MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE OUSA BULL-PEN OFFICE AND VIA ZOOM ON THURSDAY 13 NOVEMBER 2025                       AT 10:02AM

PRESENT

          Liam White (Chair), Amy Martin, Daniel Leamy, Amy Whyman (zoom), Seluvaia   Ratoul, Jett Groshinski, Ibuki Nishida and Deborah Huang (zoom)

IN ATTENDANCE

          Debbie Downs (Chief Executive Officer), Donna Jones (Minute Secretary) and Hanna      Varrs (News Critic)

APOLOGIES

          Stella Lynch

          Moved from the Chair

_sc495/25 THAT the above apology be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Moved from the Chair

_sc496/25THAT the minutes of the Standing Committee of the Executive held on 28                          October 2025 be accepted as a true and accurate record.

                                                                                                                        CARRIED U

MATTERS ARISING

          Car Club – attending a meeting next week

          BDS Movement update – Dr Rula Abu-Safieh Talahma attended a meeting with    OUSA and was extremely helpful advising us going forward. This will be ongoing for        now.

SPEAKING RIGHTS

          Moved from the Chair

_sc497/25THAT Debbie Downs, Donna Jones and Hanna Varrs be granted speaking                                  rights for the duration of this meeting.

                                                                                                                        CARRIED U

UOPISA UPDATE

          Busy completing handover

          Attending Advisory Group meetings

          Working on Policies and Constitution

          PLG (Pacific Leadership Group) — just have that last meeting end of November   and      then UOPISA is basically wrapped up for the year.

OUSA UPDATE

          Beerfest – 8 & 9 November

          Moved from the Chair

_sc498/25 THAT the meeting move into confidential committee for reasons of commercial                  sensitivity at 10.05am

                                                                                                                        CARRIED U

            Moved from the Chair

_sc499/25 THAT the meeting move out of confidential committee at 10.22am.

                                                                                                                        CARRIED U

FUNDING/GRANTS APPLICATIONS

          Debbie will present information at the next executive meeting

POLICY COMMITTEE MINUTES AND POLICY FOR NOTICE

          Moved from the Chair

_sc500/25THAT the minutes of the Policy Committee meeting held on 25 September                      2025 be received.

                                                                                                                        CARRIED U

            Moved from the Chair

_sc501/25THAT the Advisory Board Policy version 1 be put for notice.

                                                                                                                        CARRIED U

FINANCE, EXPENDITURE AND STRATEGY MINUTES

          Moved from the Chair

_sc502/25THAT the minutes of the Finance, Expenditure and Strategy (FESC) (8) meeting held                   on 11 September 2025 be received.

                                                                                                                        CARRIED U

            Moved from the Chair

_sc503/25THAT the minutes of the Finance, Expenditure and Strategy (FESC) (9) meeting held                   on 26 September 2025 be received.

                                                                                                                        CARRIED U

AFFILIATION

          Moved from the Chair

_sc504/25THAT the University of Otago History Students’ Society be affiliated to OUSA.

                                                                                                                        CARRIED U   

AFFIX THE COMMON SEAL TO THE RE-REGISTERED CONSTITUTION

          We have now updated the OUSA constitution ready for re-registration to comply with       the new Incorporated Societies Act 2022.

          Moved from the Chair

_sc505/25THAT the Common Seal be affixed to the OUSA re-registered Constitution.

                                                                                                                        CARRIED U

            The text of Part A to be translated into Māori, seeking direction from the University.

GENERAL BUSINESS

          Pūtea Tautoko Fund - The student financial relief fund committee are wanting to set         up an Advisory Board including OUSA appointments.  Amy W will send out       information and see who could be appointed.

          DCC Annual Plan – Consultation up again soon.

          Campus Master Plan – Gordon Roy has advised there will be a consultation process        and OUSA will be invited.

          Executive fourth quarter reports – due on 17 November with handover documents to        be included.

          University Ethical Procurement Policy – Jett is working on our response.

          Peace Garden Working Bee – there will be a clean-up on Sunday 1-3pm, all execies        have been invited.

          Drop for Good – thank you to all who helped.  There were many items to be picked          up. There was a positive article in ‘Stuff’ about it.

STRICT COMMITTEE

          Moved from the Chair

_sc506/25THAT the meeting move into Strict Committee for reasons of commercial sensitivity                      at 10.37am with an invitation to Debbie Downs to be present.

                                                                                                                      CARRIED U

          Moved from the Chair

_sc507/25THAT the meeting move out of Strict Committee at 10.53am

          Financial Sustainability Review

          Moved from the Chair

_sc508/25THAT the OUSA Executive, agrees to sign the Letter of Engagement from Deloitte to          conduct a Financial Sustainability Review at the cost of $35,000+GST. The                                   Executive accepts that this is an unbudgeted expense but, having                                                         considered both the Executive’s responsibility to ensure the long-term financial                            sustainability of the Association and the potential costs and benefits, the                                              Executive has decided to proceed with the Review as a necessary investment in the                    future success of both the Association and Otago Students.

                                                                                                                      CARRIED U

          Meeting closed 10.56am

          Signed: ___________________________________            Date: _________