1
OUSA Budget
2014
September 12 2013
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PART EIGHT: OUSA Budget
Overview
In 2011 the OUSA responded to the Voluntary Student Membership (VSM) legislation
and prepared itself for the post-VSM environment.
A Service Level Agreement was signed with the university as the university wanted
the OUSA to provide similar services for similar income in 2012.
In 2012 services were enhanced with a balanced budget in line with the SLA with the
University while taking into account some directional changes.
The origin of the budget was an operational levy and a building levy approved by
students in 2010. The decisions by 2010 students formed the starting point of SLA
discussions in 2012. Their decisions are still the effective base line in 2014.
The OUSA’s view is that whether the income is by levy or by the SLA “Every dollar is
a student dollar”. This means that the OUSA has to continue to work to be more
efficient while delivering better services.
In 2013 the OUSA received approximately the same income as it budgeted for in
2011. In other words it had two years of real decreases in funding. The OUSA rose
to the challenge of real funding decreases by pushing for more efficiencies,
prioritizing expenditure more carefully and seeking new revenue opportunities, for
example through rationalizing its use of space releasing some space for commercial
income.
Since the 2013 budget the OUSA has had assessments of earthquake strength and
asset management plans of all buildings except the yacht club building. There is no
significant remedial work required and only a small amount of work required in the
Squash Building which had an Initial Evaluation Procedure assessment of 31% of the
New Building Standard. This work must be completed by July 2042. A Detailed
Seismic Assessment Report confirmed the IEP analysis.
In 2013 the OUSA has 10 year asset management plans completed for all buildings
except the small yacht building. This has formed a significant influence on asset
planning as well as repairs and maintenance planning.
The renovations of the OUSA Main Office are complete. The renovations of the
OUSA Recreation Centre stalled due to resource consent issues and practicalities.
These will be completed over the summer of 2013/ 2014. The costs of meeting these
commitments, although significantly higher than budget, has already been agreed to
by the Executive and are not part of this plan.
Another strong influence in this plan was the feedback on the Student Services
Review. One challenge was about consistency of service. The review panel
challenged the OUSA about whether the OUSA had the remuneration structure right
to retain key staff.
A second related challenge regarded certainty of service continuity. This led the
review panel to recommend for a multi-year SLA. The university has declined to
negotiate on this recommendation.
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To respond to the first challenge a remuneration review was conducted by Deloitte
with MHR Global. The OUSA is committed to closing remuneration gaps in 2014 to
ensure good staff retention and continuity of service.
The method of determining the SLA has evolved from an operational expenditure
plan and a capital expenditure plan to an operational expenditure plan, depreciation
plus a small margin. This means that there is a bit of difficulty making precise
comparisons across the whole organisation between years.
BUDGET AREAS
General
This includes the basic costs of running Cumberland Street and some trading activity
which largely nets out to zero income eg Trade Aid goods, rubbish bags.
No material change is planned in 2014
Management
This budget area includes external Accounting Support, Professional Fees, Central
Staff and Staff Training costs. It is also where non-cash operational costs
depreciation and asset register write-offs occur.
Items
o
o
o
o
o
o
o
o
o
o
Processing and advice on payroll from Harvey Green Wyatt
Annual audit from PWC.
Minor entertainment expenses with clients
Professional Fees
o Education Direction subscription
o Legal advice
o OSEA membership
o Deloitte advice
o HR review
OUSA research
ACC Levies
Central training budget including health and safety
Outside mentoring of GM
Functions
o Staff: Christmas and mid-year functions
o 6x small staff functions (total $3,000 allocation)
o one extra function unplanned
Wages:
o GM
o Association Secretary
o OUSA reception
o Accounts staff
o Extra reception hours (200) for peak loads
o Kiwisaver (Employer Contribution)
2014 Changes
o Add audit of SLA $8,000 (as per 2013 price)
o Decrease OUSA Research by $20,000 to $10,000. Method of use,
importance and satisfaction research sufficiently advanced to do without
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o
o
o
outside assistance to administer survey. Retain funds for one research
project, one review with the university and outside peer review of main OUSA
survey.
Central training budget increased by $3,100 ie 20% to recognise greater
health and safety training allocation.
