MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA CLUBS AND SOCIETIES CENTRE BUILDING, ALBANY STREET, DUNEDIN ON MONDAY 11 APRIL 2016 AT 12.15PM

PRESENT

Laura Harris (Chair), Jarred Griffiths, Alexia Cochrane, Bryn Jenkins, Sean Gamble, Bayden Harris, William Guy, Rachel Goh and Mariana Te Pou

IN ATTENDANCE

Debbie Downs (Chief Executive Officer), Hugh Baird (Critic Editor), Henry Napier (Critic Reporter) and Donna Jones (Minute Secretary)

APOLOGIES

Mariana Te Pou for leaving early

Moved from the Chair

110/16 THAT the above apology be accepted.

CARRIED U

SPEAKING RIGHTS

Moved from the Chair

111/16 THAT Debbie Downs, Donna Jones, Hugh Baird and Henry Napier be granted speaking rights for the duration of this meeting.

CARRIED U

MINUTES OF THE PREVIOUS MEETING’S

Moved from the Chair

112/16 THAT the minutes of the executive meeting held on 4 April 2016 be accepted as a true and correct record.

CARRIED U

Moved from the Chair

113/16 THAT the minutes of the executive meeting held on 7 April 2016 be accepted as a true and correct record.

CARRIED U



EXECUTIVE REPORTS

Laura explained the process for hearing the reports to those who were absent last meeting.

Moved from the Chair

114/16 THAT William Guy’s first quarter report be accepted and his honorarium be paid.

CARRIED U

Moved from the Chair

115/16 THAT Mariana Te Pou’s first quarter report be accepted and her honorarium be paid.

CARRIED U

HONORARIUM PAYMENTS

Jarred Griffiths distributed a document asking for clarification of executive positions especially over the Christmas break and requests clarity of honorarium payments not being paid if Executive members are not in Dunedin.

Owing to this document not being attached to the agenda and people not having time to read it, it was agreed that this be tabled until the next Executive meeting to be looked at comprehensively.

BEERFEST

Document distributed showing tickets sales, general admission, stall sales and financials.

There has also been a survey compiled.

The Events Department have made assurances that this Craft, Food and Beer Festival would be student focussed and heavily OUSA branded. Future initiatives requested for a five year plan.

Hall/Guy

116/16 THAT the OUSA Executive support the continuation of the Craft Food and Beer Festival and review the event at the end of the year.

CARRIED

The Events Department requested better consultation, notice and timing for future discussions on the event.

Mariana left at 12.35pm

APPOINT INDEPENDENT ARBITRATOR

The Secretary explained that Professor Paul Roth has undertaken this task well for many years but was open to suggestions for a person to fill this role.

Moved from the Chair

117/16 THAT Professor Paul Roth be appointed as Independent Arbitrator for all Referenda and Executive Elections during 2016.

CARRIED U

The Secretary will notify Professor Roth of this appointment.

EDUCATION COMMITTEE APPOINTMENTS

Cochrane/Harris B

118/16 THAT Laura Harris, Alexia Cochrane, Bryn Jenkins, Bayden Harris, Matthew Schep, Hannah Boden, Kai Yin Davidson-Khor, Mariana Te Pou and Rachel Goh be appointed to the Education Committee for 2016.

CARRIED

WELFARE COMMITTEE APPOINTMENTS

Jenkins/Harris B

119/16 THAT Rachel Goh, Craig Madigan, Dustin Pearson, Madeleine White and Ella Williams be appointed to the Welfare Committee for 2016.

CARRIED

POLICIES FOR RATIFICATION AND RESCINDING

As attached the Policy Committee have been working extensively on updating and rescinding old policies and they have all be out for notice.

The Membership Policy has old language from the VSM era which change the benefits and rights as a member of OUSA. 

Griffiths/Guy

120/16 THAT the Membership Policy 1001-2006 be rescinded.

CARRIED

Griffiths/Guy

121/16 THAT OUSA adopt the Membership Policy

CARRIED

Griffiths/Cochrane

122/16 THAT the OUSA Weblog Policy be rescinded effective immediately.

CARRIED

Griffiths/Cochrane

123/16 THAT the OUSA Club Administrator Awards Policy be rescinded effective immediately.

CARRIED

Griffiths/Cochrane

124/16 THAT the OUSA Computer Policy be rescinded effective immediately.

CARRIED

Griffiths/Cochrane

125/16 THAT the Website Policy be rescinded effective immediately.

CARRIED

Griffiths/Cochrane

126/16 THAT the OUSA Environmental Committee Terms of Reference be rescinded effective immediately.

CARRIED

It was noted that the Environmental Committee has been taken over by the Welfare Committee.

            Griffiths/Cochrane

127/16 THAT the Finance and Expenditure Committee Terms of Reference be ratified effective immediately.

CARRIED

Griffiths/Goh

128/16 THAT the International Committee Terms of Reference be ratified effective immediately.

CARRIED

Griffiths/Harris B

129/16 THAT the Elections Campaign Terms of Reference be ratified effective immediately.

CARRIED

Jarred asked if feedback on polices and constitution could be shared before the executive meetings.

PROPOSED CONSTITUIONAL CHANGES

As attached and emailed.  There are a number of changes to be put to the Mediator for consultation before they go to Referenda, but not substantial changes.

BEREAVEMENT OF LIFE MEMBERS

Moved from the Chair

130/16 THAT OUSA notes with sadness the recent death of William (Bill) Donald Stewart Armitage, Life Member (2005) and recognises his large contribution to the University Book Shop (Otago) Limited for 32 years.

CARRIED U

Moved from the Chair

131/16 THAT OUSA notes with sadness the recent death of Roger Barrowclough OUSA President 1961-62 and life member.

CARRIED U

GENERAL BUSINESS

Grants Committee appointments –

Guy/Griffiths

132/16 THAT Katie Logan and Bokyong Mun be appointed to the Grants Committee for 2016.

CARRIED

Referenda Questions – There have been 14 questions submitted thus far.  They close on Wednesday at 4pm.  Jarred will compile them with pros and cons and have them ready for the next executive meeting.

Next Executive Meeting – 1pm on Friday 15 April 2016 in the Clubs and Societies Building.

Computer based Exams survey – Alexia will email the details out to the Executive.

International Officer Absence – Rachel will be away 20-27 April.

Meeting closed at 1.04pm