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12th April 2011

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS’ ASSOCIATION ON TUESDAY 12 APRIL 2011 AT 5.19PM


PRESENT
Harriet Geoghegan (Chair), Bradley Russell, Dan Stride, Katie Reid (Chair), Shonelle Eastwood, Dan Beck, Francisco Hernandez, Art Kojarunchitt, Sarah Van Ballekom, Ariana Te Wake and Thomas Koentges

IN ATTENDANCE
James Meager, Ashley Murchison, Tim Grigg, Karen Heine, Adam Beissel, Margi MacMurdo-Reading, Stacey Broom (Observers), Matt Tucker (Student Support Centre Manager), Alasdair Johnston (AJ) (Communications Officer), Aimee Gulliver (Critic Reporter) and Donna Jones (Minute Secretary)

APOLOGIES
Harriet leaving early
Ariana Te Wake for lateness

Moved from the Chair
59/11 THAT the above apologies be accepted.
CARRIED U

MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
60/11 THAT the minutes of the previous executive meeting held on 22 March 2011 be accepted as a true and correct record.
CARRIED U

WELCOME TO NEW ELECTED EXECUTIVE MEMBERS
Harriet congratulated Thomas and Art on their recent election and welcomed them onto the Executive.

HEART FOUNDATION THANK YOU LETTER FOR NOTING
A letter of thanks as attached was noted.

OUSA MEMBERS’ COMPLAINTS/CONCERNS
Harriet explained how she and the Secretary were both informed at late notice that James Meager was bringing his concerns to the meeting this evening. He also produced fresh correspondence to the table.


Moved from the Chair
61/11 THAT Katie Reid assumes the Chair at 5.23pm.
CARRIED U

Geoghegan/Kojarunchitt
62/11 THAT the formal complaint correspondence from James Meager be accepted and a formal response be written to him by the end of the week.


Eastwood/Van Ballekom
63/11 THAT James Meager be granted speaking rights at this meeting whilst his complaint was being considered.
CARRIED

Ariana arrived at 5.24pm

James Meager was granted permission to address the meeting and read out the concerns. He reiterated he had written a formal complaint via email on 21 March 2011 about some of these. He also read out two other OUSA members’ complaints.

• OUSA Facebook – blocking and moderation of a members usage
• Treatment of OUSA members in relation to Postgraduate Committee
• Treatment of OUSA members in Critic article
• Gazebo Lounge controversy
• Accusations of not responding to questions from members
• Current OUSA Constitution being unclear and messy
• No plan for OUSA members with VSM

Shonelle wanted it noted she was sorry the Secretary and the President were not informed of these issues coming to this meeting as she thought she had forwarded them.

Francisco thanked James for bringing these issues to the Executive.

James requested that he would like these concerns addressed and dealt with in a timely manner.

Harriet responded by saying it was impossible to deal with these issues right now especially when some were only brought to the attention of the meeting this evening. She reiterated there would be a response by the end of the week and this was not a dismissal of the complaints.

Thomas commented he would like these issues dealt with now. However, Dan Stride and Shonelle agreed it was better to have them dealt with in a formal letter. It was expressed there was a motion on the floor to that effect.

It was suggested the other people in attendance be given speaking rights.

Stride/Hernandez
64/11 THAT Ashley Murchison, Tim Grigg, Karen Heine, Adam Beissel, Margi MacMurdo-Reading and Stacey Broom be granted speaking rights to talk to these complaints.
Te Wake/Eastwood: Abstained
CARRIED

Ashley Murchison addressed the meeting and reiterated some of James Meagers’ concerns and asked for them to be dealt with.

Motion 62/11 on the floor was then put:
1 Against
CARRIED
The complainants then left the meeting.

AFFILIATION
As attached.

Van Ballekom/Stride
65/11 THAT the Otago University Lawn Bowls Club be affiliated to OUSA.
Russell/Geoghegan/Eastwood: Abstained
CARRIED

Eastwood/Te Wake
66/11 THAT Harriet Geoghegan resumes the Chair.
CARRIED


CAMBODIAN CULTURE CLUB DISCRETIONAL GUIDANCE
Sarah said this club was requesting guidance as they wish to financially support orphanages overseas. It was suggested they get some help with their accounts.

