Meeting Minutes
MINUTES OF THE EXECUTIVE BOARD MEETING HELD IN THE GAZEBO LOUNGE, UNION BUILDING ON 13 APRIL 2026 AT 11.02AM
PRESENT
Daniel Leamy (Chair), Kamesha Jones, Troy Gibbons, Zoey Eckhoff, Adeleine Eli, Fergus Parks, Hansini Wijekoon, Ella Sangster, and Irfaan Ariffin
IN ATTENDANCE
Gina Huakau (Advisory Board), Debbie Downs (Chief Executive Officer) and Donna Jones (Association Secretary).
SPEAKING RIGHTS
Moved from the Chair
178/26 THAT Gina Huakau be granted speaking rights for the duration of this meeting.
CARRIED U
STRICT COMMITTEE
Moved from the Chair
179/26 THAT the meeting move into strict committee for reasons of confidentiality and permit Gina Huakau to remain in the meeting at 11.03am
CARRIED U
Moved from the Chair
180/26 THAT the meeting move out of strict committee at 11.16am
CARRIED U
APOLOGIES
Jarna Flintoff, Sami Harrison, Flynn Nisbett, and Rihanna Warsame.
Moved from the Chair
181/26 THAT the above apologies be accepted.
CARRIED U
INTEREST REGISTER
Please update your individual interests on BoardPro.
MINUTES OF THE PREVIOUS EXECUTIVE MEETING
Moved from the Chair
182/26 that the minutes of the executive meeting held on 30 March 2026 be accepted as a true and correct record.
CARRIED U
SPEAKING RIGHTS
Moved from the Chair
183/26 THAT Debbie Downs and Donna Jones be granted speaking rights for the duration of this meeting.
CARRIED U
HEALTH AND SAFETY
There are no accidents or incidents to report this month.
It was stressed the importance of expert input for our health and safety policies, provisions and practices within OUSA as currently lacking. FINDEX were approached for a quote last year for funding and the Otago Community Trust to be approached this year.
It was suggested that Health and Safety be part of the Deloitte Review.
CHIEF EXECUTIVE OFFICERS’ MONTHLY REPORT
Moved from the Chair
184/26 THAT the meeting move into Confidential Committee for reasons of confidentiality at 11.34am.
CARRIED U
Irfaan left at 1.24pm
Moved from the Chair
185/26 THAT the meeting move out of Confidential Committee at 12.25pm.
CARRIED U
Moved from the Chair
186/26 THAT the Chief Executive Officers’ April 2026 report be received.
CARRIED U
There are five governance committees for the workplan – Chief Executive Officers’ monthly report, Chief Executive Officers’ Performance Review, Health and Safety, Policy Committee (PolCom) and Finance, Expenditure and Strategy Committee (FESC). All meeting minutes should be time lined and presented to Executive meetings.
It was discussed that the OUSA Board appointments are due for renewal in the next few months. It was agreed an extension to the current members appointments will be made in the meantime.
BOARD APPOINTMENTS
Moved from the Chair
187/26 THAT OUSA offers the current Directors of OUSA Holdings Limited an extension of 12 months to their current term. (6 April 2023 – 109/23)
CARRIED U
Moved from the Chair
188/26 THAT OUSA offers the current Directors of the OUSA Advisory Board an extension of 12 months to their current term. (appointed 23/3/23 – 80/23)
CARRIED U
POLICY COMMITTEE
Memo attached stating there will be a new approach this year with two sections; Quick Policy Review – housekeeping policies and section and section two - In-depth Policy and Constitutional that will delve into more in-depth or larger more risk- prone or key policies.
Minutes will at the next Executive Board meeting.
FINANCE, EXPENDITURE AND STRATEGY COMMITTEE REPORT
The next FESC meeting is scheduled for May. Boycott, Divestment and Sanctions (BDS) strategy/policy will be drafted and brought to Exec for approval. It was reiterated the advice from Dr Rula Abu-Safieh Talahma when she attended an Executive meeting last year was very helpful.
Moved from the Chair
189/26 THAT the minutes of the Finance, Expenditure and Strategy Committee meeting held on 3 March 2026 be received.
CARRIED U
2026 OUSA BOARD WORKPLAN
As attached.
Moved from the Chair
190/26THAT OUSA Board Workplan dated 9 April 2026 be approved.
CARRIED U
REFERENDUM FOR FIRST SEMESTER
Moved from the Chair
191/26 THAT the Secretary be directed to call a Referendum from 9am 28 May 2026 and close at 4pm on 30 May 2026.
CARRIED U
Moved from the Chair
192/26 THAT THE Referendum being held 28-30 May 2026 be held by electronic means only.
CARRIED U
GENERAL BUSINESS
Critic distribution – owing to an error in submitting the print file the hard copies won’t be on campus until Wednesday this week instead of the usual Monday.
Meeting closed at 12.29pm
Signed: ___________________________________ Date: _________