Meeting Minutes
MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE OUSA BULL-PEN OFFICE AND VIA ZOOM ON TUESDAY 28 OCTOBER 2025 AT 10.01AM
PRESENT
Liam White (Chair), Amy Martin, Amy Whyman, Daniel Leamy, Deborah Huang and Joshua Stewart (Zoom)
IN ATTENDANCE
Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary), Nina Brown (Critic Editor), Stella Caulton (Critic Reporter), Brandon Johnstone (BDS Coordinator and Uni staff) Zane Jacob (Car Club) and Abby Bowmar (Returning Officer)
APOLOGIES
Stella Lynch
Moved from the Chair
sc486/25 THAT the above apology be accepted.
CARRIED U
It was noted that Ibuki, Porourangi, Seluvaia and Jett apologised.
CO-OPT MEMBERS ONTO THE STANDING COMMITTEE
Moved from the Chair
sc487/25 THAT Deborah Huang and Joshua Stewart be co-opted onto the Standing Committee of the Executive for the duration of this meeting.
CARRIED U
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
sc488/25 THAT the minutes of the executive meeting held on 10 October 2025 be accepted as a true and accurate record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
sc489/25 THAT Debbie Downs, Donna Jones, Nina Brown, Stella Caulton, Brandon Johnston, Zane Jacob and Abby Bowman be granted speaking rights for the duration of this meeting.
CARRIED U
OUSA UPDATE
- Busy with funding applications
- Beerfest preparations in full swing
- Aquatic Centre – the roof and cladding suffered storm damage last week. Thanks to the quick thinking of Glen Sinclair, we were saved from more damage. Insurance company accessing the damage.
CAR CLUB AFFILIATION – GUEST
Zane was invited to address the meeting to answer the questions about their constitution and the club. Zane emphasised their strict code of conduct, any excessive bad behaviour would cause their termination. The club generally like cruises and convoys in their cars. They do check licences. However, OUSA asked that they must have a full licence.
Section 10.17 to be altered to read – will be personally liable- and remove sentence.
Is there an awareness of environmental sustainability? Zane explained they avoid excessive speed, and the club do have an overall awareness.
OUSA would like good health and safety measures in place. Zane will draw up a health and safety and risk management plan and bring to back to an executive meeting.
BDS MOVEMENT – GUEST
Brandon was invited to address the meeting. Brandon is a servant of the BDS movements Kaupapa, he said there are difficulties in the interpretations of the BDS movement. There are several tiers of priority. He emphasised the BDS movement wouldn’t expect OUSA to fall on their sword with sanctions, they are here to help disentangle OUSA. OUSA should continue moving forward and don’t be concerned on what has already been done. He suggested OUSA look at the BDS boycott list provided as a guide.
Daniel left at 10.40am
It was suggested OUSA could form a BDS working reference group. Brandon happy to assist with this.
Daniel returned at 10.44am
RETURNING OFFICERS’ REPORT
Abby invited questions, she noted a highly competitive campaign period, with high tensions between candidates as reported by executive members and staff.
There should be consideration with the number of people in a ticket, tickets being formed after nominations have closed and perhaps no cross endorsements allowed.
Abby suggested the executive look through previous Returning Officers’ reports and come up with a policy to review recommendations, penalties and procedures dealing with complaints and decisions. This will be tabled at a Policy Committee meeting.
Moved from the Chair
sc490/25THAT the 2026 OUSA Executive Elections Returning Officers report be received, the recommendations be considered and Abby be thanked for her hard work.
CARRIED U
ANNUAL GENERAL MEETING
As attached. Owing to the terrible weather we were able to hold the meeting outdoors with several students involved. The EarPods and Highlanders signed top incentives a good drawcard.
Moved from the Chair
sc491/25THAT the Annual General Meeting minutes of 23 October 2025 be noted.
CARRIED U
Amy M left at 11.13am
PROTESTS AND DEMONSTRATIONS ON CAMPUS GUIDANCE
As attached the university are hoping to come up with a guide to ensure the rights and safety of protestors are upheld and reduce the likelihood that protestors’ actions constitute misconduct under the Student Conduct Statute 2021 or the Ethical Behaviour Policy. The university would like OUSA’s involvement in the development of any guidelines and how they should be shaped.
Amy M returned 11.15am
If there is an organic protest from the student body OUSA can’t monitor them, we can’t control or police other protests and strongly appreciate people’s right to protest with safety being the priority. Liam will write a reply to the Registrar.
UNIVERSITY ETHICAL PROCUREMENT AND INVESTMENT POLICY
As attached. These draft policies are now open for consultation; they have been developed over the last few months. They reflect existing policy and attempt to draw ethical elements together. Jett to write submission on these.
EXECUTIVE MEMBERS HONARIA REVIEW
Moved from the Chair
sc492/25THAT Daniel Leamy’s honorarium resume to full payment.
CARRIED U
Liam White hasn’t expanded on his breakdown. He needs to record his duties fully then a review will be on fourth quarter reporting time 17 November 2025.
Amy Whyman has hours to make up so will also be reviewed on fourth quarter reporting time 17 November 2025.
MOU BUDGET EXTENSION PERMISSION
NZIDA – there has been a request for funding for this year, but the MoU doesn’t have a funding clause in it. Liam has written to NZIDA and is waiting on a response.
This is tabled until more dialogue has been had.
GENERAL BUSINESS
Drop For Good – Amy Martin is managing the roster for the executive to pick up and drop off goods for the sale.
Next Executive meeting 11 November at 10am owing to exams.
STRICT COMMITTEE
Moved from the Chair
sc493/25THAT the meeting move into Strict Committee for reasons of personal privacy at 11.54am.
CARRIED U
Moved from the Chair
sc494/25THAT the meeting move out of Strict Committee at 12.28am
CARRIED U
Meeting closed 12.28am
Signed: ___________________________________ Date: _________