University of Melbourne Student Union
Meeting of the Clubs & Societies Committee
Minutes
11 am, Wednesday 1st June, 2016
Meeting 10/16
Location:
C&S Office, 1st floor Union House
Meeting opened at 11:05am by Yasmine Luu
1. Procedural Matters
1.1. Election of Chair
Motion 1: To elect Yasmine Luu as chair
Mover: Yasmine Luu Seconder: Julianna Rozek
CARRIED WITHOUT DISSENT
1.2. Acknowledgement of Indigenous Owners
So acknowledged
1.3. Attendance
Committee: Julianna Rozek, Angela Keyte, Kayley Cazzubbo, Nicholas Hynes
Committee elect: Sam Crock
Office Bearers: Yasmine Luu, Ryan Davey
Staff: Fiona Sanders
Club representatives: Kevin Wu (Secretary, Chinese Students and Scholars Association), Tara Zhao (General committee, Chinese Students and Scholars Association), Jayden (President, Chinese Students and Scholars Association), Marcus Sultani (Member, More Beer!)
1.4. Apologies
Alexander Tashevski-Beckwith
1.5. Proxies
Nil
1.6. Membership
This meeting marks the last for Julianna Rozek, with her replacement being Sam Crock
1.7. Adoption of Agenda
Motion 2: To adopt the agenda with the addition of 7.9 International Youth Students for Social Equality
Mover: Chair
CARRIED WITHOUT DISSENT
Procedural Motion 1: To attend to items 3.5 CSSA/XP Education and 7.3.1 More Beer! immediately
Mover: Chair
CARRIED WITHOUT DISSENT
3.5 CSSA/XP Education
Representatives from CSSA attended the meeting providing the contract between the club and XP education. CSSA explained they had not made any bookings for XP education this year, but had been in contract with them for a year and a half.
Jacinta Cooper arrived 11:11am
Some giveaways and prizes (5x study vouchers) were provided to the club from XP education, which included free advertising in the form of flyers during O-week. The University of Melbourne cancelled CSSA’s room booking which was a high achievers/Dean’s list event that may have not been directly related to XP education. XP Education have not threatened CSSA and have provided sponsorship to the club, and provided no commissions to club executives. CSSA believe other clubs are involved but are unsure who exactly.
Richey Liu (Representative of CSSA) arrived at 11:20am
Their original contract (from 2015) with XP Education did not involve a room booking clause in their contract. Committee directed them to the UMSU legal service to provide them with information to get out of the contract. The University has told XP Education to cease contact with clubs. All sponsorships cannot be using clubs for their own commercial use.
CSSA Representatives left at 11:23am
7.3.1 More Beer!
Estimated attendance is determined by members being at the event ‘at one time’. Since the event ran for two hours, there was a changeover half way, which means there were more people at the event than reported. Left over slabs are kept for event prizes. Committee were able to pin point a number of problems including the incorrect attendance record and the ratio of standard drinks to members (3-4 beers per person and hour). Committee asked for the following things:
· The food receipts for the 29th of April event must be provided
· A full semester event plan to be provided, reporting all alcohol, food and leftover alcohol at each event
· Full attendance reporting for semester 2
· Stop the corruption
ACTION: Speak to 130 degrees about its return policy of unused alcohol
Marcus Sultani left.
2. Confirmation of Previous Minutes
2.1. 18 May 2016
Motion 3: To confirm the minutes from the 18th of May 2016
Mover: Chair
CARRIED WITHOUT DISSENT
3. Matters Arising from the Minutes
3.1. Petitions to Discipline
3.1.1. Postgraduate Physics Students’ Society
Not applicable, put on the agenda in error
3.2. Other AGM/SGM Matters
3.2.1. Women in Science and Engineering
WISE’s SGM was held on the 8th of March, with notice being provided on the 2nd of March. No discipline.
ACTION: Warn them of this for their future AGM.
3.2.2. Singapore Students’ Society
SSS’s AGM was held on the 5th of May and their notice was provided on the 1st of May.
Petition 1: To place Singapore Students’ Society on probation for 12 months for breach of the regulations (Regulation 6.1.a (5.2.1))
Petitioners: Angela Keyte, Julianna Rozek
3.2.3. Aa Notice
The notice provided to the members of the Australasian Association had the wrong date and did not show what positions were to be elected and if members were free to nominate themselves. When asked to send out another message clarifying the date, it breached the compliant notice time frame.
Motion 4: To reject the SGM and declare all documents invalid
Mover: Angela Keyte Seconder: Chair
CARRIED WITHOUT DISSENT
Petition 2: To place Australasian Association on probation for 6 months for breach of the regulations (Regulation 6.1.a (5.2.1))
Petitioners: Julianna Rozek, Kayley Cazzubbo
3.2.4. Architecture and Building Association Constitution amendment
Motion 5: To approve the amendments in the constitution of the Architecture and Building Association and to warn them to ask C&S first before taking constitutional changes to general meetings
Mover: Chair
CARRIED WITHOUT DISSENT
3.3. Alcohol
3.3.1. Licencing/buying from 130 Degrees
130 Degrees will now provide an approval document when events are licensed. Committee discussed the prospect of getting security guards dedicated to club events.
