MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE OUSA BULL-PEN OFFICE AND VIA ZOOM ON 10 AUGUST 2026 AT 9.36AM           

PRESENT

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

IN ATTENDANCE

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

STRICT COMMITTEE

          Deloitte Review discussion

          Moved from the Chair

320/26 THAT the meeting move into strict committee for reasons of commercial sensitivity           at 9.37am.

                                                                                                                        CARRIED U

            Jarna arrived at 9.40am

            Moved from the Chair

321/26 THAT the meeting move out of strict committee at 10.08am.

                                                                                                                        CARRIED U

APOLOGIES

          Irfaan Ariffin, Adeleine Eli, Hansini Wijekoon and Sami Harrison

          Moved from the Chair

322/26 THAT the above apologies be accepted.      

                                                                                                                        CARRIED U   

INTEREST REGISTER

          On BoardPro  

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Moved from the Chair

323/26 THAT the minutes of the executive meeting held on 3 August 2026 be accepted as a       true and correct record.

                                                                                                                        CARRIED U

SPEAKING RIGHTS

          Moved from the Chair

324/26 THAT Debbie Downs, Donna Jones, Harry Almey and Griffyn Powell be granted   speaking rights for the duration of this meeting.

                                                                                                                        CARRIED U

EXECUTIVE ROLE CHANGES

          This document below explaining role changes was sent around last week with      feedback requested. 

            14) Responsibilities of Executive Officers

            a) Executive Officers

            Executive Officers must at all times comply with their duties under the Act, including         to:

i) Act in good faith and in the best interests of the Association.

ii) Exercise powers for proper purposes only;

iii) Comply with the Act and this Constitution.

iv) Exercise reasonable care and diligence.

v) Not create a substantial risk of serious loss to creditors.

vi) Not provide for the Association to incur any obligation that they do not               reasonably believe the Association can perform.

b) President

i) The President is the primary elected representative of members of the Association. The President will lead the Association and Executive in fulfilling its core functions and achieving its goals of advancing the educational, welfare, social, cultural, and sporting interests of the members of the Association.

ii) The President will chair all Executive meetings in which they are present and in the event of an equality of votes will have a casting vote.

iii) The President may be re-elected for a further Executive Term after their initial term expires but must not hold office for longer than two (2) year's total.

c) Administrative Vice-President

i) The Administrative Vice-President is the Vice-President of the Association and is the acting President in the absence of the President assuming all powers and duties of the President during such period.

ii) The Vice-President is responsible for maintenance of the internal administrative functions including maintenance of internal policy, oversight of the legislative requirements of the Association and monitoring and implementation of the strategic goals of the Association.

d) Engagement Vice-President

i) The Engagement Vice-President is responsible for the oversight and co-ordination of student engagement with OUSA, its political stances and advocacy on campus.

ii) The Engagement Vice-President will work closely with the Administrative Vice-President on the monitoring and implementation of the association's strategic goals. This includes promoting strategic direction across campaigns, marketing, events and OUSA official communications channels.

e) Finance Officer

i) The Finance Officer is responsible for oversight of the financial performance, commercial interests, implementation and monitoring of the commercial goals of the Association.

ii) The Finance Officer will be the primary liaison between the executive and all commercial decision-making parties, and will report to executive on FESC and Holdings progress

iii) The Finance Officer will be responsible for co-authoring the annual budget in conjunction with the Chief Executive

Iiii) The Finance Officer shall sit on the University Union Ltd and OUSA Holdings Ltd board as the executive's representative

f) Academic Officer

i) The Academic Officer is responsible for co-ordination and primary oversight of the educational affairs of the Association and will ensure that the academic interests of members are represented, respected and enhanced.

ii) The Academic Officer will represent OUSA at the university senate and lead academic campaigns and policy strategies of the association.

g) Educational Representative

1. The Education Representative is responsible for oversight of the educational affairs of the Association, in conjunction with the Academic Representative, and will ensure that the academic interests of members are represented, respected and enhanced, by acting as a liaison between the university academic staff and OUSA.

