Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
University of Melbourne Student Union
Minutes of the Clubs & Societies Committee
Meeting 19/12
CONFIRMED
11:00 AM, 1/11/2012
Location: OB Meeting Space, 1st Floor Union House
Agenda
1.
Procedural Matters
1.1. Election of Chair
1.2. Acknowledgement of Indigenous Owners
1.3. Attendance
1.4. Apologies (Melinda Keys, Marie Kelly)
1.5. Proxies
1.6. Membership
1.7. Adoption of Agenda
2.
Confirmation of Previous Minutes (18/10/2012)
3.
Matters Arising from the Minutes
3.1. Income Tax
3.2. Recommendations to Students Council
3.2.1.
Regulation Amendment 6.1.i&j, 1.c&d
3.3. Orientation 2013
3.3.1.
Location Challenges
3.3.2.
Quote
3.3.3.
Ballot - Special Requests
3.4. Mailboxes
3.5. Online Projects
3.6. City of Melbourne & Food Handling
3.7. Oxfam Democracy Issue
3.8. Socialist Alternative Security Report
3.9. Banners
3.9.1.
Responses
3.9.2.
Club Name Changes
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
3.9.2.1. Masters of Urban Planning Students Society
3.9.2.2.Next Entrepreneurs
3.10.
4.
Heavy Metal T-shirt designs
Petitions to Discipline
4.1. Scandinavian Club
4.2. Buddhist Studies Society
4.3. AGM Papers Not Submitted
5.
Reports
5.1. Officers
5.2. Committee
6.
Card Machine
7.
Grants
7.1. Standard
7.2. Grants For Discussion
8.
Problem Applications For Payment
8.1. Turkish Association
8.2. Indian Club
9.
Payments
9.1. Entertainment BBQ Subsidies ($750 from 03 60 605 3839)
9.2. F. Sanders New Club Pack Stationery ($187.57 from 03 60 605 3356)
10. New Clubs
10.1.
Exploring Cultures Through Food
10.2.
New Zealand Students Society
10.3.
Amnesty International
10.4.
Electrical Engineering Club
10.5.
Poker Club
10.6.
Running Man
10.7.
Music Interest Club
10.8.
Almost Professional Printmakers League
10.9.
Rotaract Club
11. AGM Papers
11.1. Oaktree Foundation Club
11.2. Constitution not submitted
11.3. Inquorate
11.3.1.
Chocolate Lovers Society
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
11.4. Other problems
12. Training Not Attended
12.1. Food Interest Group
12.2.
Australian Red Cross Club
12.3.
Chess Club
12.4.
Envi
12.5.
Cantonese Christian Fellowship
13. Other Business
14. Next Meeting (time, date)
15. Close
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
Meeting opened at: 11:11 AM, by Quinn Oakley
Agenda Item 1: Procedural Matters
1.1 Election of Chair
Motion 1: That Steph Field be elected as Chair.
Moved: Quinn Oakley
Seconded: Cassie Lutzko
CWD
1.2 Acknowledgement of Indigenous Owners
So Acknowledged
1.3 Attendance
C&S Officers: Quinn Oakley, Steph Field
C&S Committee: Tom Walker, Cassie Lutzko, Erin Morton, Patrick Clearwater, Yitong Wang
C&S Administrator: Fiona Sanders
C&S Committee 2013 elect: Tom Hayes
1.4 Apologies
Melinda Keys, Chris Heath, Marie Kelly
1.5 Proxies
Nil
Yitong Wang arrived at 11:14 am
1.6 Membership
No Change
1.7 Adoption of Agenda
Motion 2: That the agenda be adopted with the addition of items 8.3 Physiotherapy Students
Society and 10.10 Mechatronics Students Society
Moved: Chair
CWD
Agenda Item 2: Confirmation of Previous Minutes
Motion 3: To confirm the previous minutes (18/10/12) as a true and accurate record of
proceedings.
Moved: Tom Walker
Seconded: Patrick Clearwater
CWD
Agenda Item 3: Matters Arising from the Minutes
3.1 Income Tax
No action as yet
3.2 Recommendations to Students Council
3.2.1 Regulation Amendment 6.1.i&j, 1.c&d
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
They have been sent around to councillors, awaiting quorate meeting for
approval.
3.3 Orientation
3.3.1 Location Challenges
South Lawn may not be the best location due to high set up costs.
Another option is for Uni Hall and Wilson Hall. The Committee agrees that
this option is not as good. There will be a stage on South Lawn.
3.3.2 Quote
$20K is the current set up quote.
