Meeting highlights
PRESENT
Ruby Sycamore-Smith (Chair), Hamish Barker, Laura Harris, Mariana Te Pou, Nali Lee, Henri Faulkner, Brydie Ockwell, Kurt Purdon, Nick Tenci, Ryan Edgar and Kamil Saifuddin
IN ATTENDANCE
Professor Harlene Hayne (Vice Chancellor) Zane Pocock (Critic Editor), Claudia Herron (Critic Reporter), Darel Hall General Manager), Donna Jones (Minute Secretary) and Daniel Fridberg (Peer Mediation)
APOLOGIES
Nick Tenci, Kamil Saifuddin and Ryan Edgar for lateness
Moved from the Chair
112/14 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
113/14 THAT Harlene Hayne, Darel Hall, Donna Jones, Zane Pocock and Claudia Herron be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
114/14 THAT the minutes from the Executive Meeting held on 15 April 2014 be accepted as a true and correct record.
CARRIED U
MATTERS ARISING
Student harassment concern - Sue Heap has submitted a preventative idea which will go to the next Welfare committee meeting.
DCC submission hearing - anyone from the executive is welcome to attend this meeting on 7 May at 2.30pm at the DCC.
Nick arrived at 5.23pm
VICE CHANCELLOR VISIT
The Executive introduced themselves to the Vice Chancellor.
Harlene was then invited to address the executive. She began by saying how the University of Otago Alumni disclose the magnificent impact the time at the University of Otago had on their lives and their future.
She emphasised how the good things OUSA does impacted on their lives. The fundamental relationship between OUSA and the University is a relationship we should foster.
Student engagement is a high involvement in her position as Vice Chancellor. She realizes how important it is for students to have an outstanding student experience whilst at Otago.
Ryan arrived at 5.26pm
Hyde Street Keg Party - Harlene congratulated OUSA on a good safe event this year.
She observed the highest intoxication was from young women who were taken to St Johns, this was a real concern and would like to try and minimize this n future, perhaps with extra safety.
She reiterated that OUSA has by far the best crew who run events in the country.
Kamil arrived at 5.30pm
University Governance Structure Submissions - Harlene said she was going to speak to the University submission and suggested Ruby ask for permission to speak to OUSA's submission as there hasn't been an agreement about the Government's changes.
Voluntary Student Membership - VSM - she wished to ensure that OUSA and the University are working together on this. If either could help each other. She suggested that OUSA shouldn't be afraid to identify and suggest ideas to the University.
Critic Mag - Harlene expressed great satisfaction with Critic this year. She explained how she is now comfortable to leave a copy on an airline whereas before she would not. She wholeheartedly congratulated the Critic team and said it was the best coverage in the country.
National Elections- this is a perfect opportunity for OUSA to get involved. She said 85% of university students are outsiders and it would be an excellent idea to get as many of them on the electoral roll and then to vote. Although the executive were pushing for this anyway, last year the executive had a big drive to get student enrolled with a sausage sizzle and advertising around campus.
Bryce Edwards - vote chat is a good way to get politicians down here and involved. Invite as many politicians down to Otago so students can be informed. Also make the most of the Politics Department etc as the University are here to help she said.
Harlene was thanked very much for her attendance and the Secretary escorted her from the room.
Ockwell/Edgar
115/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity.
CARRIED
Ockwell/Edgar
116/14 THAT the meeting move out of Committee of the Whole.
CARRIED
PEER MEDIATION PROGRAMME
Moved from the Chair
117/14 THAT Danny Fridberg be granted speaking rights for the duration of this meeting.
CARRIED U
Danny addressed the meeting outlining the attached paper. He would like legitimacy from OUSA. He would like a service to be complimentary to the Student Support Centre.
The Executive decided there should be a discussion with the Student Support Centre about this idea and additional complimentary services could be valuable.
EXECUTIVE QUICK ROUND UP
At the conclusion of the round up Ruby requested that Henri be thanked for his EGames event, Nali be thanked for her Cat Clinic and Hamish be thanked for his very good Master Ceremonies (MC) and assistance with the Anzac Service.
RETURNING OFFICERS REPORT
As attached.
Tenci/Saifuddin
118/14 THAT the Returning Officers' Report for the Education Officer By Election held 7-10 April 2014 be received.
CARRIED
EXTENDED WELFARE OFFICER FIRST QUARTER REPORT
As attached.
Faulkner/Edgar
119/14 THAT the Welfare Officers extension to her first quarter report be accepted.
