Minutes of Clubs and Societies Committee Committee meeting held 15/4/2011
University of Melbourne Student Union
Minutes of the Clubs & Societies Committee
Meeting 7/11
CONFIRMED
At 3.15 PM, 15th April 2011
Location: Resource Room, Union House
Agenda
1.
Procedural Matters
1.1. Election of Chair
1.2. Acknowledgement of Indigenous Owners
1.3. Attendance
1.4. Apologies
1.5. Proxies
1.6. Membership
1.7. Adoption of Agenda
2.
Confirmation of Previous Minutes (25/03/11)
3. Matters Arising from the Minutes
3.1. Regulations recommended to Students’ Council
3.1.1.
26.11.2010
3.1.2.
31.1.2011
3.2. Income Tax Compliance
3.3. Alcohol Review & Liquor Licensing Compliance
3.4. C&S Logo
3.5. Events from Grants on Website
3.6. New Lockers
3.7. New Clubs Progress
4.
Office Bearers’ Report
5.
Correspondence
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Minutes of Clubs and Societies Committee Committee meeting held 15/4/2011
6.
Petitions to Discipline
6.1. CastOn Charity Group
6.2. Ampersand & Pet Lovers (both compliant 31/3/2011)
6.3. No Membership List
7.
Grants
7.1. Standard & Semesterly
7.2. Grants For Discussion
8.
UMSU Exec Membership Compliance & Other Membership List Issues
9.
Asset Checking Report
10. Training Materials Invoice
11. Thai Students Association Camp
12. Other Business
13. Next Meeting (Friday May 6, 3.15pm)
14. Close
Petition: To waive notice for the meeting
Petitioners: Patrick Clearwater, Sarah Lloyd, Daphne Jiang, Gabe Bernasochi
Meeting opened at: 3.16pm PM, by Stephanie Field
Agenda Item 1; Procedural Matters
1.1 Election of Chair
Motion 1: That Stephanie Field be elected as chair
Moved: Sarah Lloyd
Seconded: Stephanie Field
CWD
1.2 Acknowledgement of Indigenous Owners
So acknowledged
1.3 Attendance
C&S Committee: Gabe Bernasochi, Daphne Jiang, Sarah Lloyd, Patrick Clearwater, Tim Hall,
Quinn Oakley
Office Bearers: Stephanie Field, Cassie Lutzko
Administrator: Fiona Sanders
Absent
Brooke Sullivan
1.4 Apologies
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Minutes of Clubs and Societies Committee Committee meeting held 15/4/2011
None
1.5 Proxies
None
1.6 Membership
No change
1.7 Adoption of Agenda
Motion 2: That the agenda be adopted with the amendment as adding “12.1 Actuarial Students
Society late application for payment”.
Moved: Chair
CWD
Agenda Item 2: Confirmation of Previous Minutes
Motion 3: That the minutes from 1/4/2011 be accepted as true and accurate record.
Moved: Sarah Lloyd
Seconded: Gabe Bernasochi
CWD
Agenda Item 3: Matters Arising from the Minutes
3.1 Regulations recommended to Students’ Council
Our regulations were passed! We weren’t even at the meeting when it happened
because we were at CastOn. But YAY!
3.2 Income Tax Compliance
No action
3.3 Alcohol Review & Liquor licensing compliance
No action
3.4 C&S Logo
There was a discussion of needs
3.28pm Quinn Oakley arrives with scotch
Usage guidelines are to be developed. One suggestion is to have ‘affiliated to’ written
all the way across the top, making it bigger. Possibility of making regs so they can be
enforced. Will enquire if possible to drop the small words for garments which will be
stitched onto.
3.5 Events from grants on website
This is going well!
3.6 New Lockers
Have allocated some, but are currently oversupplied. This could be good for new clubs.
3.7 New clubs progress
All new clubs have done constitutions.
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Minutes of Clubs and Societies Committee Committee meeting held 15/4/2011
Agenda Item 4: Office Bearers’ Reports
Motion 4: That report be accepted.
Moved: Sarah Lloyd
Seconded: Quinn Oakley
CWD
Agenda Item 5: Correspondence
5.1 Vet Students Society
Motion 5: That the Vet Students Society be audited from Jan 2009 to present, with the deadline
for submission as Tuesday 4th May.