Outside mentoring of GM to challenge him from another professional
perspective
Kiwisaver (Employer Contribution) rose from 2% to 3% during 2013. Fully
realised in 2014.
Income
In 2014 the OUSA has bid for a small increase through the Service Level Agreement
process to support OUSA services. This has been agreed at our level but must wend
its way through the process including Council agreement. Until it is agreed it is
confidential. However, the budget is predicated on the good faith bargaining process
we have engaged in and the agreement reached.
Interest income is a significant source of income. This figure includes the Future
Student Investment Fund monies which will not be available for use but are intended
to be a long term investment for a future generation of students. A small amount of
interest income is due from outstanding loans eg to the Hockey Club.
There are also several smaller income items not included in other areas.
The OUSA approach is to show the net result of each core service and central
expense area, ie Income less Expenditure.
External Student Service Providers
The major student services included are: Planet Media Dunedin Limited, Student Job
Search, and the NZUSA.
The PMDL subsidy in 2014 is proposed to be $188,500. Radio One has a range of
infrastructure support increases including wages, volunteers, travel to connect more,
promotion and recruitment. A lot depends on building on the success of the Onecard
with plans already advanced to ensure every students get one in 2014.
2014 is Radio One’s 30th so there will be a large party to celebrate Radio One’s 30th
Birthday party with a showcase of established and emerging acts. It should be noted
that 2015 will be Critic’s 90th anniversary; apparently expectations have been raised.
Critic will continue to deliver its core magazine and set of summer publications,
including the collaboration with the ODT that see orientation Magazine go out in all
Dunedin editions.
Critic will perform essentially the same in 2014 as in 2013.
Student Job Search remains unchanged.
The NZUSA levy reflects the anticipated unchanged levy in 2014.
This area includes the University Union Limited lease payment. There will a small
increase in 2014.
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Satellite Campus Support has been broadened to include Faculty Club Support in
2014.
Communication & Design
This area includes the Design and Communications Coordination parts of the OUSA.
It has responsibility for the web site, Facebook and various projects such as has a
the First Year Mail Out, Hall packs, Exam Packs, Cooking Competition, OUSA
purchase of PMDL services.
No significant change is planned in 2014.
Recreation Service
The OUSA now has an accurate 10 year estimate of repairs and maintenance
required on the OUSA recreation service buildings. This has led to significant
increases in budgeted expenditure. As the OUSA will not be organizing the USNZ
Games in 2014 this budget item is no longer required. Movement in salaries towards
the median of the Remuneration Survey is also budgeted for. A cheap food
programme will continue in 2014 as well as an ESports tournament.
Executive
The Executive is proposing a small number of increases in 2014 as per the table
below. The increase of $963 in the Executive-General area is an inflation adjustment
of honoraria of 0.9% to reflect inflation.
2014
2013
Change
Post-Graduate Lounge
-5,000
0
-5,000
Education Committee & Projects
-5,000
-4,000
0
International Committee & Projects
-7,500
-5,000
-2,500
Maori Projects
-1,200
-1,200
0
Pacific Projects
-1,200
-1,200
0
Post Graduate Committee & Projects
-7,500
-7,500
0
Queer Projects
-1,200
-1,200
0
Welfare Committee & Projects
-5,000
-5,000
0
Gender Equity Projects
-3,400
-2,400
-1,000
-142,163
-141,200
-963
-179,163
-168,700
-10,463
Executive Budget Areas
Executive - General
Total Executive
The Executive wants to make its campaigns more explicit by recording each of them
separately in the OUSA accounts. At the beginning of 2014 the Executive will
allocate a leader for each campaign and consider staff resources required and timing
with the Communications Coordinator.
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Campaigns Expenses Total
Animal Welfare Campaign
Anzac Day
Exec BBQs for students (x2)
Exec Photos
Fair Trade Campaign
Flatting Week
I love OUSA t-shirts
Mental Health Awareness
Orientation Marquee
Relay for Life
Safety Campaign
Spirituality Event
Tertiary Open Day
Tidy Up North Dunners
Vote 2014 Enrolment
Residual to bid for during year
-16,700
-500
-500
-500
-500
-500
-2,000
-2,000
-500
-500
-100
-1000
-500
-200
-500
-2,000
-4,900
The Executive has also approved funding for the Go Card cheap bus trial in 2014
($10,000) and a new initiatives fund of $10,000 for the 2014 Executive.
