MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE BULL-PEN OFFICE AND VIA ZOOM ON MONDAY 27 JULY 2026 AT 9.36AM      

PRESENT

          Daniel Leamy (Chair), Troy Gibbons, Hansini Wijekoon, Adeleine Eli, Flynn Nesbitt,         Rihanna Warsame (zoom), Kamesha Jones, Fergus Parks and Jarna Flintoff

IN ATTENDANCE

          Debbie Downs (Chief Executive Officer), Donna Jones (Association Secretary) and          Harry Almey (Critic Reporter)

APOLOGIES

          Zoe Eckhoff

          Kamesha Jones, Jarna Flintoff, Fergus Parks for lateness

          Rihanna Warsame and Jarna Flintoff for leaving early

          Moved from the Chair

295/26 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

INTEREST REGISTER

          For noting

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Moved from the Chair

296/26 THAT the minutes of the executive meeting held on 20 July 2026 be accepted as a          true and correct record.

                                                                                                                          CARRIED U

SPEAKING RIGHTS

          Moved from the Chair

297/26 THAT Debbie Downs, Donna Jones and Harry Almey be gr anted speaking rights for        the duration of this meeting.

                                                                                                                        CARRIED U

ALTER AGENDA ORDER

            Moved from the Chair

298/26 THAT the agenda order be changed owing to members having to leave early.

                                                                                                                        CARRIED U

            Jarna in at 9.39am

EXECUTIVE SECOND QUARTER REPORTS

            Rihanna left the meeting at 9.39am and returned at 9.44am

            Moved from the Chair

299/26 THAT Rihanna Warsame’s second quarter report be accepted and her honorarium           continue to be paid.

                                                                                                                        CARRIED U

            Ella left at 9.45am and returned at 9.46am

            Moved from the Chair

300/26 THAT Ella Sangster’s second quarter report be accepted and her honorarium       continue to be paid.  

                                                                                                                        CARRIED U

MEMORANDUM OF UNDERSTANDING OUSA/NDSA

            Te Rōpū Māori have agreed to pay the shortfall and will pay it directly to NDSA.

            Moved from the Chair

301/26 THAT the Common Seal be affixed to the Memorandum of Understanding between          the Otago University Students’ Association and the National Disabled Students’         Association.

                                                                                                                        CARRIED U

STUDENT GENERAL MEETING DATE

            Moved from the Chair

302/26 THAT the Secretary be directed to call a Student General Meeting on Tuesday 18            August 2026 at noon, 12 O’clock in the main common room.

                                                                                                                        CARRIED U

STUDENT GENERAL MEETING CHAIRPERSON

            The Secretary noted that the Chairperson is normally appointed at the general      meeting. However, due to the volume of business scheduled for this meeting, it was    considered preferable to appoint the Chairperson in advance to allow sufficient time         for a thorough briefing.

            Moved from the Chair

303/26 THAT Jack Evans be appointed at the next General Meeting as the Student General        Meeting Chairperson.

                                                                                                                        CARRIED U

MICROWAVE PURCHASE AND FRIDGE/FREEZER DONATION

            It is for noting that the OUSA Executive have replaced the microwave they previously       donated to the Robertson Library Foyer for student use.

            The Executive wish to thank Vera, Paul and Kevin for their donation of a near new           Fridge Freezer to the OUSA staff and executive area.

EXECUTIVE ROLE CHANGES PROPOSALS

            The OUSA Executive is proposing substantial changes to the structure of the        Executive to better represent and advocate for students. The proposed structure           increases the size of the Executive from 12 roles to 15 roles, with a greater focus           on student engagement, representation, and accessibility. The changes redistribute          responsibilities across a larger number of representatives, allowing advocacy      portfolios to be more specialised and responsive to student needs.

            All executive members were asked for feedback. It was agreed the Finance and   Strategy Officer position should be scrapped, along with the Political Rep moving    these tasks under the Academic Rep.Adding an Engagement Vice-President position.

            A strong argument for a Disability Rep ensuring disabled students have a voice and             representation with the university. This would strengthen representation within OUSA      for student with disabilities, working in conjunction with the support work done by the Otago Disability Students Association.

            The introduction of a position of a Queer Representative was discussed again,     OUSA has a staff student support advocate position with a       queer focus on our staff.

            Bringing back General Executive positions was agreed. 

            The Academic Rep to remain but split into two positions as very meeting heavy and         busy.

             Clubs and Societies Rep to remain as it is a good combination with both   staff Clubs             Development Officer and the Clubs Rep .

            Moved from the Chair

304/26 THAT the OUSA Executive endorse the proposed changes to the Executive role structure, removing the Finance and Strategy Officer and Political Representative         and adding an Engagement Vice-President, Split Academic Rep role, Disability           Representative and two General Executive Representative roles to be submitted to        the student body for approval.

                                                                                                                        CARRIED U

            Kamesha and Daniel will send out emails to the wider body to explain these changes.

            Hansini will talk to the relevant University departments. Also, UniQ and Disability departments will be notified.

            There was discussion on the external students (non-Exec) sitting on the Governing          Board.  How will they be appointed? Would current executive members sit on this          Board? Would a student be prepared to challenge a professional sitting on this   Board?

            Could a General Executive member sit on this board as part of their role?

            How would this be remunerated?

HOLDINGS DIRECTORS

            Moved from the Chair

305/26 THAT the meeting move into confidential committee for reasons of confidentiality at         11.20am.

                                                                                                                        CARRIED U

            Moved from the Chair

306/26 THAT the meeting move out of confidential committee at 11.24am.

                                                                                                                        CARRIED U

GENERAL BUSINESS

            Student Job Search meeting – Daniel spent the weekend in Wellington and attended       a meeting with SJS and ATSA. 

            The SJS discussion is ongoing.  ATSA meeting was productive.  A terms of reference      is being drafted and will come to the executive.

            Fees Free protest this coming Wednesday on the Union Lawn.  Please all turn up.           The EAG group would like to visit the clocktower building others oppose the idea,     especially OUSA.

                        Human trafficking awareness day  – 30 July

                        Happy Birthday greetings were expressed to Irfraan for 16 July.

                      Meeting closed at 11.29am

                      Signed: ___________________________________            Date: _________