MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE EXECUTIVE BULL-PEN ON MONDAY 20 APRIL 2026 AT 11:00AM  

PRESENT

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

IN ATTENDANCE

          Tim Cooper (Dean of Learning and Teaching), Debbie Downs (Chief Executive     Officer, Donna Jones (Association Secretary) and Josh Stewart (former Postgraduate    Rep), Stella Weston (Critic News Reporter) and Hanna Varrs (Critic Editor)

APOLOGIES

          Adeleine Eli

          Zoe Eckhoff for lateness

          Moved from the Chair

193/26 THAT the above apologies be accepted.

                                                                                                                          CARRIED U

INTEREST REGISTER

          Please update.

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Moved from the Chair

194/26 THAT the minutes of the Executive meeting held on 13 April 2026 be accepted as a         true and correct record.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

          Moved from the Chair

195/26 THAT Tim Cooper, Debbie Downs, Donna Jones and Stella Weston be granted    speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

GUEST: TIM COOPER, DEAN OF LEARNING & TEACHING

          Tim was invited to address the meeting. He urges the executive to make the most of        the university environment especially in committees. He distributed an extremely      helpful tip sheet to assist the executive when attending meetings emphasising         7          key points –

          1. Think about what you want to achieve, prioritise. 2. Read the Terms of   Reference.      3. Build relationships, meet the Chairperson. 4. Build relationships, find Allies. 5. Build relationships, attend meetings in person. 6.          Do not be daunted – be brave.           7.Be judicious – do not speak too often.

          Zoe arrived at 11.08am

          Tim said not to hesitate to contact him as he is there to help.

EXECUTIVE QUICK ROUND UP

          A summing up of what has been going on this week.

SPEAKING RIGHTS

          Moved from the Chair

196/26 THAT Josh Stewart and Hanna Varrs be granted speaking rights for the duration of          this meeting.

                                                                                                                        CARRIED U

SOCIETY POSTGRADUATE STUDENTS (SPS) BUDGETARY DISCUSSION

          Josh addressed the meeting to explain expenditure last year, he assumed it had   been budgeted for as per a budget set the previous year, not realising it hadn’t.         There weren’t good effective communication SPS committee members, so the   budget was discussed formally. The expenditure was for catering mostly.        Josh to write up an explanatory document and attach receipts for the next meeting for a           decision to be made on reimbursement.

AFFILIATIONS

          Moved from the Chair

197/26 THAT the Tuvalu Students’ Association be affiliated to OUSA.

                                                                                                                        CARRIED U

            Moved from the Chair

198/26 THAT the Student Innovators Collective be affiliated to OUSA.

                                                                                                                        CARRIED U

GRANTS PANEL MINUTES AND RECOMMENDATIONS

          Moved from the Chair

199/26 THAT the minutes of the Grants Panel meeting held on 14 April 2026 be received            and the recommendations be approved.

                                                                                                                        CARRIED U

OUSA/VC MEMORANDUM OF UNDERSTANDING

          Moved from the Chair

200/26 THAT the common seal be affixed to the Memorandum of Understanding between           the Otago University Students’ Association (OUSA) and the University of Otago Vice             Chancellor.

                                                                                                                        CARRIED U

HOLD ONTO YOUR FRIENDS (HOTYF) - MEMORANDUM OF UNDERSTANDING DISCUSSION

          Jarna left at 11.53am

          HOTYF holding a hui alongside Thursdays in Black (TIB) in conjunction with the   Sophia Charter.  There is already a student ownership clause in the Charter.  It was          recommended a draft MoU comes to the next Executive meeting.

POLITICAL CAMPAIGNS MEMO

          Troy and Flynn presented a memo of proposed campaigns for executive approval.

          VSM has been a campaign before and was it worth doing it again?  The consensus          was to rename it as ‘voluntary’ is negative and students don’t know what it means.         There   will be a workshop to flesh out a better title for a campaign.

          Jarna returned at 11.58am

          4 chosen campaigns will be:

• VSM (new title)
• Paid Placements
• Rental Warrant of Fitness (WOF)
• Fees Free

          There will be a discussion document to executive prior to advertising going out.   

NATIONAL DISABLED STUDENTS’ ASSOCIATION - NDSA OPEN LETTER

          As attached; Open letter to the University Advisory Group expressing their concerns        and opposition to several of the recommendations put forth by the University Advisory Group (UAG) in April, which we believe may be of detriment to the           ākonga they serve. They believe some of the recommendations posed by the UAG          are lacking student input. This open letter has already been signed by 15 others.

          Moved from the Chair

201/26 THAT OUSA endorses the National Disabled Students’ Association open letter to the       University Advisory Group and Universities New Zealand.

                                                                                                                        CARRIED U

CODE OF CONDUCT MEMO

          Moved from the Chair

202/26 THAT the Chair be assumed by Kamesha Jones at 12.13pm

                                                                                                                        CARRIED U

            Moved from the Chair

203/26 THAT the meeting move into confidential committee for reasons of confidentiality at         12.13pm.

                                                                                                                        CARRIED U

            Troy left the meeting at 12.15pm

            Troy returned at 12.32pm

            Daniel left the meeting at 12.32pm

            Daniel returned at 12.39pm

            Sami left the meeting at 12.42pm

            Sami returned at 12.46pm

            Moved from the Chair

204/26 THAT Daniel Leamy resumes the Chair at 12.47pm

                                                                                                                        CARRIED U

            Moved from the Chair

205/26 THAT Kamesha Jones assumes the Chair at 12.55pm

                                                                                                                        CARRIED U

            Hansini left the meeting at 1.16pm

            Moved from the Chair

206/26 THAT the meeting move out of confidential committee at 1.23pm

                                                                                                                        CARRIED U

            Moved from the Chair

207/26THAT the OUSA Executive issue Troy Gibbons a written warning for breaching the           Executive Code of Conduct        

                                                          Gibbons,Nisbett,Eckhoff,Waresame  AGAINST 4

                                                                                                                      FOR         5

                                                                                                                      CARRIED

STRICT COMMITTEE

          Moved from the Chair

208/26 THAT the meeting move into Strict Committee for reasons of commercial sensitivity         at 1.26pm.                                                                                                           

                                                                                                                        CARRIED U

            Moved from the Chair

209/26 THAT the meeting move out of Strict Committee at 1.32pm

                                                                                                                        CARRIED U

GENERAL BUSINESS

          ANZAC Day – please can people turn up on Saturday at 12.30pm to help set up and       hold flags and banners.  Please wear a poppy.

          Women Leadership lunch – women executive members were invited to                          a lunch last week by the Vice Chancellor with the Right Hon Dame Jacinda                Ardern who was in Dunedin co-hosting a talk at the Regent Theatre as part of                   the Writers and Readers Festival with Grant Robertson.

                      Meeting closed 1.33pm

                      Signed: ___________________________________            Date: _________