University of Melbourne Student Union
Meeting of the Clubs & Societies Committee
CONFIRMED
2.15 pm, Friday April 19th 2013
Meeting 8/13
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 1.5. Proxies 1.6. Membership 1.7. Adoption of Agenda
2. Confirmation of Previous Minutes 2.1. 3/4/2013 2.2. 8/4/2013
3. Matters Arising from the Minutes 3.1. Income Tax 3.2. Mailboxes & Resource Room 3.3. Policy Amendments 3.3.1.Locker Allocation 3.3.2.C&S Expo 3.4. Clubs Online Projects 3.5. Regulation Amendments (14/2/2012) 3.6. Psychology Association (General Meeting) 3.7. Liberal Club Membership Issue
4. Petitions to Discipline 4.1. Asset Check 4.2. No Bank Statement 4.3. No Membership List 4.4. Problem Membership List
5. Reports 5.1. Officers 5.2. Committee 6. Correspondence 6.1. Chess Club 6.2. Fotoholics 6.3. Campus Refugee Rights Club
7. Grants 7.1. Standard 7.2. Grants For Discussion
8. New Clubs 8.1. IGM Training and Availability 8.2. Initial Approval 8.2.1.Comic Book & Cosplay Club 8.2.2.AIESEC 8.2.3.Marketing 8.2.3.1. Students Association of Marketing and Management 8.2.3.2. Marketing Intelligence 8.3. Filmmakers Society Name
9. Payment 9.1. BBQ Subsidies ($1550 from 03 60 605 3839 Special Projects) 9.2. SmallPrint SFH Books ($224 from 03 60 605 3161 Training)
10.Student Life Application for Payment
11.C&S Council 11.1. Monday May 20, 1-2pm 11.2. Agenda Items
12.Other Business
13.Next Meetings 13.1. Monday May 6, 1 pm
13.2. Friday May 17, 2.15 pm
14.Close Minutes of Clubs and Societies Committee Committee meeting held 19/4/2013
Meeting opened at: 2:26 PM, by Marie Kelly
Agenda Item 1: Procedural Matters
1.1 Election of Chair
Motion 1: That Melinda Keys be elected as Chair Moved: Marie Kelly Seconded: Daniel Hanna CWD
1.2 Acknowledgement of Indigenous Owners So acknowledged
1.3 Attendance C&S Committee: Yitong Wang, Patrick Clearwater, Rachel Withers, Tom Hayes, Chris Heath C&S Officers: Melinda Keys, Marie Kelly UMSU Officers: Daniel Hanna (Activities), Stephen Smith (Secretary) C&S Coordinator: Fiona Sanders PlanetUni: Scott Lim, Stephen Yau, Nicole Ng Marketing Intelligence: Chandler Liu
Absent Sophie Sheahan, Vicky Tang
1.4 Apologies Victoria Tang
1.5 Proxies Victoria Tang to Sophie Sheahan
1.6 Membership No change
1.7 Adoption of Agenda
Motion 2: To adopt the Agenda as presented Moved: Chair CWD
Procedural Motion: To move to Item 4.1 Moved: Chair CWD
Agenda Item 4: Petitions to Discipline 4.1 Asset Check (planetUni) The planetUni reps explained that the original banners were damaged and so were reprinted after Orientation, but the UMSU logo was omitted. They are offering to reprint the banners.
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Motion 3: To write off the two retractable banners as assets. Moved: Marie Kelly Seconded: Rachel Withers CWD
PlanetUni representatives left
Procedural Motion: To move to Item 8.2.3. Moved: Chair CWD
8.2.3. Marketing The SAMM application has been withdrawn. Marketing Intelligence – aims to do case studies of real businesses, providing collaborative assistance to those businesses studied.
Procedural Motion: To move in camera with Fiona Sanders remaining. Moved: Marie Kelly CWD
Motion 4: To grant initial approval for affiliation to Marketing Intelligence. Moved: Chris Heath Seconded: Yitong Wang CWD
Procedural Motion: To move the meeting out of camera Moved: Chair CWD
Chandler was advised of the decision and left the meeting.
Procedural Motion: To move to Item 2. Moved: Marie Kelly CWD
Agenda Item 2: Confirmation of Previous Minutes 2.1 3/4/2013 2.2 8/4/2013
Motion 5: To confirm previous minutes en bloc. Moved: Marie Kelly Seconded: Stephen Smith CWD
Agenda Item 3: Matters Arising from the Minutes
3.1 Income Tax ACTION: Send in Week 9, due by end of May
3.2 Mailboxes & Resource Room 230 mailboxes ordered.
3.3 Policy Amendments 3.3.1 Locker Allocation
Page 4 Minutes of Clubs and Societies Committee Committee meeting held 19/4/2013
3.3.2 C&S Expo Nil action
3.4 Clubs Online Projects Nil action
3.5 Regulation Amendments (14/2/2013) Discussed amendments not approved by Students Council Alcohol: No Further Action
Sophie Sheahan arrived at 3:01 PM
ACTION: Request a C&S department logo for use by clubs Logo - Penguin, UMSU, affiliated - Line art, black & white, inverted - Membership card size - Banner minimum size Stephen Smith left at 3:09 PM Daniel Hanna left at 3:10 PM and came back
3.6 Psychology Association The club has almost 150 members. Cannot just ‘deactivate the club”, don’t want to wind up as it is an important study demographic.
Patrick Clearwater left at 3:16 PM
ACTION: C&S post in Facebook group and Fiona Sanders to write to him and inform that cannot wind up without a General meeting so should hold elections.
3.7 Liberal Club Membership Issue C&S Committee discussed the reasonableness of the grounds given to reject Nick Fabbri’s membership. - Members should not be made to prove themselves - Membership of the Liberal Party should be proof enough - Technically, Activate is not aligned to any political party
Daniel Hanna left at 3:30 PM
Petition 1: To put on probation the Liberal Club for 6 months on the grounds of Regulation 6.1.e.i. Petitioners: Yitong Wang, Chris Heath
Petition 2: To suspend grants of the Liberal Club for 6 months on the grounds of Regulation 6.1.e.i. Petitioners: Tom Hayes, Sophie Sheahan
Agenda Item 4: Petitions to Discipline 4.1 Asset Check Motion 6: To grant an extension to the International Relations Society until the next meeting to present the assets. Moved: Tom Hayes Seconded: Rachel Withers Abstentions: 1
Page 5 Minutes of Clubs and Societies Committee Committee meeting held 19/4/2013
CARRIED
Motion 7: To grant an extension to the Community Development Club to present the asset before the next meeting to decide if it should be written off. Moved: Chair CWD
Motion 8: To suspend the grants of: Bangladeshi Students Association, Chinese Students & Scholars Association, Computing & Information Systems Student Association, Islamic Society, Physiotherapy Students Society and Poker Club for 12 months or until the asset is presented. Moved: Chris Heath Seconded: Chair CWD
Marie Kelly left at 4 pm
4.2 No Bank Statement Thinking Cap: email and request the transaction list, but also advise that the executive in Melbourne can get the statement.
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Motion 9: To suspend the grants of: Bangladeshi Students Association, Cantonese Students Association, Chinese Culture Society, Hong Kong Students Association, Pakistani Society, Property Students Association, Thinking Cap for 12 months or until the bank statement is submitted. Moved: Chris Heath Seconded: Tom Hayes CWD
4.3 No Membership List Chris Heath left at 4:12 PM 5 minute break at 4:12 PM Motion 10: To disaffiliate Almost Professional Printmakers League and Vision Generation due to the failure to submit a membership list for 2013. Moved: Chair CWD
4.4 Problem Membership List 10% compliance required Motion 11: To suspend the grants until compliant membership lists are submitted of: 23+ Mature Age Students, Cantonese Students Association, Indonesian Campus Ministries, Liberal Club, Mathematics & Statistics Society, Property Students Association, Mauritian Students Society, Student Wine Society for 12 months or until a compliant membership list is submitted. Moved: Chair CWD
1701 Star Trek Club to be granted an extension until next meeting.
ACTION: Correspond with all about the 10% compliance
Sebastien Collier attended at 4:30 pm.
Poker chips are held at the Corkmann. Tom Hayes to check assets on Monday.
Agenda Item 5: Reports 5.1 Officers Melinda Keys processed the application for payments. Also continuing to work on the orientation report. Marie Kelly wrote minutes of last meeting and attended Student’s Council. Motion 12: To accept the Office Bearer’s reports Moved: Yitong Wang Seconded: Sophie Sheahan. CWD
5.2 Committee Rachel Withers processed applications for payment. Patrick Clearwater created grants spreadsheet. Tom Hayes alphabetized grants.
Agenda Item 6: Correspondence 6.1 Chess Club Chess club member killed in car accident – noted with sympathy.
Page 7 Minutes of Clubs and Societies Committee Committee meeting held 19/4/2013
6.2 Fotoholics FYI
6.3 Campus Refugee Rights Club FYI
Page 8 Minutes of Clubs and Societies Committee Committee meeting held 19/4/2013
Agenda Item 7: Grants 7.1 Standard
Motion 13: To approve all standard and semesterly grants en bloc, except for the clubs with suspended grants. Moved: Chair CWD
Sophie Sheahan left at 4:45 PM, meeting continues under Standing Order 7.5.
7.2 Grants for Discussion
Motion 14: To approve these grants conditional on submission of compliant designs: Arts Students Society, Bhakti Yoga Club, CAFÉ, MUESC (tickets), Greens On Campus (both), Thinking Cap. Moved: Chair CWD
Motion 15: To reject Actuarial Students Society grant on the basis that admission price is over $20. Moved: Chair CWD
Move the second Actuarial Students Society to standard grants.
Motion 16: To reject Bangladeshi Students Society grant on basis of no details provided. Moved: Chair CWD
Motion 17: To approve Bangladeshi Students Society Purchasing & Hiring (Events). Moved: Chair CWD
Motion 18: To approve ESSS off campus Function grant. Moved: Chair CWD
Motion 19: To approve MUESC on conditional on submission of certificate of currency and details of gifts. Moved: Chair CWD
Patrick Clearwater returned at 4:50 pm
Motion 20: To approve conditional on submission of grounds booking confirmation: MUESC tea drinking, MUESC iron gut, Envi BBQ, French Club Aussie Day, Jewish Students Society BBQ, PlanetUni BBQ, SSS BBQ. Moved: Chair
Page 9 Minutes of Clubs and Societies Committee Committee meeting held 19/4/2013
CWD
Motion 21: To approve the two MUESC Purchasing & Hiring grants. Moved: Chair CWD
Motion 22: To approve Envi BBQ hire grant. Moved: Chair CWD Motion 23: To approve Exploring Cultures Through Food Off campus grant. Moved: Chair CWD
Motion 24: To reject Food Interest Group as advised would not be displaying logo at event. Moved: Chair CWD
Motion 25: To approve the French Club galette trip conditional on the submission of Certificate of Currency. Moved: Chair CWD
Motion 26: To approve Heavy Metal Club off-campus event grants. Moved: Chair CWD
Move HKSA to standard grants
Motion 27: To conditional approve HKSA Function & Pool tables grants on submission of Certificate of Currency before application for payment. Moved: Chair CWD
Motion 28: To approve Jewish Students Society Purchases & Hiring grant Moved: Chair CWD
Motion 29: To approve Japanese Club BBQ conditional on submission of grounds booking and SFH plan. Moved: Chair CWD
Motion 30: To reject Korean Students Society grant due to no submission of food plan or venue booking. Moved: Chair CWD
Motion 31: Liberal Club rejected (grants suspended) and defer future dates to next meeting if membership list is fixed. Moved: Chair
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CWD
Motion 32: To approve MUR Motorsports grant conditional on the submission of a Certificate of Currency. Moved: Chair CWD
Motion 33: To approve PIRATES grant conditional on the proper logo usage. Moved: Chair CWD
Motion 34: To approve PlanetUni BBQ Moved: Chair CWD
Motion 35: To approve QUEST grants conditional on submission of a Certificate of Currency. Moved: Chair CWD
Motion 36: To approve Secular Society Off campus grant. Moved: Chair Abstention: 1 CARRIED
Motion 37: To approve all Sri Lankan Association grants conditional on submission of the Certificate of Currency. Moved: Chair CWD
Motion 38: To approve Amnesty International and Campus Refugee Rights Club grant as 1 Funtion grant and split between the two clubs. Moved: Chair CWD
ACTION: Advise clubs to submit properly in future
Motion 39: To approve Food Interest Group and CAFÉ grants as a joint event. Moved: Chair CWD
Agenda Item 8: New Clubs 8.1 IGM Training and Availability IGMs – C&S representative must attend every IGM, we will create a Google document and update IGMs when they come in so committee members can claim them. Also beneficial to attend IGM training ACTION: Training invite
8.2 Initial Approval 8.2.1 Comic Book & Cosplay Club
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Lapsed – no form submitted
8.2.2 AIESEC Motion 40: To grant initial approval to AIESEC Moved: Patrick Clearwater Seconded: Melinda Keys CWD
8.2.3 Marketing 8.2.3.1 Students Association of Marketing and Management Application withdrawn
8.3 Filmmakers Society Name Motion 41: To approve name change to Filmmakers Collaborative. Moved: Chair CWD
Motion 42: To approve Chinese Philosophy name change to “Confucian Entrepreneurs” Moved: Patrick Clearwater Seconded: Chair WITHDRAWN NO ACTION
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Agenda Item 9: Payments 9.1 BBQ Subsides ($1550 from 03 60 605 3839 Special Projects) 9.2 SmallPrint SFH Books ($224 from 03 60 605 3161 Training)
Motion 43: To approve payments en bloc. Moved: Chair CWD
Agenda Item 10: Student Life Application for Payment Motion 44: To reject as did not meet SFH requirements. Moved: Chair CWD
Melinda Keys left at 5:15 pm
Election of new chair: Patrick Clearwater (self-nominated): 1 Rachel Withers (self-nominated): 2 Stephen Smith (self-nominated): 0 Abstentions: Tom Hayes Rachel Withers Elected as Chair
Stephen Smith left.
Agenda Item 11: C&S Council
11.1 Monday May 20, 1-2 PM Venue is booked
11.2 Agenda Items o Orientation Evaluation o Mid-Year Orientation o Logo o Clubs Online o UMSU Constitution Amendments o Awards -> committee needs to discuss and decide these
Agenda Item 12: Other Business Rachel is Chair, not Patrick. Discussed alcohol at club events, and encouraging safe practices. BULLETIN/e-mail: Designated RSAs must not drink at or before event Website: Club list down – come in and do logo resizing
Agenda Item 13: Next Meetings 13.1 Monday May 6, 1 pm 13.2 Friday May 17, 2:15 pm
Agenda Item 14: Close Meeting closed at: 5:53 pm
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