MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA CLUBS AND SOCIETIES CENTRE BUILDING, ALBANY STREET, DUNEDIN ON FRIDAY 29 JULY 2016 AT 3.07PM

PRESENT

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

IN ATTENDANCE

Donna Jones (Minute Secretary), Debbie Downs (Chief Executive Officer), Joel McManus (Critic Reporter)

SPEAKING RIGHTS

Moved from the Chair

265/16 THAT Donna Jones, Debbie Downs and Joel McManus be granted speaking rights for the duration of this meeting.

CARRIED U

APOLOGIES

Laura Harris and Alexia Cochrane

Moved from the Chair

266/16 THAT the above apologies be accepted.

CARRIED U

MINUTES OF THE PREVIOUS MEETING

Gamble/Goh

267/16 THAT the minutes of the executive meeting held on 22 July 2016 be accepted as a true and correct record.

CARRIED U

MATTERS ARISING

Orientation Feedback – Bryn said he would have some information by the end of today and would send it to the executive via email.

Debbie explained previous reports submitted contained sensitive information so she is avoiding this happening again by seeing them first.

Executive Drop In – Mariana and William were in attendance at noon in the Link.  Not many students approached them this time.  William said they tried to coax people to come and chat with them.  The main topics they heard were they didn’t know about OUSA and the danger of the slippery tiles outside.

LOCAL BODY ELECTIONS UPDATE

There were rosters drawn up for the executive to visit the Colleges to get students to sign up on the roll and be ready to vote. More assistance needed please.

There are 1500 letters to be delivered to letterboxes in the student precinct.  Could everyone please sign up to help on Saturday 3-5pm and Sunday 1-3pm?

Bryn offered to deliver mail next Monday or Tuesday if there were any left over from the weekend.

There will be door knocking coming up to remind students to fill out the forms so help will be appreciated for this.

Bayden arrived at 3.09pm

The Secretary asked how we can communicate our requests and tasks better.  It was agreed that emails along with executive face book were the best. It was agreed that Donna will forward emails on behalf of the executive if you send them to her.

The Heads of Colleges have been giving positive feedback when the executive have visited asking students to sign up on the forms for the local body elections.

It was requested that Local Body Elections be on the agenda for the next couple of months as a permanent item.

FINANCE UPDATE

Document sent to the executive earlier.

Moved from the Chair

268/16 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 3.15pm.

CARRIED U

Moved from the Chair

269/16 THAT the meeting move out of Committee of the Whole at 3.18pm.

CARRIED U

Jesse informed the executive that the budgets were all fine. He wanted to ensure that all expenses were attributed to the correct lines.

TESS TROTTER FAREWELL

Moved from the Chair

270/16 THAT the Executive and staff thank Tess Trotter for all her work and contributions over the past 18 months as Marketing and communications Manager, and wish her all the best for the future.

CARRIED U

There is a morning tea for Tess on Friday and she invites the Executive to Ombrello’s in the evening from 4.30pm.

DUNEDIN SLEEP OUT

Donna, Bayden, Jarred, Sean, and William have signed up to fill hotties and take them to the sleep out.  Please meet at OUSA at 9pm.

CULTURAL CARNIVAL

Rachel has been very busy getting this event underway.  She would appreciate help shifting tables and chairs to and from the Link.  Could people please help with pack down at 1.20pm on Saturday?

Everyone is welcome to attend the event.  The new refugees were contacted to come along.

BUDGET 2017

Moved from the Chair

271/16 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 3.23pm.                                                                                                                                                                                                                        CARRIED U

Moved from the Chair

272/16 THAT the meeting move out of committee of the whole at 3.27pm.

CARRIED U

            Budget 2017 – there will be a workshop set up once the final dollar amount comes back from the University.  Jarred thanked Debbie and Jesse for their hard work with the budget.

GENERAL BUSINESS

OUSA Survey – Debbie has sent the survey around and asked for feedback by Monday evening please.  A Research Company has been employed to do a comprehensive survey this year

There was a request for sexual violence reporting and statistics to be included in the survey.  It was suggested an awareness of this could be a way of asking the question.

Referendum questions – an affiliated group emailed Laura and Jarred asking what happens to the referendum questions that passed last time.  They would like OUSA to follow up on them.

Student Bereavement – OUSA sent flowers to the family of an international student who passed away suddenly recently.

Meeting closed at 3.37pm