


PRESENT

Laura Harris (Chair), Jarred Griffiths, Bryn Jenkins, Alexia Cochrane, William Guy, Rachel Goh, Bayden Harris and Jesse Hall

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Joe Higham (Critic Reporter)

APOLOGIES

Sean Gamble

Mariana Te Pou for lateness

Moved from the Chair

288/16 THAT the above apologies be accepted.

CARRIED U

SPEAKING RIGHTS

Moved from the Chair

289/16 THAT Debbie Downs, Donna Jones and Joe Higham be granted speaking rights for the duration of this meeting.

CARRIED U

MINUTES OF THE PREVIOUS MEETING

Moved from the Chair

290/16 THAT the minutes from the Executive Meeting held on 5 September 2016 be accepted as a true and correct record.

CARRIED U

MATTERS ARISING

Mural proposal – Laura reported she has written the letter of support for Guy Howard-Smith as requested.

REPORTING OF STUDENT NUMBERS

Constitutionally the student numbers are required for quorum purposes.  The University stated the student numbers for semester two are 18,458 as per the attached email.

REFERENDUM/SGM/AGM

There is a requirement to hold a meeting to set the budget any for the forthcoming year and have it presented to the student body.

There is also a requirement of the Companies Office that an Annual General Meeting be held annually within a Student General Meeting.

Goh/Harris

291/16 THAT the Secretary be directed to call a Student General Meeting including an Annual General Meeting on Wednesday 5 October 2016 at 1pm in the Main Common Room or outside if weather permits.

CARRIED

REFERENDUM POLICY

As attached.  Owing to the elections rules changes and the legal advice on ‘abstaining’ from voting the amendments to this policy would remove any confusion.

Amendments are –

Delete 6.5 - In all referenda on the ballot there must also be, for each position, an option to abstain from voting.

Delete 10.22.3 - The number of abstained voters for each questions

Griffiths/Hall

292/16 THAT the amended Referendum Policy be accepted.

CARRIED

FINANCE AND EXPENDITURE (FEC) COMMITTEE MINUTES

Hall/Goh

293/16 THAT the minutes from the Finance and Expenditure Committee Meeting held on 10 August 2016 be received.

CARRIED

WELFARE (WelCom) COMMITTEE MINUTES

Jenkins/Harris

294/16 THAT the minutes from the Welfare Committee Meetings held on 26 April 2016 and 10 May 2016 be received.

CARRIED

VOLUNTEER APPRECIATION IDEAS

There has been a request for ideas of what OUSA could give our many volunteers and helpers as a token of our appreciation for their hard work.  It was agreed a letter of service template be drawn up signed by the chief Executive Officer and the President. 

A nice OUSA branded notebook was decided on. Rachel is going to meet up Sarah McDonald and get this underway.


 


BUDGET 2017

Harris/Cochrane

295/16 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity.

CARRIED

Harris/Goh

296/16 THAT the meeting move out of Committee of the Whole.

CARRIED

Goh/Guy

297/16 THAT the draft 2017 Budget be received.

CARRIED

The full Budget 2017 will be presented to the next Executive meeting ready for distribution to the student body.


GENERAL BUSINESS

Otago University Snow Sports Club purchase of PA speakers.

Guy/Jenkins

298/16 THAT OUSA purchase (from the grants pool) the PA system for $750.00. It is to be stored at the Clubs and Societies Centre.  The Otago University Snow Sports Club will be provided with a booking system, and the grant will not count towards their grants’ limits as it is a purchase for wider clubs and societies to use.

CARRIED

            Jesse left at 4.50pm

             Otago University Muslim Students’ Association grant – as attached

Guy/Goh

299/16 THAT OUSA provide the Muslim Students’ Association with $1,000 to redistribute evenly between Otago University Muslim Students Association members who attended the women’s’ camp with the funded granted to cover their accommodation costs.

CARRIED

Indian Students Association My Big Fat Indian WeddingSeptember 16 & 17 at 7.30pm at the Teachers College Auditorium, $12 per ticket.

            International Gala Night – 23 September at the OUSA Aquatic Centre.  6-9pm


            Meeting closed at 5.02pm