Stride/Hernandez
67/11 THAT the Executive direct Sarah Van Ballekom and Lee Griffiths to investigate the Cambodian Culture Club’s accounts and financial situation of the club and report back to the Executive.
CARRIED

Art out at 6.05pm
Art returned at 6.06pm

IGNITE CONSULTANTS STATUS OF GROUP
Direction was sought from the Executive as to whether this group comes under club criteria. Do they fit under the affiliation policy and section 18 of the OUSA Constitution.?

Some concern also of how this group selection process for their officers.

After further discussion it was decided that OUSA would investigate it more fully when this group submits its constitution and affiliation material.

GRANTS MEETING MINUTES AND RECOMMENDATIONS
Eastwood/Kojarunchitt
68/11 THAT the minutes of the Grants Meeting held on 23 March 2011 be received and the following recommendations be approved.
CARRIED

Eastwood/Kojarunchitt
69/11 THAT the Anthropology Society be granted $55 for film screenings conditional to the Grant being used for projector hire.
CARRIED

Eastwood/Kojarunchitt
70/11 THAT the Otago University Badminton Club be granted $750.00 for shuttlecocks, conditional on the provision of receipts for the last Grant the Club received.
CARRIED

Eastwood/Kojarunchitt
71/11 THAT CathSoc be granted $264.00 for boat ride and printing only, conditional on legitimate quotes being provided.
CARRIED

Eastwood/Kojarunchitt
72/11 THAT the Otago University Dive Club be granted $414.00 for safety equipment.
CARRIED

Eastwood/Kojarunchitt
73/11 THAT the Otago Associated Football Club be granted $1000.00 for new uniforms.
CARRIED

Eastwood/Kojarunchitt
74/11 THAT the University Hockey Club be granted $1000 for new goalie equipment.
CARRIED

Eastwood/Kojarunchitt
75/11 THAT the Kayak Racing Club be granted $703.00 for new equipment, conditional that $300.00 be used towards life jackets.
CARRIED
Eastwood/Kojarunchitt
76/11 THAT Student’s for Environmental Action be granted $750.00 to cover sound system hire for the Organic Fest.
CARRIED

Eastwood/Kojarunchitt
77/11 THAT the Swords Club be granted $970.00 for new equipment.
CARRIED

Eastwood/Kojarunchitt
78/11 THAT Joyce Andrew be granted $100 for South Island travel.
CARRIED

Eastwood/Kojarunchitt
79/11 THAT Marise Stuart be granted $500 for a Medical Conference.
CARRIED

Eastwood/Kojarunchitt
80/11 THAT Rupini Vengadesan be granted $500 for a Medical Camp in Fiji, conditional on an official Sai Youth letter being submitted.
CARRIED

BUDGET 2011 REVISION REMINDER
The Finance and Services Officer wanted to remind the Executive if they have revisions to their 2011 budget please get your submission to him soon. The current budget is on the website for your perusal.

Dan Stride left at 6.18pm

EXECUTIVE FIRST QUARTER REPORTS
Te Wake/Eastwood
81/11 THAT Sarah Van Ballekom’s first quarter report be accepted and her honorarium be paid.
CARRIED

Dan returned at 6.21pm

Hernandez/Reid
82/11 THAT Daniel Stride’s first quarter report be accepted and he continue to be paid his honorarium.
CARRIED

Eastwood/Stride
83/11 THAT Katie Reid’s first quarter report be accepted and she continue to be paid her honorarium.
CARRIED

Moved from the Chair
84/11 THAT Katie Reid assume the Chair at 6.25pm
CARRIED U

Eastwood/Kojarunchitt
85/11 THAT Harriet Geoghegan’s first quarter report be accepted and she continue to be paid her honorarium.
Geoghegan: Abstain
CARRIED

Eastwood/Te Wake
86/11 THAT Katie Reid relinquishes the Chair to Harriet Geoghegan at 6.28pm
Kojarunchitt: Against
CARRIED

Hernandez/Stride
87/11 THAT Bradley Russell’s first quarter report be accepted and he continue to be paid his honorarium.
Russell: Abstain
CARRIED

Kojarunchitt/Stride
88/11 THAT Francisco Hernandez’s first quarter report be accepted and he be paid his honorarium.
Hernandez: Abstain
CARRIED

Sarah left at 6.31pm

Stride/Russell
89/11 THAT Shonelle Eastwood’s first quarter report be accepted and she continue to be paid her honorarium.
Eastwood: Abstain
CARRIED

Sarah returned at 6.34pm

Art Kojarunchitt submitted his report for noting as he was employed as an Independent Contractor until 31 March 2011.