Moved: Cassie Lutzko
Seconded: Sarah Lloyd
CWD
Agenda Item 6: Petitions to discipline
6.1 CastOn Charity Group
The AGM was okay, and the elections were run. They now have a treasurer. Dian has
taken t-shirts and some other stuff apparently.
ACTION: Tell Amy and Sue to get signatories changed now and that Dian is their problem.
Committee withdraws petition.
6.2 Ampersand and Pet Lovers
Lapses
6.3 No membership list
Arabic Culture Club, Buddhist Studies Society and the Indonesian Student Association all
submitted lists.
Sarah Lloyd (petitioner) amends petition to remove Arabic Culture Club, Buddhist Society
and Indonesian Students Association. Now only includes Chinese Law Society, Finance Club
and Zoology Students Society in petition.
Motion 6: To disaffiliate Chinese Law Society, Finance Club and Zoology Students Society.
Moved: Sarah Lloyd
Seconded: Quinn Oakley
CWD
Agenda Item 7: Grants
7.1 Standard & Semesterly Grants
Motion 7: To approve all standard and semesterly grants en bloc.
Moved: Patrick Clearwater
Seconded: Sarah Lloyd
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Minutes of Clubs and Societies Committee Committee meeting held 15/4/2011
CWD
7.2 Grants for Discussion
4.20pm Kash arrives.
ACTION: OBs to create a special functions form or guidelines for joint events.
Environmental Engineering Students Society Badminton Room hire and Snacks & Pizza
Motion 8: To approve both grants and have attendance form and membership list checked.
Moved: Patrick Clearwater
Seconded: Sarah Lloyd
CWD
Environmental Engineering Students Society BBQ 6/4
Motion 9: To reject Environmental Engineering Students Society grant for the 6/4.
Moved: Patrick Clearwater
Seconded: Sarah Lloyd
CWD
Community Development Club BBQ hire and BBQ food 6/4
Motion 10: To approve both grants and have attendance form and membership list checked.
Moved: Cassie Lutzko Seconded: Sarah Lloyd
CWD
Australia-China Youth Association joint event with Progressive Students
Motion 11: To approve Australia China Youth Association’s semesterly grant and joint event.
Moved: Chair
CWD.
Chinese Publishers Group- printing of club magazine
Motion 12: To approve Chinese Publishers Group grant.
Moved: Sarah Lloyd
Seconded: Cassie Lutzko
CWD
Chocolate Lovers Hot Cross Buns
Motion 13: To conditionally approve as long as there is a food plan provided before the event.
Moved: Sarah Lloyd
Seconded: Cassie Lutzko
CWD
Chocolate Lovers Society Chocolate Hub trip
Motion 14: To grant off campus exemption and approve grant.
Moved: Chair
CWD
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Minutes of Clubs and Societies Committee Committee meeting held 15/4/2011
Community Development Club Website Hosting
Motion 15: To conditionally approve the grant as long as the UMSU logo appears on the site.
Moved: Chair
CWD
Cosmic Hitchhiker’s appreciation Society Tickets for “Paul”
Motion 16: To approve the grant for Tickets for Paul.
Moved: Cassie Lutzko
Seconded: Steph Field
Carried , with one abstention (Sarah Lloyd)
Habitat for Humanity, Leo Club, Singapore Students Society Joint event
Motion 17: To approve the joint event and the three grants associated with this.
Moved: Chair
CWD
4.43pm Dev, Jonno & Willow arrive.
Pet Lovers Printing and Stationary
Motion 18: To approve Pet Lover’s grant for printing and stationary.
Moved: Cassie Lutzko
Seconded: Sarah Lloyd
CWD
Scandinavian Club staffing costs for dinner
Motion 19: That the grant be rejected.
Moved: Chair
CWD
Students Playing Go 20/4 games night
Motion 20: To approve grant conditional on food plan and check attendance against membership
Moved: Sarah Lloyd
Seconded: Devrim Van Dijk
CWD
Universe (Campus membership) 21/4 hot cross buns
Motion 21: That the grant be approved and attendance be checked against membership list.
Moved: Chair
CWD
Agenda Item 8: UMSU Exec Membership Compliance & Other Membership List Issues
MUR Motorsports – Now okay
Greek Association – Don’t have new AGM papers yet
ACTION: Find out where the Greek Association AGM forms are.
Land and Food Resources Students Association – Okay
Student Exchange Society– Have lots of gaps
ACTION: Advise to revise list and only submit complete member records. Advise implications of
such a revision.
