Minutes of Clubs and Societies Committee Committee meeting held 23/09/09
University of Melbourne Student Union
Minutes of the Clubs and Societies Committee
Meeting 18/09
CONFIRMED
10 AM, 23 September 2009
Location: Office Bearer Space, 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 26/8/09
2.2 16/09/09
3. Matters Arising from the Minutes
3.1 Room Booking Complaint (UNICEF)
3.2 Transfers to Grants Line
3.3 Sociedad de Espanol IGM/Grant
3.4 Staple Gun Honesty Box
3.5 Science Students Society (Recommendations)
4. Correspondence
4.1 Let’s Talk Committee Structure
4.2 ASEAN Name Use Resolution
4.3 NAB (Photography Club)
4.4 AGM Extensions:
4.4.1 Islamic Society
4.4.2 Melbourne-Tsinghua Student Friendship Society
4.4.3 ALP Club
4.4.4 Arabic Culture Club
5. Office Bearers’ Report
5.1 OB Report September 16 2009
5.2 Response to Onagh Bishop’s Query at Students Council
6. Grants
6.1 Standard
6.2 For Discussion
7. New Clubs
7.1 Craft and Textile Society: Initial Approval
7.2 Southeast Asian Society: Initial Approval
7.3 4P’s Club – Marketing Students Society: Initial Approval
7.4 Leo Club: Initial Approval
7.5 Cambodian Students Association: Initial Approval
7.6 Habitat for Humanity: Initial Approval
7.7 Psychology Association: Initial Approval
7.8 Youth Empowerment & Skills (YES): Initial Approval
7.9 Australia-China Youth Association: Initial Approval
7.10 Friends of the Asian University for Women: Initial Approval
7.11 Iranian Society: Affiliation
7.12 Resistance: Affiliation
7.13 Let’s Talk Conversation Group: Affiliation
7.14 Oaktree Foundation Club: Affiliation
7.15 Filmmakers’ Guild: Affiliation
8. Eyeball Winding Down
9. Chinese Publishers Group Membership Problem
10. Actuarial Students Society Membership Problem
11. C&S Council (proposed date Thursday October 22)
12. Orientation 2010
13. Other Business
14. Next Meeting (12 pm Tuesday October 6)
15. Close
Meeting opened at: 10.14 am, by Katherine Klaus
Agenda Item 1: Procedural Matters
1.1 Election of Chair
Motion 1: That Katherine Klaus be elected chair.
Moved: Katherine Klaus Seconded: Piper O’Dowd
CWD
1.2 Acknowledgement of Indigenous Owners
So acknowledged.
1.3 Attendance
C&S Officers: Katherine Klaus, Piper O’Dowd
C&S Committee: Lora Evans, Joshua Torrance, John Harris, Jesse Overton-Skinner, Shaun Khoo, Jono Donagan, Sam Rankin
C&S Administrator: Fiona Sanders
Other: Zezan Tam (Actuarial Students Society), Matt Evans, Andrew Nicholls (Australia-China Youth Association), Wanfang Zhang (Chinese Publishers Group)
Absent
Nil
1.4 Apologies
Lucie Turner
1.5 Proxies
None
1.6 Membership
No changes to membership.
1.7 Adoption of Agenda
Items 7.9 and 10 moved to after Item 2 to accommodate Zezan and Andrew. Add Items 13: 2010 UMSU Membership/Exec UMSU Membership and 14: Nursing and Social Work Society Name Change.
Motion 2: To accept the agenda as amended.
Moved: Chair
CWD
Agenda Item 2: Confirmation of Previous Minutes
2.1 26/8/09
Motion 3: That the minutes of 26/8/09 be accepted as a true and accurate record.
Moved: Lora Evans Seconded: Piper O’Dowd
CWD
2.2 16/9/09
Motion 4: That the minutes of 16/9/09 be accepted as a true and accurate record.
Moved: Chair
CWD
Jono Donagan arrived at 10.20am.
Agenda Item 7.9: Australia-China Youth Association: Initial Approval
Andrew Nicholls spoke to the application. Club is about engaging students across China, whereas Melbourne-Tsinghua Student Friendship Society is exclusive only to Melbourne and Tsinghua University.
Motion 5: That the Australia-China Youth Association be granted initial approval.
Moved: Chair
CWD
Agenda Item 10: Actuarial Students’ Society Membership Problem.
No membership charged at all, despite regulations and assurances to C&S that they would charge non-Union members $2.This was reported in AGM reports, truth told to Fiona Sanders on submitting AGM reports. Idea was free membership attracted more members, rather than comply with C&S regulations.