2. The Educational Representative is also responsible for the oversight of Postgraduate support by the association and will work in conjunction with the Academic Officer to advocate on behalf of postgraduate affairs.

h) Welfare and Equity Representative

i) The Welfare and Equity Representative is responsible for co-ordination and oversight of welfare and equity affairs of the Association and will 16 ensure that the welfare and equity needs of members are represented, respected and enhanced.

Postgraduate Students Representative

i)The Postgraduate Students Representative is responsible for representing the interest of Postgraduate students. They must be a Postgraduate student when running for and while in Executive Office.

i) International Students Representative

i) The International Representative is responsible for representing the interest of international students. They must be an international student when running for and while in Executive Office.

j) Clubs and Societies Representative

i) The Clubs and Societies Representative is responsible for representing the interest of all clubs and societies affiliated to the Association and their members.

ii) Where reasonable, this Officer will assist in fulfilling the roles of the Executive that are not covered by other Executive Officers and/or assist other Executive Officers with their roles.

k) Residential Representative

i) The Residential Representative is responsible for representing the interest of recreation, social culture, and residential colleges at the University.

ii) Where reasonable, this Officer will assist in fulfilling the roles of the Executive that are not covered by other Executive Officers and/or assist other Executive Officers with their roles.

l) Disabilities Representative

i) The Disabilities Representative is responsible for advocating for Disabled Student members, ensuring their interests, rights, and wellbeing are represented, respected, and advanced within the Association’s welfare and equity matters, and on campus.

ii) The Disabilities Representative will act as the direct Association liaison between NDSA, ODSA and the Association

        The Student Support Centre Class Reps Coordinator has expressed that she is                            working with students who are willing to sit on the university committees. It    would be               helpful if they fed back to exec’.  Leda invited to attend the next executive                                   meeting to discuss this.

        It was expressed strongly that the position of Postgraduate Rep is being absorbed into                the Education Rep portfolio and not be scrapped.

   It was then discussed about the current Finance and Strategy Officer title being replaced by Finance Officer and would this person be suitable to be a director on the Holdings Board as the student representative.

   A discussion document will be written up. It was suggested a Media Policy be drawn up.

   Daniel expressed his concern about there hasn’t been enough time to fully discuss these changes and for this to be canvassed fully.

          Gibbons/Jones

325/26 THAT the OUSA Executive approve the executive role changes (listed above) and           present them to the student body. If passed to take effect for the 2027 Executive elections.

                                                                        No vote:                       Against                                                                                                                                                                                                                                                                               CARRIED

            Please ensure the role change document is on our social media platforms and on the       website. The Secretary will put it up on the noticeboard.

  ALTER ORDER OF THE AGENDA

          Moved from the Chair

328/26 THAT order of the agenda be altered as the two items overlap.

                                                                                                                        CARRIED U

          Fergus left at 10.53am

OUSA BOARD APPOINTMENTS

          Troy addressed the meeting explaining he had met with the Advisory Board at length       to discuss the Holdings Board appointments, so it is made clear. He requests          direction on growth or stewardship models.  Should there be 3 independent directors and the Finance Officer appointed?  It was emphasised this is a massive       decision           and should be given a lot of thought. It was also emphasised the current board and     our CEO be consulted for direction before any decisions are made.

          A recommendation that the executive request the current Board members submit a          report covering the past three years, intentions and a future view of all current   Directors.

CONFIDENTIAL COMMITTEE

          Moved from the Chair

329/26 THAT the meeting move into confidential committee for reasons of confidentiality at         11.12am.

                                                                                                                        CARRIED U

            Moved from the Chair

330/26 THAT the meeting move out of confidential committee at 11.22am.

                                                                                                                        CARRIED U

CHIEF EXECUTIVE OFFICERS’ JUNE REPORT

          As attached.  Tabled until the next meeting owing to time restraints.

GENERAL BUSINESS

          Pacific Island Cultural Awareness Session – A big thank you to Adeleine for running         this session.  A low turnout however those who attended thoroughly enjoyed it.

          Meeting closed at 11.23am

          Signed: ___________________________________            Date: _________