Possible to get this paid for by Students Council 2012
3.3.3 Ballot – Special Requests
Special consideration for camps was decided not to be good enough
reason.
UMIS – Decided to advise them to have an event the other day. If they
get unlucky in the ballot they may be able to trade.
The clubs present each day will be advertised to new students.
3.4 Mailboxes
No developments
3.5 Online Projects
Contract with the selected developer (Hidden Spark) is nearly ready for signing.
3.6 City of Melbourne & Food Handling
Greta is negotiating with the CoM on UMSU’s behalf.
3.7 Oxfam democracy issue
No further action.
3.8 Socialist Alternative Security Report
Patrick Clearwater to look into the University security policy.
Tom Walker suggested probation as a reasonable approach.
Petitions remain deferred.
3.9 Banners
3.9.1 Responses
Response has been good, many clubs want banners
3.9.2 Club Name Changes
3.9.2.1 Masters of Urban Planning
3.9.2.2 Next Entrepreneurs
Motion 4: To approve these two name changes en bloc, allowing the club to be supplied with one
banner with either name.
Moved: Patrick Clearwater
Seconded: Stephanie Field
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
CWD
It is noted that the name changes still have to be passed by the club at an SGM.
Melinda Keys and Marie Kelly arrive at 12:00pm
3.10 Heavy Metal T-Shirt Designs
Cassie indicates that she is happy to withdraw the offending design, other two
designs are noted as being acceptable.
Agenda Item 4: Petitions to discipline
4.1 Scandinavian Club
Petition to discipline withdrawn (Patrick Clearwater, Melinda Keys)
4.2 Buddhist Studies Society
Petition to discipline withdrawn (Patrick Clearwater, Melinda Keys)
4.3 AGM Papers not submitted
Motion 5: To place Klubo de Esperanto on probation for 12 months
Moved: Quinn Oakley
Seconded: Erin Morton
CWD
Petition 1: To disaffiliate Klubo de Esperanto on grounds 6.1.a (deliberately contravening
obligations of Regulations) with relation to regulations in section 5.2 Annual General Meeting.
Petitioners: Melinda Keys, Patrick Clearwater
Agenda Item 5: Reports
5.1 Officers
Report submitted relating to making the grants list and AGM processing
Motion 6: To accept the Officers Report.
Moved: Marie Kelly
Seconded: Erin Morton
CWD
5.2 Committee
Cassie – New Club packs
Melinda and Maire
– Attending orientation planning meeting, suggested having a C&S stall on the
Tuesday of Orientation. Promised that the clubs guide will be better and with
logos this time. C&S Specific t-shirts to be made.
Motion 7: To authorise payment for 25 C&S T-Shirts from the advertising (03 60 605 3231)
budget line.
Moved: Marie Kelly
Seconded: Tom Walker
CWD
Agenda Item 6: Correspondence
Card Machine
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
Motion 8: Subject to constitutional acceptability, to authorise the purchase of the UniCard card
printer system from the Special Projects (03 60 605 3839) budget line, and, in the event that it is
not acceptable, to ask Students Council to purchase the item from the Whole of Union line.
Moved: Patrick Clearwater
Seconded: Yitong Wang
CWD
Agenda Item 7: Grants
7.1 Standard
Motion 9: To approve all standard grants en bloc
Moved: Patrick Clearwater
Seconded: Tom Hayes
CWD
7.2 Grants for discussion (see the attached grants list for information on this item)
Motion 10: To approve all grants in category #1 conditional on an acceptable design being
provided before the date of purchase.
Moved: Quinn Oakley
Seconded: Erin Morton
CWD
Motion 11: To reject grant #2.
Moved: Chair
CWD
Motion 12: To approve grant #3 conditional on the provision of a valid certificate of currency
before the application for payment due date.
Moved: Chair
CWD
Motion 13: To reject grant #4.
Moved: Patrick Clearwater
CWD
Seconded: Steph Field
Motion 14: To approve grant #5, granting the off campus exemption
Moved: Chair
CWD
Motion 15: To approve grant #6, granting the off campus exemption
Moved: Chair
CWD
Motion 16: To approve the grant #7 conditional on the venue being advised before the event date
and on the certificate of currency being supplied before the application for payment due date.
Moved: Chair
CARRIED, Yitong Wang abstains
Motion 17: To approve grant #8, granting the off campus exemption
Moved: Chair
CWD
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
Motion 18: To grant #9, granting the off campus exemption, conditional on a valid certificate of
currency being provided before the application for payment due date.
Moved: Chair
CWD
Motion 19: To approve grant #10, granting the off campus exemption.