Eastwood/Hernandez
90/11 THAT Ariana Te Wake’s first quarter report be received and she be paid her honorarium.
Te Wake: Abstain
CARRIED

It was noted that the Te Roopu Tumuaki is an Ex officio member of the OUSA Executive and is paid a token honorarium in recognition of their ex officio role, slightly different to the other honorarium payments.

Katie left at 6.41pm
Katie returned at 6.42pm

Kojarunchitt/Eastwood
91/11 THAT Daniel Beck’s first quarter report be accepted and he be paid his honorarium.
CARRIED

ENVIRONMENTAL, POLICY AND WELFARE COMMITTEE’S MINUTES TO RECEIVE
Stride/Russell
92/11 THAT the minutes of the Environmental Committee meeting held on 4
April 2011 be received.
CARRIED

Stride/Russell
93/11 THAT the minutes of the OUSA Policy Committee meeting held on 18 March 2011 be received.
CARRIED

Stride/Russell
94/11 THAT the minutes of the OUSA Welfare Committee meeting held on 30 March 2011 be received.
CARRIED

FINANCE AND EXPENDITURE REPORT
Stride/Russell
95/11 THAT the minutes of the Finance and Expenditure Committee meeting held on 15 March 2011 be received.
CARRIED

PROPOSED REVISION OF ISO 2010 BUDGET
Art is to present a more detailed breakdown. Also suggested he talk with other members of the Executive.

GENERAL BUSINESS
Bottle Buy Back – this Thursday, 10am – 3pm. (10 cents refund for bottle or can) The Secretary will contact the Proctor’s office to enquiry about the funds they usually donate for this. However, they should have been given more notice.

Could volunteers please sign up on the Roster beside the pigeon holes in the main office?
Two Minutes silence for Japan Disaster – There will be a gathering tomorrow outside on the University Union area at 12.00pm. All welcome.

Constitutional Review – The constitution needs tidied up and mistakes fixed, the Policy Committee has it on their agenda. Do we also want to make bigger changes? Do we need to form a Constitutional Review Committee and invite external people to sit on it? There will need to be a Terms of Reference for the CRC.

PEMA – Sarah asked if this group could affiliate to OUSA. The discussion was held over this group receiving funding from TRM from students who self identify as Maori students. Nonetheless they do a lot for non Maori students as well as Maori students.

Ariana looking into this more fully and will report back.

OUSA Membership Committee – For noting - The membership met last week to consider a student applying for exemption of OUSA fees through hardship. Daniel Stride wished to advise this had been granted.

Complaint/Concern information - Could the Executive get their individual feedback or suggestions to Harriet before the end of the week.

Events Review Report – This report is overdue and needs to be followed up.

Eastwood/Stride
96/11 THAT the OUSA Executive directs the relevant members of the Events Review Panel to submit the report by mid day Friday 15 April 2011.
CARRIED

Brad left at 7.03pm

Quiz Night – Art was gauging if it was a good idea to hold a Quiz Night to fund raise over the holidays. It was suggested he consider holding it in one of the bars around town as they have established quiz nights.

Brad returned at 7.05pm

Applied Science Students Colloquium – Tomorrow night in Castle Lecture Theatre at 6.15pm

Fellowship Selection Committee – please consider any suitable people for these as the committee closes in June.
UNIVERSITY BOOK SHOP REPORT
Eastwood/Te Wake
97/11 THAT the meeting move into Committee of the Whole for reasons of Commercial Sensitivity at 7.10pm
CARRIED

Eastwood/Te Wake
98/11 THAT the meeting move out of Committee of the whole at 7.13pm

Eastwood/Hernandez
99/11 THAT the report from the University Book Shop Board meeting held on 16 March 2011 be received.
CARRIED

STRICT COMMITTEE
Eastwood/Te Wake
100/11 THAT the meeting move into Strict Committee for reasons of Commercial Sensitivity at 7.14pm
CARRIED

Moved from the Chair
101/11 THAT the meeting move out of Strict Committee at 7.36pm
CARRIED U


Meeting closed 7.36pm