Meeting highlights
PRESENT
Ruby Sycamore-Smith (Chair), Ryan Edgar, Paul Hunt, Laura Harris, Payal Ramritu, Eric Lim and Jess McLean
IN ATTENDANCE
Greer Mahoney (2015 Education Officer), Nina Harrap (2015 Finance Officer), Te Hau White (2014 Te Roopu Maori Vice President), Darel Hall (OUSA General Manager), Josie Cochrane (Critic Reporter) and Donna Jones (Minute Secretary)
APOLOGIES
Mariana Te Pou
Jess McLean for lateness
Moved from the Chair
345/14 THAT the above apologies be accepted.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
346/14 THAT Greer Mahoney, Nina Harrap, Te Hau White, Darel Hall, Josie Cochrane and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
MINUTES FROM PREVIOUS MEETINGS
Moved from the Chair
347/14 THAT the minutes of the Executive Meeting held on 8 October 2014 be accepted as a true and correct record.
CARRIED U
Henri Faulkner returned at 6.15pm not 5.55pm
Moved from the Chair
348/14 THAT the minutes of the Executive Meeting held on 9 October 2014 be accepted as a true and correct record with the above amendment.
CARRIED U
HEALTH AND SAFETY REPORT
As attached, Darel indicated there were a couple of minor injuries and they were working on them.
OUSA XMAS PARTY AND PHOTO
The invitation list is presently being updated by the reception staff. Could the Executive please get their part updated and the reception staff will send out hard copies to the VIP’s and the email invitations should go out as soon as possible too. The evening is now being held on 7 November at 5.30pm in the Evison Lounge. Laura, Jess and Henri are the working group for this function.
The Executive Photo is scheduled for 4.30pm on 7 November. All to assemble at OUSA main office in formal attire.
INTERNATIONAL FOOD FESTIVAL REPORT
This report will also be attached to the main Events Reports. Donna will ensure they have a copy.
Harris/Ramritu
349/14 THAT OUSA International Food Festival Report dated 8 October 2014 be received.
CARRIED
EXECUTIVE THIRD QUARTER REPORT
Laura rang in to talk to her report last week however the tram station in Melbourne was very noisy and it was agreed to table this report until this evening.
Once again the Chair asked that the meeting follow the format of the previous reports and move into strict committee.
Moved from the Chair
350/14 THAT the meeting move into Strict Committee for reasons of personal privacy at 5.29pm
CARRIED U
Laura left at 5.29pm
Moved from the Chair
351/14 THAT the meeting move out of Strict Committee at 5.33pm
CARRIED U
Laura returned at 5.33pm
Hunt/Purdon
352/14 THAT Laura Harris’s third quarter report be accepted and she continue to be paid her honorarium.
CARRIED
GRANTS ROUND MINUTES AND RECOMMENDATIONS
As attached.
Kurt informed the executive he is part of Otago University Debating Society that applied for a grant to enable them to travel to Kuala Lumpur to attend the world Universities Championship. The grants committee were happy to let the Executive decide if there was a conflict.
Ramritu/Harris
353/14 THAT the minutes of the OUSA grants meeting held on 15 October 2014 be received and the recommendations below be approved.
Hunt/Purdon Abstain
CARRIED
Ramritu/Harris
354/14 THAT the Otago University Canoe Club be granted $400 to purchase an Emergency Locator Beacon.
CARRIED
Ramritu/Harris
355/14 THAT the Otago Dance Association be granted $1000 to assist in covering the cost of purchasing club banners and t-shirts, providing the design for both are approved by the OUSA designer.
CARRIED
Ramritu/Harris
356/14 THAT the University of Otago Football Club be granted $1000 to assist covering the cost of physio equipment for the 2015 season
CARRIED
Ramritu/Harris
357/14 THATthe Otago University Goju-Ryu Karate Club be granted $600 to assist in covering the cost of members travelling to Newcastle for the Oceania Gasshuku
CARRIED
Ramritu/Harris
358/14 THAT the Students for Environmental Action be granted $1300 to assist covering the cost of buying a tunnel house for the campus garden.
CARRIED
Ramritu/Harris
359/14 THAT the Otago University Snow Sports Club be granted $120 to assist purchasing equipment to maintain and repair gear.
