Minutes of Clubs and Societies Committee Committee meeting held 20/5/2011
University of Melbourne Student Union
Minutes of the Clubs & Societies Committee
Meeting 9/11
CONFIRMED
3.15 PM at, 20/5/2011
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
1.5. Proxies
1.6. Membership
1.7. Adoption of Agenda
2. Confirmation of Previous Minutes (6/5/2011)
3. Matters Arising from the Minutes
3.1. Income Tax Compliance
3.2. Alcohol Review & Liquor Licensing Compliance
3.3. C&S Logo
3.3.1. Regulations
3.3.2. Use Guidelines
3.4. New Clubs Progress
3.5. Vet Students Society Victoria (Parkville) Audit
3.6. CastOn Charity Group ongoing issues (T shirt Grant)
3.7. Checking of Membership Records
3.7.1. Chinese Publishers Group
3.7.2. Fresh Life First
3.7.3. Leo Club
3.7.4. Socialist Alternative
3.7.5. Indonesian Campus Ministries
3.8. Random Audits Policy
3.9. Joint Events guidelines/forms
3.10. Open Day Update
4. Office Bearers’ Report
5. Correspondence
5.1. Health Sciences new club query
5.2. Poker Club suspension of grants
5.3. Labor Club Shenanigans
6. Petitions to Discipline
6.1. Poker Club
6.2. Chinese Debating Group
6.3. Australasian Association
7. Grants
7.1. Standard & Semesterly
7.2. Grants For Discussion
8. Open Day Applications
9. Last Lines from Council OB report (LOLZ)
10. Other Business
11. Next Meeting (12 pm Thursday June 2)
12. Close
Meeting opened at 3:19 PM by Stephanie Field
Agenda Item 1; Procedural Matters
1.1 Election of Chair
Motion 1: That Stephanie Field be appointed chair.
Moved: Sarah Lloyd Seconded: Brooke Sullivan
CWD
1.2 Acknowledgement of Indigenous Owners
So acknowledged
1.3 Attendance
Committee: Gabe Bernasochi, Quinn Oakley, Daphne Jiang, Patrick Clearwater, Sarah Lloyd, Brooke Sullivan, 1 x bottle of brandy, 4 x balloon glasses
Administrator: Fiona Sanders
Office Bearers: Cassandra Lutzko, Steph Field
Absent: Tim Hall
1.4 Apologies
Tim Hall
1.5 Proxies
Nil
1.6 Membership
Nil
1.7 Adoption of Agenda
Amendments:
7.3 Correspondence from Chinese Debating Group
10.1 Windex purchase to be approved from stationary budget
10.2 Jewish Students Society independence day event issue
Motion 2: To adopt the agenda with the above amendments.
Moved: Chair
CWD
Agenda Item 2: Confirmation of Previous Minutes (6/5/2011)
Amendments:
Fix Steph’s name in motion 5
Motion 3: To confirm the minutes of 6/5/2011 as a true and accurate record, with the above amendment.
Moved: Chair
CWD
Agenda Item 3: Matters Arising from the Minutes
3.1. Income Tax Compliance
No action.
3.2 Alcohol Review & Liquor Licensing Compliance
We have informed clubs council of the issues with membership and alcohol, and this will be emailed to all clubs. We will be implementing the new uni policy over winter.
3.3 C&S Logo
Not actioned since last time due to Marissa being on leave.
3.4 New Clubs Progress
4 out of the 8 IGMs have been run, all with quorum. The last four are booked in for week 12.
3.5 Vet Students Society Victoria (Parkville) Audit
All the relevant documents have been submitted and audit will be carried out next week.
3.6 CastOn Charity Group ongoing issues (T shirt Grant)
The issue with a tshirt grant being paid for non-existent tshirts was discussed. It was decided that there will be no action by the committee in terms of recovering the grant money because it was agreed that the current committee were not directly at fault. The committee recommends that CastOn contact ‘EPIKKD’ directly and ask for the tshirts that they have ordered and paid for, or their money back. The C&S committee says ‘we’re done!’
3.7 Checking of Membership Records
3.7.1 Chinese Publishers Group
The committee was informed that of the 35 reported union members, only 25 were active union members.
ACTION: Ask for an explanation of how union membership was checked. Inform the club of band change. Club is moved down a band.
PETITION 1: That the Chinese Publisher’s Group be put on probation for 12 months for a breach of regulation 6.1.n and 6.1.c.
Petitioners: Brooke Sullivan, Quinn Oakley, Sarah Lloyd, Gabe Bernasochi
Brooke Sullivan continues to drink brandy out of a balloon.
