MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE OUSA BULL-PEN OFFICE, CUMBERLAND STREET, DUNEDIN ON TUESDAY 14 OCTOBER 2025                      AT 10.05AM

PRESENT

          Liam White (Chair), Amy Martin (Temporary Chair), Daniel Leamy, Ibuki Nishida, Joshua Stewart, Deborah Huang and Seluvaia Ratoul

IN ATTENDANCE

          Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Gryffin            Blockley (Critic News Editor), Flynn Nisbett (Executive 2026 elect), Troy Gibbons (Executive 2026 elect), and Hansini Wijekoon (Executive 2026 elect).

APOLOGIES

          Porourangi Templeton-Reedy, Jett Groshinski, Amy Whyman, Callum Hadlow and           Stella Lynch

          Moved from the Chair

478/25 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Moved from the Chair

479/25 THAT the minutes of the executive meeting held on 8 October 2025 be accepted as         a true and accurate record.

                                                                                                                        CARRIED U

            Amy Whyman was thanked for her excellent minute taking.

SPEAKING RIGHTS

          Moved from the Chair

480/25 THAT Debbie Downs, Donna Jones, Gryffin Blockley, Flynn Nisbett, Troy Gibbons           and Hansini Wijekoon be granted speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

TE RŌPŪ MĀORI UPDATE

          AGM this Thursday.  Awards night was held last evening.

UOPISA UPDATE

          AGM ths Saturday.  Seluvaia chairing meetings of the 14 pacific student    associations.

OUSA UPDATE

          Orientation 2026 planning well underway.  No line up announcements yet.

          Beerfest – Tickets selling well and preparations going well, events team very busy.

          Clubs and Socs building – busy and with plenty through the door

          Remuneration review – taking place

          Funding grant writing – applying for harm reduction type grants

          Liam in at 10.10am

          Also, looking at the repairs of the clubs and societies building.

          Moved from the Chair

481/25 THAT Liam White assumes the Chair from Amy Martin at 10.15am

                                                                                                                        CARRIED U

            Moved from the Chair

482/25 THAT the apology from Callum Hadlow sent via text to Liam this morning be         accepted.

                                                                                                                        CARRIED U

GRANTS OPPORTUNITIES

          Debbie explained there were two tiers of grants to apply for and she had been      advised the lower amount was more fitting for our type of application, although we   will also put in an application for the larger one.

          The grants are related to alcohol minimisation and harm reduction.  There are tool            kits and ideas for us to have an activation at tent city next year, perhaps give aways        too.

          OUSA could follow the University model and we could use this opportunity to        educate our clubs and societies.  

          Some clubs have expressed they don’t fee comfortable coming to OUSA.  OUSA could offer them health and safety training.

          Looking at the larger funding pool – ideas around a mobile food truck in the north Dunedin area with a chill out zone.  Students could have an opportunity to have food   closer to home. Good OUSA harm minimisation initiative.

          This idea of a bottle bank was discussed.  OUSA used to have a bottle buy back scheme years ago.  This was a real success, although there was talk it encouraged    stock piling bottles.

          All ideas to Debbie asap as these applications close 29 October 2025.

AFFILIATIONS

          The University of Otago Literary Society – it was noted this club has existed in the            past but has been inactive for over a year.

          There should be emphasis this club isn’t too similar to the Bookworm Club.

          Moved from the Chair

483/25 THAT the University of Otago Literary Society be affiliated to OUSA.

                                                                                                                        CARRIED U

            Otago Punjabi Students’ Association – Clauses 8.9-8.11 should be removed.  Their          involvement with the Bhangra crew should be clarified and perhaps this could be          removed or shifted to the purpose of their constitution.

            Moved from the Chair

484/25 THAT the Otago Punjabi Students’ Association be affiliated to OUSA with the 2    amendments above.

                                                                                                                        CARRIED U

            The University of Otago Car Club – this club is for student car enthusiasts to socialise      with likeminded people and enjoy their automobiles in a social setting and being safe   and compliant.  They are recommended to use the club’s constitution template. 

            It was agreed some of the executive will meet up with their committee before they            are affiliated due to concerns about risk management.

BLUES AND GOLDS AWARDS

          The Blues and Golds Awards evening was held last Thursday in the Business School      and was a great evening.

          Congratulations to all the winners and especially to our Clubs Representative       Deborah Huang who received a Gold Award for debating.

CHAIR OF ANNUAL STUDENT GENERAL MEETING

          For noting Jack Evans has been appointed as chairperson for the up and coming Annual General Meeting being held on 23 October 2025.

GENERAL BUSINESS

          Local Body Elections – OUSA wishes to acknowledge the newly elected council   members and will endeavour to meet up with them to start building a good working relationship.  The President will write a letter of congratulations to the Mayor, Sophie         Barker.

          Albany Street crossing and cycle way redevelopment – Daniel and Ibuki are working        on this project.  We are hopeful now with the new council this will proceed.

          Silly Awards – last year it was introduced to present the executive, CEO and         Secretary with an award which were duly handed out again this year ceremoniously            with applause.

STANDING COMMITTEE

          Moved from the Chair

485/25 THAT the powers of the Executive be delegated to the Standing Committee of the            Executive hence forth sine die.

                                                                                                                        CARRIED U

          Meeting closed at 11.08am

Signed: ___________________________________         Date: _________