MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE OUSA BULL-PEN OFFICE ON 17 AUGUST 2026 AT 9:35AM            

PRESENT

          Daniel Leamy (Chair), Kamesha Jones, Troy Gibbons, Hansini Wijekoon, Fergus Parks, Flynn Nisbett and Rihanna Warsame

IN ATTENDANCE

          Debbie Downs (Chief Executive Officer), Donna Jones (Association Secretary) and          Hanna Varrs (Critic Editor)

APOLOGIES

          Jarna Flintoff, Sami Harrison, Adeleine Eli, Zoe Eckhoff and Irfaan Ariffin

          Moved from the Chair

331/26 THAT the above apologies be accepted.

                                                                                                                        CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Moved from the Chair

332/26 THAT the minutes of the executive meeting held on 10 August 2026 be accepted as        a true and correct.

                                                                                                                        CARRIED U

INTEREST REGISTER

          Please keep updated.

SPEAKING RIGHTS

          Moved from the Chair

333/26 THAT Debbie Downs, Donna Jones and Hanna Varrs be granted speaking rights for        the duration of this meeting.

                                                                                                                        CARRIED U

EXECUTIVE QUICK ROUND UP

          An opportunity for each exec’ to share what they have been up to recently.

CHIEF EXECUTIVE OFFICER MONTHLY REPORT

          Moved from the Chair

334/26 THAT the meeting move into confidential committee for reasons of commercial     sensitivity at .9.45am.

                                                                                                                        CARRIED U

            Moved from the Chair

335/26 THAT the meeting move out of confidential committee at 9.51am.

                                                                                                            CARRIED U

            Moved from the Chair

336/26 THAT the Chief Executive Officers’ June report be received.

                                                                                                            CARRIED U

CONSTITUTIONAL CHANGES FOR PROPOSED EXECUTIVE ROLE CHANGES

            Owing to the proposed role changes going to a Student General Meeting this will necessitate amendments to the constitution and require 10 working days’       notice.

            Kamesha sent this to the executive, CEO and Association Secretary for reading prior       to the meeting. Excellent work on this Kamesha. 

            Jones/Gibbons

337/26 THAT the proposed Constitutional changes (below) be received and accepted and           presented to the student body at the next student general meeting on 9 September     2026 and renumbered accordingly.

                                                                                                            CARRIED

• 6bi), DELETE “is deemed to apply to be a general member” and AMEND to “A person consents”

• 13, iii) ADD “Engagement Vice-President", iv) AMEND to “Finance Officer”, v) AMEND to ‘Academic Officer’, vii) DELETE “Postgraduate Students Representative” AMEND to “Educational Representative”, DELETE x) “Political Representative” and ix) ADD “Disabilities representative”.

• 14d) ADD “Engagement Vice President”, i) ADD “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) ADD “The Engagement Vice-President is responsible for ensuring the Association submits on and engages with relevant documents and lobbies local, national and University bodies in the interest of students at the University”, iii) ADD “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.”

• 14e) AMEND to “Finance Officer”, i) DELETE “campaigns and development”, ii) ADD “The Finance Officer will be the primary liaison between the executive and all commercial decision-making parties, and will report to executive on the Finance, Expenditure & Strategy Committee (FESC) and Holdings progress.”, iii) ADD “The Finance Officer will be responsible for co-authoring the annual budget in conjunction with the Chief Executive.”, iv) ADD “The Finance Officer shall sit on the University Union Ltd and OUSA Holdings Ltd Board as the executive's representative.”

• 14f) i) ADD “primary”. ii) ADD “The Academic Officer will represent OUSA at the university senate and lead academic campaigns and policy strategies of the association.”

• 14h) DELETE “Postgrad Representative”. ADD “Educational Representative”,

• 14h) i) ADD “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.” ii) ADD “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.” iii) DELETE 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.

• 14l) DELETE “Political Representative”, The Political Representative is responsible for ensuring the Association submits on and engages with relevant documents and lobbies local, national and University bodies in the interest of students at the University.

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.

