MINUTES OF THE EXECUTIVE COMMITTEE MEETING HELD IN THE BULL-PEN OFFICE ON MONDAY 14 SEPTEMBER 2026 AT 9.34AM       

PRESENT

          Daniel Leamy (Chair), Kamesha Jones, Troy Gibbons, Hansini Wijekoon, Fergus Parks, Zoe Eckhoff, Flynn Nisbett, Rihanna Warsame, Adeleine Eli and Irfaan Ariffin

IN ATTENDANCE

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

APOLOGIES

          Ella Sangster and Jarna Flintoff

          Moved from the Chair

358/26 THAT the above apologies be accepted.                                                                                                                                                                                           CARRIED U

STRICT COMMITTEE

          Moved from the Chair

359/26 THAT the meeting move into strict committee for reasons of confidentiality at 9.35am.

                                                                                                                        CARRIED U

            Moved from the Chair

360/26 THAT the meeting move out of strict committee at 9.42am.

                                                                                                                        CARRIED U

INTEREST REGISTER

          For information.  Please update.

MINUTES OF THE PREVIOUS EXECUTIVE MEETING

          Hansini was present at the meeting.

          Moved from the Chair

361/26 THAT the minutes of the executive meeting held on 7 September 2026 be accepted         as a true and correct record with the above amendment.       

                                                                                                                        CARRIED U

MATTERS ARISING

            Market Day stall - Those who have offered please turn up on Wednesday.

            Local Alcohol Policy – more to come.  Flynn also working on it.

SPEAKING RIGHTS

          Moved from the Chair

362/26 THAT Donna Jones, Debbie Downs and Harry Almey be granted speaking rights for        the duration of this meeting.

                                                                                                                        CARRIED U

CEO SEPTEMBER REPORT

          Moved from the Chair

363/26 THAT the meeting move into confidential committee for reasons of confidentiality at         9.49am.

                                                                                                                        CARRIED U

            Moved from the Chair

364/26 THAT the meeting move out of confidential committee at 9.55am.

                                                                                                                        CARRIED U

            Moved from the Chair

365/26 THAT the Chief Executive Officers’ September report be received.

                                                                                                                        CARRIED U

TRESPASS NOTICE

            Debbie advised the meeting that DCC Councillor Benedict Ong has been trespassed       from OUSA, all buildings and grounds including the OUSA main office, Clubs and         Societies.

CEO HEALTH AND SAFETY REPORT

          As attached there has been minor accidents of a sprained ankle, art installation at Art      Week had objects on display removed, a fire door in the clubs and societies building           blew open in the wind recently, no issues.

          The OUSA Health and Safety committee has met.

          It was asked when the Health and Safety Policy would be presented to PolCom.  Debbie will meet with Executive members asap as this policy is a priority. 

          Moved from the Chair

366/26 THAT the Chief Executive Officers’ Health and Safety Report be received.

                                                                                                                        CARRIED U

BUDGET 2027

          As attached. it was explained how our Accounts Administrator, Matt sits down with           each Manager and goes through their budgets then Debbie and Matt scrutinise each department before the budget goes to a FESC meeting and then for presentation at        the Annual General Meeting.  Troy is currently writing up a            commentary to            accompany the budget.

          Gibbons/Nisbett

367/26 THAT the OUSA budget for 2027 be received and accepted and be put to the                   student body in its entirety.  

                                                                                                               CARRIED

INQUORATE STUDENT GENERAL MEETING

          This is for noting and discussion on how we can encourage better participation at our       general meetings. There were only about 70 people in attendance, and we had    incentives and a large sausage sizzle.

          It was suggested that the executive does more videos for their Instagram, and they          asked if Marketing and Comms could have a focus on advocacy to promote these           events.

          They commented VUWSA had an excellent system. Could we call on them?

ANNUAL GENERAL MEETING

          It was asked if Marketing and Communications could have an allocation of exec work       but there isn’t any capacity at present.

          Moved from the Chair

368/26 THAT the Secretary be directed to call an Annual General Meeting on 14 October            2026 in the Main Common Room or outside if weather permits.

                                                                                                                        CARRIED U

POLICIES FOR AMENDMENT

          More to come later.

          Moved from the Chair

369/26 THAT the Queer Space policy version 2 be approved.

                                                                                                                        CARRIED U

            Flynn left at 10.41am

BIRD OF THE YEAR

          After hand counts and short listing.  The Executive chose the Yellow eyed             penguin, Takaha, Black Robin, Albatross, Kereru and Morepork as their voting pool.

          Flynn returned at 10.43am

          Moved from the Chair

370/26 THAT the OUSA executive wish to cast their vote for the Kereru for the Bird of the            Year 2026.

                                                                                                                        CARRIED U

            The Secretary will cast the vote online tomorrow.

            Irfaan left at 10.46am

GENERAL BUSINESS

            Executive Elections 2027 – nominations open today.  Please encourage those that        are keen, to run.

            Irfaan returned at 10.49am

            Te wiki o te reo Māori, 14-20 September 2026.  There are events on each day in           the Union Hall.  Please all try and go along.

          Meeting closed 10.55am

          Signed: ___________________________________            Date: _________