MINUTES OF THE EXECUTIVE STANDING COMMITTEE MEETING HELD IN THE BULL-PEN OFFICE AND VIA ZOOM ON TUESDAY 27 OCTOBER 2026 AT 9.35AM

PRESENT

          Daniel Leamy (Chair), Hansini Wijekoon, Fergus Parks (online), Kamesha Jones and       Ella Sangster

IN ATTENDANCE

          Debbie Downs (Chief Executive Officer), Donna Jones (Association Secretary) and          Cam Fraser (Returning Officer)

CO-OPT MEMBERS ONTO THE STANDING COMMITTEE

          Moved from the Chair

412/26 THAT Ella Sangster and Fergus Park be co-opted onto the Standing Committee for the    duration of this meeting.

                                                                                                                                    CARRIED U

APOLOGIES

          Troy Gibbons

          Moved from the Chair

413/26 THAT the above apology be accepted.

                                                                                                                                    CARRIED U

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Moved from the Chair

414/26 THAT the minutes of the Standing Committee of the Executive meeting held on 12           October 2026 be accepted as a true and correct record.

                                                                                                                                    CARRIED U

MATTERS ARISING

          Nil

INTEREST REGISTER

          For noting and updating

SPEAKING RIGHTS

          Moved from the Chair

415/26 THAT Debbie Downs, Donna Jones and Cam Fraser be granted speaking rights for         the duration of this meeting.

                                                                                                                                    CARRIED U

            Ella Sangster arrived at 9.42am

RETURNING OFFICERS REPORT

          Cam was invited to speak to his report and he invited questions.

          The error with postgraduate students in their final year of undergraduate study not            being able to vote initially was seen as a disadvantage but the error was rectified as     soon as possible and enabled eligible students to vote.  This error didn’t prejudice           the integrity of the voting system Cam reported.

          Overall, the elections ran well, and all students had a fair opportunity to participate.

          Moved from the Chair

416/26 THAT the Returning Officers report for the 2027 OUSA Executive Elections be      received and the recommendations from 2026 and 2027 elections be considered at a           Policy Committee meeting.

                                                                                                                        CARRIED U

            Cam was thanked for his good work and he left the meeting.

ANNUAL GENERAL MEETING MINUTES

          As attached, these for noting until they are presented at the next Annual General Meeting.

          Moved from the Chair

417/26 THAT minutes of the Annual General Meeting held on 14 October 2026 be received.

                                                                                                                        CARRIED U

RE-AFFILIATION AND AFFILIATIONS

          Women in Business re-affiliation – there isn’t a treasurer’s report and no disclosure of      sponsors. Caroline will follow up with them.

          Moved from the Chair

418/26 THAT Otago University Girls Outdoors Club be affiliated to OUSA.

                                                                                                                        CARRIED U

            Moved from the Chair

419/26 THAT THE Nepalese Students’ Association be affiliated to OUSA.

                                                                                                                        CARRIED U

            Otago Rainbow Students Association – This club is formally UniQ with a change of          purpose and structure. A meeting to discuss this to be arranged.

OTAGO RAINBOW STUDENTS ASSOCIATION / OUSA MOU

          There are anomalies to be discussed in this document. Daniël and Ella will set up a          meeting with them. – tabled.

STRICT COMMITTEE

          Moved from the Chair

420/26 THAT the meeting move into Strict Committee for reasons of personal privacy at 10.49am.

                                                                                                                        CARRIED U

            Moved from the Chair

421/26 THAT the meeting move out of Strict Committee at 11.13am

                                                                                                                        CARRIED U

            Moved from the Chair

422/26 THAT the OUSA Executive approves the annual Chief Executive performance review      and remuneration recommendations dated October 2026.

                                                                                                                        CARRIED U

          Meeting closed at 11.14am

          Signed: ___________________________________            Date: _________