UNCONFIRMED MINUTES
Monash Association of Debaters Executive Committee
3rd Meeting of 2010, 7 pm.
Victor Finkel’s House, 33 Finch St, 3/2/2010
Meeting opened at 7:30pm.
1. Attendance, Apologies and Absentees
Present: Kiran Iyer (chair), Gemma Buckley, Luke McGreevy (minutes), Dom Guinane, , Nicole Franklin, Ashleigh Feurtado, Victor Finkel, Alex Kotova, Meredith Prior,
Apologies: Rhys Campbell, Timothy Whiting, Julian Campbell,
2. Confirmation of minutes from previous meeting
It was moved
“That the committee approve the minutes from the meeting 27/01/10 as a true and accurate record.”
Moved: Alex Kotova
Seconded: Meredith Prior
CARRIED UNANIMOUSLY
3. Budget
3.1 General
- Adding income – Arts faculty $500
- Monday - $100 per semester
- Trophies - $200 may not be enough – need a quote fairly soon à Gemma mentioned that $149 spent on the trophy for MAD Mini – probably a good idea to have an upper limit à $500
- Medals - $100 for medals for Sorensen and Freehills ($5.50 per medal last year )
- Matter workshop first semester – with professional speaker – possibly Ben Richards later in the semester (leave it off budget for now, submit later if it
3.2 Schools training
3.2.1.1 Doesn’t include atm going out to schools and budgeting for that, as it is unpredictable
3.2.1.2 What is locked in is the first two training days
3.2.1.3 $2500/1400 is the provisional one at the moment, but may be optimistic, $700 may be better
3.2.1.3.1 Printing – Nicole mentioned that she and Luke have been hunting around for printing costs, and whilst still expensive, Night&Day have said they can print 200 copies for $250
3.2.1.4 If we up it to $850 to cover everything
3.2.1.5 JMSS – we have given them a detail prospectus about our programs, and the costs for those – the budget goes for all the lowest figures in this prospectus, and worked the profit on the basis on this – the profit is likely to increase in reality
3.2.1.6 We can decide on the final figure later
3.2.2 Socials
3.2.2.1 Commencement and Annual party numbers rough, but these events run at cost each year, or maybe a minor profit
3.2.2.2 Welcome back bbq – budgeted 100, spent 75
3.2.2.3 First year bbq –usually just under $200
3.2.2.4 Pre Easters Party – 150 – though we may need to increase it, and provide them dinner as we will be keeping them there all day for debates - +100
3.2.2.5 Post Easters party –
3.2.2.6 Awards night for 2010 – last year was 200, but aim to reduce cost like this year
3.2.2.7 Regressive – number will decrease somewhat – may or may not hire venue
3.2.3 Publications
3.2.3.1 Already made a few hundred dollars of MDRs from the latest edition
3.2.3.2 Seems fair to increase the budgeted total
3.2.3.3 With printing, talking about moving it to a pdf only, for online sale, which will be discussed later
3.2.3.4 May add sponsorship prospectus – roughly 400 quote to Tim
3.2.3.5 Hard copy training guide – one for first and second semester – first semester one covered by Freehills, other isn’t, Dom and Kiran negotiating with Freehills soon
