University of Melbourne Student Union

Minutes of Clubs and Societies Committee Committee meeting held 09/05/2012

Minutes of the Clubs & Societies Committee

Meeting 8/12

CONFIRMED

11:00 AM, 09/05/2012

Location: OB Meeting Space, Union House

1. Procedural Matters 1.1. Election of Chair

1.2. Acknowledgement of Indigenous Owners 1.3. Attendance

1.4. Apologies (Chris Heath, Patrick Clearwater) 1.5. Proxies

1.6. Membership 1.7. Adoption of Agenda

2. Confirmation of Previous Minutes (2/5/2012) 3. Matters Arising from the Minutes

3.1. Income Tax 3.2. Regulation Amendments

3.3. Orientation 2013 3.3.1. Uni Negotiations

3.3.2. Theatre Clubs 3.4. Friday Staffing & Task Allocation

3.5. P&CS re: Ange’s absence 4. Reports

4.1. Officers 4.2. Committee

5. Correspondence 5.1. Computer clubs

5.2. Mailboxes

5.3. Membership Reporting Issues

5.3.1. Oaktree Foundation Club 5.3.2. Australian Red Cross Club

6. Grants 6.1. Standard & Semesterly Minutes of Clubs and Societies Committee Committee meeting held 09/05/2012

6.2. Grants For Discussion 7. Petitions to Discipline

7.1. Chinese Culture Society 7.2. Asset Checking

8. New Clubs 8.1. IGM Training

8.2. Non-standard constitutions 8.2.1. Vet

8.2.2. Toastmasters 8.3. IGMs

9. Membership Reporting Issue: Oaktree 10. C&S Council Follow-Up

11. Other Business 12. Next Meeting (Friday May 18th, 3.15 pm)

13. Close Minutes of Clubs and Societies Committee Committee meeting held 9/5/2012

Meeting opened at: 11:10 AM, by Stephanie Field

Agenda Item 1: Procedural Matters

1.1 Election of Chair

Motion 1: That Quinn Oakley be appointed Chair. Moved:Stephanie Field Seconded: Melinda Keys CWD

1.2 Acknowledgement of Indigenous Owners So Acknowledged

1.3 Attendance C&S Committee: Yitong Wang, Cassie Lutzko, Melinda Keys, Erin Morton, Tom Walker C&S Officer: Quinn Oakley, Steph Field C&S Administrator: Fiona Sanders

Absent Patrick Clearwater, Chris Heath

1.4 Apologies Patrick Clearwater, Chris Heath

1.5 Proxies Nil

1.6 Membership No Change

1.7 Adoption of Agenda

Motion 2: That the agenda be adopted as presented, with Item 5.4 COSDU Name Change and 11.1 GoTap added and to consider item 6 immediately after item 2. Moved:Chair CWD

Agenda Item 2: Confirmation of Previous Minutes Motion 3: That the minutes from 2/5/2012 be confirmed as true and accurate record. Moved:Chair CWD

Agenda Item 6: Grants

6.1 Standard & Semesterly Motion 4: That the standard and semesterly grants be approved en bloc. Moved:Tom Walker Seconded: Erin Morton

11.14am Cassie Lutzko arrives 6.2 Grants For Discussion

IGMs for Coffee Appreciation, Thinking Cap, Heavy Metal Club, Queers in Science, Engineering and Technology, China Rural Education Initiative, International Vietnamese Students.

Motion 5: To approve the grants for Coffee Appreciation, Thinking Cap, Heavy Metal Club, Queers in Science, Engineering and Technology, China Rural Education Initiative, International Vietnamese Students for their IGMs en bloc, pending affiliation. Moved:Steph Field Seconded: Chair CWD

Procedural motion: To discuss 5.3.2 Membership Reporting Issues (Australian Red Cross Club). Moved:Steph Field CWD

Australian Red Cross Club say they have tried to contact the incomplete members, but there are a lot of incomplete and incorrect contact information. The Committee directs/suggests that if the Red Cross Club want to have their grants un-suspended that the committee would accept a reasonable attempt to contact these members, which would be in the form of a mass email to the student emails from the student directory (as Oaktree was advised to do), and set a reasonable deadline in the email of a date to reply if still interest in being a member. This email should be checked by the C&S department before being sent out. This would have to be done by the end of the semester, and anyone not replying can be deemed not to be a member.

