Minutes of Clubs and Societies Committee Committee meeting held 5/8/2010
University of Melbourne Student Union
Minutes of the C&S Committee
Meeting 15/10
CONFIRMED
10 PM 5/8/2010
Location: Joe Nap A, 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. 28/7/2010
3. New Clubs
3.1. Hindu Society
3.2. Australian Youth Climate Coalition
3.3. Band Appreciation & Live Sessions
3.4. InterAction
3.5. Community Development Club
3.6. Indonesian Campus Ministry
3.7. Navigators Club
4. Matters Arising from the Minutes
4.1. Regulation Amendments (Progress through Students’ Council)
4.1.1. Recommendations from 14/4/2010
4.1.2. Recommendation for 5.6.j
4.1.3. Recommendation for 4.3.2
4.2. Orientation
4.2.1. Invoice
4.2.2. Sponsorship money from Students Council (OB)
4.2.3. Wilson Hall Investigation (OB)
4.3. Functions Grants Regulation Amendment (consumables)
4.4. Safe Food Handling Regulation Amendment
4.5. SWANS AGM
5. Office Bearers’ Reports
5.1. 26/5/10 (Piper)
5.2. 28/7/10 (Piper)
5.3. 5/8/10 (Jono)
5.4. Office Bearer’s Dispute
Mediator’s Report
6. Correspondence
7. Petition to Discipline
7.1. Russian Club SGM (not 2 UMSU Exec)
No action until 13/8/2010
7.2. Not 2 UMSU Exec (Poker Club)
7.3. Poker Club Suspension of Grants
7.4. Grants Training not Attended
7.4.1. Grant Approvals for Suspended Clubs
7.5. Taiwanese Students Association Disaffiliation
No action until 6/8/2010
8. Grants
8.1. Standard & Semesterly
8.2. For Discussion
8.3. Resistance Appeal (Motion 16 28/7/2010)
8.4. International Commerce Students Society Appeal (Motion 13 28/7/2010)
8.5. Budget Update
9. Grants Training for Incoming Committees
10. LIVE Report
11. Problem Applications for Payment
11.1. FOUL attendance lists
11.2. MUnGA date/purchase details
11.3. Korean Christian Group Printing
11.4. Chinese Music Group Camp Attendance List
12. Publicity Guide
13. Reimbursement to F. Sanders for BBQ Pack Replenishment
14. Members Week
15. Meeting Schedule
16. Other Business
17. Next Meeting (time, date)
18. Close
Meeting opened at: 10:18 AM, by Piper O’Dowd
Agenda Item 1; Procedural Matters
1.1 Election of Chair
Motion 1: That Piper O’Dowd be elected chair
Moved: Piper O’Dowd Seconded: Steph Field
CWD
1.2 Acknowledgement of Indigenous Owners
So Acknowledged
1.3 Attendance
Shaun Khoo, Steph Field, Cassie Lutzko, Fiona Sanders, Piper O’Dowd, Liam Hedge, Jonathan Donagan
New Club Representatives:
Community Development Club: Elyse Storr, Anthony Kung, Rhiannah Carver
InterAction: Nahshon Seraphy a Berrin
Band Appreciation & Live Sessions: Samuel Wand, Jonathan Earley
Indonesian Campus Ministry: Dyah Ayu, Adrian, Hizkia Irwanto Gouw
Absent
Quinn Oakley, Gindi Hovenga-Wauchope
1.4 Apologies
None
1.5 Proxies
All quiet after a recent spell of proxies
1.6 Membership
No Change
1.7 Adoption of Agenda
Motion 2: That the agenda be adopted
Moved: Shaun Khoo Seconded: Cassie Lutzko
CWD
Agenda Item 2: Confirmation of Previous Minutes
2.1 28/7/2010
Motion 3: That the minutes from the 28/7/2010 be accepted as a true and accurate record
Moved: Steph Field Seconded: Cassie Lutzko
CWD
Agenda Item 3: New Clubs
3.5 Community Development Club
Committee discussed the potential for LIVE involvement, suggested local projects to generate interest. Advised we don’t have international travel insurance
Motion 4: That Community Development Club be granted initial approval.
Moved: Liam Hedge Seconded: Steph Field
CWD
3.4 InterAction
Committee discusses the following;
- That Permission to use the name is required,
- That the form is incomplete and 2 of the Contacts did not fill in form and have not confirmed involvement
- That the aims need to be more specific
The application is withdrawn by the first contact
Jonathan Donagan arrives at 10:30am
3. 3 Band Appreciation & Live Sessions
‘Everyone these days likes shit music and we thought we’d do something about it’
Motion 5: That Band Appreciation & Live Sessions be granted initial approval
Moved: Liam Hedge Seconded: Steph Field
CWD
3.6 Indonesian Campus Ministry
Committee questioned the need for another Christian club on campus. It was noted that affiliation could not be refused because the Indonesian Christian demographic is slightly different to those covered by existing clubs, but that there was the potential this could lead to the affiliation of a very large number of Christian clubs.
. Questions raised about incorporation and ability to affiliate.
Motion 6: That the Indonesian Campus Ministries be granted initial approval
Moved: Chair
CARRIED with 1 against
Noted: Potential constitution conflict, C&S is aware of ICM Inc.
3.1 Hindu Society
Motion 7: That the Hindu Society be granted initial approval
Moved: Shaun Khoo Seconded: Liam Hedge
CWD
3.2 Australian Youth Climate Coalition
Questions over whether club was part of a national organisation. To be noted on application form.
Motion 8: That Australian Youth Climate Coalition be granted initial approval
Moved: Chair
CARRIED with 1 abstention
ACTION: That the new club forms be changed so that question 7 now reads ‘associated with’
3.7 Navigators Club
Questions over whether the aims replicate MUOSS and the university’s Transition & Orientation services
Motion 9: That the Navigators Club application be rejected on the grounds that it has ambiguous aims that may replicate a University department and a Student union department.
Moved: Chair
CWD
Agenda Item 4: Matters Arising from the Minutes
4.1 Regulation Amendments (Progress through Students’ Council)
4.1.1 Recommendations from 14/4/2010
4.1.2 Recommendation for 5.6.j
Recommendations from the 14/4/2010 and 5.6.j were passed on Tuesday with the exception of 2.2.1.a, which is going back to council after Piper meets with the wom*n’s’ officers.
4.1.3 Recommendation for 4.3.2
Recommendation 4.3.2 has not yet been sent.
ACTION: Piper or Fiona to organise to send the recommendations to council
4.2 Orientation
4.2.1 Invoice
Item deferred until Entertainment can come to a C&S meeting
ACTION: Invite Entertainment to next C&S meeting.
4.2.2 Sponsorship money from Students Council (OB)
Jonathan spoke to the item, C&S to get full amount from O-week and MYO by lobbying students council- not going to pay sponsor marquee costs.
4.2.3 Wilson Hall Investigation (OB)
No action yet
4.3 Functions Grants Regulation Amendment (consumables)
4.4 Safe Food Handling Regulation Amendment
4.3 & 4.4 discussed together and Shaun presented his options. Discussion.
The option to include all per-function consumables (Option 3) was accepted. The option to amend and combine the training regulations into section 7 was accepted (Option 2) but re-wording for clarification required.
ACTION: Redraft from discussion and present for next meeting
4.5 SWANS AGM
No quorum, no papers
NFA
Agenda Item 5: Office Bearers’ Reports
5.1 26/5/10 (Piper)
Noted, removed from agenda
5.2 28/7/10 (Piper)
Shaun Khoo noted does not want committee to takes sides. The report was accepted without the section discussing mediation.
5/8/10 (Jono)
Acceptable
Motion 10: That the reports be accepted as above
Moved: Shaun Khoo Seconded: Liam Hedge
CWD
5.3 Office Bearer’s Dispute
Mediator’s Report
The meeting on Tuesday was a communication mess up. Will meet in the next two weeks.
Motion 11: That at every committee meeting a separate written report is required from both OB’s
Moved: Cassie Lutzko
Amencded by Jono Donagan: that OB’s only report on the individual activities of the Officer
Amended by Shaun Khoo: report on activities, events or other regulatory requirements.
Amendments acceptable to mover.
Amended motion: That at every committee meeting a separate written report is required from both OB’s and that OB’s only report on the individual activities, events or other regulatory requirements performed or fulfilled by the Officer.
Seconded: Steph Field
CWD
Agenda Item 6: Correspondence
None
Agenda Item 7: Petition to Discipline
7.1 Russian Club SGM (not 2 UMSU Exec)
No action until 13/8/2010
No action yet
7.2 Not 2 UMSU Exec (Poker Club)
Second Exec joined Union 27/7/2010
Motion 12: To ratify the petition to disaffiliate the Poker club
LOST with 1 for, 2 against and 1 abstention
ACTION: That the club be warned
7.3 Poker Club Suspension of Grants
Papers submitted 28/7/2010
Motion 13: To ratify the petition to suspend the Poker Clubs grants
LOST with 2 for and 2 against
Petition 1: That the Poker club be put on probation for 12 months under 6.1.h (failure to provide documents on request).
Moved: Cassie Lutzko Moved: Steph Field
7.4 Grants Training not Attended
7.4.1 Grant Approvals for Suspended Clubs
Motion 15: That the petition to suspend club grants for all of the clubs listed until training is attended be ratified.
CWD
C&S will not take any grant applications from those clubs until clubs attend grants training.
7.5 Taiwanese Students Association Disaffiliation
No action until 13/8/2010
No action yet
Agenda Item 8: Grants
8.1 Standard & Semesterly
Motion 16: That standard and Semesterly grants be accepted en bloc
Moved: Liam Hedge Seconded: Steph Field
CWD
8.2 For Discussion
Fotoholics- Off campus, no certificate of currency, late WB grant app
Motion 17: That the off campus event grant be approved.
Moved: Liam Hedge Seconded: Shaun Khoo
CWD
Pakistani Society- No food plan
Motion 18: That the grant be conditionally approved provided that the club submits a food plan prior to the event.
Moved: Jonathan Donagan Seconded: Steph Field
CWD
Informatics, CAKE, Scandinavian, Weekly watches of wonderful anime- Potential WB Events- no prior C&S Promo grant
Motion 19: That the grants be approved
Moved: Chair
CWD
ACTION: Send out a ‘curt’ email
Open Day grants
Motion 20: That Open Day grants be approved provided clubs submit the missing details such as food plans and printing copy prior to the event.
Moved: Liam Hedge Seconded: Shaun Khoo
CWD
Agenda Item 13: Reimbursement to F. Sanders for BBQ Pack Replenishment
Motion 21: That Fiona Sanders be reimbursed from the Special Projects budget line (03 60 605 3839) the amount $20.
Moved: Steph Field Seconded: Cassie Lutzko
CWD
Agenda Item 8: Grants
8.3 Resistance Appeal (Motion 16 28/7/2010)
Resistance appealed the grant rejection arguing that they were a new club and were confused about requirements.
Motion 22: That the printing grant be approved for 4/8/2010
Moved: Cassie Lutzko Seconded: Steph Field
CWD
8.4 International Commerce Students Society Appeal (Motion 13 28/7/2010)
Papers were actually submitted correctly.
Motion 23: That the grant be approved
Moved: Shaun Khoo Seconded: Cassie Lutzko
CWD
8.5 Budget Update
Nothing to report
Agenda Item 17: Next Meeting (time, date)
Jonathan Donagan will work out the meeting schedule and let you know.
Agenda Item 18: Close
Meeting closed at: 11:55 AM
Certified by Chair:
Signed: Dated:
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