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10th July 2012

MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE BOARDROOM OF THE OTAGO UNIVERSITY STUDENTS' ASSOCIATION ON TUESDAY 10 JULY 2012 AT 5.25PM


PRESENT
Logan Edgar (Chair), Jono Rowe, Ryan Edgar, Aaspreet Boparai, Fran Hernandez, Yee Min Chua, Blake Luff, Angus McDonald, Lisa Pohatu and Juana Diesing

IN ATTENDANCE
Darel Hall (OUSA General Manager), Joe Stockman (Critic Editor), Claudia Herron (Critic Reporter) and Donna Jones (Minute Secretary)
Forsyth Barr Investment Advisers and Glenda Roberts (Events Manager)

The Executive Meeting opened as the previous meeting with the Executive and Forsyth Barr Investment concluded. There had been a discussion about investment proposals for OUSA.

APOLOGIES
Lisa Pohatu, Blake Luff, Angus McDonald and Juana Diesing for lateness

Edgar/Boparai
158/12 THAT the above apologies be accepted.
CARRIED

WELCOME TO NEW STAFF MEMBER
Glenda Roberts joined OUSA last Monday and was warmly welcomed to the family with introductions circulating around the table. She outlined her past career experience and duties to the executive and invited any questions.

MINUTES OF THE PREVIOUS MEETING
Rowe/Edgar
159/12 THAT the minutes of the executive meeting held on 19 June 2012 be accepted as a true and correct record.
CARRIED

UNIVERSITY BOOK SHOP OTAGO LIMITED DIRECTOR RE-APPOINTMENT
As the attached correspondence states Mr John Scandretts' term as a Director of UBS is due to expire on 30 December 2012. Mr Scandrett advised he is available for re-appointment.

Rowe/Chua
160/12 THAT John Scandrett be re-appointed to the University Book Shop Board of Directors for a period not exceeding 36 months.
CARRIED

Logan agreed to inform Mr Scandrett and the UBS Secretary of this re-appointment.

BY ELECTION DATES FOR POST GRADUATE OFFICER
Owing to the vacancy there needs to be a by election held as soon as possible.

Hernandez/Rowe
161/12 THAT nominations for a By Election for the position of Post Graduate Officer be opened at 9am on 17 July 2012 and close at 4pm on 19 July 2012.
CARRIED

Hernandez/Rowe
162/12 THAT voting for a By Election for the position of Post Graduate Officer open at 9am on 24 July 2012 and close at 4pm on 26 July 2012.
CARRIED

Hernandez/Rowe
163/12 THAT the By Election being held on 24-26 July 2012 be by electronic means only.
CARRIED

Hernandez/Rowe
164/12 THAT Prof Paul Roth be appointed the Independent Arbitrator for the By Election being held on 24-26 July 2012.
CARRIED

The Secretary is working on selecting a Returning Officer for this By Election.

Fran offered to inquire about setting up a polling booth at Abbey College.

Aaspreet left at 5.51pm


SUPERVISOR AWARDS FUNDING REQUEST
Owing to there being no Post Graduate Officer at present Mr Tucker has requested the Student Support Centre start the planning for this function.

It was agreed when the PG position is filled the new person could then assist the SSC with running these events.

Boparai/Edgar
165/12 THAT the Executive approve $1,000 to be allocated to the Supervisor Awards from the Post Graduate Budget line.
CARRIED





INTERNATIONAL CULTURAL COUNCIL SPORTS DAY REPORT
Rowe/Edgar
166/12 THAT the International Cultural Council Sports Day Report dated 30 April 2012 be received.
CARRIED

Lisa arrived at 5.57pm

OTAGO POLYTECHNIC STUDENT USE OF CLUBS AND SOCIETIES CENTRE
Hernandez/Boparai
167/12 THAT Darel Hall be granted speaking rights for the duration of this meeting.
CARRIED

The OPSA contracts the Clubs and Societies Centre Recreation Unit to provide services to its students. Presently 2 ½ % are OPSA students using the unit. This information is gathered by a tick box system when students come into the Centre.

The attached document shows a breakdown of the overall usage.

RESIGNATION & APPOINTMENTS TO GRANTS COMMITTEE
Logan has offered to purchase a gift for outgoing long term grants committee member Des Smith and present it to him. It was agreed he should be invited to a function later in the year to show our appreciation of his hard work.

Rowe/Edgar
168/12 THAT Min Chua and Geoff and Simons be appointed to the Grants Committee until 31 December 2012.
CARRIED


APPOINTMENTS TO BLUES PANEL
Dr Gerrard is happy to be re-appointed but wished to advise he is cutting down his work load and may not be available for re-appointment next year.

Chua/Hernandez
169/12 THAT Blake Luff, Logan Edgar, James Grubb, Ron Palenski, David Gerrard and Lisa Pohatu be appointed to the Blues Panel for 2012.
CARRIED

PLANET MEDIA DUNEDIN LIMITED POLICY
This attached policy is to describe the relationship between PMDL and OUSA policy. It is a starting point and a guide and if the Executive agree in principle this will then go to the PMDL Board as they are to have the policy at their level.

Rowe/Pohatu
170/12 THAT the OUSA Executive agree with the Planet Media Dunedin Limited Policy in principle and request the PMDL Board to consider it for advice and implementation.
CARRIED

INFORMATION & COMMUNICATIONS TECHNOLOGY (ICT) POLICY
Edgar/Rowe
171/12 THAT Joe Stockman be granted speaking rights for the duration of this meeting.
CARRIED

Joe wanted clarification on whether this policy would change the way Critic was doing things now.