Moved: Chair
CWD
Motion 20: To approve grant #11 conditional on the certificate of currency being supplied before
the application for payment due date.
Moved: Chair
CWD
Motion 21: To conditionally approve grant #12 conditional on the supply of food and alcohol
paperwork and a valid grounds booking before the event date.
Moved: Chair
CWD
Motion 22: To approve grant #13 conditional on the insurance cover being confirmed.
Moved: Chair
CWD
Motion 23: To defer grant #14 pending the outcome of Card Printer discussions.
Moved: Chair
CWD
Motion 24: To reject grant #15
Moved: Quinn Oakley
CWD
Seconded: Erin Morton
Motion 25: To approve grant #16 conditional on the venue information being supplied before the
event
Moved: Chair
CWD
Motion 26: To approve grant #17, approving the purchase of radios as an asset with the racing
cones being approved as a Purchases (Events & Hiring) grant
Moved: Patrick Clearwater
Seconded: Quinn Oakley
CWD
Motion 27: To approve grant #18
Moved: Chair
CWD
Motion 28: To approve grant #19 only as 1 card shuffler (asset) and set of chips (asset) and
cards as Purchases (Other) all conditional on affiliation.
Moved: Chair
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
CARRIED, Patrick Clearwater abstaining
Motion 29: To approve grant #20 conditional on a confirmed grounds booking and alcohol
paperwork being provided before the event.
Moved: Chair
CWD
Motion 30: To approve grant #21 as an asset, to be listed by the club or donated to the Rowden
White library, conditional upon evidence of acceptance by the library.
Moved: Chair
CWD
Motion 31: To approve grant #22 conditional on a valid certificate of currency being supplied
before the application for payment due date.
Moved: Chair
CWD
Motion 32: To approve grant #23 conditional on a grounds booking being provided before event
date.
Moved: Chair
CWD
Motion 33: To approve grant #24, granting the off campus exemption, conditional on the supply of
a valid certificate of currency before the application for payment due date.
Moved: Chair
CWD
Agenda Item 8: Problem Applications for Payment
8.1 Turkish Association
Motion 34: To approve Application for Payment from the Turkish Association based on the typed
attendance list.
Moved: Patrick Clearwater
Seconded: Steph Field
CWD
Action: Send them an email advising them to re-attend grants training
8.2 Indian Club
Motion 35: To approve the late Indian Club application for payment
Moved: Chair
CWD
8.3 Physiotherapy Students Society
Motion 36: To approve and pay 50% of the entitlement for the late Physiotherapy Students
Society camp grant.
Moved: Patrick Clearwater
Seconded: Melinda Keys
CWD
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
Agenda Item 9: Payments
9.1 Entertainment BBQ Subsidies ($750 from 03 60 605 3839)
9.2 F. Sanders New Club Pack Stationery ($187.57 from 03 60 605 3356)
Motion 37: To approve the above payments en bloc
Moved: Quinn Oakley
Seconded: Melinda Keys
CWD
Agenda Item 10: New Clubs
10.1 Exploring Culture Through Food
Motion 38: To affiliate Exploring Cultures Through Food
Moved: Chair
CWD
10.2 New Zealand Students Society
Motion 39: To affiliate the New Zealand Students Society
Moved: Chair
CWD
10.3 Amnesty International
Defer until papers complete
10.4 Electrical Engineering Club
Motion 40: To affiliate the Electrical Engineering Club
Moved: Chair
CWD
10.5 Poker Club
Motion 41: To affiliate the Poker Club
Moved: Chair
CWD
10.6 Running Man Melbourne
Motion 42: To affiliate Running Man Melbourne
Moved: Quinn Oakley
Seconded: Patrick Clearwater
CWD
10.7 Music Interest Club
Motion 43: To affiliate the Music Interest Club
Moved: Chair
CWD
10.8 Almost Professional Printmakers
Deferred until paperwork complete
10.9 Rotaract Club
Motion 44: To affiliate the Rotaract Club.
Moved: Chair
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
CWD
10.10 Mechatronics Students Society
Motion 45: To affiliate the Mechatronics Students Society
Moved: Chair
CWD
Agenda Item 11: AGM Papers
11.1 Oaktree Foundation Club
Deferred
11.2 Constitution not submitted
11.3 Inquorate
Petition 2: To suspend the grants of the following clubs with inquorate AGMs on grounds 6.1.a
(failing to fulfil obligations under the regulations) with relation to regulation in section 5.2 Annual
General Meeting until the AGM is declared quorate (by submission of a membership list), a
quorate SGM is held to ratify the decisions of the AGM, or 12 months.