OUSA Events
General
This budget area accommodates the core management and administration of the
Events Department. This includes office upgrades and new technical equipment,
wages and also includes some smaller on-going events such as Market days and the
Post Graduate Coffee hour.
2014 Changes
Wages: The core staff is increased from three to four. In 2013 a fourth staff member
was used casually. Because our primary venue is now the Forsyth Barr Stadium
(capacity 8000) compared to the Union Hall (capacity 1500) event size dictates the
need for the fourth staff member to be full time, permanent.
Orientation
OUSA hosts the biggest and best Orientation in New Zealand, with over 18,000
people through our major events throughout the week in 2013. The standard format
for this week is attached below.
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Monday 18 Feb
Course Approval
Tent City
10-4pm
Museum Lawn
Tuesday 19 Feb
Course Approval
Tent City
10-4pm
Museum Lawn
Wednesday 20 Feb
Thursday 21 Feb
Friday 22 Feb
Saturday 23 Feb
Tent City
10-4pm
Museum Lawn
Tent City
10-4pm
Museum Lawn
Tent City
10-4pm
Museum Lawn
International Food
Festival
12-2pm
Otago Museum
Reserve
Daily
Competitions
12-2pm
Union Lawn
Locals
5:30 – 6:15pm
Unismart
Forsyth Barr Stadium
6:30pm-8pm
Daily
Competitions
12-2pm
Union Lawn
Sports Day
Logan Park
1.30pm
Daily
Competitions
12-2pm
Union Lawn
Clubs Day
OUSA Recreation Centre
10-4pm
Daily
Competitions
12-2pm
Union Lawn
Daily
Competitions
12-2pm
Union Lawn
Speed Flatting
Unicol
3-4.30pm
International Orientation
Lecture
9-12 St David
Study Smart for Locals
1-4pm St David
Comedy
8-10.00pm
West Stand
STADIUM
Hypnotist
Guy Cater
8.30-10.00pm
West Stand
STADIUM
Toga Party
8-12am
East Stand
STADIUM
Speed Flatting
Unicol
3-4.30pm
Macklemore & Ryan
Lewis
8-12am
East Stand
STADIUM
Highlanders v Chiefs
STADIUM
Radio1 2-Zone Night
8pm-1am
Union Hall & Refuel
2014 Changes:
The plan and budget is to continue to bring to students the same level of events in
2014 as we had in 2012 and 2013.
Hyde St
In many ways similar to the Wellington Sevens, Hyde St is a private party of Hyde
Street residents that due to increased numbers the OUSA has been invited and
accepted responsibility to provide safety aspects. Each flat has a theme as do
groups of students. Entry is by mix of invitation or limited number of sales to pay for
the security and safety programme.
A Hyde Street separate budget area is new to OUSA in 2014, although involvement
has occurred for the last two years which have been the biggest ever. Due to the
heavily increased involvement of this event we have needed to acknowledge it is a
multi-layered city event, and as such require additional amounts of safety and
communication for it.
2014 Changes:
The 2013 budget was $6,000 however due to OUSA increased involvement in the
event the OUSA spent $12,000.
Should the 2014 Hyde Street residents request OUSA involvement, the 2014 budget
will feature a few refinements which will be matched by increased contributions from
party goers
Refinements include better wrist banding and fencing and contributions are planned
to be $5 and $10 rather than $2 and $5 for invited and general admission
respectively.
Capping Show
The legendary Capping Show is an Otago tradition and is the world's second longest
running Capping Revue. Each year OUSA gathers together the best minds in
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comedy, the best voices in barbershop singing, the best band and some of the best
of the worst Selwyn boys to do their famous Selwyn Ballet.
Three months of preparation, writing, acting and dance practice lead up to what we
claim to be the BEST Capping Revue in the southern hemisphere. Every year during
the May Capping Month, our show full of comedy sketches, singing, dancing and of
course the traditional themed storyline sells out and brings together everyone from
first years to graduates and their grandparents.
2014 Changes:
Brochures/Flyers: Increased by $250 due to additional promotions
required
Writers Retreat: Increase by $2000 due to longer retreat (3 days instead
of 2) plus invite professionals to discuss and teach over this period to
increase team skills.