Poker Club – loads of unpaid members.
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Minutes of Clubs and Societies Committee Committee meeting held 15/4/2011
Petition: To disaffiliate Poker Club due to non-compliance with Reg 6.1.g (does not have 30
student members).
Petitioners: Sarah Lloyd, Gabe Bernasochi, Cassie Lutzko
Cambodian Students Association – insufficient membership list
Petition: To disaffiliate Cambodian Students Association due to non-compliance with Reg 6.1.g
(does not have 30 student members).
Petitioners: Sarah Lloyd, Patrick Clearwater, Cassie Lutzko
5.15pm Daniel Flynn arrives
African Club – corresponded regarding lost sign-up sheet
Motion 22: To waive the funding suspension on the basis that the club has endeavoured to
collect the missing information and has provided an adequate explanation of missing information.
Moved: Chair
CWD
Liberal Club – missing all local/international and undergrad/grad
ACTION: Advise no funding until it’s fixed
Vet Students Society Vic (Parkville) – Student Union members discount fixed.
Buddhist Studies Society – incorrect format
ACTION: Advise no funding until proper list submitted
Chess Club – Okay, has been contacting all members
Filipino Students Association – May not have contacted Members Week members.
the ‘naughty list’.
Take off
Other ‘suspicious’ clubs
Motion 23: That the sign up records for Chinese Debating Group, Chinese Publishers Group,
Fresh Life First, Leo Club, Socialist Alternative, Chinese Music Group, Indonesian Campus
Ministries and Cantonese Christian Fellowship be submitted by Tuesday 4th May
Moved: Chair
CWD
Agenda Item 9: Asset Checking Report
Australia China Youth Association
Actions:
1.
FS to check Grant Application to ensure banner should have had UMSU logo on it
2. Request to see banner
3. Ask for money back
Petition: That the Australia-China Youth Association be put on probation for 12 months due to
the provision of false information for the purpose of gaining an unfair advantage (Regulation
6.1.c).
Petitioners: Patrick Clearwater and Sarah Lloyd
Petition: That the Australia China Youth Association be disaffiliated due to the provision of false
information for the purpose of gaining an unfair advantage (Regulation 6.1.c).
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Minutes of Clubs and Societies Committee Committee meeting held 15/4/2011
Petitioners: Quinn Oakley, Tim Hall
International Engineering Students Society
Petition: To suspend the grants of the International Engineering Students Society for 12 months
or until the UMSU-funded banner is presented under 6.1.a for failing to fulfil the annual asset
check prescribed in Reg 7.2.e.
Petitioners: Daphne Jiang, Sarah Lloyd
Poker Club
They have lost the Poker sets.
Petition: To suspend grants to the Poker Club for 12 months under Regulation 6.1.a for failing to
fulfil the annual asset check prescribed in Reg 7.2.e.
Petitioners: Gabe Bernasochi, Sarah Lloyd
Motion 24: To write off Poker Club’s asset.
Moved: Sarah Lloyd
Seconded: Devrim Van Dijk
CWD
Student Life
Petition: To suspend the grants of Student Life (Disciplemakers) for 12 months, or until the
UMSU-funded banner is presented, under 6.1.a for failing to fulfil the annual asset check
prescribed in Reg 7.2.e.
Petitioners: Quinn Oakley, Sarah Lloyd
Agenda Item 10: Training Materials Invoice
Motion 25: To pay SmallPrint $490 from training budget line (03 60 605 3161)
Moved: Quinn Oakley
Seconded: Sarah Lloyd
CWD
Agenda Item 11: Thai Students Association Camp
Motion 26: To reject the Application for Payment due to alcohol purchase.
Moved: Cassie Lutzko
Seconded: Sarah Lloyd
Carried with one abstention
Agenda Item 12: Other Business
12.1 Actuarial Students Society late application for payment
Grant was approved 25/3, application for payment was submitted 13/4
Motion 27: To grant 75% of eligible funding
Moved: Quinn Oakley
Seconded: Devrim Van Dijk
CWD
ACTION: Next agenda – policy about random audits WOOOO!
Agenda Item 13: Next Meeting (Friday May 6, 3.15pm)
Be there
Agenda Item 15: Close
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Minutes of Clubs and Societies Committee Committee meeting held 15/4/2011
Meeting closed at: 5.46 PM
Certified by Chair:
Signed:
Dated:
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