MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE BULL-PEN OFFICE, CUMBERLAND STREET, DUNEDIN ON MONDAY 8 JUNE 2026 AT 9.07AM

PRESENT

Daniel Leamy (Chair), Troy Gibbons, Ella Sangster, Zoe Eckhoff, Rihana Warsame and Adeleine Eli

IN ATTENDANCE

Debbie Downs (Chief Executive Officer) and Donna Jones (Association Secretary)

APOLOGIES

Flynn Nisbet, Kamesha Jones, Sami Harrison-Dunn, Fergus Parks, Hansini Wijekoon

Moved from the Chair

241/26 THAT the above apologies be accepted.

CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

Moved from the Chair

Misspelt SKANDA, should be SKANDI Society.

Moved from the Chair

242/26 THAT the minutes of the executive meeting held on 18 May 2026 be accepted as a true and correct record with the above amendment.

CARRIED U

INTEREST REGISTER

For noting.

SPEAKING RIGHTS

Moved from the Chair

243/26 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.

CARRIED U

CHIEF EXECUTIVE OFFICER JUNE REPORT

As attached.

Moved from the Chair

244/26 THAT the Chief Executive Officers’ June Report be received.

CARRIED U

REFERENDUM RESULTS

As attached.

A short discussion pursued however these results will be tabled to allow for a full executive attendance to go over some of the questions. A surprise was a tie for one of the results. Never happened before we believe.

There needs to be more context to the questions for students to know exactly what they are voting on. The financial statements need to be explained as students weren’t clear what they were voting on. Our forum should be attended by more people to help with this. We need to advertise them better.

It was stressed we need to “get with the modern means” for advertising, perhaps get the executive involved in making fun videos

Moved from the Chair

245/26 THAT the Referendum results be received and reviewed at a later meeting.

CARRIED U

RETURNING OFFICERS REPORT

As attached.

Emphasis on the low turnout and especially the first day with the global emails not going out to all students because of a glitch with the university systems. We were grateful the emails did go out late on the second day of voting.

Moved from the Chair

246/26 THAT the Returning Officers Report for the 2026 be received.

CARRIED U

APPOINTMENT OF INDEPENDENT ARBITRATOR

The Association Secretary has met with Sean Whittaker, who agreed to take up this position, he will be an excellent Arbitrator.

Moved from the Chair

247/26 THAT the Executive agrees to the appointment of Sean Whittaker, Senior Lecturer, as the OUSA Independent Arbitrator for the OUSA Elections and Referenda.

CARRIED U

NATIONAL DISBALED STUDENTS ASSN (NDSA) MOU

As attached.

This Memorandum of Understanding needs a revision with the funding model improved. This will be tabled for more executive to be in attendance to discuss it.

AFFILIATION

Poker Club – Ella expressed this club is fine to be affiliated but should be monitored throughout the years owing to club leadership changes and club culture evolves.

Daniel and Ella met with the club and were satisfied they had good people on their committee. There will not be any cash prizes given out. Prizes/giveaways will be donated/sponsored items or physically brought items (sweets, cards) from designated operational costs.

Moved from the Chair

248/26 THAT the Poker Club be affiliated to OUSA.

CARRIED U

GRANTS PANEL MEETING MINUTES AND RECOMMENDATIONS

Moved from the Chair

249/26 THAT the minutes of the Grant Panel (round 3) meeting held on 19 May 2026 be received and the recommendations be approved.

Gibbons: Abstain

CARRIED

ACKNOWLEDGEMENT TO HOLDINGS BOARD DIRECTORS

Two Directors with expiring terms are not seeking re-appointment.

Moved from the Chair

250/26 THAT OUSA acknowledges Paul Allison and Nigel O’Rorke for their valuable service as OUSA Holdings Directors during their tenure and wishes them all the best.

CARRIED U

GENERAL BUSINESS

Next Board executive meeting – 18 June

Issues with postgraduate Social Sciences a concern. Suggestion someone go to the post graduate Social Anthropology writing group and ask if they wish to be involved. Perhaps a survey could be done. Daniel and/or Ella to talk to Fergus who sits on the Ethics Committee.

STRICT COMMITTEE

Moved from the Chair

251/26 THAT the meeting move into Strict Committee for reasons of confidentiality at 9.37am.

CARRIED U

Moved from the Chair

252/26 THAT the meeting move out of Strict Committee at 10.22am.

CARRIED U

STANDING COMMITTEE

Moved from the Chair

253/26 THAT the powers of the Executive be delegated to the Standing Committee of the Executive henceforth sine die