MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA CLUBS AND SOCIETIES CENTRE BUILDING, ALBANY STREET, DUNEDIN ON FRIDAY 22 JULY 2016 AT 3.06PM

PRESENT

Jarred Griffiths (Chair), Bryn Jenkins, Alexia Cochrane, Bayden Harris, Rob Pomare, Marianna Te Pou and Rachel Goh

IN ATTENDANCE

Donna Jones (Minute Secretary)

APOLOGIES

Laura Harris and Jesse Hall

Sean Gamble and Rachel Goh for lateness

Mariana Te Pou for leaving early

Moved from the Chair

255/16 THAT the above apologies be accepted.

CARRIED U

SPEAKING RIGHTS

Moved from the Chair

256/16 THAT Donna Jones be granted speaking rights for the duration of this meeting.

CARRIED U

MINUTES OF THE PREVIOUS MEETING

Moved from the Chair

257/16 THAT the minutes of the executive meeting held on 15 July 2016 be accepted as a true and correct record.

CARRIED U

MATTERS ARISING

Local Body Elections – the minutes read only one College was being visited, however it was explained there will be a range of colleges visited over the next few weeks.  There is to be a further discussion later in the meeting.

Sean Gamble arrived at 3.09pm

Bottle Buy Back – Sean said this was another busy event and thanked those who helped out.  He will produce a report later.

Moved from the Chair

258/16 THAT Sean Gamble and crew be thanked very much for their hard work with the Bottle Buy Back.

CARRIED U

CUDDLE FIX REPORT

Bayden went through the highlights of this report. He remarked how very popular this was and in future perhaps a donation could be given to the Colleges.

Any feedback to Bayden please.

Moved from the Chair

259/16 THAT the Semester 1 Colleges Cuddle Fix Report be received.

CARRIED U

Moved from the Chair

260/16 THAT Bayden Harris and the Colleges Committee be thanked for their help and assistance with the Cuddle Fix.

CARRIED U

Rachel Goh arrived at 3.15pm

EXECUTIVE MEETING TIMES FOR THE SEMESTER

Mariana has class from 2-5pm on Mondays however this time slot suited the majority of the executive.

Moved from the Chair

261/16 THAT the regular executive meeting times for the semester will be held on Mondays at 4.30pm and agenda items to the Secretary by 3pm on the preceding Thursday for Friday agenda distribution. 

CARRIED U

The Secretary will notify Debbie Downs.

CULTURAL CARNIVAL

As attached the floor plan shows the layout in the Link.  Rachel is still waiting to hear from the Pacific Island Centre and Te Roopu Maori to confirm.  The Secretary offered to follow this up for Rachel.

Rachel will require help with shifting tables and chairs on 28 July 3-5pm.  Bayden and Rob with Te Roopu exec will assist.  The Secretary to send out a reminder email.

The Dunedin Refugee families have been invited to attend through the Red Cross.  It would be great if the Executive could be part of supporting this event where available please.

STRATEGIC PLAN

Jarred explained the Strategic Plan needs to be updated.  He has been meeting with Debbie Downs to start the process.

It is envisaged that workshop and focus groups will be held to feed into the document.  It was agreed the wider student body should also be engaged in the consultation process.

RE-ORIENTATION CONVERSATION

Some gigs a bit quiet but well received.  It is less than desirable holding gigs on a Monday or Tuesday but OUSA were fitting into the Artists’ schedules so it could be helped.

Re-orientation report will be coming from the Events department and Bryn will also co-ordinate a report.

Moved from the Chair

262/16 THAT Bryn Jenkins will co-ordinate Re-Orientation feedback from the executive by the end of next week.

CARRIED U

LOCAL BODY ELECTIONS UPDATE

There were 70 enrolments collected from Cumberland College the other evening.  Could the Executive please sign up on the roster to help out with College visits to get students to sign up?

Bayden offered to develop some general guidelines of what the Colleges would like when we visit them and distribute it to the executive.

There is a letterbox drop organised for the weekend of 30 and 31 July around the student area to drop off enrolment forms.

The Events department have kindly offered to co-ordinate a Market Day to fit in with a student voting day. 

EXECUTIVE ELECTIONS UPDATE

Jarred highlighted the need to hype up the nomination process to encourage students to stand and for them to know all about OUSA before they stand.

He emphasised that if anyone is re-standing for OUSA election should not use OUSA’s local body campaign to increase their personal profile or use it as a platform for their re-election doing so will undermine the Association. 

There was discussion about candidates visiting Colleges when campaign.  Should they be regulated?  Guidelines will be given to the Secretary before nominations open.

NIGHT SHELTER TRUST SLEEP OUT

There is a team going to take hot water bottles to the sleep out on Friday 30 July.  Please assemble at OUSA at 9pm if willing to help.  Donna, Sean, Alexia, Bayden and Jarred offered thus far.

Would anyone from the Executive wish to participate in the Sleep Out?  $25 per person.  Let Donna know.

ATOM MEMORANDUM OF UNDERSTANDING AND FUNDING REQUEST

As attached.  It was agreed this funding request should go to the Grants Committee.



Moved from the Chair

263/16 THAT the ATOM Memorandum of Understanding Funding request go to the Grants committee for them to access their criteria.

CARRIED U

DROP IN SESSION ON 27 JULY

This will be held in the Link at noon.  Mariana, William and Jarred to manage it.

WEBSITE QUESTIONNAIRE

As attached.  Could the entire Executive stay behind after this meeting to fill this out as a collective and return to Donna to give back to Sam Clark.

GENERAL BUSINESS

International Fees increase – Victoria International Students’ Association (a subsidiary of VUWSA) are compiling a survey.

Ordination of an Executive member –

Jarred was happy to announce that Rob Pomare – Te Roopu Māori Tumuaki was ordained in the weekend in Christchurch.

Moved from the Chair

264/16 THAT OUSA extend their congratulations to Robert Pomare for being ordained as a Deacon of the Anglican Church.

CARRIED U

            Meeting closed at 3.53pm