CARRIED
Ramritu/Harris
360/14 THAT the Student Life Club be granted $500 to assist covering the cost of creating membership packs.
CARRIED
Ramritu/Harris
361/14 THAT Mary Gray be granted $150 to assist in covering the cost of travel to and from the North Island for the Mountain Bike National Championships.
CARRIED
Ramritu/Harris
362/14 THAT Robert Lindsay be granted $150 to assist in covering the cost of travel to attend the 2015 New Zealand Singing School.
CARRIED
Ramritu/Harris
363/14 THAT Caroline Shie be granted $150 to assist in covering the cost of travel to attend East Asian Medical Students’ Conference, in Jakarta.
CARRIED
Ramritu/Harris
364/14 THAT Esther Walker be granted $150 to assist in covering the cost of travel to attend the NABBA NZ National Bodybuilding Championships, in Palmerston North.
CARRIED
Ramritu/Harris
365/14 THAT Rebekah Wilson be granted $200 to assist in covering the costs of accommodation whilst in India, as part of a delegation of dancers attending.
CARRIED
Ramritu/Harris
366/14 THAT the Association Football League (George Read, Antony Stadnyk, Logan Selvadurai) players be granted $150 each to assist with the costs of travel to Wellington for the AFLNZ National Provincial Championship.
CARRIED
Ramritu/Harris
367/14 THAT The University of Otago Debaters (John Brinsley-Pirie, Alice Sowry, Katarina Schwarz, Kurt Purdon) be granted $300 each, to assist with the costs of travel to Kuala Lumpur, to attend the World Universities Championship.
CARRIED
GENERAL MANAGERS’ OPERATIONAL REPORT
As attached. Darel asked for questions or queries.
The Craft Food and Beer Festival de-brief meeting is scheduled for tomorrow and the information will be in the next operational report.
Is the lift on the Aquatic Centre stairs working correctly yet? To be investigated.
The attendance counter at the Recreation Centre was faulty and didn’t gauge correct numbers through the door.
Sauna attendance shows a decrease as of the safety concerns but they have now been remedied.
Jess arrived at 5.43pm
There was a suggestion that a survey box for feedback on the use of services, ie: the Recreation Centre and OUSA be introduced and the survey boxes could be in the reception areas for 2015. There was general agreement with this idea.
Harris/Ramritu
368/14 THAT the General Managers’ September Operational Report be received.
CARRIED
GENERAL MANAGERS’ KEY PERFORMANCE INDICATORS KPI’S
Moved from the Chair
369/14 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 5.45pm.
CARRIED U
Paul left at 6.02pm
Paul returned at 6.03pm
Moved from the Chair
370/14 THAT the meeting move out of committee of the whole at 6.15pm
CARRIED U
The Dunedin Craft Beer and Food Festival – the target audience for next year was noted at 1000 and it is hoped it would be more like 1500 attending.
Could this event have a student incentive to encourage and favour student’s attendance? The general consensus was to allow a perk for students, perhaps a free food voucher with the wrist band or a discount. The meeting was in general agreement with this idea.
Lim/Edgar
371/14 THAT the OUSA Service Performance 2015 report be received.
CARRIED
SEMESTER TWO OUSA SURVEY
As attached.
In October 2014 the OUSA ran a student satisfaction survey. This was sent to 3,000 students by the university. The OUSA received 436 responses (14.5%) with a confidence interval of 4.64% at a confidence level of 95%.
This follows several years of similar surveys done by various methods.
In April 2014 the OUSA ran a student satisfaction survey via Facebook which had 1,271 student responses with a confidence interval of 3.48% at a confidence level of 99%.
In 2013 the survey has 2,043 responses with a CI of 2.68% at a CL of 99%.
There have been reasonably similar results over these three surveys with some notable improvement by Radio One.
Ramritu/Lim
372/14 THAT the OUSA Comparative Student Satisfaction Survey be received.
CARRIED
Moved from the Chair
373/14 THAT the meeting move into Committee of the Whole for reasons of commercial sensitivity at 6.25pm.
Purdon: Abstain
CARRIED U
Payal left at 6.52pm
Moved from the Chair
374/14 THAT the meeting move out of Committee of the Whole at 6.55pm.