Petition to discipline: To place the Actuarial Students’ Society on probation for 12 months under regulation 6.1.a: deliberately fails to fulfil regulatory obligations (Regulation 5.6.f. charging of membership fees).
Petitioners: Lora Evans, Joshua Torrance.
Andrew Nicholls and Zezan Tam left at 10.27am.
Agenda Item 3: Matters Arising from the Minutes
3.1 Room Booking Complaint (UNICEF)
Piper followed this up. Unicef says they booked the room from 12-2 except it seems rooms can only be booked for 1-2, so it seems UNICEF in the wrong. Without further evidence from the club no further action is appropriate.
Sam Rankin arrived at 10.29am.
3.2 Transfers to Grant Line.
Nil. Waiting on July/August Finance reports.
3.3 Sociedad de Espanol IGM/Grant
No longer relevant as the IGM did not get quorum and the instigators do not want to attempt another one this year.
3.4 Staple Gun Honesty Box
No action taken yet.
3.5 Science Students’ Society (Recommendations)
Recommendation from accountant: SSS should hire an account to set them up on an accounting package such as Quickbooks and then have a bookkeeper enter SSS’s numbers each month.
ACTION: Fiona to recommend ‘strongly’ to SSS.
Agenda Item 4: Correspondence
4.1 Let’s Talk Committee Restructure
The committee has approved Let’s Talk’s committee restructure and recommendations have been made to the club for constitutional amendment at an SGM or AGM 2010.
ACTION: Fiona to follow up with club when SGM/AGM comes around
4.2 ASEAN Name use resolution
To be discussed as part of initial approval of new club application.
4.3 NAB (Photography club)
ACTION: A disused bank account belonging to the old Photography Club which was disaffiliated 7 years ago will be referred to the Fotoholics.
4.4 AGM Extensions.
Motion 6: That extensions (to October 16) for the AGMs of Islamic Society, Melbourne-Tsinghua Student Friendship Society, ALP Club and Arabic Culture Club be ratified.
Moved: Lora Evans Seconded: Joshua Torrance
CWD
Shaun Khoo left at 10.47am.
Agenda Item 5: Office Bearers’ Reports
5.1 OB Report September 16 2009
Motion 7: That the report be accepted.
Moved: Jesse Overton-Skinner Seconded: Sam Rankin
CWD
5.2 Response to Onagh Bishop’s Query at Students’ Council
Motion 8: To endorse and commend to Students’ Council for immediate consideration the C&S Officers’
response to Onagh Bishop.
Moved: John Harris Seconded: Jono Donagan
CWD
Agenda Item 6: Grants
6.1 Standard
Motion 9: To approve all standard grants en bloc.
Moved: Chair
CWD
6.2 For Discussion
Motion 10: To grant the off-campus exemptions and approve the grants of Club of Kites and Universe.
Moved: Piper O’Dowd Seconded: Joshua Torrance
CWD
Motion 11: To approve the 4WD Club IGM grant.
Moved: Chair
CWD
Shaun Khoo entered at 10.50am.
Agenda Item 7: New Clubs
7.1 Craft and Textile Society: Initial approval
Discussed crossover with CastOn and Fashion and Design Club.
Motion 12: To grant initial approval.
Moved: Piper O’Dowd Seconded: Lora Evans
CWD
Wanfang Zhang (Fong) from the Chinese Publishers’ Group entered at 10.55am.
Procedural Motion: To discuss Item 9 immediately.
Moved: Chair
CWD
Agenda Item 9: Chinese Publishers’ Group Membership Problem
Memberships not charged properly for UMSU/non-UMSU members, not banked and the money (approximately $300) has gone missing. Fong takes personal responsibility for the money, but C&S Committee not really concerned. Money issue is between the club and Fong, not C&S and Fong.
Past and new President met with Fiona and CPG committee has met and is aware of the problems.
Club reports also show that 2 execs were bought UMSU membership with club money. Fong says that this is wrong and the money was instead used to purchase website hosting.
Committee requested evidence of where the money recorded as paying for UMSU memberships was actually spent. They also emphasised bank use is important for accountability.
Jesse Overton-Skinner recommended that the club be under probation for 6 months if the UMSU membership purchase issue is resolved, and for 12 months if it is not.
Petition to discipline: Under 6.1.a: deliberately fails to fulfil regulatory obligations (Regulation 5.6.h. purchasing UMSU membership for Exec members & 5.6.f. charging of membership fees) and Regulation 6.1.b (financial mismanagement) the Chinese Publishers’ Group is to be under probation for up to 12 months, reduced to 6 months if the evidence regarding the UMSU/Executive membership resolves the issue satisfactorily.
