Meeting Minutes
MINUTES OF THE EXECUTIVE BOARD MEETING HELD ON WEDNESDAY 11 FEBRUARY 2026 AT 2:00PM IN THE GAZEBO LOUNGE, DUNEDIN
PRESENT
Daniel Leamy (Chair), Kamesha Jones, Troy Gibbons, Fergus Parks, Irfaan Ariffin, Ella Sangster (teams), Flynn Nesbitt, Zoe Eckhoff Sami Harrison and Jama Flintoff
IN ATTENDANCE
Jeff Broughton (Advisory Board), Debbie Downs (Chief Executive Officer) and Donna Jones (Association Secretary)
CO-OPT MEMBERS ONTO STANDING COMMITTEE
Moved from the Chair
sc07/26THAT Fergus Parks, Irfaan Ariffin, Ella Sangster, Zoe Eckhoff, Sami Harrison and Jama Flintoff be co-opted onto the standing committee for the duration of this meeting.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc08/26THAT Jeff Broughton be granted speaking rights for the duration of this meeting at 2.03pm
CARRIED U
APOLOGIES
Hansini Wijekoon, Rihana Warsame.
Flynn Nisbett for leaving
Moved from the Chair
sc09/26 THAT the above apologies be accepted.
CARRIED U
STRICT COMMITTEE
Moved from the Chair
sc10/26THAT the meeting moves into Strict Committee at 2.04pm with permission given to Jeff Broughton to remain in the meeting.
CARRIED U
Jana Flintoff and Sami Harrison arrived at 2.37pm
Moved from the Chair
sc11/26 THAT the meeting moves out of Strict Committee at 2.54pm
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc12/26 THAT the minutes of the standing committee of the executive held on 23 January 2026 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc13/26 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
Flynn left at 2.56pm
INTEREST REGISTER
As attached. This requires all executive members to keep updated. No conflicts to report at this meeting.
CEO PERFORMANCE REVIEW & 2026 KPI’S
Moved from the Chair
sc14/26 THAT the Executive accept the recommendations for the Chief Executive Officers’ (CEO) remuneration, back dated to November 01, 2025, as per the employment agreement and to set 2026 KPI’s as agreed.
CARRIED U
OUSA REVIEW SUB-COMMITTEE POLICY
This committee is being established to review the key recommendations approved by the Executive to oversee progress on their implementation. It brings together members of the student executive, governance and operations to work through the Deloitte report and identify practical next steps.
The committee will meet regularly to:
Discuss recommendations of the report
Propose actionable next steps for the Executive to consider
Oversee the progress of any actions once they have been formally approved.
Moved from the Chair
sc15/26THAT the OUSA Review Sub-Committee Terms of Reference version 1 be set.
CARRIED U
OUSA FINANCIAL SUSTAINABILITY REVIEW
Moved from the Chair
sc16/26THAT the Deloitte OUSA Financial Sustainability Report be received and it go to the OUSA Review Committee for consideration.
CARRIED U
CHIEF EXECUTIVE OFFICERS’ REPORT
As attached. Debbie went through her report and invited questions. She asked if the executive would like to receive a variance report with this report in future?
Further work to be discussed for the Clubs and Societies building. Free breakfasts attendance up.
Student Support Centre allocated more food packs to students.
Flynn returned at 3.08pm
Extended financial reporting will be heard at the Finance, Expenditure and Strategy Committee (FESC) meetings.
It was discussed whether we should encourage Radio One to be played around campus more to encourage listenership?
Orientation preparation and ticketing selling going well.
Moved from the Chair
sc17/25THAT the Chief Executive Officers’ (CEO) January report be received.
CARRIED U
HEALTH AND SAFETY UPDATE
CEO gets a thorough report now. OUSA Health and Safety committee independent and meets monthly. It was reiterated that health and safety is a personal responsibility however, the Executive need to be aware they are Officers of the Association and responsible for critical risk under the Health and Safety Act.
OUSA to access the risk register on BoardPro.
Jeff said he has a very good guide he will send through.
FINANCIAL REPORT
A report will come to the next Executive Board Meeting from the first FESC meeting.
POLICY COMMITTEE (POLCOM) REPORT
Kamesha addressed the meeting. She is going through the policies and selecting the ones that need reviewed and getting set up to keep the Executive area of the website updated where she has permission. All PolCom meeting minutes to come through the executive.
FINANCE, EXPENDITURE AND STRATEGY (FESC) REPORT
Nothing to report but big goals planned. Minutes will be submitted to Exec.
OVERVIEW OF 2026 BOARD WORKPLAN
There will be two workplans coming with Board and Executive splits. First one to a March meeting.
GENERAL BUSINESS
There was no general business.
POWERS BACK TO THE EXECUTIVE
Moved from the Chair
sc18/26THAT the powers of the Standing Committee be delegated back to the Executive henceforth.
CARRIED U
Meeting closed at 4.00pm
Signed: ___________________________________ Date: _________