Meeting highlights
PRESENT
Francisco Hernandez (Chair), Zac Gawn, Ruby Sycamore-Smith and Jordan Taylor
IN ATTENDANCE
Donna Jones (Minute Secretary), Darel Hall (General Manager) and Sam Clark (Critic Reporter)
APOLOGIES
Nick Tenci
Moved from the Chair
sc38/13 THAT the above apology be accepted.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Sycamore-Smith/Taylor
Sc39/13 THAT the minutes of the meeting of the Standing Committee of the Executive held on 22 October 2013 be accepted as a true and correct record.
CARRIED
MATTERS ARISING
SC33/13 – Sponsorship on R1 card, Darel has done this.
Bus trial meeting – scheduled for 5 November at 2pm
Executive Photos in the Diary – all proofed and finalised.
OTAGO TERTIARY CHAPLAINCY BOARD 50TH YEAR CELEBRATION
The Otago Tertiary Chaplaincy are holding a celebration this year and OUSA wished to acknowledge the excellent service this Board has given, Tertiary Students and their families, OUSA and the University over the years.
Moved from the Chair
Sc40/13 THAT OUSA give thanks and appreciation to the Otago Tertiary Chaplaincy Board and congratulate them on their 50 years of exceptional service.
CARRIED U
GRANTS COMMITTEE MINUTE AND RECOMMENDATIONS
Moved from the Chair
Sc41/13 THAT the minutes of the grants committee meeting held on 15 October 2013 be received.
CARRIED U
Moved from the Chair
Sc42/13 THAT the following recommendations from the grants committee meeting held on 15 October 2013 be approved.
CARRIED U
Moved from the Chair
Sc43/13 THAT the Fire and Circus Club be granted $800.00 to assist with travel and attendance to the Under the Spinfluence Circus Gathering, 6-9 September 2013, in Wellington.
CARRIED U
Moved from the Chair
sc44/13 THAT the Otago University Hockey Club be granted $1,000 to assist with purchasing new playing shirts for both the Men’s and Women’s C Grade Teams.
CARRIED U
Moved from the Chair
Sc45/13 THAT the grant application from Students for Christ be declined.
CARRIED U
Moved from the Chair
Sc46/13 THAT the Otago University Tramping Club be granted $1,000.00 to assist with the purchase of a pair of half-ropes.
CARRIED U
Moved from the Chair
Sc47/13 THAT Tom Bradshaw be granted $200 to help cover the costs of travel and accommodation to attend the New Zealand Biking Elite National Series.
CARRIED U
Moved from the Chair
Sc48/13 THAT India Gilmore be granted $200.00 to assist with the costs of attending the Pacific Youth and Sports Conference in Noumea.
CARRIED U
Moved from the Chair
Sc49/13 THAT OUSA recommends to have the financial balance of $5,950 carried over to 2014’s Grants Budget.
CARRIED U
Moved from the Chair
Sc50/13 THAT Darel Hall, Sam Clark and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
REPORT ON THE EMPLOYMENT RELATIONS AUTHORITY DECISION - AUSA
As attached Darel outlined the report on the Employment Relations Authority decision between Tom O’Connor (AUSA General Manager) and the AUSA.
Darel and the accounts team reviewed the decisions because of the governance-management insights it offers, including any specific point on the Executive-General Manager relationship.
Darel emphasized this report is not concerned with assessing the merits of either party’s case.
Darel wanted to draw two themes to the Executive’s notice:
• The OUSA financial controls should give the Executive sufficient comfort they have the true story on any financial issues
• Staff must follow OUSA policies therefore the Executive must review policies. An issue is some of the OUSA policies are out of date.
It was suggested by Darel the Executive should triage the internal policies:
The timing for this is too late for 2013 so it was agreed to leave it to the 2014 Executive, a sub committee consisting of Ruby, Zac, and Darel will get together 21-27 November to work on these policies. It would be beneficial if 2014 AVP Ryan Edgar could be part of this committee but he may be going overseas.