Lee: Abstain
CARRIED
WELFARE COMMITTEE (WELCOM) MINUTES
It was noted that the Environmental Week is now called Sustainability Week.
Tenci/Ockwell
120/14 THAT the Welfare Committee minutes of 31 March 2014 be received.
CARRIED
FINANCE AND EXPENDITURE (FEC) MINUTES
Tenci/Ockwell
121/14 THAT the minutes of the Finance and Expenditure meeting held on 27 March 2014 be received.
CARRIED
COLLEGES COMMITTEE MINUTES
Harris/Tenci
122/14 THAT the minutes of the Colleges Committee meeting held on 31 March 2014 be received.
CARRIED
Nali left at 6.45pm
GENERAL MANAGERS' MARCH OPERATIONAL REPORT
Barker/Lee
123/14 THAT the General Managers' March Operational Report be received.
CARRIED
STUDENT SATISFACTION SURVEY
As distributed. The results of an online survey of OUSA services in seven areas held during April which had 1,271 student responses with a confidence interval of 3.48% at a confidence level of 99% (2,032, 2.68% at 99% 2013).
The 2014 survey shows 81% (80% 2013) of students are broadly satisfied with the OUSA.
Nali returned at 6.47pm
It was asked if this survey canvassed all students. The primary promotion was through the OUSA Facebook page which has over 16,000 likes. Some 6% of students did the survey. Darel pointed out there have been different methodologies used over the years: 2010 (random sample internet based), 2012 internet based, 2013 intercept face to face. The judgment of how the OUSA is doing includes the university survey, other surveys, participation, Exec and other feedback, media coverage, etc.
Tenci/Faulkner
124/14 THAT the April 2014 Student Satisfaction Survey be received.
CARRIED
PROPOSED REFERENDUM DATES
The Executive need to allow time for any questions to be submitted and sent to the Mediator within the required timeframe so it was decided to advertise immediately.
It was agreed to hold the referendum over the Market Day period to encourage discussion and voting.
Tenci/Harris
125/14 THAT the Secretary be directed to call a Referendum from 9am 20 May 2014 and closing at 4pm on 22 May 2014.
CARRIED
Tenci/Harris
126/14 THAT the Referendum to be held from 9am 20 May 2014 and closing at 4pm on 22 May 2014 be held by electronic means only.
CARRIED
Questions thus far to be put to the Referendum being held on 20-22 May are:
Should the Otago University Students' Association Annual Audited Financial Statements for the year ended 31 December 2013 be received and accepted?
Should the Otago University Students' Association Annual Report for 2013 be received and accepted?
Should PricewaterhouseCoopers be appointed as Auditors for the Otago University Students' Association for 2014?
Should Anderson Lloyd be appointed as Honorary Solicitors for the Otago University Students' Association for 2014?
ROBERT BURNS & FRANCES HODGKINS FELLOWSHIP SELECTION COMMITTEE
Lee/Tenci
127/14 THAT Laura Harris be appointed to the Robert Burns Fellowship Selection Committee for 2014.
CARRIED
Lee/Tenci
128/14 THAT Kamil Saifuddin be appointed to the Francis Hodgkins Fellowship Selection Committee for 2014.
CARRIED
GENERAL BUSINESS
Graduations in May - it was noted that the Exec will need to sign up for the parades.
Capping Show - no executive skit this year. The Executive have chosen to attend the show on 8 May.
Quiz Night - the Executive are to get a team together
Battle of the Bands - The first heat is this Friday at the ReFuel bar.
Flatting Week - Nali will email the entire executive to remind them to assist with this week. Matt Tucker has also been emailing for assistance.
University Committee appointments - newly elected Laura Harris is to replace Jordan Taylor on the committees below:
Tenci/Edgar
129/14 THAT Laura Harris be appointed to BUGS for 2014.
CARRIED
Tenci/Edgar
130/14 THAT Laura Harris be appointed to the Library Services Committee for 2014.
CARRIED
Tenci/Edgar
131/14 THAT Laura Harris be appointed to the Summer School Continuing Education Board for 2014
CARRIED
Tenci/Edgar
132/14 THAT Laura Harris be appointed to Senate for 2014.
CARRIED
Tenci/Edgar
133/14 THAT Laura Harris be appointed to the Committee for the Advancement of Teaching and Learning (CALT) for 2014.
CARRIED
OUSA Supervisor Awards - these will be held 18 August. More later.
Meeting closed at 7.17pm