Petitioners: Jono Donagan, John Harris, Joshua Torrance, Lora Evans, Sam Rankin
Fong left at 11.15am.
7.2 Southeast Asian Society: Initial Approval
Discussion about MUOSS/other clubs overlap.
Piper O’Dowd expressed doubts about their legitimacy as an ‘umbrella’ body.
Motion 13: To grant initial approval.
Moved: Chair
For: 4 Against: 1 Abstain: 1
CARRIED
Foreshadowed motion: To reject the new club application.
Moved: Piper O’Dowd
LAPSED
7.3 4Ps Club – Marketing Students’ Society: Initial Approval
Motion 14: To grant initial approval on the conditions that the club change to a Departmental club, and change Aim 4 to ‘contribute to on-campus marketing activities’.
Moved: Piper O’Dowd Seconded: Jesse Overton-Skinner
CWD
7.4 Leo Club: Initial Approval
Motion 15: To reject application due to vague aims. The club is welcome to resubmit with clearer aims in 2010.
Moved: Piper O’Dowd Seconded: John Harris
CWD
7.5 Cambodian Students’ Association
Motion 16: To grant initial approval.
Moved: Piper O’Dowd Seconded: Lora Evans.
CWD
7.6 Habitat for Humanity: Initial Approval
Motion 17: To grant initial approval on the conditions that the club meet with Katherine Klaus to fix up grammatical errors in their aims.
Moved: Chair
CWD
7.7 Psychology Association
Motion 18: To grant initial approval.
Moved: Piper O’Dowd Seconded: Joshua Torrance
CWD
7.8 Youth Empowerment and Skills (YES): Initial Approval
Meeting adjourned at 11.50am.
Meeting reconvened at 12.07pm.
Committee feels that a club is not able to ‘teach’ on mental health and welfare: insurance risk. Aim 4 is too vague, and the name of the club does not relate to its aims.
Motion 19: To reject the application on the above grounds.
Moved: Shaun Khoo Seconded: Jesse Overton-Skinner
For: 5 Abstain: 1
CARRIED
7.10 Friends of the Asian University for Women: Initial Approval
Motion 20: To grant initial approval.
Moved: Chair
CWD
7.11, 7.13-7.15
Motion 21: To affiliate the Iranian Society, Let’s Talk Conversation Group, Oaktree Foundation Club and Filmmakers’ Guild.
Moved: Chair
CWD
7.12 Resistance: Affiliation
Returning Officer participated in elections.
Motion 22: To direct Resistance to hold an SGM to conduct elections with a C&S representative present as Returning Officer.
Moved: Piper O’Dowd Seconded: Josh Torrance
CWD
Agenda Item 8: Eyeball Winding Down
Piper is attempting to take it over with Media.
ACTION: Piper to talk to new media officers.
Agenda Item 11: C&S Council (proposed date Thursday October 22)
To be held 12-2 on 22/10/09. Grand Buffet Hall best if available, Lecture Theatre also good.
Agenda Item 12: Orientation 2010
Should the Clubs insert go in Farrago: Yes
Should membership prices be submitted to C&S before Orientation: Yes
Should the Carnival go over the Thursday and Friday again or have a day in WBW: Thurs/Fri
How can we attract more people to the grass area? Maybe moved the stage onto the grass.
ACTION: Fiona to investigate
Entertainment program: Clubs could pay a deposit if they want to perform; could invite musicians to play for free publicity; could pay them (not likely); could go together with Activities to have a band perform
Agenda Item 13: 2010 UMSU Membership/Exec UMSU Membership
Motion 24: The committee will accept 2010 memberships as fulfilling requirement of UMSU membership for club exec members.
Moved: Chair
CWD
Agenda Item 14: Nursing and Social Work Name Change
Motion 25: To approve the change of name to Social Work and Nursing Society.
Moved: Chair
CWD
Agenda Item 15: Other Business
Checking that clubs are charging correct membership.
Shaun is auditing clubs. Something to think about before the next meeting. Maybe a post-O-week reconciliation.
Agenda Item 16: Next Meeting
Motion 26: To change meeting schedule to have next meeting at 10 am on 7/10/09.
Moved: Lora Evans Seconded: John Harris
CWD
Next meeting on: 10 am 7/10/09
Agenda Item 17: Close
Meeting closed at 12.36pm by Katherine Klaus.
Meeting closed at: 12.36 PM
Certified by Chair:
Signed: Dated:
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