Australian Red Cross Club Grant Application suspended

Chocolate Lovers grants Motion 6: To approve the grants for the Chocolate Lovers Society for the Chocolait Hub Trips and grant an off campus exemption. Moved:Steph Field Seconded: Melinda Keys CWD

CAKE grant Motion 7: To approve the grant for Consistently Amazing Kitchen Endeavours Coffee Expo Trip Moved:Steph Field Seconded: Melinda Keys CWD

FAS grant Motion 8: To reject the grant for the Fantasy and Science Fiction Society Moved:Tom Walker Seconded: Cassie Lutzko CWD

Geomatics grant Motion 9: To approve the grant for the Geomatics Society if the banner bears the correct UMSU logo, or to approve half funding if it bears the incorrect, ‘Supported by’ logo. Moved:Quinn Oakley Seconded: Erin Morton CWD

Geomatics grant Motion 10: To approve the grant for Geomatics Careers Night for half funding due to incorrect logo use. Moved:Tom Walker Seconded: Cassie Lutzko CWD ACTION: Email club firmly, and add a reminder into the bulletin.

IESS grant Motion 11: To approve the grant for International Engineering and Science Students Society printing for half funding due to incorrect logo usage (too small). Moved:Tom Walker Seconded: Steph Field CWD ACTION: Email club

Jewish Students Society grant Motion 12: To approve the grant for Jewish Students Society printing conditional upon submission of a compliant design Moved: Steph Field Seconded: Yitong Wang CWD

Jewish Students Society grant Motion 13: To approve the grant for Jewish Students Society movie night conditional on confirmation of venue Moved:Steph Field Seconded: Yitong Wang CWD

Leo Club grant Motion 14: To approve the grant for Leo Club conditional on proof of the UMSU logo being at the event Moved:Steph Field Seconded: Yitong Wang CWD

MoMU grant Motion 15: To approve the grant for Malaysians of Melbourne Uni conditional on submission of a certificate of currency covering the event by application of payment Moved:Steph Field Seconded: Melinda Keys CWD

Oxfam Grant: Defered till next meeting

Physics Student Society grants Motion 16: To reject the grants for the Physics Students Society due to no location advised

Moved:Steph Field Seconded: Tom Walker CWD

Psychology Association grant Motion 17: To reject the grant for the Psychology Association due to grounds not being confirmed. Moved:Erin Morton Seconded: Tom Walker CWD

SALTS grant Motion 18: To approve the grant for the Students Arise Learning To Serve grant for milo conditional on submission of confirmation of grounds booking. Moved:Steph Field Seconded: Yitong Wang CWD

Student Wine Society grants Motion 19: To approve the grants for the Student Wine Society conditional on submission of all their things (outstanding grounds bookings and alcohol scans). Moved:Steph Field Seconded: Erin Morton CWD

Taiwanese Students Society grant: Deferred till next meeting

Youth Charity Society Grant Motion 20: To reject the grant for the Youth Charity Society due to no grounds confirmation and no designs for flyers and posters Moved:Steph Field Seconded: Erin Morton CWD

Agenda Item 3: Matters Arising from the Minutes

3.1 Income Tax There has been some progress! Fiona has a meeting with the accountant on Friday Morning, 3.2 Regulation Amendments

Defer till next meeting. 3.3 Orientation 2013

3.3.1 Uni Negotiations Have not spoken to since last meeting.

3.3.2 Theatre Clubs Theatre want to be split over the two days like everyone else. They are also doing their own thing for Mid Year Orientation. There was a quick review of what was spoken about at clubs council. There was a small majority to splitting the clubs to one day each. 3.4 Friday Staffing & Task Allocation

There have been two out of office days, and the Orientation grants are now done. There will be two more this Friday and Monday and hopefully the next batch of grants will be underway. If the committee can come in today or tomorrow to help count green sheets, that would be most appreciated.

