MINUTES OF THE OUSA EXECUTIVE MEETING HELD IN THE OUSA CLUBS AND SOCIETIES CENTRE BUILDING, ALBANY STREET, DUNEDIN ON MONDAY 22 AUGUST 2016 AT 4.35PM
Laura Harris (Chair), Jarred Griffiths, Jesse Hall, Bryn Jenkins, Alexia Cochrane, Rachel Goh, Sean Gamble, Bayden Harris and Mariana Te Pou
Donna Jones (Minute Secretary) and Paul Gourlie (Observer)
Jesse Hall for leaving early
Mariana Te Pou for lateness
Moved from the Chair
280/16 THAT the above apologies be accepted.
Moved from the Chair
281/16 THAT Donna Jones and Paul Gourlie be granted speaking rights for the duration of this meeting.
MINUTES OF THE PREVIOUS MEETING
Moved from the Chair
282/16 THAT the minutes of the executive meeting held on 8 August 2016 be accepted as a true and correct record.
LOCAL BODY ELECTIONS UPDATE
Sean addressed the meeting to update the executive, minutes from a recent meeting will be submitted later.
There have been 1000 student enrolments thus far. The ‘enrol to vote’ free pizza winners have been contacted.
There will be a student voting day booth set up in September. Large advertising hoarding are being made and will be good to use for future local body elections. There are also pledge cards being circulated.
BUDGET 2017 and FINANCIAL REPORT
283/16 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 4.38pm.
284/16 THAT the meeting move out of Committee of the Whole at 4.41pm.
ISLAM AWARENESS WEEK
Paul Gourlie was invited to address the meeting. He thanked the executive for their assistance with the successful Islam Awareness Week. Good publicity in Critic.
LIFE MEMBERS DEBATE CHALLENGE
Paul Gourlie asked if there could be a fun debate between Life Members and a team from the present Executive to continue the tradition of the 125th celebration.
He also asked if he and Laura could meet the Vice Chancellor together as he wishes to discuss ideas for his up and coming local body electoral topics. He will email an invitation.
Jesse Hall left at 4.51pm
CONSTITUTIONAL CHANGES – LEGAL OPINION
After the referendum held in May many voters chose to abstain and if these abstentions are counted as votes against the motion then the motions will have not reached the required threshold.
We sought a legal opinion about the meaning of “abstain” in order to determine whether abstaining from voting means a neutral vote (to be counted alongside all other votes); or whether it is not counted as a vote.
The lawyer concluded that if a person “abstains” it means that no vote will be counted, and that essentially, it has the same effect as voting on the prevailing side (and whether that is for or against will depend on the particular situation). They advised that the High Court and parliamentary Standing Orders interpretation of “abstain” should be followed.
This approach is consistent with Section 50.5 of the OUSA Constitution.
‘Those members who abstain from voting are not to be considered part of the meeting for purpose of determining the total number of votes cast, but can be considered part of the meeting for the purposes of quorum’.
This gave clarity and shows the results in the Referendum constitutional changes votes passed. This will mean the elections rules will have amendments for the elections coming up.
Referendum results below:
Should the Otago University Students’ Association Annual Audited Financial Statements for the year ended 31 December 2015 be received and accepted?
Should the Otago University Students’ Association Annual Report for 2015 be received and accepted?
Should PricewaterhouseCoopers be appointed as Auditors for the Otago University Students’
Should Anderson Lloyd be appointed as Honorary Solicitors for the Otago University Students’ Association for 2016?
Should OUSA regulate what costumes can be worn to the Hyde Street Party by prohibiting offensive costumes?
Should OUSA support Helen Clark's bid for United Nations Secretary General?
Should OUSA oppose potential University support staff redundancies/layoffs as a result of the University's Service Level Review?
Should OUSA have a spa pool or communal bathing house?
Should OUSA lobby the University to allow all University students to have physical access to all
Should OUSA lobby the University to make a commitment not to invest in fossil fuels?
Should OUSA initiate a campaign with the Dunedin City Council and University to have large glass rubbish bins (like yellow top bins)
Should the following administrative/general changes be made to OUSA’s constitution?
Should section 39.5 of the Constitution be amended to make the Secretary responsible for appointing the Independent Arbitrator of elections instead of the Executive?
Should the following changes be made to the conduct/execution of referendums under OUSA’s constitution?
Should section 23.7 of the Constitution be amended to restrict the Executive spending above total budget expenditure?
Should section 35.1 and 35.2 of the Constitution be amended to give certainty to the OUSA election date from year to year?
Should section 36.3 of the Constitution be amended to introduce an additional method of nominating a candidate for the OUSA elections?
Should section 37 of the Constitution be amended to introduce a minimum 3 working day voting period for OUSA elections, a maximum of
Should section 38 of the Constitution be amended to give the Returning Officer the power to require assistance from OUSA staff in the execution of their duties?
HONORARIUM TERMS OF REFERENCE
As attached. This has been for the required five days’ notice.
Discussions at the Policy Committee, current executive members had expressed an interest to sit on this working party. It was agreed there should be a range of opinions who should sit on this working party.
The meeting clarified clause 3.1 means up to 5 Executive members could be appointed onto this working party.
Sean Gamble will work on compiling the list of external people to sit on this working party and send it through by 4pm on Friday. Laura will send a list of Executive members who are interested.
285/16 THAT Honorarium Review Terms of Reference be approved and adopted.
Sean left at 5.05pm
It was noted that other changes to this policy at PolCom are reflective in this document but no part of the noted tracked changes.
There was a lively discussion about section 7.1 over the expenditure for candidate grouping. The rules recommend $300 total expenditure as a candidate grouping. It was agreed that this be amended to be $30 per person instead.
Mariana arrived at 5.17pm
Bayden left at 5.29pm
286/16 THAT Elections Rules be approved and ratified with the amendment to clause 7.1 that the total campaign expenditure shall not exceed $30 per person as a candidate grouping.
287/16 THAT the Elections Policy be approved and ratified.
BLUES AND GOLDS SELECTION COMMITTEE
Moved from the Chair
288/16 THAT Geoff Simmons, Maddi McLean, Mariana Te Pou, Laura Harris and William Guy be appointed to the Blues and Golds selection committee for 2016.
POLICY COMMITTEE MINUTES
289/16 THAT the minutes of the Policy Committee meeting held on 12 August 2016 be received.
INTERNATIONAL COMMITTEE (ICOM) MINUTES
290/16 THAT the minutes of the ICOM meeting held on 21 March 2016, 7 April 2016, 11 July 2016, 20July 2016 and 8 August 2016 be received.
Executive Job Descriptions – could everyone please look over their job descriptions and get any suggested changes to Laura. For example it was discussed how the OUSA website could go under the Administrative Vice President role.
Meeting closed at 5.35pm