Art Week
OUSA Art Week is an opportunity for members of the University of Otago community
from all interests to actively participate in the arts.
Each year the format changes slightly to accommodate the student environment,
though annual main events often stay.
This includes the Student Art Exhibition, a celebration and showcase of the fine talent
from our students, the Artist-Writer speed dating, a platform where artists and writers
can meet in a quick fire setting to be able to gain inspiration from each other and
make great contacts, The extremely popular White Night Art Gallery Crawl, which is a
late night gallery crawl around some of Dunedin’s best art galleries and studios with
over a mammoth 12 on board each year.
Monday
Student Art
Exhibition
Tuesday
Artist-Writer Speed
Dating
Wednesday
White Night
Gallery Crawl
Thursday
Friday
Pecha Kucha
Union Hall
6pm
Union Hall
6-7:30pm
Around town
6-9pm
Union Hall
7-9pm
Wrap Party
Blue Oyster
Gallery
6-9pm
2014 Changes:
We are looking at amalgamating the Art Installations budget into Art Week as the
structure fits better.
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ReOrientation
Coming off the back of Orientation ReOrientation gives students a warm welcome
back in the cool winter month of July. It’s now a stable diet for many students,
boosting such events as the Comedy Night, the evening International Food Festival
and a variety of popular music events.
Wednesday
Thursday
Paint Party
Forsyth Barr
Stadium
6-11pm
Comedy Night
Forsyth Barr
Stadium
7-9pm
Saturday
International Food
Festival
Saturday
Museum Reserve
6-9pm
Town Hall
8pm-midnight
Shapeshifter
2014 Changes:
The plan and budget is to continue to bring to students the same level of events in
2014 as we had in 2012 and 2013.
Battle of the Bands
The longest running OUSA event is as popular as ever. Now running for over 25
years, Battle of the Bands packs out over 40 bands competing over five nights in
May, it supports the thriving student music community like no other event around.
2014 Changes:
We are looking at increasing the cost of the backline equipment due to increased hire
fees. Also increasing payment to judges to $300 to reflect a more experienced
judging panel.
Future DJ
The OUSA Future DJ competition is the DJ battle on campus that gives the bedroom
DJ's of Otago their first shot at playing out, and puts some of the local DJ's up
against their little known foes. The Future DJ comp is a great social night that gives
DJ's the chance to win some money and some much sought after industry exposure.
Our past Future DJ's have gone on to big things! In 2010 DJ Dhalsim won and went
on to win the Shapeshifter Remix competition, with his track featuring on the Hospital
Records release of their System is a Remix album, and last years’ winner went on to
open for Netsky Live in front of 1500 people!
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The OUSA Events team delivers events at a net estimated costs as per the below
table:
Events Net
Orientation (February)
Swimming Sports (March)
Hyde Street (April)
Battle of the Bands (May)
Capping Show (May)
Re-Orientation (July)
Future DJ (August)
Art Week (Sept)
Craft Beer Festival
Total
72,500
-1,500
-12,000
-5,100
6,800
-30,000
-2,150
-18,400
-8,000
2,150
The general budget area holds wages costs, administration and some areas of
income and expenditure that are designed to net out to zero, eg tickets.
Student Support Centre
The SSC main proposed increases include increasing the Queer Coordinator from a
half-time to a full time position, some salary movement as per the SSC review as well
as smaller items like ensuring professional supervision for all staff as they deal with
difficult and tragic cases amongst their normal workload.
Queer Support role
As shown in the research, a queer support centre is best resourced by at least one
full-time staff member in order to be most effective. This would also bring benefits in
that a full-time role is likely to have lower staff turnover and therefore less time,
energy and money spent on training and the inefficiencies that brings. The full-time
queer supporter would also be able to assist the Student Support Centre with other
projects which come up over time. It would also mean that we could expand our work
in the following areas:
A) Training
We currently have a very successful staff training programme which was
created in order to admit staff into our Queer Friendly Staff Network ally
programme. This is run twice a year with between 15 and 20 university staff
participating. Our anonymous feedback consistently shows us that staff greatly
appreciate the knowledge gained through our workshops and are committed to
making positive changes in their areas of the campus.