3.3.2. Other Campuses
A response has yet to be provided to the C&S committee.
3.4. Policy & Regulation Working Group
The guidelines for Pub “not” crawls are being typed up, after the successful working group talking about pub crawls. The guidelines will be presented to committee soon.
3.5. CSSA/XP Education
Committee asked for the following items to be provided by CSSA:
· The 2015 Semester 2 contract between CSSA and XP Education
· The club’s sample sponsorship contracts
· Other contracts the club may have with other organisations
· An explanation of what they’re spending their money on
3.6. Exec Lunch (Overspend)
Motion 6: To fund an additional $229.00 from budget line special projects to the over expenditure for the executive lunch.
Mover: Jacinta Cooper Seconder: Angela Keyte
CARRIED FOR: 4 AGAINST: 1
4. Reports
4.1. Officers
Yasmine spoke about the Executive Lunch and how it was a success, the OB’s are currently working through all the general meeting documents.
Motion 7: To accept the Office Bearer’s report
Mover: Kayley Cazzubbo Seconder: Julianna Rozek
CARRIED WITHOUT DISSENT
4.2. Committee
Committee spoke about the current state of the budget. Julianna also raised a potential issue brought to her by WISE involving emails after approval for payment. More information is required to rectify this.
Motion 8: To accept the Committee’s report
Mover: Chair
CARRIED WITHOUT DISSENT
4.3. SAG
There were no SAG’s scheduled. However, Yasmine did attend a meeting with other Office Bearer’s to speak with the Chancellery. There was an alleged problem on one of the faculty camps. Chancellery now want to meet with all faculty clubs, without the help of C&S. It is important this department is involved in conversations like this.
5. Correspondence
5.1. Turkish Society’s IGM late grant
Motion 9: To approve Turkish Society’s IGM grant application at 50% funding
Mover: Julianna Rozek Seconder: Chair
CARRIED WITHOUT DISSENT
5.2. Tables
No action
5.3. Greek Association Election
The Returning Officers of this election were invited to speak to the department, they advised of the process and we believed it was compliant. It was an easy win on all positions. No further action.
6. Grants
6.1. Standard
Motion 10: To approve all standard grants en bloc
Mover: Julianna Rozek Seconder: Kayley Cazzubbo
CARRIED WITHOUT DISSENT
6.2. Grants For Discussion
Motion 11: To approve all late grants at 50% funding en bloc (ID: 2226 Biomedicine Student Society, 2582 Filmmakers Collaborative, 2590 Mahjong Club, 2588 Mathematics and Statistics Society, 2593 Wine Society)
Mover: Chair
CARRIED WITHOUT DISSENT
Motion 12: To reject Islamic Society’s grant application (ID: 2575) and ask them to resubmit under the correct grant type with submitted designs.
Mover: Julianna Rozek Seconder: Chair
CARRIED WITHOUT DISSENT
Motion 13: To approve Book Club’s grant applications (ID: 2579 & 2561) conditional on providing venue management approval at the time of the event
Mover: Kayley Cazzubbo Seconder: Chair
CARRIED WITHOUT DISSENT
Motion 14: To approve planetUNI’s grant application conditional on submission of a compliant design
Mover: Julianna Rozek Seconder: Jacinta Cooper
CARRIED WITHOUT DISSENT
Motion 15: To reject Vietnamese Students Association’s grant application (ID: 2567)
Mover: Chair
CARRIED WITHOUT DISSENT
Motion 16: To approve Planning Students Society’s grant application (ID: 2606) conditional on a valid certificate of currency provided before the event
Mover: Julianna Rozek Seconder: Chair
CARRIED WITHOUT DISSENT
Motion 17: To approve Apollo Health Music Society’s grant application (ID: 2586) conditional on a valid certificate of currency at the time of the event being submitted
Mover: Chair
CARRIED WITHOUT DISSENT
Motion 18: To approve Vietnamese Students Association’s grant application (ID: 2568) conditional on a valid certificate of currency at the time of the event being provided
Mover: Julianna Rozek Seconder: Chair
CARRIED WITHOUT DISSENT
Motion 19: To reject Finance Student Association’s grant application (ID: 2294)
Mover: Kayley Cazzubbo Seconder: Julianna Rozek
CARRIED WITHOUT DISSENT
Motion 21: To reject Islamic Society’s grant application (ID: 2097)
Mover: Julianna Rozek Seconder: Chair
CARRIED WITHOUT DISSENT
Motion 22: To reject Italian Social Club’s grant application (ID: 2368)
Mover: Chair
CARRIED WITHOUT DISSENT
ACTION: Check Italian Social Club’s locker to make sure they are not holding gas bottles
Motion 23: To approve Biomedicine Student Society’s grant application (ID: 2564) at 50% funding
Mover: Kayley Cazzubbo Seconder: Jacinta Cooper
CARRIED WITHOUT DISSENT
Motion 24: To approve Australia-China Youth Association’s grant application (ID: 2595) conditional on providing a valid certificate of currency before the event date
Mover: Chair
CARRIED WITHOUT DISSENT