• 14l) ADD “Disabilities Representative”. i) ADD “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) ADD “The Disabilities Representative will act as the direct Association liaison between NDSA, ODSA and the Association”

• 18c) AMEND to: “The Standing Committee of the Executive will comprise:

• The President.

• The Administrative Vice-President.

• The Engagement Vice-President

• The Finance Officer.

• The Academic Officer

• The Welfare and Equity Representative; and

• Any other Executive Officer(s) that the Standing Committee of the Executive may co-opt.”

• 22fii) DELETE Only Postgraduate members and those in their final year of Undergraduate study may vote for the Postgraduate Students Representative in the case of a by-election for the current term

• 30dii) AMEND to “Two of The Administrative Vice-President, Engagement Vice-President and Finance Officer.”

• 35a) AMEND to ADD

• “The President

• The Administrative Vice-President.

• The Engagement Vice-President

• The Finance Officer from Finance and Strategy Officer

• The Chief Executive Officer.

• The Secretary; or;

• Up to one other Officer or employee of the Association appointed by Resolution of the Executive.”

UNIQ MEMORANDUM OF UNDERSTANDING

            As attached.

            There is work to be done on this document. Rihanna will go back to UniQ to discuss         the MoU and the following clauses for amendment. Clause 1.2 is unconstitutional,        clause 2.4 would have to be removed, clause 4.1.2 has request for funding that            isn’t budgeted for.

BLUES AND GOLDS MINUTES AND WINNERS

            As circulated and embargoed to enable the winners to be announced at the Blues            and Golds Awards evening later next month.

            Moved from the Chair

338/26 THAT the minutes of the Blues and Golds meeting held on 7 August 2026 be        received and the recommendations be approved

                                                                                                                        CARRIED U

OUSA HOLDINGS & COMMERCIAL BOARDS CHAIR APPOINTMENT

            Moved from the Chair

339/26 THAT OUSA appoint Amit Prasad as Chair of the OUSA Holdings and Commercial          Boards for the duration of his term.  

                                                                                                                        CARRIED U

UNIVERSITY BOOK SHOP LIMITED BOARD

            Moved from the Chair

340/26 THAT Amit Prasad be appointed Chair of on the University Book Shop Limited      Board.

                                                                                                                        CARRIED U

ADVISORY BOARD

            It was agreed to appointing two Directors on the Board going forward.  A broad skill-         set with governance and finance experience a pre-requisite.

            The exec was canvassed for their thoughts on board appointments.

            It was agreed the Deloitte Committee now be dissolved and business transferred to         the Advisory Board.

ANNUAL LEADERS DEBATE PROPOSAL

            Owing to the resounding success of the political Leaders Debate held in the Union           Hall last week it is hoped there could be an annual political debate held by OUSA.  It          was pointed out we hold a successful ANZAC Day event each year.                 

            Kamesha to talk to the Events department and others about locking this                            in for future years as a permanent fixture.

FEES FREE MOVEMENT

            Concern was expressed the Fees Free campaign is being lost in the current protests,      especially against the University.  It was said this was a government issue. However,          others see this as part of a bigger movement.

  GRADUATION PARADE AND CEREMONIES

            We need three people to parade and two to sit on the stage for the two ceremonies          this coming weekend. Troy and Flynn will sit on the stage.  Daniel will inform the        group chat of the one space needed to be covered.

GENERAL BUSINESS

            Deloitte Report – it was asked if an abridged version of the Deloitte Report could be         released as there is a lot of speculation, especially now the governance review has    been abandoned. This would need careful consideration as the report is confidential.

            Kamesha will have a hui with Debbie to discuss this further.

            University Vice Chancellor restructure announcement – a document has been sent to      University senior staff and there are opposition and discontent within some departments over this.  Some executives are writing a draft statement on OUSA’s     behalf regarding the potential restructure of the SLT.

            Bring the Noise – congratulations to the winners and all involved in this brilliant event       that showed amazing talent.

          Meeting closed at 10.39am

          Signed: ___________________________________            Date: _________