There is opportunity to work more closely with HR and HEDC to incorporate
elements of this training programme into their diversity and induction training
programmes in order to have a wider reach and greater impact.
B) Events
There is an opportunity to collaborate with UniQ Otago and other stakeholders
to provide a greater number of events which have a broader reach on campus.
This could include greater interaction with other minority and interest groups
such as religious, political and cultural clubs. The purpose of this would be to
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create greater awareness of queer identities and challenges as well as creating
more inclusive spaces for social interaction.
C) Curriculum
We are currently asked to speak to classes in areas such as Social Work,
Medicine, Education and others. At the moment this is on an ad hoc basis but if
we had more staff capacity then we could formalise the relationships with these
departments and others, in order to have a queer inclusive module as a part of
their curriculum, especially in professional courses where the students will
eventually be working with queer clients.
D) Resource creation
From time to time we identify a need to create a resource such as a coming out
guide or a brochure with information relevant for a part of the queer community.
This is very labour-intensive and is difficult to find time for within the current
workload of the 50% position. If this position was increased we could be
creating high-quality publications which have the potential to support a much
greater number of students.
E) Community liaising
At the moment OUSA Queer Support is the only LGBTQI focussed social
service in Dunedin. This means that we have a leadership role in supporting
and enabling other broad-based social services to better support the queer
community. With an increase in hours this would be more achievable and we
could continue to have an influence on helping make the wider Dunedin a more
queer supporting community.
Capital Expenditure
Capital Expenditure is governed by the Capital Funds Policy. Any purchases over
$5,000 will require specific and separate approval from the Executive.
Depreciation
Depreciation is peaking as the value of the renovated assets increases. This is fairly
reflected in the budget
Surplus
This budget estimates a small surplus of approximately 5% of income.
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Budget Details
This is the income and expenditure plan for 2014. Each service area has elements
of income, including significant income in Planet Media, Events and Recreation. The
OUSA approach is to show the net result of each expense area, ie Income less
Expenditure.
Budget 2013
2014
Change $
Change %
(a) Advocacy and legal advice Advocating on behalf of individual students and groups of students, and providing
independent support to resolve problems. This includes advocacy and legal advice relating to accommodation.
Budget 2014
577,038
705,009
127,971
18%
Student Support Centre
Executive (incl campaigns)
Te Roopu Maori
Satellite Campuses (not funded through SLA)
Faculty Clubs (not funded through SLA)
Donations (not funded through SLA)
NZUSA (not funded through SLA)
281,338
168,700
127,000
20,000
0
0
45,000
308,846
197,163
127,000
20,000
6,000
1,000
45,000
27,508
28,463
0
0
6,000
1,000
0
9%
14%
0%
0%
100%
100%
0%
22,500
22,500
0
0%
22,500
22,500
0
0%
295,417
350,176
54,759
16%
135,000
160,417
188,500
161,676
53,500
1,259
28%
1%
147,521
216,292
68,771
32%
67,809
65,137
9,210
5,365
71,500
106,612
29,310
8,870
3,691
41,475
20,100
3,505
5%
39%
69%
40%
765,964
497,632
76,500
191,832
1,808,440
907,462
607,962
47,500
252,000
2,201,439
141,498
110,330
-29,000
60,168
392,999
16%
18%
-61%
24%
18%
657,638
338,048
126,270
98,320
68,000
27,000
646,624
333,854
115,334
94,560
72,776
30,100
-11,014
-4,194
-10,936
-3,760
4,776
3,100
-2%
-1%
-9%
-4%
7%
10%
2,466,078
2,848,063
381,985
13%
Depreciation
210,000
347,512
137,512
40%
Asset Commitments
586,428
TOTAL Expenses
3,262,506
3,195,575
-66,931
-2%
(d) Employment information Providing information about employment opportunities for students while they are
studying.
Student Job Search
(g) Media Supporting the production and dissemination of information by students to students, including
newspapers, radio, television and internet-based media.
Planet Media Dunedin (Radio One, Critic)
Communications
(i) Clubs and societies Supporting student clubs and societies, including through the provision of administrative
support and facilities for clubs and societies.
Clubs Development (incl grants)
Aquatic Centre
Squash Building
Yacht and Kayak Club Building
(j) Sports, recreation and cultural activities Providing sports, recreation and cultural activities for students.