Motion 25: To approve Consistently Amazing Kitchen Endeavours’ grant application (ID: 2608) conditional on providing a valid certificate of currency before the event
Mover: Chair
CARRIED FOR: 4 ABSTENTIONS: 1
Motion 26: To approve Food Interest Group’s grant application (ID: 2574)
Mover: Chair
CARRIED WITHOUT DISSENT
6.2.1. 2449 Correspondence (WISE)
Motion 20: To approve Women in Science and Engineering’s grant application (ID: 2449) at 50% funding
Mover: Angela Keyte Seconder: Julianna Rozek
CARRIED WITHOUT DISSENT
7. Other Business
7.1. New Club IGM Submissions
7.1.1. Aerospace and Robotics Society
Motion 27: To affiliate Aerospace and Robotics Society
Mover: Jacinta Cooper Seconder: Chair
CARRIED WITHOUT DISSENT
7.1.2. Bike Polo Society
Motion 28: To affiliate Bike Polo Society
Mover: Chair
CARRIED WITHOUT DISSENT
7.1.3. Competitive Programming Club
Motion 29: To affiliate Competitive Programming Club
Mover: Chair
CARRIED WITHOUT DISSENT
7.1.4. Exhibitionists *VCA*
Defer Exhibitionists to next meeting pending revised minutes being sent to us and request an updated membership list
7.1.5. Film and TV Students Society (The Ex-Presidents' Society) *VCA*
Motion 30: To affiliate Film and TV Students Society (The Ex-Presidents’ Society) conditional on submitting the executive details in the correct format
Mover: Chair
CARRIED WITHOUT DISSENT
7.1.6. Mandarin Language Club
Motion 31: To affiliate Mandarin Language Club
Mover: Chair
CARRIED WITHOUT DISSENT
7.1.7. Melbourne Biotechnology Club
Motion 32: To affiliate Melbourne Biotechnology Club
Mover: Chair
CARRIED WITHOUT DISSENT
7.1.8. Universities Allied for Essential Medicines
Motion 33: To affiliate Universities Allied for Essential Medicines
Mover: Chair
CARRIED WITHOUT DISSENT
7.2. Promo conditions for MYO, Welcome Back & Open Day
All club events in the promo period must be placed on the calendar online using WordPress. The deadlines are:
· Welcome Back – Friday 15th July
· Mid-Year O-Week – Thursday 7th July
· Open Day – Nil
Motion 34: To apply the above conditions for the promo period
Mover: Jacinta Cooper Seconder: Kayley Cazzubbo
CARRIED WITHOUT DISSENT
Chair cedes to Julianna Rozek
7.3. Irresponsible Service of Alcohol
7.3.2. Ag & Food Sciences
The problems arising at the FULNAR event are still being investigated by the University. The committee will wait on the investigation is complete before any decisions are made on this issue. Committee discussed putting an alcohol standard and plan towards the working group, which involve producing new alcohol forms and RSA workshops.
Chair cedes to Yasmine Luu
7.4. Asset Checking
Motion 35: To extend the deadline to the next meeting of the C&S committee
Mover: Jacinta Cooper Seconder: Julianna Rozek
CARRIED WITHOUT DISSENT
7.5. Awards Night
Executives were excited about the night when spoken about at the Exec Lunch.
ACTION: Plan for event
7.6. Trolley
Defer to next meeting
7.7. Storage Cage
Goldie Pergl is looking into this
7.8. Locker use
The deadline for new lockers has past, Yasmine will allocate the clubs to new lockers.
7.9. International Youth Students for Social Equality
The IYSSE letter to all the clubs was tabled. The committee acknowledged that the motions made in the meeting at which IYSSE’s application was discussed did not clearly express the intention of the Committee.
The issues arising from discussion with IYSSE’s representative in that same meeting and the open correspondence were discussed. In summary, IYSSE do not regard the C&S Committee as a body that has the democratic right to govern clubs. Therefore, the committee cannot have good faith in IYSSE’s intent and ability to be governed by the C&S Committee. IYSSE do not respect the decisions made by the C&S committee nor do they view C&S as a governing body.
Fiona will send an email to Clubs acknowledging the mistake made by the chair, and that we will rectify this error. The committee is confident that the decision, albeit poorly expressed in the previous minutes, is within the meaning of the Regulations. Clubs are invited to discuss with the staff and officers of C&S any concerns they may have over this matter.
Motion 36: To reject the affiliation application of the International Youth and Students for Social Equality on the grounds of not being able to maintain a good faith relationship (Regulation 4.1.2.n) as outlined above.
Mover: Julianna Rozek Seconder: Kayley Cazzubbo
CARRIED FOR: 3 AGAINST: 1 ABSTENTIONS: 1
IYSSE are not rejected because of writing open letters. It is because of the group’s attitude of not respecting the governance of the committee, which has led to the inability to establish affiliation in good faith.
8. Next Meeting
Yasmine will set up a ‘when is good’ on the Committee facebook group to determine a time for the next meeting after exams. The meeting will most likely be on the 22nd or 23rd of June.
9. Close
Meeting closed at 1:41pm by Yasmine Luu