Moved from the Chair
sc51/13 THAT the OUSA Executive should consolidate those policies which are largely fit for purpose and staff are expected to follow.
CARRIED U
Moved from the Chair
sc 52/13 THAT the OUSA Executive update policies and the intent of the policy should be followed, followed by a process for amending policies.
CARRIED U
Moved from the Chair
sc 53/13 THAT the OUSA Executive ensure policies that are no longer useful and staff are not required to follow are rescinded, followed by a process of formally deleting policies.
CARRIED U
COFFEE SHOP SPACE
Further developments of the Doc’s Coffee space at the front of the Recreation Centre.
The Finance and Expenditure Committee consist of the President, Administrative Vice President and the Finance Officer as voting members, however, any other interested executive members can attend these meetings.
Gawn/Sycamore-Smith
sc 54/13 THAT up to $15k be authorized to be spent to refurbish the DOC’s Coffee Shop frontage with the authority to go to members of the Finance and Expenditure Committee.
CARRIED
RED BULL FUNDRAISER
As attached. There is a Red Bull Trolley Grand Prix event being held in Auckland with over 100,000 people expected to attend.
Current and future students from Otago will be at the race which is a good way to brand OUSA.
Zac Gawn, Logan Edgar, Gregory Redai and Karl Douglas are hiring the OUSA van to travel to Auckland this event and are requesting funding for to cover hireage etc.
It was noted that polytechnic students are also travelling so could the Otago Polytechnic Students’ Association (OPSA) be asked to contribute, say $200. Zac will follow this up.
Moved from the Chair
sc 55/13 THAT OUSA allocate $1,000 towards the Red Bull Trolley Grand Prix team’s van hire from the Campaigns line.
Gawn/Sycamore-Smith Abstain
CARRIED
Ruby assuming the Chair at 5.40pm to enable Francisco to report the following items.
PRESIDENTS ROAD TRIP REPORT
As attached Fran took part in a road trip to stocktake the current student association in New Zealand, take examples of best practice from them and apply them to OUSA where applicable.
Hernandez/Taylor
sc 56/13 THAT the Presidents Road Trip report 23/10/13 – 30/10/13 be received.
CARRIED
OUSA REPRESENTATIVE CODE OF CONDUCT DRAFT POLICY
Francisco has drafted a document implementing guidelines to assist and protect representatives and protect OUSA’s reputation. There are comprehensive guidelines suggested in this draft which could have possible constitutional implications so it will require a lot of work. The Student Support Centre staff and others will be asked for their input.
It was agreed this draft should be left to the 2014 Executive to finalise.
Darel wished it to be noted he left this meeting as he had a prior engagement.
NZUSA 2014 PRESIDENTIAL CANDIDATES AND VOTING
As attached two candidates Francisco Hernandez, OUSA President and David Haines, AUSA President submitted their CVs although three candidates are standing for election for President of NZUSA 2014.
Francisco left at 6.17pm
The meeting heard from both candidates and discussion took place on the voting strategy our delegates attending the conference would take.
Taylor/Gawn
sc 57/13 THAT the meeting move into committee of the whole for reasons of personal privacy at 6.17pm
CARRIED
Taylor/Gawn
sc 58/13 THAT the meeting move out of committee of the whole at 6.21pm
CARRIED
Taylor/Gawn
sc 59/13 THAT the Executive direct the delegates attending the NZUSA Conference to vote for Francisco Hernandez in the NZUSA Presidential elections on 10 November.
CARRIED
Francisco returned at 6.22pm
GENERAL BUSINESS
Next Standing Committee Meeting dates to be scheduled later as most of the standing committee are away or in examinations. The Association Secretary will advise when the next meeting is in due course.
Fire and Circus Club loan –the meeting discussed the procedure in recovering the balance of this loan as the original motion 360/13 stated this loan was to be paid by the end of September. There is still a balance of $692.00 owing.
The Accounts Office have been managing this and a system is set up to pay the balance off. There has already been a further payment.
Meeting closed at 6.33pm