MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE OUSA BULL-PEN OFFICE AND VIA ZOOM ON THURSDAY 11 SEPTEMBER 2025                        AT 1.03PM

PRESENT

Liam White (Chair), Amy Martin, Stella Lynch, Daniel Leamy, Amy Whyman, Deborah Huang, Joshua Stewart, Jett Groshinski and Callum Hadlow

IN ATTENDANCE

Donna Jones (Minute Secretary), Debbie Downs (Chief Executive Officer) and Nina Brown (Critic Editor)

CO-OPT MEMBERS ONTO THE STANDING COMMITTEE

           Moved from the Chair

^sc421/25 THAT Deborah Huang, Joshua Stewart, Jett Groshinski and Callum Hadlow be co-opted onto the Standing Committee of the Executive for the duration of this meeting.

                                                                                                                          CARRIED U

APOLOGIES

Porourangi Templeton-Reedy, Seluvaia Ratoul, Ibuki Nishida and Callum Hadlow for lateness.

          Moved from the Chair

^sc422/25 THAT the above apologies be accepted.

                                                                                                                          CARRIED U

  MINUTES OF THE PREVIOUS EXECUTIVE MEETING

              Moved from the Chair

^sc423/25THAT the minutes of the executive meeting held on 4 September 2025 be accepted as a true and accurate record.

                                                                                                                          CARRIED U

MATTERS ARISING

• Letter from concerned student - waiting on feedback of draft written
• Craccum – our request for more information is still pending
• Executive budget cuts – more information to come from FESC meeting
• Palestinian letter – good engagement thus far

SPEAKING RIGHTS

          Moved from the Chair

^sc424/25THAT Debbie Downs, Donna Jones and Nina Brown be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

            Callum arrived at 1.06pm

OUPISA UPDATE

            Liam invited all to consider attending the OUPISA awards night coming up.  He has a ticket, and recommended others attend.

OUSA UPDATE

• Board meeting went well
• Budget 2026 – work on this is still ongoing, TEU negotiations progressing but not finished.

MEDIA/MARKETING UPDATE

Amy Martin will be the association spokesperson from 4.00pm today until the closing of voting on 25^th September 2025.

VARIATION TO FACILITY AGREEMENT LETTER

          As attached.  waiting on signatures, thanks Daniel and Mukesh for finalising this.

          Moved from the Chair

^sc425/25 THAT the Variation to Facility Agreement between OUSA (lender) an the OUSA Commercial Limited (borrower) be approved and signed. 

                                                                                                                          CARRIED U

LETTER TO JETT ABOUT RESIGNATION

Letter attached for approval and Liam will send as per the Executive Discipline Procedure Policy.

REPLY TO STUDENT REGARDING LETTER RECEIVED

          Liam will engage later about the response.

ANOTHER LETTER FROM CONCERNED STUDENT

          Daniel has received another letter of concern from a student, and he will respond.

SUBMISSION – GOVERNANCE & ADMIN’ COMMITTEE

As attached. Could an Executive summary please be added and also the headings should be highlighted?  It was also pointed out to amend the structure to make a link of why students care.

Moved from the Chair

^sc426/25 THAT the submission to the Governance & Administration Committee on the Regulatory Systems (internal Affairs) Amendment Bill (188-1) be received and submitted with the above amendments.

                                                                                                                          CARRIED U

Jett will email the final copy to the executive for approval before sending.

STUDENT NUMBERS FOR SEMESTER TWO

These figures are for meeting quorum purposes only and are requested for this use.

ALBANY STREET CYCLEWAY

The DCC have voted to halt this project.  OUSA has always been concerned about safety in the area and the lack of car parks.  However, OUSA would like to pursue the idea.

It was agreed to bring it up at the next Mayor/President/CEO meeting.

BBQ TE WIKI O TE REO

As part of the 50^th anniversary of Te Wiki O Te Reo OUSA has been invited to take part in the celebration on 16 September and hold a BBQ.  Food etc needs to be ordered. Also, a reminder there is a Karakia session on Monday morning at 8.30am all welcome to attend.

BIRD OF THE YEAR

A lively debate took place, and it was agreed to letter our members decide on the final bird of the year vote for OUSA between the Takahe and the Kea. The executive will put a post up on their Instagram.

It was also agreed OUSA could fundraise or donate to a local cause – Orokanui Ecosanctuary or the Wildlife hospital.

SEMESTER TWO REGULAR MEETING TIMES

10am Tuesdays will be the meeting times for this semester. Agenda items to the Secretary on Friday no later than 1pm.

GENERAL BUSINESS

Diversity Week – Tess from SSC has asked for help to set up at the Queerest Tea Party on 22 September and Quiz and Queens at Auahi Ora on 25 September please.

DCC Local Body Election Forums – congratulations to the Otago University Debating Society for running 3 very good forums.  A good turn out!  Thanks also to Daniel for organising them.  A card will be sent to OUDS.

DELEGATION OF POWERS BACK TO THE EXECUTIVE

          Moved from the Chair

^sc427/25 THAT the powers of the Standing Committee be delegated back to the Executive henceforth.

                                                                                                                          CARRIED U

Meeting closed at 1:47pm

Signed: ___________________________________            Date: _________