Meeting Minutes
MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE OUSA BULL-PEN OFFICE ON THURSDAY 28 AUGUST 2025 AT 1.00PM
PRESENT
Liam White (Chair), Amy Martin, Amy Whyman, Daniel Leamy, Stella Lynch, Ibuki Nishida, Miscrica Talia’uli (UOPISA Acting President), Jett Groshinski, Deborah Huang, Porourangi Templeton-Reedy and Joshua Stewart.
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Hanna Varrs (Critic Features Editor) and Griffyn Brockley (Critic News Editor)
WELLBEING SESSION
The Executive took part in a 2.5-hour session on Monday evening with a moderator/mediator in attendance. It was a very helpful and productive session; Liam is reflecting and expressed his appreciation on the feedback he received. Better communication and transparency the focus. Liam will send out a plan for the week each Monday and will set up a table off-site once a week to invite anyone to meeting with him should they choose. All in attendance found this session helpful!
The Association Secretary will organise a follow up session as soon as possible.
APOLOGIES
Porourangi Templeton-Reedy, Joshua Stewart and Seluvaia Ratoul
Moved from the Chair
390/25 THAT the above apologies be accepted.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
The final paragraph under ATAG was duplicated under affiliation and now removed.
Moved from the Chair
391/25 THAT the minutes of the executive meeting held on 19 August 2025 be accepted as a true and correct record with the above amendment.
CARRIED U
MATTERS ARISING
ATAG – there are no student association members on ATAG now.
SPEAKING RIGHTS
Moved from the Chair
392/25 THAT Debbie Downs, Donna Jones, Hanna Varrs and Griffyn Brockley be granted speaking rights for the duration of this meeting.
CARRIED
TE RŌPŪ MĀORI UPDATE
Email submitted for the meeting.
- TRM has been busy preparing for Te Huinga Tauira in 2 weeks’ time. We will be having our dress rehearsal on Thursday 28 August and would love it for the OUSA exec to come through to support
- Attended the Mana2Mana agreement signing last week between the Rūnaka and Ōtākou Whakaihu Waka
- We are still working on our Strategic Framework
- This weekend we will be hosting Te Akatoki (UC) and Te Awhioraki (Lincoln) on campus as a whakawhanaungatanga exchange with TRM.
EXECUTIVE QUICK ROUND UP
Around the table round up was heard.
UOPISA UPDATE
Rica gave a report as acting president of the weeks’ activities
- Pacific Awards Night preparing panels for voting student panel & staff panel.
- New social a mystery bus in a weeks’ time.
- AGM (exec elections) preparation.
OUSA UPDATE
- TEU union/staff collective negotiations
- A lot of people off sick with this virus going around
- EA Jeanne is now a permanent staff member
- SLA Working Party – mtg went well
- Radio One listenership is up owing to latest statistics
- Vandalism at OUSA Aquatic Centre – footage of people ripping Carisbrook seats off the wall. A silly act of stupidity and senselessness. Checking camera footage with the hope we catch the culprits.
CRACCUM OPEN LETTER
As attached. They are calling on all students, clubs, associations, publications, and the wider community to stand with them as their magazine is at risk.
Are they wanting media independence? If agreed people could sign this letter as individual and not as an executive. More information and clarity wanted. Liam to follow up.
AFFILIATION
Moved from the Chair
393/25 THAT the Otago Performing Arts Club be affiliated to OUSA.
CARRIED U
BLUES AND GOLDS MEETING AND RECOMMENDATIONS
Moved from the Chair
394/25 THAT minutes of the Blues and Golds meeting held on 18 August 2025 be received and the recommendations be approved.
CARRIED U
EXECUTIVE BUDGET SUBMISSION
As attached. Daniel keen to find savings to balance the OUSA budget as serious pressure on the non-SLA side of the budget so could find savings in reducing the executive budget.
Moved from the Chair
395/25 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 1.25pm.
CARRIED U
Moved from the Chair
396/25 THAT the meeting move out of confidential committee at 1.57pm.
CARRIED U
Final figures to come with the realisation that some proposals would require constitutional changes. In the meantime, below is the agreed breakdown of the proposed cuts to the exec budget
Training cut completely. - $1100
Travel & Expenses halved from $5k to $2.5k.
Exec Honorariums for January reduced by $6.4k.
Exec Honorariums halved for December - $12.6k.
Total savings of $22,600. More savings to likely be looked at later.
ELECTORAL SUBMISSION
As attached. Tabled until next meeting.
STUDENT GENERAL MEETING MINUTES
Moved from the Chair
397/25 THAT the minutes of the Student General Meeting held on 21 August 2025 be received.