3.7.2 Fresh Life First
The committee was informed that the membership list was fine, and no further action should be taken.
3.7.3 Leo Club
The committee was informed that the membership list was fine, and no further action should be taken.
3.7.4 Socialist Alternative
The committee was informed that of the 18 reported union members, only 15 were in fact current members. Furthermore, several of the incorrectly reported union members had in fact written that they are not union members on the sign up sheet.
ACTION: Ask for an explanation of how union membership was checked. Inform the club of band change. Club is moved down a band.
PETITION 2: That Socialist Alternative be put on probation for 12 months for a breach of regulation 6.1.n and 6.1.c.
Petitioners: Brooke Sullivan, Gabe Bernasochi
PETITION 3: That Socialist Alternative have grants suspended for 6 months for a breach of regulation 6.1.n and 6.1.c.
Petitioners: Quinn Oakley, Brooke Sullivan
3.7.5 Indonesian Campus Ministries
The committee was informed that the membership list was fine, and no further action should be taken.
3.8 Random Audits Policy
The random audit policy had a number of amendments proposed:
- Change from ”Random Audits” to “Audits” policy
- One audit is to be performed at a time, with no more than one a fortnight
- ‘Audits for cause are not covered by this policy’ to be removed, and audits for cause to be incorporated into the policy
Steph is not on any Exec any more. YAY!
3.9 Joint Events guidelines/forms
Motion 4: To adopt the guidelines for Joint events.
Moved: Sarah Lloyd Seconded: Cassie Lutzko
CWD
3.10 Open Day Update
The University has offered $300 Coles Myer gift vouchers to each club. The university has also asked to see the applications and to decide which clubs to choose. We know the clubs better than anyone, and also know what students want to see at open day better than the university. The list of clubs which have been chosen will be run past the university, but the decision will rest with this committee.
Agenda Item 4: Office Bearers’ Reports
The final sentences of the Clubs Council Office Bearer report were submitted as the report. These were hilarious. They were so angry that they had to be deleted from the original report, and somehow flowed when read out in a row.
In addition to this, the action list was presented.
Motion 5: To accept the OB report.
Moved: Patrick Clearwater Seconded: Sarah Lloyd
CWD
Agenda Item 5: Correspondence
12.1. Health Sciences new club query
Brooke Sullivan stated that it should be possible for all potential members to be able to sign the new club expression of interest form physically because the point of being a club is that there is a group of people that you can gather together at a particular time and place.
The committee decided that it should be possible to get physical signatures, and electronic signatures will not be accepted. The committee suggests that she lecture bash and hand the form around.
12.2. Poker Club suspension of grants
In light of the Poker Club’s correspondence, the committee consensus is to not change the suspension of grants, and to write back to the Poker Club:
In response to the question “who decided 12 months was an appropriate length of time to suspend grants”: It was C&S committee consensus to suspend and committee maintains its consensus. Spell out “CWD”
“Why 12 months, and not 6 months or 3 months”: The Poker Club has ongoing problems. The lost asset was owned by UMSU and we don’t deem it appropriate to keep funding you. In addition, you were on probation before this incident, which was originally a lenient decision to give. This was to give the new committee an opportunity to demonstrate competence, which you did not do by losing the asset. 12 months is also a standard disciplinary action for the magnitude of your club’s breach of the regulations and the improper use of our funds. There is also certain to be a new committee in 12 months.
“Why not other restrictions”: This is the most lenient action considering the club was already on probation. The other option was disaffiliation.
“Why not comply with asset test”: You have lost the asset. How can you comply?
Our grants are a competitive environment. There are over 100 competent clubs who take their responsibilities seriously to whom we can give the grant money with greater certainty that it will be used in a responsible fashion to benefit students and the union. With reference to the C&S committee, it is a committee of your club exec peers who are elected by the council of club reps to make decisions on their behalf.
5.3 Labor Club Shenanigans
The C&S committee directs the OBs to return the money to Rachel and to give the forms to the Labor Club.
Motion 6: That the OBs inform the Labor club that they are to contact all potential members and invite them to pay membership (which should be taken at the next BBQ).
Moved: Sarah Lloyd Seconded: Patrick Clearwater
Carried, Brooke Sullivan abstains because she is confused
ACTION: Add this to next agenda
Agenda Item 6. Petitions to Discipline
6.1 Poker Club
This petition is to be deferred to the next meeting (June 3).
Motion 7: That Poker Club must resubmit a complete membership list, a corrected reconciliation and the physical sign up sheets to the C&S Office by Friday May 27 and should attend the next committee meeting (non-attendance will be of great disadvantage).
Moved: Sarah Lloyd Seconded: Cassie Lutzko
CWD
6.2 Chinese Debating Group
The original petition lapses as records were submitted. It was determined that there were a number of union members records missing, and a number of those listed as members were not actually Union members.
ACTION: Ask for an explanation of how union membership was checked. Inform the club of band change. Club is moved down a band.
PETITION 4: That the Chinese Debating Group be put on probation for 12 months for a breach of regulation 6.1.n and 6.1.c.
Petitioners: Sarah Lloyd, Brooke Sullivan
6.3 Australasian Association
They have now complied with C&S. We drafted an email for them to send out and post on facebook to clear up all the problems. Cassie Lutzko is happy with Aa’s progress. The petition is deferred to the next meeting, and Cassie and Quinny will report next meeting.
ACTION: Advise the club of the deferral of petition.
Agenda Item 7: Grants
7.1. List 8 Semester 1
Motion 8: To approve Standard Grants en bloc.
Moved: Sarah Lloyd Seconded: Gabe Bernasochi
CWD
7.2 Grants for Discussion
Motion 9: To approve en bloc the grants for 23+ Mature Age Students, Bhakti Yoga Club and South American Club conditional on their affiliation.
Moved: Daphne Jiang Seconded: Brooke Sullivan
CWD
Chemical Engineering Students Society – grant rejected (no RSA or SFH certificates) motion 13, 6/5/2011. Certificates have been submitted, one RSA is non-executive.
Motion 10: To rescind motion 13 from the C&S Committee meeting on May 6 2011 and approve the grant and allow the Application for Payment for the Chemical Engineering Students Society’s grant for Member’s Week to be submitted within the next two weeks.
Moved: Patrick Clearwater Seconded: Brooke Sullivan
CWD
ACTION: Advise the Chemical Engineering Society that the RSAs for an event should both be executive members.
Physics Students Society - Off-campus exemption applied for, no certificate of currency
Motion 11: To grant an off-campus exemption to the Physics Society and approve the grant conditional upon the certificate of currency or confirmation of public liability insurance being submitted with the Application for Payment.
Moved: Chair
CARRIED, Patrick Clearwater abstains
Science Students Society - No RSA form submitted for BBQ 12/5, correspondence to confirm no alcohol was served.
Motion 12: That the amusing picture be accepted.
Moved: Quinn Oakley Seconded: Gabe Bernasochi
CWD
Motion 13: To approve grant to the Science Students Society due to the confirmation that there was no alcohol at the event.
Moved: Gabe Bernasochi Seconded: Brooke Sullivan
CWD
Community Development Club – Grant Application indicates that there would be alcohol and admission charged for event.
Motion 14: To approve grant to the Community Development Club provided there was no alcohol served at the event.
Moved: Chair
CWD
Chinese Students and Scholars Association - No RSA forms submitted for a camp, both BYO and No were circled for ‘will alcohol be provided’, later advised that there was no alcohol at the camp, not even BYO. Also, the Certificate of Currency for the bus company was provided.
Motion 15: To rescind motion19 from the C&S Committee meeting on May 6 2011 and approve both grants, provisional on no alcohol having been served.
Moved: Sarah Lloyd Seconded: Patrick Clearwater
CWD
Multicultural media and Communication Group - Off Campus Exemption applied for, no certificate of currency needed (City of Melbourne parkland).
Motion 16: To grant off campus exemption and approve the grant for Multicultural Media and Communications Group.
Moved: Sarah Lloyd Seconded: Quinn Oakley
CARRIED, Daphne Jiang abstains
Agenda Item 8: Open Day Applications
The club applications were viewed and 19 clubs were chosen on merit according to the criteria of the University requests as advised to clubs by C&S. The University and the Clubs themselves will be informed.
Agenda Item 9: Last Lines from Council OB report (LOLZ)
Motion 17: That the “last lines” of the Clubs Council OB report should be accepted as hilariously true.
Moved: Patrick Clearwater Seconded: Sarah Lloyd
CWD
Agenda Item 10: Other Business
10.1. Windex approval
Motion 18: That Fiona Sanders be paid $4.95 for Windex from stationary budget line (03 60 605 3356).
Moved: Cassie Lutzko Seconded: Patrick Clearwater
CWD
10.2 Jewish Students Society independence day event issue
The Jewish Independence Day issue was outlined. It is not a C&S committee matter as Students For Palestine are not an affiliated club. No action is required.