Australian Youth Climate Coalition
Student Life (Disciplemakers)
Computer Students Association
Consistently Amazing Kitchen Endeavours
Oxfam Group
Australian Red Cross Club
Petitioners: Tom Walker, Patrick Clearwater
11.3.1 Chocolate Lovers Society
Petition 3: To suspend the grants of the Chocolate Lovers Society on grounds 6.1.a (failing to
fulfil obligations under the regulations) with relation to regulations in section 5.2 Annual General
Meeting until a quorate SGM is held to ratify the decisions of the AGM or for 12 months.
Petitioners: Tom Walker, Melinda Keys
11.4 Other Problems
Motion 46: To formally request documents from and audit the Chinese Music Group to verify their
Treasurers Report with documents to be submitted by the 16 th of November.
Moved: Patrick Clearwater
Seconded: Tom Walker
CWD
Petition 4: To suspend the grants of the following clubs without complete AGM documentation on
grounds 6.1.a (failing to fulfil obligations under the regulations) with relation to regulations in
section 5.2 Annual General Meeting until all AGM documents are submitted or for 12 months:
Fotoholics – Photography Club
Infinite Images Gaming Club
Filipino Students Association
Australia-China Youth Association
Chinese Culture Society
Environments Students Society (Envi.)
Friends of Unnatural Llamas (F.O.U.L.)
Petitioners: Tom Walker, Melinda Keys
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
Francis Lewis arrived at 1:28 PM
Agenda Item 12: Training not attended
Many clubs have not attended training, this is the problem with late AGMs. Sugestions for
improving this situation – include a training registration form in the AGM pack, hold training
later in the year.
Action: Ask Fiona to hold another round of training in exams. If treasurers cannot attend
due to an exam another executive must attend.
Petition 5: To suspend grants of the following clubs on grounds 6.1.p (not attending compulsory
training) for 12 months or until training has been completed:
Club
Training not attended:
Treasurer
23+ Mature Age Students
Grants
Treasurer
African Club
Treasurer
Animal Protection Society
Treasurer
Australian Red Cross Club
Grants
Treasurer
Cantonese Christian Fellowship
Grants
Treasurer
Cantonese Students Association
Treasurer
Chess Club
Grants
Treasurer
China Rural Education Initiative
Treasurer
Chinese Debating Group
Grants
Treasurer
Club of Kites
Treasurer
Coffee Appreciation for Enthusiasts
Grants
Treasurer
Consistently Amazing Kitchen Endeavours
Treasurer
Earth Sciences Students Society
Treasurer
Environments Students Society (Envi.)
Treasurer
Food Interest Group
Grants
Fotoholics – Photography Club
Grants
Treasurer
Habitat for Humanity
Treasurer
Heavy Metal Club
Treasurer
Indonesian Campus Ministries
Grants
Indonesian Students Association
Grants
International Engineering Students Society
Treasurer
Italian Social Club
Grants
Treasurer
Klubo de Esperanto
Grants
Korean Christian Group (G4R)
Treasurer
Let’s Talk Conversation Group
Grants
Treasurer
Master of Public Health Students Club
Treasurer
Masters of Urban Planning Student Society
Grants
Treasurer
Melbourne School of Land and Environment Students Association
Grants
Treasurer
Oaktree Foundation Club
Grants
Oxfam Group
Treasurer
Pakistani Society
Treasurer
Pool Club
Grants
Postgraduate Environment Network
Grants
Treasurer
Property Students Association
Grants
Treasurer
Society for Creative Anachronism
Grants
Treasurer
Students Playing Go
Grants
TEDxUniMelb
Treasurer
Thinking Cap
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
Grants
UNICEF Club
Treasurer
Petitioners: Melinda Keys, Tom Walker, Yitong Wang, Patrick Clearwater, Cassie Lutzko
Agenda Item 13: Other Business
RMIT bank account issue – Fiona and Jacqueline Out to work out a solution
Patrick Clearwater would like to announce a potential conflict of interest to the committee as
he now sits on the MUSUL Board as the representative from the GSA
Stephanie Field would also like to announce a potential conflict of interest, as she has
been elected as the 2013 Activities officer for the GSA
Agenda Item 14: Next Meeting Thursday 22/11 2 PM
Agenda Item 15: Close
Steph Field declares the meeting closed at 1:46 PM
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
Appendix – Grants for discussion list
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Minutes of Clubs and Societies Committee Committee meeting held 1/11/2012
Certified by Chair:
Signed:
Dated:
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