Rowe/Edgar
172/12 THAT the Information and Communications Technology (ICT) Policy be set.
CARRIED

$3 DINNER IDEA UPDATE
The dinner idea should be ready for launching around mid-August. Fran is getting a draft letter out to the clubs and societies soon and he will send a time-line to the Executive.

Clarification was given that the $500 grant from Audacious was given to Francisco personally as an individual and not to OUSA or a club.

STUDENT LOANS/ALLOWANCES CHANGES
NZMSA and Fran met recently about the new student loans and allowances changes through parliament and the concern that Post Graduate students will be very disadvantaged with the proposed threshold on borrowing.


It was agreed that OUSA should lobby the government about this being an unreasonable approach for post graduate students. Also, it was agreed that Logan could contact other students associations to support this as a group. Logan would teleconference NZUSA and gauge if others would get involved.

Blake arrived at 6.27pm

EXAMINATION BEREAVEMENT BRIEFING
Fran had been made more aware of the provision available through the University for students' who suffer bereavement during examination times. He wanted to ensure that students were made aware they could obtain a letter. Fran will contact the University Chaplain Greg Hughson and get further information.

SCITED
SciTed is a public speaking platform at Otago University where individuals give presentation on broader topics of science. There is an opportunity for student participation in this event.

Aaspreet wanted to see if the Executive would like to know more about this and get on board. Harlene Hayne is speaking at the next event.

It was agreed this would be a great initiative for OUSA to get involved in and would await more information from Aaspreet.

EXECUTIVE SECOND QUARTER REPORTS
It was explained that the Te Roopu Tumuaki is a member of the executive who is required to write two reports per year and the honorarium is less than the other executive members. Noting this is her first report and the Executive members are submitting their second quarter report.

Luff/McDonald
173/12 THAT Lisa Pohatu's first report be received and her honorarium be paid.
CARRIED

Luff/Hernandez
174/12 THAT Ryan Edgar's second quarter report be accepted and he continue to be paid his honorarium.
Edgar, L Abstain
CARRIED

Edgar/Pohatu
175/12 THAT Aaspreet Boparai's second quarter report be accepted and he continue to be paid his honorarium.
Edgar, L Abstain
CARRIED

Aaspreet has agreed to be available in the main office from now on.

Luff/McDonald
176/12 THAT Jonathan Rowe's second quarter report be accepted and he continue to be paid his honorarium.
CARRIED

Luff/Chua
177/12 THAT Angus McDonaldâ's second quarter report be accepted and his honorarium to be paid.
CARRIED

Luff/Rowe
178/12 THAT Francisco Hernandez's second quarter report be accepted and he continue to be paid his honorarium.
CARRIED

Min was elected to this position on 30 May 2012 however she had been volunteering her services for international events prior to this and her work has been invaluable.

Luff/Hernandez
178/12 THAT Min Chua's second quarter report be accepted and she be paid 1/3 of her honorarium as she is newly elected.
CARRIED

Jono left at 7.19pm

Pohatu/Chua
179/12 THAT Blake Luff's second quarter report be accepted and he be paid his honorarium.
CARRIED

Jono returned at 7.24pm


Logan Edgar relinquished the Chair to Jono Rowe at 7.25pm

It was noted that Logan's report was submitted very late and he agreed he needs to lead by example and have them in on time.


Pohatu/Luff
180/12 THAT Logan Edgar's second quarter report be accepted and he continue to be paid his honorarium.
CARRIED

It was agreed to wait for Juana to arrive from her meeting with the colleges this evening and talk to her report.

GENERAL BUSINESS
OUSA Ties - the secretary has notified the executive that there are only about 8 ties left in stock. These ties are dated in design but are very popular. There used to be stricter criteria for their purchase as per motions 289/84 however in 2008 Mr Ross Blanch General Manager addressed an executive meeting explaining some of the history behind the executive and blues ties that were in stock. There was a slight design difference to differentiate between the two.

Blake was asking the executive if they wished to purchase more ties, change the design etc. It was claimed by our General Manager that these ties weren't suitable as you can't tie a full Windsor as they are too slim. A catastrophe he remarked!

Blake, Logan and Jono will pursue this and also seek advice from our Designer Zina.

Hot Soup - Fran is helping the 'soup not bombs' group tomorrow at 8.30am to make and hand out free soup to students. Please assist them if you can.

Critic design cover - It was acknowledged that Joe Stockman, Sam Clark and Sam Stuchbury were asked to produce the cover for one of the United States' most popular magazines, Newsweek, has a circulation of 1.5 million and claims a readership of 14 million people.

An image the three of them worked on has been chosen from the cover for the July 16 issue of critic.

Moved from the Chair
181/12 THAT the OUSA Executive and staff applaud Critic for the awesome achievement of their cover design being used by the Newsweek Magazine.
CARRIED U

Critic wished to reiterate to the executive to please use them to for news coverage.

Election Policy - The revamp this requires will need to be done as soon as possible.

Juana arrived at 7.53pm

Juana Diesing's report:

Edgar/Pohatu
182/12 THAT Juana Diesing's second quarter report be accepted and she be paid her honorarium.
CARRIED



Meeting closed at 8.01pm