3.2.4 Alumni
3.2.4.1 Going to have a membership at $10 pp- for profit
3.2.4.2 Alumni members – do we include lifetime members?
3.2.4.3 Roughly 30 people last year who went to the event
3.2.4.4 Cocktail night run at a slight deficit
3.2.4.5 Trivia night – 300
3.2.4.6 Raffle
3.2.5 Training Tours
3.2.5.1 Plan to keep Hong Kong same as last year
3.2.5.2 Malaysia/Sth Africa – run ff VCs money – that’s why their figures line up
3.2.5.3 Gemma suggested that we run the Sth Africa tour even if the VC doesn’t fund it
3.2.6 Campus Liason
3.2.6.1 Public Debate same as last year
3.2.6.2 A few small costs similar to las year
3.2.6.3 The Misc cost is too small, it was suggested that $500 would be a more legitimate number for that
3.2.7 Exec tab
3.2.7.1 There just incase
3.2.8 MAD Mini
3.2.8.1 Budget is old, need new budget, Ash to send it
3.2.9 Externals
3.2.9.1 At this point, the Worlds sponsorship figures wrong (14,000 actually).
3.2.9.2 The rest is up to discussion for the exec
3.2.10 Externals budget discussion
3.2.10.1 Australs/Worlds
3.2.10.2 Ash said the split between Australs/Worlds is similar to the past few years (1000 to top, 500 for bottoms)
3.2.10.3 Worlds is high as flights are expensive, hence the extra sponsorship money
3.2.10.4 Do we want to reallocate some money from Australs to Worlds?
3.2.10.5 Gemma had no problem giving Worlds more money – even though there is a little money for Australs, it is still really accessible – Worlds is more important to fund as it is much more inaccessible
3.2.10.6 Victor – whilst all teams being funded is great, there is a concern that $1000 for Australs is too much, and 3 people and 1 adjudicator get the top bracket – we don’t always have to fund their complete journey – 750/750 between teams 1 and 2 might be a better split
3.2.10.7 Kiran suggested for Australs only giving all teams 500 and save that money
3.2.10.8 David – spreading the funding deeper is something that will help overcome the club culture
3.2.10.9 Come back later
3.2.11 Womens/another tournament
3.2.11.1 We don’t usually get many teams for Womens
3.2.11.2 Possibly spend more to get 7 teams and 6 adjudicators
3.2.11.3 Gemma – if we take money out of womens, we wont get anyone there
3.2.11.4 Kiran – Easters our most important tournament – hard to sell 300 dollar tournament in Melbourne
3.2.11.5 Mel – don’t want to dip into the surplus unless absolutely necessary
3.2.11.6 Do we sponsor easters at all?
3.2.11.7 Gemma – whilst it is hard to sell a 300 dollar tournament in Melb, the main concern is being stranded in another state with randoms, not cost, so sponsoring easters
3.2.11.8 Luke – the cost benefit analysis changes when in Melb – not the attraction of going interstate – maybe we need to fund it to reduce the cost
3.2.11.9 Victor – cant sponsor everyone, but good idea to sponsor some
3.2.11.10 Ash – the 200 cost is not much different for the 300
3.2.11.11 Discussion – do we give some money, or do we focus on hyping up the event and reallocate some money
3.2.11.12 Do we give Easters an extra 2000 for promotion?
It was moved
“That MAD would authorise $2000 dollars to be spent on sponsorship for the Monash contingent to the Womens Intervarsity tournament, 2010”
Moved: Dominic Guinane
Seconded: Gemma Buckley
CARRIED UNANIMOUSLY
It was moved
“That MAD would fund the 2010 Easters Intervarsity Novice Debating tournament with $2000”
Moved: Luke McGrevy
Seconded: Kiran Iyer
5 for
2 against
2 abstentions
CARRIED
It was moved
“That in relation to previous motion, the money authorised to spend on the 2010 Easters Intervarsity Novice Debating tournament be spend to subsidise registration money for first year students.”
Moved: Kiran Iyer
Seconded: Luke McGreevy
6 for
3 abstentions – Dominic, Gemma and Ashleigh
CARRIED
It was moved
“That in relation to the previous two motions, that the first 20 first year students to sign up would receive $100 each ”
Moved: Gemma Buckley
Seconded: Kiran Iyer
8 for
1 abstention - Victor
CARRIED
4. Orientation Week
4.1 Marquee
4.1.1 White or coloured Marquee
4.1.2 Liked coloured marquee idea
4.1.3 Luke to look up prices
It was moved
“That up to $650 dollars be authorised to be spent on a marquee by Luke McGreevy, to be paid in cash and reimbursed by club cheque.”
Moved: Gemma Buckley
Seconded: Meredith Prior
8 for
1 abstention – Kiran
CARRIED
4.1.4 Showbags
4.1.4.1 People to get free stuff if they can
5. Monday Nights
It was moved
“That up to $2000 be authorised to spend on food for Monday Night trainings for semester, to be paid by club cheque”
Moved: Luke McGreevy
Seconded: Kiran Iyer
CARRIED UNANIMOUSLY
6. Schools Training
It was moved
“That $500 be authorised to be spent on mail out expenses for the schools training program.”
Moved: Gemma Buckley
Seconded: Dominic Guinane
CARRIED UNANIMOUSLY
7. MAD Mini
It was moved
“That the budget drawn up for expenditure on the Monash Intervarsity Debating Cup be authorised”
Moved: Gemma Buckley
Seconded: Dominic Guinane
CARRIED UNANIMOUSLY
8. Website
8.1 Design
Julian’s quote 2-3000 dollars
Alex friend may be able to do it
8.2 Content
Email soon about new content
9. Equity
9.1 Next meeting
At the next meeting the Equity Officers will discuss their main issues
10. New Public Debate
The Vice Chancellor is interested in sponsoring it
11. ESL Training
We want to have an ESL training with the Alumni of the club. Need to work out if we do this at the end of the year. Rob Willis has said he will cover the expenses.
The meeting closed at 10:05pm.
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monash association of debaters
ph & fax: +61 3 9905 1509 ● e: ● web: www.monashdebaters.com
post: PO Box 10, Monash University, Vic 3800 Australia ● abn: 43 793 942 244