OUSA Recreation Centre
NZ university competitions incl USNZ Games, NZ Esports
Student Events
Central Budgets
Management Team, Accounts office, Main office reception
Office Operation (incl Lost Property, Fair Trade)
Professional Services
University Union Limited
Staffing Costs
TOTAL OPERATIONAL EXPENDITURE
Total Income
Surplus
3,365,939
170,364
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This graph presents a quick view of the relative importance of the OUSA core
services.
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This table presents the operating expenses in a dollar per stduent format based on
20,897 students in second semester 2013. It is indicative only.
Budget 2014
(a) Advocacy and legal advice Advocating on behalf of individual students
and groups of students, and providing independent support to resolve
problems. This includes advocacy and legal advice relating to
accommodation.
Student Support Centre
Executive (incl campaigns)
Te Roopu Maori
Satellite Campuses (not funded through SLA)
Faculty Clubs (not funded through SLA)
Donations (not funded through SLA)
NZUSA (not funded through SLA)
(d) Employment information Providing information about employment
opportunities for students while they are studying.
Student Job Search
(g) Media Supporting the production and dissemination of information by
students to students, including newspapers, radio, television and internetbased media.
Planet Media Dunedin (Radio One, Critic)
Communications
(i) Clubs and societies Supporting student clubs and societies, including
through the provision of administrative support and facilities for clubs and
societies.
Clubs Development (incl grants)
Aquatic Centre
Squash Building
Yacht and Kayak Club Building
(j) Sports, recreation and cultural activities Providing sports, recreation and
cultural activities for students.
OUSA Recreation Centre
NZ university competitions incl USNZ Games, NZ Esports
Student Events
Cost per student
$33.74
$14.78
$9.43
$6.08
$0.96
$0.29
$0.05
$2.15
$1.08
$1.08
$16.76
$9.02
$7.74
$10.35
$3.42
$5.10
$1.40
$0.42
$43.43
$29.09
$2.27
$12.06
Central Budgets
Management Team, Accounts office, Main office reception
Office Operation (incl Lost Property, Fair Trade)
Professional Services
University Union Limited
Staffing Costs
$30.94
$15.98
$5.52
$4.53
$3.48
$1.44
TOTAL OPERATIONAL EXPENDITURE
$136.29
Depreciation
$16.63
TOTAL
$169.84
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Asset Plan 2014
Asset Plan 2014 (New Commitments)
Recreation Centre
Replace asphalt in car park
Roof covering
Fittings & furniture, including curtains
Fittings & furniture for Games Room
Refrigerators - commercial
Gas Fire - Evison Lounge
Projector new room 1
25,000
30,000
75,500
16,300
10,000
7,000
2,500
166,300
Yacht Club Kayak Racing Building
Hot water cylider replacement
4,500
Aquatic Centre
Upper balcony & stairs - replace top rail to stairs & balcony & raise height
18,000
Squash Centre
Replace roof, spouting, down pipes; replace windows & flashings
75,000
OUSA/ PMDL smart phone app.
OUSA Computer replacement
OUSA web site
UPS backup power supply
Minor works
Central
7,000
10,000
10,000
2,900
10,000
39,900
Radio One
Rebuild of Radio One website CMS + re-design
Radio One app to allow R1 to be played on mobiles
Critic
Office storage
Minor ICT materials (eg mouse, cables, etc)
Colour printer/ scanner/ copier
Digital storage and backup
Lights
Computer
Carpet
Furniture
Digitising of Critic's archives
Student Support
Rate My Course
R U OK Storage/shifting
second shed for outside for R U OK storage
new window for toilet
Case Tracking system
Foodback storage cubords
Total Capex 2014
10,000
2,000
12,000
901
1,000
1,500
2,500
1,500
2,000
3,000
1,898
6,000
20,299
3,000
1,000
3,500
1,000
7,000
2,000
17,500
353,499
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The asset plan is a maximum of all planned asset expenditure and is close to final
requirements. As per normal the Executive requires a further value for money
exercise to be conducted before finally authorizing capital expenditure. Ideally new
capital expenditure will be no more than the depreciation allowance.
Members should note that a good part of the planned expenditure drops out of advice
from the OUSA’s new 10 year Asset Management Plans and quotes received for
required works.