Minutes of Clubs & Societies Committee meeting held 26-08-2009
University of Melbourne Student Union
Minutes of the Clubs & Societies Committee
Meeting 16/09
CONFIRMED
10 AM, 26th August 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
3. Matters Arising from the Minutes
3.1 Grants Advice to Clubs
3.2 Socialist Alternative advertising in Week 1
4. Office Bearers’ Report
5. Correspondence
5.1 Let’s Talk Conversation Group (Re: MYO Non-Attendance)
5.2 UNICEF Club (Re: Room Use)
5.3 Goldie Pergl (Re: FOUL Silly Night)
6. Grants
6.1 Update on Grants Budget Remaining
6.2 Standard Grants
6.3 Semesterly Grants
6.4 Grants For Discussion
7. New Clubs
7.1 Crazy 8AM Stretching Club: Initial Approval
7.2 CastOn Charity Group: Initial Approval
7.3 Fashion And Design Club: Affiliation
7.4 Poker Club: Affiliation
7.5 Let’s Talk Conversation Group: Affiliation
7.6 Korean Christian Group (G4R): Affiliation
8. Open Day
8.1 Paying for Testing n Tagging
8.2 Velcro Dots ($17.28 Orientation 03 60 605 3163)
8.3 Encouragement Chocolates ($33.18 Orientation 03 60 605 3163)
9. Staple Gun (purchasing staples)
10. Late Applications for Payment
10.1 International Engineering Student Society
10.2 Debating Society
11. Mid Year Orientation Pin-boards ($120 03 Orientation 60 605 3163)
12. Korean Students Society AGM Papers
13. Science Students Society finances
14. Other Business
15. Next Meeting (postponed to Tuesday September 15, 12 pm)
16. Close
Meeting opened at: 10:15 PM, by Piper O’Dowd
Agenda Item 1; Procedural Matters
1.1 Election of Chair
Motion 1: That Piper O’Dowd be appointed Chair.
Moved: Piper O’Dowd Seconded: Jesse Overton-Skinner
CWD
1.2 Acknowledgement of Indigenous Owners
So acknowledged.
1.3 Attendance
Committee Members
Lora Evans, Joshua Torrance, Lucie Turner, Jesse Overton-Skinner, Jonathan Donagan
Office Bearers
Piper O’Dowd
Other
Fiona Sanders (C&S Administrator)
Absent
Committee Members
Sam Rankin, John Harris
1.4 Apologies
Committee Members
Lucie Turner
Office Bearers
Katherine Klaus
1.5 Proxies
Nil, because this committee does not care for proxies.
1.6 Membership
No changes
1.7 Adoption of Agenda
Motion 2: That this agenda be adopted.
Moved: Chair
CWD
Agenda Item 2: Confirmation of Previous Minutes
Motion 3: That the minutes for Clubs & Societies Committee meeting 15 held on 11-08-09 be accepted as a true and accurate record.
Moved: Lucie Turner Seconded: Lora Evans
CWD
Agenda Item 3: Matters Arising from the Minutes
3.1 Grants Advice to Clubs
Advised clubs of grant shortage on 11/8/09
We are enforcing all grant application rules strictly
We have a little bit of money left at the moment and can approve grants today
3.2 Socialist Alternative advertising in Week 1
SA submitted materials, Maria Kohn has not.
None of the material submitted had anything to do with the Holocaust.
NFA at this time
Agenda Item 4: Office Bearers’ Report
Not heaps to report.
- Started looking at 2009 AGMs
- 30 clubs not yet had AGMs
Jonathan Donogan arrives 10:22 am
- Are going to apply for more $$$ from Whole of Union Fund for grants.
Agenda Item 5: Correspondence
5.1 Let’s Talk Conversation Group (Re: MYO Non-Attendance)
They thanked us for taking pity on them.
NFA
5.2 UNICEF Club (Re: Room Use)
Unicef abused by tutor over room double booking.
ACTION – Piper O’Dowd to write to venue management:
- check Info booking first
- check with Venue Management for double booking
- tell Venue Management to tell people when a Union blanket booking gets taken away.
5.3 Goldie Pergl (Re: FOUL Silly Night)
Email to club members about Silly Night advised there would be alcohol.
Club had PROMISED C&S Administrator no alcohol would be provided when questioned (given the history of Silly Night).
Lora and Josh advised no alcohol was had, email was silly!
ACTION – Lora to communicate appropriate silliness (ie communicate properly)
Agenda Item 6: Grants
6.1 Update on Grants Budget Remaining
Keeping a close watch on money available, not time to stop taking grants (next meeting maybe).
ACTION: Remind clubs grants processed in order
ACTION: Prepare recommendations to move money from other budget lines (ie. Orientation, Special Projects)
6.2 Standard Grants
Motion 4: That the Standard Grants be approved en bloc.
Moved: Lora Evans Seconded: Joshua Torrance
CWD
6.3 Semesterly Grants
Motion 5: That the Semesterly grant applications be approved en bloc:
Moved: Chair
CWD
6.4 Grants For Discussion
African Drumming Club (Purchases: Drum & Instructor Hire)
Problem: Purchases grants applied for before August 11 (date we stopped taking Purchases applications). Had previously listed only August for approval by Committee.
Committee noted that if grants are approved they will still only be paid in the order received and when we run out of money club will be ineligible for any further funding. Approval of the grants does not guarantee funding.
Motion 6: That the African Drumming Club Purchases grant applications be approved.
Moved: Joshua Torrance Seconded: Lucie Turner
CWD
Buddhist Students’ Society (Purchases: Room hire 21/8)
Problem: Purchases grants applied for before August 11. Grant Application form was unclear.
Motion 7: That the Buddhist Studies Society Purchases grant application be approved.