CARRIED U
PALESTINE LETTER TO MEMBERS OF PARLIAMENT (MP’S)
As attached.
Porourangi arrived at 2.02pm
There was clarification requested to ensure all OUSA Executive agreed to sign this.
Joshua arrived at 2.03pm
Moved from the Chair
398/25 THAT the OUSA Executive agrees to sign the letter attached to the New Zealand members of parliament - We ask that you:
- Publicly commit to recognising the State of Palestine
- Publicly commit to supporting non-violent measures, including the sanctions outlined in Chlöe Swarbrick’s “Unlawful Occupation of Palestine Sanctions” Members Bill.
CARRIED U
History’s record will not only record what happens in the House of Parliament, but how New Zealand and its leaders chose to respond in this moment of conscience. Once again, we are being asked to decide whether we will remain silent, or whether we will stand tall for peace, justice and human dignity.
BOYCOTT, DIVESTMENT & SANCTIONS (BDS) SGM FOLLOW UP
Moved from the Chair
399/25 THAT the Amy Martin assumes the Chair from Liam White at 2.04pm.
CARRIED U
Stella left at 2.04pm
Concern was expressed on how this would affect OUSA’s Operations.
Moved from the Chair
400/25 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 2.04pm.
CARRIED U
Stella returned at 2.07pm
Moved from the Chair
401/25 THAT the meeting move out of confidential committee at 2.15pm
CARRIED U
It was noted groups change and move away. Should OUSA have a meeting with Brandon of Palestine National Students’ Association (PNSA) to clarify things? It would be helpful if we get people from the group to come and talk at an executive meeting. The consultation shouldn’t mean we go with it; we want facts from it. Perhaps a working group could be set up. No need to rush into it.
Moved from the Chair
402/25 THAT Amy Martin resumes the Chair to Liam White at 2.21pm
CARRIED U
LETTER TO EXECUTIVE
As attached. A student has written a letter to the executive expressing disappointment in what occurred at the SGM on 21 August, stating they thought it was a hijacking of legitimate student representation at OUSA and lacked integrity from two executive members.
Daniel Leamy had received support from students and staff after his speech at the recent SGM expressing concern on what sanctioning and divesting would do to OUSA Operations. He was thanked for standing up in the meeting.
He was concerned special interest groups taking over our democratic rights. The lack of student consultation is the greater issue he expressed. He also said some students don’t feel safe standing up in a public space.
Moved from the Chair
403/25 THAT the letter from a concerned student emailed on 26 August 2025 be received.
CARRIED U
Liam and Daniel will consult and write a response to the letter from the concerned student and bring back to the executive for feedback before sending.
GENERAL BUSINESS
Executive Discipline
Martin/Lynch
404/25 THAT the meeting move into confidential committee for reasons of personal privacy at 2.30pm.
CARRIED
Lynch/Martin
405/25 THAT the meeting move out of confidential committee at 2.54pm.
CARRIED
Martin/Lynch
406/25 THAT Jett Groshinski be requested to resign as the Political Representative immediately.
Groshinski/White/Nishida/ Talia’uli: Abstain (special resolution) CARRIED
Stuart Brock - Deputy Vice-Chancellor (Academic) - Academic Division
Stuart is stepping down after a long period with the University of Otago, in January 2026.
Lynch/Stewart
407/25 THAT OUSA thank Stuart Brock for his work with OUSA and students during his time at the University of Otago and wish him well in his future endeavours.
CARRIED
Pou left at 2.57pm
Extension of Loan agreement
Moved from the Chair
408/25 THAT the meeting move into confidential committee for reasons of commercial sensitivity at 2.58pm.
CARRIED U
Moved from the Chair
40925 THAT the meeting move out of confidential committee at 3.02pm.
CARRIED U
Moved from the Chair
410/25THAT the OUSA Executive resolve to extend the Final Repayment Date under the Facility Agreement dated 31 July 2023 between Otago University Students’ Association Incorporated (Lender) and OUSA Commercial Limited (Borrower) to 28 February 2027. The Executive notes and has had regard to the Officers’ duties (best interests/proper purpose; ability to meet obligations) and confirm the society remains solvent after this variation. The Exec authorises Liam White, President to execute a side-letter varying only the Final Repayment Date, with all other terms of the Facility Agreement dated 31 July 2023 unchanged.
CARRIED U
STANDING COMMITTEE
Moved from the Chair
411/25 THAT the powers of the Executive be delegated to the Standing Committee of the Executive henceforth Sine die.
CARRIED U
Meeting closed at 3.03pm
Signed: ___________________________________ Date: _________