CARRIED U
Payal returned at 6.55pm
REFERENDUM QUESTIONS
As attached. It was agreed to withdraw the question about OUSA’s membership to NZUSA.
There was some reservations about hold a Referendum so late in the year but there was general agreement that this should obtain enough interest especially as it is all online.
Two explanations were modified slightly without substantial significance and would be seen by the Mediator again tomorrow for approval before the questions were put to the Referenda.
Purdon/Ramritu
375/14 THAT the following questions be put to the Referendum being held 3-6 November 2014.
1. Do you support the Otago University Students’ Association’s (OUSA’s) opposition to the following Dunedin City Council proposed Local Alcohol Policies a) a 1am one way door policy b) 3am as the latest closing time c) a ban on shot sales after 12am and d) an 11pm clearance of outdoor seating areas?
Yes/No
2. Should the Otago University Students’ Association (OUSA) apply more funding towards student groups such as faculty clubs, social cause groups, sports teams, international clubs and student volunteer groups?
Yes/No
3. Should the Otago University Students’ Association (OUSA) continue to be involved with and assist with organising the ‘Hyde Street Keg Party’?
Yes/No
4. Should the Otago University Students’ Association (OUSA) continue to be involved with and organise the ‘Dunedin Craft Beer and Food Festival’?
Yes/No
CARRIED
FORUM FOR REFERENDUM
The Secretary informed the Executive the Main Common Room was available on 29 October only as examinations were being held next door on other days.
Lim/Edgar
376/14 THAT the Secretary be directed to call a student forum on 29 October 2014 at noon in the Main Common Room (MCR) to discuss the referenda questions.
CARRIED
The Secretary confirmed this forum would be live streamed to allow further consultation.
All posters and facebook designs for advertising the Referenda were ordered.
DUNEDIN DIVERSITY CHARTER
The full copy of this document was emailed to the Executive. As Attached the vision:
‘To ensure Dunedin is an inclusive and affirming city that celebrates sexuality, sex and gender diversity and support its queer fold to be themselves, be healthy, and be well’.
It was suggested this could go to a referenda next year for wider consultation, although it does align with OUSA’s values and encourages supporting others at the university.
Ramritu/Harris
377/14 THAT OUSA sign up to the Dunedin Diversity Charter.
CARRIED
NZUSA MEMBERSHIP
It was agreed this would be tabled and a document brought to the next meeting.
LIFE MEMBERSHIP
Each year up to three people are appointed life membership of OUSA. This is kept a surprise until the Executive Christmas Party.
Moved from the Chair
378/14 THAT the meeting move into Committee of the Whole for reasons of personal privacy at 7.15pm.
CARRIED U
Moved from the Chair
379/14 THAT the meeting move out of Committee of the Whole.
CARRIED U
Hunt/Lim
380/14 THAT Ruby Sycamore-Smith (President 2014) be awarded life membership of OUSA.
CARRIED
Hunt/Lim
381/14 THAT Ruth Chapman (University Mediator – 2004 – 2014) be awarded life membership of OUSA.
CARRIED
Hunt/Lim
382/14 THAT Donna-Rose McKay (Students with Disabilities support – 1992 - 2013) be awarded posthumous life membership of OUSA.
CARRIED
PLANET MEDIA DUNEDIN LIMITED (PMDL) DISCUSSION
Moved from the Chair
383/14 THAT the meeting move into committee of the whole for reasons of commercial sensitivity at 7.45pm.
CARRIED U
Moved from the Chair
384/14 THAT the meeting move out of committee of the whole.
CARRIED U
GENERAL BUSINESS
Summer School – Laura is attending a meeting about Summer School and encourages others to attend.
Examination packs – can the Executive please help pack and hand these out.
Critic Cultural Editor position – a proposal to allow Critic to employ a staff member for 2015 was presented. This is late notice and it was expressed that this should go to the PMDL Board. However, there a time restraints on Critic as the 2015 positions need to be recruited as soon as possible. Ruby will email the Board tomorrow and a further discussions will take place.
Events 2015 Calendar – the events team want the Executive to add any events for this calendar. There is a hard copy in the Bull-pen. It should be also encouraged to make sure the on-line Outlook events calendar is updated too.
Meeting closed at 7.56pm
Signed: ________________________________ Date: _____________