MINUTES OF THE EXECUTIVE BOARD COMMITTEE MEETING HELD IN THE OUSA EXECUTIVE BULL-PEN ON MONDAY 23 MARCH 2026 AT 11.12AM      

PRESENT

          Daniel Leamy (Chair), Kamesha Jones, Troy Gibbons, Sami Harrison, Jarna Flintoff,        Hansini Wijekoon and Flynn Nisbett

IN ATTENDANCE

          Gina Huakau (Advisory Board), Debbie Downs (Chief Executive Officer), Donna   Jones (Association Secretary) and Hanna Varrs (Critic Co-Editor)

EXECUTIVE QUICK ROUND UP

          A review of the week was shared.

STRICT COMMITTEE

          Moved from the Chair

140/26 THAT the meeting moved into Strict Committee for reasons of commercial          sensitivity at 12.12pm

                                                                                                                      CARRIED U

          Moved from the Chair

 141/26THAT the meeting move out of Strict Committee at 12.31pm

                                                                                                                        CARRIED U

          Meeting took a break at 12.31pm

          Meeting resumed at 12.37pm

APPOINTMENT TO REVIEW SUBCOMMITTEE

          Moved from the Chair

          THAT Jarna Flintoff be co-opted onto the Review subcommittee for 2026

                                                                                                                      CARRIED U

APOLOGIES

          Zoe Eckhoff, Ella Sangster, Fergus Parks, Irfaan Ariffin, Adeleine Eli and Rihanna            Warsame

          Flynn Nisbett for lateness

          Moved from the Chair

142/26 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Moved from the Chair

143/26 THAT the minutes of the executive meeting held on 16 March 2026 be accepted as a       true and correct record.

                                                                                                                        CARRIED U

INTEREST REGISTER

          For noting.  Please update if necessary.

SPEAKING RIGHTS

          Moved from the Chair

144/26 THAT Debbie Downs, Donna Jones, Gina Huakau and Hanna Varrs be granted    speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

GRANTS PANEL APPOINTMENT

          Moved from the Chair

145/26 THAT Daniel Leamy, Troy Gibbons, Ella Mary Sangster, Caroline Hallgarth, Olivia            Townsend and Shannon van Rooijen be appointed to the OUSA Grants Panel for

            2026.

                                                                                                                        CARRIED

OUSA GOVERNANCE REVIEW

            As part of its review, Deloitte suggest that OUSA may wish to consider alternative            governance arrangements.

            The OUSA Review subcommittee will give options.

            OUSA holds significant assets and is involved in a range of operational and          commercial activities.  Governance arrangements must ensure that risks across           these activities are appropriately identified and managed.

            The subcommittee proposes to undertake further work to explore potential            governance structure options that could strengthen governance capability, continuity    and oversight while maintaining strong student leadership.

            The Executive notes the governance considerations identified through the             independent organisational review undertaken by Deloitte.

            Moved from the Chair

146/26 THAT the OUSA Executive approves the OUSA Review subcommittee undertaking          further work to explore a range of potential governance structure options that may        help ensure OUSA remains fit for purpose and sustainable into the future.

                                                                                                                        CARRIED U

            Moved from the Chair

147/26 THAT any options identified will be reported back to the Executive for consideration         prior to any decisions being made.

                                                                                                                        CARRIED U

OUSA BUSINESS UNITS, ASSETS, DEPARTMENTS, AND SERVICES REVIEW

            As attached.

            OUSA operates a wide range of business units, assets, service areas, and support          departments as part of our commitment to delivering the ultimate student experience     at the University of Otago. Over time, the landscape in which students live, study,     and      engage with OUSA has evolved, and it is essential that we evolve alongside it.

            While elements of the Otago student experience remain iconic and enduring         significant shifts have occurred over the past decade. Changes in demographic       student expectations, learning environments, financial pressures, well-being           needs, and engagement preferences have all shaped how students interact with      OUSA and the services we provide.

            The Aquatic Centre building’s upper area has been left empty most of the year and          needs to be reviewed to utilize it more.

            Radio One is a valuable asset, liked by many students and is a niche service.  Ways         of getting more listenership etc to be explored.

            Moved from the Chair

148/26 THAT the OUSA Review subcommittee will review some departments as discussed.

                                                                        Gibbons/Nisbett          Against

                                                                                                            CARRIED

STRICT COMMITTEE

            Moved from the Chair

149/26 THAT the meeting move into Strict Committee for reasons of commercial sensitivity         granting permission for Gina Huakau, Debbie Downs and Donna Jones to remain in           the meeting at 1.02pm.

                                                                                                            CARRIED U

            Moved from the Chair

150/26 THAT the meeting move out of Strict Committee at 1.18pm

                                                                                                            CARRIED U

GENERAL BUSINESS

          ATSA conference – Daniel attending along with other Presidents a Teams            meeting over the weekend, he will send out relevant information to the Executive.

          Meeting closed 1.20pm

          Signed: ___________________________________            Date: _________