MINUTES OF THE EXECUTIVE BOARD COMMITTEE MEETING HELD IN THE GAZEBO LOUNGE IN THE UNION BUILDING ON MONDAY 9 MARCH 2026 AT 11.07AM       

PRESENT

          Daniel Leamy (Chair), Kamesha Jones, Troy Gibbons, Hansini Wijekoon, Fergus Parks, Flynn Nisbett, Irfaan Ariffin, Sami Harrison, Jarna Flintoff and Ella Sangster

IN ATTENDANCE

          Debbie Downs (Chief Executive Officer), Donna Jones (Association Secretary)     Hanna Varrs (Critic Co-Editor) and Gryffin Powell (Critic Co-Editor)

STRICT COMMITTEE

          Moved from the Chair

113/26 THAT the meeting move into Strict Committee for reasons of commercial sensitivity         at 11.08am

                                                                                                                        CARRIED U

            Moved from the Chair

114/26 THAT the meeting move out of Strict Committee at 11.34am

                                                                                                                        CARRIED U

APOLOGIES

          Zoe Eckhoff, Adeleine Eli and Rihana Warsame

          Moved from the Chair

115/26 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

INTEREST REGISTER

          If necessary, please update your interests on BoardPro register.

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Moved from the Chair

116/26 THAT the minutes of the Executive Meeting held on 2 March 2026 be accepted as a        true and correct record with the motion numbers aligned.

                                                                                                                        CARRIED U

            Kamesha was thanked for her good work with the minute taking and writing.

SPEAKING RIGHTS

          Moved from the Chair

117/26 THAT Debbie Downs, Donna Jones, Hanna Varrs and Gryffin Powell be granted speaking rights for the duration of this meeting.

                                                                                                            CARRIED U

HEALTH AND SAFETY REPORT

          As attached.  Debbie went through her report for noting.

CHIEF EXECUTIVE OFFICER REPORT

          Moved from the Chair

118/26 THAT the meeting move into confidential committee for reasons of commercial     sensitivity at 11.44am

                                                                                                            CARRIED U

            Moved from the Chair

119/26 THAT the meeting move out of confidential committee at 11.54am.

                                                                                                            CARRIED U

            Moved from the Chair

120/26 THAT OUSA contribute $70k of capital funds for the Clubs and Societies Centre   Harry Evison Lounge project.

                                                                                                            CARRIED U

            Moved from the Chair

121/26 THAT OUSA authorise Debbie Downs to apply to the Otago Community Trust for             $50k for the Clubs and Societies Centre Harry Evison Lounge project.

                                                                                                            CARRIED U

OTAGO COMMUNITY TRUST GRANT FOR POLICY AND CONSTITUTION

            Gibbons/Jones

122/26 THAT OUSA accepts the $2,500 grant received from the Otago Community Trust to         update the policies and constitution in line with the new Incorporated Societies Act.

                                                                                                            CARRIED

POLICY COMMITTEE MEETING

            There hasn’t been a meeting held as members away.  There will be a meeting held in      March.

FINANCE, EXPENDITURE AND STRATEGY MEETING (FESC)

            There will be two sets of minutes at the next meeting and more items for discussion         will ensue. The next meeting is scheduled for 1 April 2026.

LETTER OF EXPECTATION TO HOLDINGS BOARD FOR 2026

            Moved from the Chair

123/26 THAT the meeting move into confidential committee for reasons of commercial     sensitivity at 12pm.

                                                                                                                        CARRIED U

            Moved from the Chair

124/26 THAT the meeting move out of confidential committee at 12.02pm.

                                                                                                                        CARRIED U

            Moved from the Chair

125/26 THAT the letter of Expectations to OUSA Holdings Board be approved.

                                                                                                                        CARRIED U

BOARD WORKPLAN 2026

            The workplan is yet to be finalised and will be brought to a March meeting for        approval.

ACTION LIST

            As listed, noted and some items to be brought to the next meeting.

GENERAL BUSINESS

          Society for Postgraduate Students (SPS) – this club to be disbanded as members fail      to engage. Finance to be sorted and as their constitution states in clause 22.5.  Upon           dissolution or disaffiliation all remaining funds and property will be transferred to        OUSA.

          Critic story/Instagram – members of the Executive posted a ‘save Critic’ post owing          to the magazine print copies being decreased and they felt this wasn’t advertised         openly and thus showed OUSA was being transparent. They have been requested to         remove it.  They did express the complaint was not an attack on staff or other   executive members. It was aimed at a ‘call to action’ Apologies were forthcoming.

          They were reminded this should have been discussed prior especially with Critic   staff and the executive.

          Moved from the Chair

126/26 THAT the meeting move into confidential committee for reasons of commercial     sensitivity at 12.18pm.

                                                                                                                        CARRIED U

            Moved from the Chair

127/26 THAT the meeting move out of confidential committee at 12.28pm.

                                                                                                                        CARRIED U

Meeting closed at 12.28am

Signed: ___________________________________         Date: _________