Moved: Lora Evans Seconded: Jonathan Donagan
CWD
Club of Kites (Functions: Picnic 29/8)
Problem: Off Campus exemption requested, Insurance OK
Motion 8: That Club of Kites be given off-campus exemption and approval of the Function grant application.
Moved: Chair
CWD
Sociedad de Espanol (Functions: Pizza delivered 31/8)
Problem: IGM – C&S will provide RO
Motion 9: That the following grant application be approved:
Moved: Lora Evans Seconded: Jonathan Donagan
CWD
ACTION: advise Sociedad de Espanol to order and pick up on day when meeting reaches quorum.
Agenda Item 7: New Clubs
7.1 Crazy 8AM Stretching Club: Initial Approval
Social fitness and healthy breakfast club. Grants will be used for breakfast.
Motion 10: That the Crazy 8AM Stretching Club be initially approved.
Moved: Jonathan Donagan Seconded: Jesse Overton-Skinner
CARRIED Abstained: Joshua Torrance & Lora Evans
7.3 Fashion And Design Club: Affiliation
Motion 11: That the Fashion And Design Club be affiliated.
Moved: Lora Evans Seconded: Joshua Torrance
CWD
7.4 Poker Club: Affiliation
Motion 12: That the Poker Club be affiliated.
Moved: Jonathan Donagan Seconded: Jesse Overton-Skinner
CWD
7.2 CastOn Charity Group: Initial Approval
Lora Evans left at 10:55 am
Motion 13: That the CastOn Charity Group be initially approved.
Moved: Chair
CWD
7.5 Let’s Talk Conversation Group: Affiliation
Did not formally seek opinion of club members in forming general committee (as stipulated by their constitution). Did ask for expression of interest in general committee and appointed all those people.
ACTION: Advise club of the following (Fiona)
- C&S Committee will overlook this time but must comply with constitution next time.
- Expression of interest in joining committee and determining the size and structure of the committee are different.
- Recommend change in constitution to clarify process.
Have not completed submission of IGM papers, so no affiliation recommendation at this time.
7.6 Korean Christian Group (G4R): Affiliation
Motion 14: That the Korean Christian Group (G4R) be affiliated.
Moved: Joshua Torrence Seconded: Lucie Turner
CWD
Agenda Item 8: Open Day
8.1 Paying for Testing n Tagging
Motion 15: That $50 from the Orientation Budget Line of the Clubs & Societies Budget (Code: 03 60 605 3163) be used to pay for Testing n Tagging.
Moved: Jesse Overton-Skinner Seconded: Joshua Torrence
CWD
8.2 Velcro Dots ($17.28 Orientation 03 60 605 3163)
Fiona used C&S Admin budget to pay for these: NFA
8.3 Encouragement Chocolates ($33.18 Orientation 03 60 605 3163)
Due to the revolting weather chocolates and vegan snacks were purchased for Open Day volunteers.
Motion 16: That $33.18 from the Orientation Budget Line of the Clubs & Societies Budget (Code: 03 60 605 3163) be paid to Fiona Sanders for encouragement chocolates.
Moved: Joshua Torrence Seconded: Jesse Overton-Skinner
CWD
Agenda Item 9: Staple Gun (purchasing staples)
ACTION: implement honesty box system for staple gun.
Agenda Item 10: Late Applications for Payment
10.1 International Engineering Student Society
Club did not provide timely resubmission of rejected grant.
Motion 17: That the International Engineering Student Society’s late Application for Payment be rejected.
Moved: Jonathan Donagan Seconded: Jesse Overton-Skinner
CWD
10.2 Debating Society
App for Payment left on UMSU reception desk ‘sometime in April’. Followed up in August. We are slow at reimbursements but not that slow.
Motion 18: That the Debating Society’s late Application for Payment be funded for 50% of the eligible payment amount.
Moved: Lucie Turner Seconded: Jonathan Donagan
CARRIED Abstained: Jesse Overton-Skinner Against: 1
Agenda Item 11: Mid Year Orientation Pin-boards ($120 03 Orientation 60 605 3163)
Motion 19: That $120 from the Orientation Budget Line of the Clubs & Societies Budget (Code: 03 60 605 3163) be used to pay for pin-boards.
Moved: Joshua Torrance Seconded: Jonathan Donagan
CWD
Agenda Item 12: Korean Students Society AGM Papers
Club did not tell C&S about AGM (held in May). Papers only submitted on our request in August. Constitution not amended.
Motion 20: That the Korean Students Society’s AGM Papers be rejected and the club is directed to re-hold the AGM.
Moved: Jonathan Donagan Seconded: Jesse Overton-Skinner
CWD
Agenda Item 13: Science Students Society finances
Katherine Klaus arrived 11:20 AM and left at 11:25 AM
Some money (up to $9000) has gone missing, either stolen or lost. The SSS have fixed up record keeping.
Discussed making regulations about the size of club that must engage a bookkeeper or be audited.
ACTION: Find out accountant cost (Fiona Sanders)
Shaun Khoo arrived 11:30 AM
Agenda Item 14: Other Business
MUMU grounds booking confirmation (17/8) was not emailed to Fiona, but Ange said it would be.
ACTION: Jonathan Donagan to get Ange to find it for Fiona
Agenda Item 15: Next Meeting (postponed to Tuesday September 15, 12 pm)
Motion 21: That the next Clubs & Societies Committee meeting be held on Wednesday 16th September at 10 am.
Moved: Jonathan Donagan Seconded: Lucie Turner
CWD
Next meeting on: Wednesday 16th September 10am
Agenda Item 10: Close
Meeting closed at: 11:40 AM
Certified by Chair:
Signed: Dated:
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