3.5 P&CS re: Ange’s absence Fiona has spoken to Property and Campus Services about Ange’s absence. She is now back. In her future absence, emails can be sent to Josie. Agenda Item 4: Reports

4.1 Officers Quinn Oakley has prepared the grants list, Steph has been doing AGM quorum, have written up council and other minutes, have been putting events on the website, reported to the UMSU AGM, have been trying to deal with the toastmasters constitution with Patrick (not a constitutional lawyer), have been staffing the office on Fridays, have been attending and reporting to Students Council. Motion 21: To accept the office bearers report Moved:Melinda Keys Seconded: Yitong Wang CWD

4.2 Committee

Cassie: doing online SFH Tom: attended 2 IGMs

Patrick: Toastmasters constitution Thanks to everyone who has been attending the IGMs!

Item 5: Correspondence 5.1 Computer clubs

Conflation of departments has led to this issue, but there is not a large membership crossover, and we has advised of the proper process of merging clubs. This is mostly an FYI, no action. 5.2 Mailboxes

ACTION: Investigate a regulation change in relation to the number of Expressions of Interest required to start a club

It was discussed that we would need 200 mailboxes, and that the OB meeting space is better than the stair well due to it being more private, especially considering the mail boxes will not be locked. ACTION: Check with faculty clubs about their mail arrangements with faculty

ACTION: Fiona will email Paul 5.3 Membership Reporting Issues

5.3.1 Oaktree Foundation Club Motion 22: To lift the grants suspension of the Oaktree Foundation Club Moved:Steph Field Seconded: Yitong Wang CWD

5.4 COSDU Name Change The committee discussed the process for them to change their name, and decided that an SGM would be required. The consensus was to defer approval of a name change until the aims of the club are also reviewed. It was indicated by the committee that they would not approve a name that still contained the acronym “COSDU” as it would be confusing for new club members and would be irrelevant within a few years.

ACTION: Defer approval and invite the club to submit their name and aims as a Constitutional amendment submission

Agenda Item 7: Petitions to discipline

7.1 Chinese Culture Society Have submitted an acceptable list, petition lapses.

7.2 Asset Checking All assets have been presented except for Resistance.

Motion 23: To suspend the grants of Resistance until the banners are presented to C&S for checking or for 12 months, whichever is lesser (Regulation 6.1.a. (7.2.e). Moved:Tom Walker Seconded: Cassie Lutzko CWD

Agenda Item 8: New Clubs 8.1 IGM Training

Rotaract, Ring of Choir, Robogals and My Little Pony all did not attend. Ring of Choir contacted the office on the day stating that they had forgotten to attend and asking what they can do from there. They have been advised that they can be placed in the next round of affiliation if they want. Motion 24: To put Ring of Choir into the next batch at the IGM training stage. Moved:Melinda Keys Seconded: Cassie Lutzko CWD

8.2 Non-standard constitutions 8.2.1 Vet

ACTION: OBs to contact vet for a progress report (incorporation, changing the constitution, progressing with affiliation). Also will look at what they have submitted so far. 8.2.2 Toastmasters

Patrick suggested bylaws must be approved by toastmasters international before they are affiliated.

ACTION: OBs and Patrick to further review and make complete recommendation and require toastmasters international confirmation of acceptance.

Motion 25: To put Toastmasters in the next round of new clubs at constitutional approval stage Moved:Chair CWD

8.3 IGMs

Progressing well, asked for a couple of ROs to fill vacancies. PEN correspondence

PEN have requested to hold an IGM next semester but the committee has decided that they must try to hold a meeting this semester.

12.55pm Tom Walker left Meeting continued (Standing Order 7.5)

12.57pm Mark Kettle arrived Item 9: Oaktree membership reporting

Already handled

Item 10: C&S Council Follow up

MYO and Orientation were discussed and generally the clubs were okay with the direction the C&S Committee is taking.

Item 11: Other business 11.1 Go Tap

There is a suggestion that there could be a portable water tap tank thing for club events. This was a good idea, but we may need more than one.

ACTION: Fiona to email Harry Troedel. 11.2 Spiritual clubs founding dates

JBar wants this info for some university discussion/conference on spirituality on campus.

11.3 UMSU Hoodies Mark asked and Committee said Yes!

Agenda Item 12: Next meeting The next meeting will be Friday 18th May at 3.15pm.

Agenda Item 13: Close Quinn Oakley declared the meeting closed at 1:03pm

Meeting closed at: 1.03 PM Certified by Chair:

Signed: Dated: