Minutes of Clubs and Societies Committee Committee meeting held 15/7/2011
University of Melbourne Student Union
Minutes of the Clubs & Societies Committee
Meeting 12/11
CONFIRMED
Friday 15th July 2011 at 3PM
Location: Student 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 (Daphne Jiang)
1.5. Proxies
1.6. Membership
1.7. Adoption of Agenda
2. Confirmation of Previous Minutes (24/6/2011)
3. Matters Arising from the Minutes
3.1. Income Tax Compliance
3.2. Alcohol Review for University Policy
3.3. Regulation Amendments
3.3.1. Welcome Back & Logo Use (Recommended to SC 7/6/2011)
3.4. Labor Club membership issues
3.5. Audit Random Selection
3.6. Moderation of Club Resources in a post-VSU environment
3.7. New Club Mentoring
4. Office Bearers’ Report
5. Correspondence
6. Petitions to Discipline
6.1. Vet Students Society Victoria (Parkville) Grants Suspension
7. Grants
7.1. Standard & Semesterly
7.2. Grants For Discussion
8. New Clubs
8.1. Student Wine Society
9. Reimbursements for Cassie Lutzko
9.1. Paper ($33.37 Administrators Stationery 03 70 780 3356)
9.2. Training Materials ($27.16 Training 03 60 605 3161)
9.3. BBQ Pack restock ($2.99 Special Projects 03 60 605 3839)
10. Orientation 2011 Feedback and 2012 Planning
11. Other Business
12. Next Meeting (time, date)
13. Close
Meeting opened at: 3:10 PM, by Cassandra Lutzko
Agenda Item 1; Procedural Matters
1.1 Election of Chair
Motion 1: That Cassandra Lutzko is elected chair.
Moved: Sarah Lloyd Seconded: Steph Field
CWD
1.2 Acknowledgement of Indigenous Owners
So acknowledged.
1.3 Attendance
Office Bearers: Cassandra Lutzko, Steph Field
C&S Committee: Brooke Sullivan, Patrick Clearwater, Sarah Lloyd, Tim Hall
Other: Dean Hallett, Alysha Gonzalves (Veterinary Students Society of Victoria (Parkville) President), Matthew Munro (Veterinary Students Society of Victoria (Parkville) representative), Jacque Tsai (Veterinary Students Society of Victoria (Parkville) Representative).
Absent: Daphne Jiang, Quinn Oakley, Gabe Bernasochi
1.4 Apologies
Daphne Jiang
1.5 Proxies
Quinn Oakley to Gabe Bernasochi (absent, therefore invalid).
1.6 Membership
No change.
1.7 Adoption of Agenda
Motion 2: To adopt the agenda with the amendment of moving 6.1 to before item 2.
Moved: Chair
CWD
Agenda Item 6: Petitions to Discipline
6.1 Vet Students Society Victoria (Parkville) Grants Suspension
Veterinary Students Society of Victoria (Parkville) loses $300 due to affiliation. 2 grants have so far been knocked back.
3:16 pm Mark Kettle arrives, eats cake.
Discussion of the club and its role as an UMSU affiliate. Money for the exec UMSU membership has been repaid to VSSV. (Money not yet received by club as of meeting due to slow banking system. Resultant comment: “Banks are stupid”.)
Their first grant was rejected due to not having executive SFH and RSAs doing the forms. The club explains that the first year reps (who did the forms) ran the event, and the club representatives present at the meeting stated they had sufficient RSAs and SFH persons at the event supervising. They pleaded leniency due to their high course workload and stressed how active the club was.
3:21 pm Meeting goes in camera
(and we eat all of the food)
The VSSV’s actions do not appear to be malicious.
Petition lapses.
3:25pm Meeting is out of camera
Club is considering winding up affiliation to UMSU. They will consult with Fiona.
3:27pm Veterinary Students Society of Victoria (Parkville) representatives leave
Motion 3: To move ALP club grants for discussion to the next item.
Moved: Chair
CWD
7.2 (part) ALP Club grants for discussion.
3:29 pm Steph Field leaves to get the grant form.
Education conference: handed in to Cassie sometime in last 2 weeks, Cassie rejected as late (6th July to 8th July) and gave it back to the club.
Mark Kettle stated that it was first submitted Monday Week before (June 27th)
Cassie stated it was first submitted Friday before the conference (July 1st)
The options are to fully fund the event, not fund the event or fund a percentage.
3:36pm Meeting goes in camera
Steph advised that she was asked by Dom to pick up ALP grants on Friday 8th July.
Motion 4: To reject the ALP club education conference grant on basis that submission was late (Steph Field picked up on 8th) and incomplete (conference reader received after conference).
Moved: Sarah Lloyd Seconded: Cassandra Lutzko
CWD
3:46pm Meeting is out of camera
Mark is advised of the decision.
3:48pm Mark Kettle leaves
Agenda Item 2: Confirmation of Previous Minutes
Motion 5: To confirm the previous minutes subject to correction of “defered” in 3.5.
Moved: Chair
CWD
Agenda Item 3: Matters Arising from the Minutes
3.1 Income Tax Compliance
No action.
3.2 Alcohol Review for University Policy
Alcohol review: Fiona spoke to PCS, they are not yet enforcing the new policy, and don’t seem to care much yet.
Fiona will meet with Andrew Gay (manager PCS) when he returns from leave to discuss implementation.
3.3 Regulation Amendments
3.3.1. Welcome Back & Logo Use (Recommended to SC 7/6/2011)
No student’s council since last C&S meeting.
3.4 Labor Club membership issues
Still an issue.
3.5 Audit Random Selection
Defer on the basis that OBs are busy.
3.6 Moderation of Club Resources in a post-VSU environment
Adjust first clause to read “Now that the Federal Senate membership has changed”.
Motion 6: To approve the Moderation of Club Resources in a post-VSU environment submission with the above adjustment to send to clubs.
Moved: Sarah Lloyd Seconded: Patrick Clearwater
CWD
Reminder: Dates of the consultations are Wednesday of Week 1 and Monday of Week 2, C&S Committee should attend if possible.
Note: Missing timetables of Brooke, Daphne and Gabe. Currently looking at Monday afternoon for Committee meetings.
3.7 New Club Mentoring
Waiting for Student Wine Society to be affiliated. Estimated sometime Week 1.
Agenda Item 4: Office Bearers’ Reports
The Office Bearers reported on what they did during the mid year break including AGM auditing, Applications for payments and planning for Mid Year Orientation.
Motion 7: To accept the Office Bearer’s report.
Moved: Sarah Lloyd Seconded: Brooke Sullivan
CWD
Agenda Item 5: Correspondence
None
Agenda Item 7: Grants
7.1 Standard & Semesterly Grants
Motion 8: To approve standard and semesterly grants en bloc.
Moved: Sarah Lloyd Seconded: Cassandra Lutzko
CWD
7.2 Grants for Discussion
Motion 9: To reject the Adventist Students on Campus grant for a popcorn machine at Orientation due to not having a powered stall.
Moved: Sarah Lloyd Seconded: Brooke Sullivan
CWD
Motion 10: To set the deadlines for extra information for the grants to 4:30pm on Wednesday the 20th of July for Mid Year Orientation and 4:30pm on Friday the 22nd of July for Welcome Back Week.
Moved: Chair
CWD
Motion 11: To approve the Adventist Students on Campus grant for their BBQ, conditional on obtaining a grounds booking.
Moved: Chair
CWD
Motion 12: To approve the African Club grants for their dance performance event and BBQ events, conditional on submitting a Safe Food Handling form and obtaining a grounds booking.
Moved: Chair
CWD
ALP Club grant (second on list): already getting UMSU grant. No reason to reject.
Motion 13: To approve the ALP Club grant for the Women Student’s Conference for unfunded components.
Moved: Patrick Clearwater Seconded: Sarah Lloyd
CWD
Motion 14: To approve the Animal Protection Society Bake Sale grant conditional on submission of Safe Food Handling form.
Moved: Chair
CWD
M-ASS grant: Purchases grant, but it’s for an event. Form examined.
Motion 15: To approve the Arts Student Society grants conditional on submission of event details (time) by Friday deadline.
Moved: Chair
CWD
Motion 16: To reject the Catholic Overseas Students Down Under grant for pinboard and electricity.
Moved: Chair
CWD
Motion 17: To approve the Catholic Overseas Students Down Under grant for showbags conditional on satisfactory information about the contents.
Moved: Chair
CWD
Motion 18: To approve the Catholic Overseas Students Down Under grant for printing of flyers and posters as well as the purchase of chalk.
Moved: Chair
CWD
Motion 19: To approve the Catholic Overseas Students Down Under grant for their Welcome Back Week event conditional on submission of a SFH plan.
Moved: Chair
CWD
4:08pm Scotty arrives.
Motion 20: To approve the Club of Kites grant conditional on submission of Safe Food Handling plan and grounds booking.
Moved: Chair
CWD
Motion 21: To reject the Debating Society conference grant due to late submission.
Moved: Chair
CWD
Sarah Lloyd declares conflict of interest for Fantasy and Science Fiction Appreciation Society.
Motion 22: To approve the Fantasy and Science Fiction Appreciation Society grant for chocolate.
Moved: Chair
Carried, 1 abstains
Motion 23: To approve the Fantasy and Science Fiction Appreciation Society grant for printing conditional on submission of a copy.
Moved: Chair
Carried, 1 abstains
Motion 24: To reject the Fotoholics grant for pinboard hire.
Moved: Chair
CWD
Motion 25: To approve the Fotoholics grant for stationery and printing.
Moved: Chair
CWD
Motion 26: To approve the Fotoholics grant for their Welcome Back Week event conditional on submission of Safe Food Handling.
Moved: Chair
CWD
Motion 27: To approve the French Club grant for their Welcome Back Week event conditional on submission of SFH and RSA.
Moved: Chair
CWD
Motion 28: To approve the Habitat for Humanity grant for flyers and giveaways conditional on submission of printing.
Moved: Chair
CWD
Motion 29: To approve the International Commerce Student Society grant for Mid Year Orientation food and flyers conditional on submission of SFH and printing.
Moved: Chair
CWD
Motion 30: To approve the International Commerce Student Society grant for Game Materials conditional on submission of information about the game materials such that it would qualify as a standard grant.
Moved: Chair
CWD
Motion 31: To approve the International Commerce Student Society grant for their BBQ conditional on submission of a grounds booking, event details, Safe Food Handling and RSA should they wish to serve alcohol.
Moved: Chair
CWD
Motion 32: To approve the International Commerce Student Society grant for their River Cruise conditional on submission of Certificate of Currency.
Moved: Chair
CWD
Motion 33: To approve the International Commerce Student Society grant for their Ball conditional on submission of Certificate of Currency.
Moved: Chair
CWD
Motion 34: To approve the Japanese Club grant for food at Mid Year Orientation.
Moved: Chair
CWD
Motion 35: To approve the Japanese Club grant for their newsletter printing conditional on submission of printing.
Moved: Chair
CWD
Motion 36: To reject the Korean Students Society grant due to missing a well-publicized deadline.
Moved: Chair
CWD
Motion 37: To approve the Overseas Christian Fellowship grants for flyers and their Welcome Back night conditional on submission of printing.
Moved: Chair
CWD
Patrick Clearwater declares conflict of interest with the Physics Students Society.
Motion 38: To approve the Physics Student Society grant for a BBQ conditional on submission of a grounds booking.
Moved: Chair
Carried, 1 abstains
Motion 39: To approve the Political Interest Society grant for magazine printing conditional on submission of printing.
Moved: Chair
CWD
Motion 40: To approve the Political Interest Society grant for their Trivia Night.
Moved: Chair
CWD
Motion 41: To approve the Political Interest Society grant for their weekly meetings.
Moved: Chair
CWD
Patrick Clearwater declares conflict of interest with the Secular Society.
Motion 42: To approve the Secular Society grant for a gift for the speaker conditional on submission of information about the event.
Moved: Chair
Carried, 1 abstains
Motion 43: To approve the Secular Society grant for their trivia night on submission of a certificate of currency.
Moved: Chair
Carried, 1 abstains
Motion 44: To approve the Secular Society grant for stickers conditional on submission of designs.
Moved: Chair
Carried, 1 abstains
Motion 45: To rescind the Motion 37 pertaining to grants for the Overseas Christian Fellowship.
Moved: Chair
CWD
Motion 46: To reject the Overseas Christian Fellowship grant for their welcome back night and approve the grant for flyers conditional on submission of printing.
Moved: Chair
CWD
Motion 47: To approve the Students Arise Learning to Serve grant for flyers conditional on submission of designs.
Moved: Chair
CWD
Motion 48: To reject the Students Arise Learning to Serve grant for their Mid Year Orientation BBQ due to late submission.
Moved: Chair
CWD
4:22 pm Scotty leaves.
Motion 49: To approve the Universe Campus Ministry grant for their Welcome Dinner conditional on submission of Certificate of Currency.
Moved: Chair
CWD
Motion 50: To approve the Universe Campus Ministry grant for their pull-up sign conditional on submission of their design with the UMSU logo to the satisfaction of the C&S Office.
Moved: Chair
CWD
Motion 51: To approve the Veterinary Students Society of Victoria (Parkville) grant for their BBQ conditional on fixing their forms.
Moved: Chair
CWD
Agenda Item 8: New Clubs
8.1 Student Wine Society
Motion 52: To affiliate the Student Wine Society.
Moved: Chair
CWD
Agenda Item 9: Reimbursements for Cassie Lutzko
9.1 Paper ($33.37 Administrators Stationery 03 70 780 3356)
9.2 Training Materials ($27.16 Training 03 60 605 3161)
9.3 BBQ Pack restock ($2.99 Special Projects 03 60 605 3839)
Motion 53: To approve reimbursement to Cassandra Lutzko for the above expenses.
Moved: Sarah Lloyd Seconded: Brooke Sullivan
CWD
Agenda Item 10: Orientation 2011 Feedback and 2012 Planning
Motion 54: That Patrick Clearwater is a champion.
Moved: Sarah Lloyd Seconded: Brooke Sullivan
Carried with Patrick abstaining
Motion 55: To accept the feedback report.
Moved: Chair
CWD
To deal with: performance programme. Acoustics are pretty awful.
- Unamplified performances
- Only a couple of hours
- Do performances on south lawn on Friday
o Get uni to pay
- Performances in VCA
- To what extent do clubs care?
o Consultation
o No one wants to kill it
o Suggest clubs get together and get a grant to put up a stage somewhere
- Takes a lot of effort to organize
o 12 clubs (one theatre) participates
o Some cost associated
o Clubs leave stalls vacant while performing
- Give performance clubs outdoor space?
o Is already a procedure
Note: next committee and office bearers should rethink performance arrangements and read the expo report.
Balance clubs over two days
- We don’t have a lot of options here
- Suggest to clubs they have events on Friday
Mid Year Orientation: Cassie has drawn up a roster
9-10:45 Set up
10:45-11:45 Club check in
12:00-3:00 Expo
3:00 onwards Pack up
Agenda Item 11: Other Business
None
Agenda Item 12: Next Meeting
Next meeting on: Not yet determined, waiting on timetables.
Agenda Item 13: Close
Meeting closed at: 4:44 PM
Certified by Chair:
Signed: Dated:
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