University of Melbourne Student Union
Minutes of the Clubs & Societies Committee
Meeting 2/13
CONFIRMED
2 PM, 14/02/2013
Location: OB Meeting Space, 1st floor Union House
Agenda
1. Procedural Matters
1.1. Election of Chair
1.2. Acknowledgement of Indigenous Owners
1.3. Attendance
1.4. Apologies (Chris Heath)
1.5. Proxies
1.6. Membership
1.7. Adoption of Agenda
2. Confirmation of Previous Minutes (23/1/2013)
3. Matters Arising from the Minutes
3.1. Income Tax
3.2. Mailboxes & Resource Room
3.3. Penguin Costume
3.4. Safe Food handling & the City of Melbourne
3.5. WISE Democrifail Response
3.6. Psychology Association Bank Account
3.7. Clubs Online Projects
4. Reports
4.1. Officers
4.2. Committee
5. Correspondence
5.1. Psychology Association Late Orientation Grant Application
5.2. Socialist Alternative problem postering
5.3. Masters of Public Health name change
5.4. CAFÉ Presidential issue
5.5. Bulletin Item from Graduate Careers Fair
5.6. Commerce faculty: CSS affiliation
6. Grants
6.1. Orientation Grants
6.2. Grants For Discussion
7. Policy & Regulation Amendments
7.1. BBQ Pack Policy
7.2. Logo Use Policy
7.3. Locker Allocation Policy
7.4. Regulation Amendments:
7.4.1. RSA & food
7.4.2. Camps & Excursions grants
7.4.3. Grant Application Opening Date
7.4.4. Logo Use
8. Budget
8.1. Draft Budget
8.2. Payments
8.2.1. Motion On Notice
MOTION: That the C&S Committee approve up to $2,750 from budget line Advertising for the Clubs and Student Reps Guide with the understanding that Students’ Council is responsible for the other 50 per cent of the expenditure.
M: Stephen Smith (Secretary, UMSU)
8.2.2. SmallPrint Invoice ($110 from 03 60 605 3161)
8.2.3. Badges ($300 from 03 60 605 3163)
8.2.4. BBQ Pack Supplies
9. Orientation
9.1. Spending (03 60 605 3163)
9.1.1. Tuesday Carnival $500
9.1.2. Incidental Spending $500
9.1.3. Performances & Test & Tag
9.2. Roster
10. U Week
11. Standardised Banners
11.1. Grants
11.2. New Clubs
12. Compulsory Training
13. Other Business
13.1. Timetables
14. Next Meeting (time, date)
15. Close
Minutes of Clubs and Societies Committee Committee meeting held 14/2/2013
Meeting opened at: 2:20 PM, by Melinda Keys
Agenda Item 1: Procedural Matters
1.1 Election of Chair
Motion 1: That Melinda Keys be elected as Chair
Moved: Melinda Keys Seconded: Stephen Smith
CWD
1.2 Acknowledgement of Indigenous Owners
So acknowledged
1.3 Attendance
Committee: Patrick Clearwater, Rachel Withers, Tom Hayes, Yitong Wang
Office Bearers: Melinda Keys
UMSU Secretary: Stephen Smith
Coordinator: Fiona Sanders
Other: Sarina Murray
Absent
Sophie Sheahan, Victoria Tang, Chris Heath, Marie Kelly
1.4 Apologies
Chris Heath, Victoria Tang
1.5 Proxies
Nil
1.6 Membership
No change
1.7 Adoption of Agenda
Motion 2: To adopt the Agenda as presented
Moved: Chair
CWD
Agenda Item 2: Confirmation of Previous Minutes
Motion 3: To accept the minutes of the C&S Committee meeting on January 23 2013 as a true and accurate record
Moved: Chair
CWD
Agenda Item 3: Matters Arising from the Minutes
3.1. Income Tax
Forms reviewed and sent back to accountant for revision.
Sarina Murray left at 2:23pm
3.2. Mailboxes & Resource Room
Locker allocation problem – demand for large lockers exceeded large and medium
Mailboxes are to be replaced in current space
Sarina Murray came back at 2:29pm for a while
Resource Room
- lockers (small)
- photocopier (B&W) -> email to print
- scanner
- eftpos/Cash register
- hospitality double sink
- urn
- Fridge (lockable, glass doors)
- exec meeting room
- bins
- storage area (locked, keypad ->changed every year, shelving)
3.3. Penguin Costume
Next Agenda
3.4. Safe Food handling & the City of Melbourne
- Class 4 – packaged/catered
- Register for O’Week
- Evie – marquee set-up training?
- Purnima – hand washing
- Thermometer
3.5. WISE Democrifail Response
ACTION: Fiona Sanders follow up e-mail
ACTION: Put in next Agenda
3.6. Psychology Association Bank Account
Orientation income must be banked somewhere.
Motion 4: To direct MUPA to open a bank account by the Monday of Orientation and submit the details to the C&S Office by 4.30 pm on that day (February 25).
Moved: Patrick Clearwater Seconded: Melinda Keys
CWD
3.7. Clubs Online Projects
Patrick Clearwater tabled his paper outlining progress thus far
ACTION: Patrick to attend meetings with Communications staff
Agenda Item 4: Office Bearers’ Reports
4.1. Officers
Grants list, locker allocations, Farrago report, club files updated, Orientation table allocations.
Motion 5: To accept the Office Bearer’s report
Moved: Yitong Wang Seconded: Rachel Withers
CWD
4.2. Committee
Patrick Clearwater: Locker policy, online projects, reviewed SA banking issue correspondence, Student’s Council
Tom Hayes: Printing AGM forms, Student’s Council
Rachel Withers: Exec cards, filing, updating certificates of currency
Agenda Item 5: Correspondence
5.1. Psychology Association Late Orientation Grant Application
ACTION: Fiona Sanders to write to MUPA and say no
Fiona Sanders left at 3:45pm
5.2. Socialist Alternative problem postering
Issue and correspondence is explained to Committee.
Melinda Keys has advised SA that it is a busy time for the C&S Office, and thus the bank issue is taking longer than anticipated.
Discussion around use of logo. PC states that the issue is not use of logo, rather illegal postering.
PC suggests adding to logo use policy
10 minute break to resume at 4:15pm
Stephen Smith left at 4.15 pm
Fiona Sanders returned at 4:20pm
Procedural Motion: To defer Item 5.2 to Item 13 (other Business)
Moved: Patrick Clearwater
CWD
5.3 Masters of Public Health name change
ACTION: Email and advise to hold SGM and apply properly
5.4. CAFÉ Presidential issue
FYI
5.5. Bulletin Item from Graduate Careers Fair
Committee values the Careers Fair but feels Bulletin space is limited at this time of year, and thus declines. Consider contacting clus directly (link to Faculty/departmental).
5.6. Commerce faculty: CSS affiliation
FYI
Procedural Motion: To move to Item 8
Moved: Patrick Clearwater
CWD
Agenda Item 8: Budget
8.1. Draft Budget
Discussed tabled proposal and slightly amended Other Income and Grants
Final:
Budget Item / 2013 BudgetStudents Council Allocation / $252,000.00
Other Income / $6,500.00
Total Income / $258,500.00
Grants / $222,000.00
Orientation Costs / $6,000.00
Photocopying / $750.00
Postage / $50.00
Special Projects / $19,500.00
Stationery / $1,000.00
Telephone Costs / $200.00
Advertising / $5,000.00
Training / $4,000.00
Total Expenditure / $258,500.00
Motion 6: To approve the presented budget with amendment.
Moved: Patrick Clearwater Seconded: Rachel Withers
CWD
8.2. Payments
8.2.1. Motion On Notice
Motion 7: To approve $2500 for Clubs & Reps guide
Moved: Patrick Clearwater Seconded: Tom Hayes
CWD
Procedural Motion: To move to Item 6. Grants
Moved: Chair
CWD
Agenda Item 6: Grants
6.1. Orientation grants
Motion 8: To approve all standard grants en bloc
Moved: Patrick Clearwater Seconded: Yitong Wang
CWD
6.2. Grants for Discussion
Incomplete Printing
Motion 9: To conditionally approve all grants having submitted a compliant “Design” (only) by 4:30pm Friday 22nd February; including Campus Refugee Right Clubs, Students for Christ, Italian Social Club, Next Entrepreneurs and Film Society (badges).
Moved: Chair
CWD
Arts Students Society
Rachel advised that the venue is in new Student Centre
Motion 10: To approve Arts Students Society grant for 26/2.
Moved: Chair
CWD
Mechatronics Society
Motion 11: To approve the lollies and to conditionally approve the remainder of the grant upon submission of compliant details and designs by 4:30pm Friday 22nd February.
Moved: Chair
CWD
MUR Motorsports
Motion 12: To conditionally approve grant upon submission of a food plan and details and designs of other purchases by 4:30pm Friday 22nd February.
Moved: Chair
CWD
Physics Students Society
Motion 13: To conditionally approve grant upon submission of food plan by 4:30pm Friday 22nd February.
Moved: Chair
CARRIED with 1 abstaining
Physio Students Society
Motion 14: To conditionally approve grant upon submission of the RSA certificate that pre-dates camp.
Moved: Chair
CWD
VSSV
DEFER (Camp forms)
1701 Star Trek Club
Motion 15: To conditionally approve grant upon submission of prize details and designs by 4:30pm Friday 22nd February.
Moved: Chair
CWD
Baha’i Society (1)
Motion 16: To conditionally approve grant upon submission of a food plan by 4:30pm Friday 22nd February.
Moved: Chair
CWD
Baha’i Society (2)
Motion 17: To conditionally approve grant upon submission of food specifics and acceptable design by 4:30pm Friday 22nd February.
Moved: Chair
CWD
Chinese Culture Society
DEFER (explain what they want)
Community Development Club
Motion 18: To conditionally approve grant upon submission of prize details and printing design by 4:30pm Friday 22nd February.
Moved: Chair
CWD
Debating Society
Motion 19: To conditionally approve grant upon submission of Event Authorisation alcohol forms by 4:30pm Friday 22nd February.
Moved: Chair
CWD
Food Interest Group
Motion 20: To approve the grant and off-campus exemption.
Moved: Patrick Clearwater Seconded: Chair
CWD
Greek Association
Motion 21: To conditionally approve grant upon submission of SFH plan and printing design by 4:30pm Friday 22nd February.
Moved: Chair
CWD
Hong Kong Students Association
No purchase details provided at all
Motion 22: To reject the grant due to incomplete grant application.
Moved: Patrick Clearwater Seconded: Rachel Withers
CWD
Music Interest Club
Motion 23: To conditionally approve grants upon submission of SFH plans (x2) by 4:30pm Friday 22nd February.
Moved: Chair
CWD
Taiwanese Students Association
DEFER (waiting for response)
Thinking Cap
Motion 24: To approve off-campus exemption and grant
Moved: Chair
CWD
Agenda Item 7: Policy & Regulation Amendments
7.1. BBQ Pack Policy
Motion 25: To approve BBQ Pack Policy amendment
Moved: Patrick Clearwater Seconded: Tom Hayes
CWD
7.2. Logo Use Policy
Discussed the Policy and the Regulation
Ready for approval next meeting
7.3. Locker Allocation Policy
Remove casual orientation use of lockers.
Defer until known storage space.
7.4. Regulation Amendments:
7.4.1. RSA & food
Motion 26: To recommend the proposed amendment to Students’ Council
Moved: Patrick Clearwater Seconded: Yitong Wang
CWD
7.4.2. Camps & Excursions grants
Motion 27: To recommend the proposed amendment to Students’ Council
Moved: Rachel Withers Seconded: Yitong Wang
CWD
7.4.3. Grant Application Opening Date
Discussed and reworded slightly
Motion 28: To recommend the proposed amendment to Students’ Council
Moved: Patrick Clearwater Seconded: Tom Hayes
CWD
7.4.4. Logo Use
Discussed and reworded
Motion 29: To recommend the proposed amendment to Students’ Council
Moved: Tom Hayes Seconded: Chair
CWD
8.2.2. SmallPrint Invoice ($110 from 03 60 605 3161)
Motion 30: To approve payment of $110 to SmallPrint from Training (03 60 605 3161)
Moved: Chair
CWD
8.2.3. Badges ($300 from 03 60 605 3163)
Motion 31: To approve payment for badges of $300 from Orientation (03 60 605 3163)
Moved: Chair
CWD
8.2.4. BBQ Pack Supplies
Motion 32: To approve payment up to $500 to replenish BBQ packs from Special Projects (03 60 605 3839)
Moved: Chair
CWD
Agenda Item 9: Orientation
9.1. Spending
9.1.1. Tuesday Carnival
Not required
9.1.2. Incidental Spending
Cordial, sunscreen, etc
Motion 33: To approve payment up to $500 from Orientation Line for incidental spending (03 60 605 3163)
Moved: Chair
CWD
9.1.3. Performances & Test Tag
Quote not yet received
9.2. Roster
Committee to send in availabilities. Tom is available mornings, Rachel is available afternoons.
We will send out a roster.
Agenda Item 10: U Week
No further action until further advised by Kara/Goldie
Agenda Item 11: Standardized Banners
11.1. Grants
11.2. New Clubs
Item deferred
Agenda Item 12: Compulsory Training
Item deferred
Agenda Item 13: Other Business
13.1. Timetables
Send in timetables.
Meeting schedule will be set
13.2. Socialist Alternative banking issue
Fiona updated the committee on the Bank Account issue and progress
Discussion deferred to next meeting.
Agenda Item 14: Next Meeting (time, date)
Next meeting on: Monday 25th February, 4:15pm
Agenda Item 15: Close
Meeting closed at: 5:58 PM
Certified by Chair:
Signed: Dated:
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